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Manager's Toolkit

Position Description (PD): The Primary Source Document

The Position Description (PD) is referred to as the primary source document because it is a multi-purpose tool used by employees, management, and the human resource team for a variety of functions.  It is written based on what is needed to accomplish the purpose of the position and to meet the organization’s mission and goals.

The PD is used for:

  • Position Classification:  determining the role assigned to the position and the corresponding pay band/salary range
  • Pay Actions:  assessing factors describing the skills needed and the duties of the position and used to determine starting pay and pay changes
  • Recruitment and Selection: referring to the KSAs and education/ experience requirements when writing job announcements, developing screening criteria and interview questions, and making the hiring selection
  • Performance Planning and Evaluation: outlining core responsibilities and measures, how the employee performs the duties and how the supervisor measures performance
  • Fair Labor Standards Act (FLSA) Classification: determining the employee’s status as exempt or non-exempt under the FLSA
  • Americans with Disabilities Act (ADA):  stating the essential functions of the position and determining the employee’s ability to perform the job
  • Workers’ Compensation/VSDP: documenting duties and physical requirements for the position and used by healthcare providers to assess an employee’s readiness to return to work
  • Grievances: providing documentation for the grievance process
  • Career Development: establishing an employee development plan that identifies the skills employees need for current and future positions.
  
Because of its many functions, the PD must have accurate and current information.

 

Source:  Virginia Department of Human Resources, AHRS Periodical (Vol 1, Issue 35.), page 7.