How to Write Federal Position Descriptions

Federal position descriptions are very specific.

Every job has its description, federal jobs included. However, federal jobs require a little more than the average description and explanation. Federal employees know position descriptions as "PD." There are a lot of specifics that have to be given within the description, duties and responsibilities of the job. PDs have two types: Narrative and FES. The narrative type is described in with a narrative voice. The FES type is more a professional, specified version.

Instructions

1. 

   Knowledge will help one keep the position

   Describe the type of specified knowledge required for the job. This is not where one would place information about degrees and certification. This is about skills and knowledge one needs to possess and apply for success in the position.

   Example: If it is a mathematician's position, one would need to know the uses of mathematical theory and algorithms to solve economic, engineering and business problems.

2. 

   Some tasks can be a little overwhelming

   Describe how tasks and assignments are given to the employee. List the responsibilities the employee would be expected to maintain and honor. Make the list accurate and detailed. Leave no room for ambiguity or miscommunication.

3. 

   Probationary periods can tend to be lengthy.

   Explain the review process. This can include things such as the probationary period and any evaluations one's employee would undergo. A few probationary periods last for the first 12 months.

4. 

   Learn the material within the agency's handbooks.

   Describe any guidelines or rules the employee is expected to adhere as a federal employee. Include such references as agency handbooks and field manuals. The employee should have no reason to be in a confused position.

5. Explain the difficulty or complexity of the position. Clarify whether the position is high-risk or minimal-risk, high-maintenance or low-maintenance. Describe any tedious tasks the employee should keep in mind. List any physical demands of the position (climbing, lifting, stooping, etc.).

   Note: One should read and understand the FES standards. Some of the positions' requirements vary.

6. 

   The grade of the position is an elimination element.

   Determine the grade for the position from the workload, duties and responsibilities required.

7. 

   Every position has a purpose and is part of a whole entity

   Give a directive for the position---a purpose. Explain why the employee's position is valued.

8. 

   One has to be able to contact the appropriate individuals when the time comes.

   Provide contact references. Should any problems arise, the employee would know the specific department to contact and whom.

9. 

   Employees want to know the payment system.

   Clarify the payment system the employer of the position uses. Use the GS (General Schedule) and the FWS (Federal Wage System) to determine.

Tips & Warnings

• Be as thorough as possible when writing these descriptions.

References

• Office of Personnel Management: The Classifier's Handbook
• Department of Defense: Civilian Personnel Management Service: Staffing Advisory Section -- "Probationary Periods"
• Bureau of Labor Statistics: Occupational Handbook 2010-11 Edition -- Mathematicians