Policies and Procedures
Classified Employees
Position Descriptions
(updated 2/17/2012)

Position Descriptions - Generally

Every benefits-eligible classified position at Pittsburg State University has a written position description. Each supervisor is responsible for preparing a position description for each position under his or her supervision.

Classfied position description forms are available from HRS. The position description describes the duties and responsibilities of the position. It also includes the education, experience, knowledge, skills and abilities necessary to perform the duties in a satisfactory manner. It is signed by the supervisor, employee and any other individual as required by the department or division. The original position description form is forwarded to HRS for review. Approved position descriptions are then signed by the HRS Director and the Appointing Authority.


    Reviewing the Position Description

    Supervisors should review position descriptions with new employees. The employee should be given a copy of the description.

    The supervisor shall also review a position description when the responsibilities of the position change, each time the position becomes vacant, and when other pertinent circumstances indicate a review is appropriate.

     

    Position Description Form

    The position description form has three sections. Part I has general information about the position such as position number, class title, and hours of work.

    Part II is the most detailed - and important - section of the position description. Duty statements are written in #21 of this section, and a percent time is assigned for each duty. The percent time should reflect the percentage of time the employee performs the duty.

    The minimum qualifications required for the position are stated in Part III. For most positions, information in this section must match the state class specification.Call HRS if the position may require different or additional minimum qualifications.

    Duty statements are the most important element of a position description. They tell what work is performed in the position. They are the primary source of information used to assign the position to a classification. They also define the work so that job expectations and training needs may be identified.

    Duty statements must be informative and should be made as concise as possible. Before attempting to write a duty statement, be sure that you have a thorough understanding of the work performed. Review any available information about the job, such as established guidelines and procedures.

    A well written duty statement will answer the following questions:

    • What is happening?
    • To whom/what is the action being directed?
    • Why is the action being done?
    • How is the Action completed?

    Examples of Well Written Duty Statements

    • Proofreads, corrects, and edits rough draft, final copy, and updated/corrected material to ensure grammatical, spelling, typographical, and punctuation errors are identified and corrected.
    • Creates, organizes and maintains various data information systems so that information is current, accurate and accessible.
    • Gather data for and prepare state and federal reports so that the Regents reporting requirements and deadlines are met.
    • Patrols, by car or on foot, an assigned area by observing buildings, offices and street to determine whether conditions appear to be safe and in order.
    • Trains and supervises student employees in the handling, transfer, and inventory control of audio-visual equipment and materials to ensure that needs of the University are met.
    • Reviews account statements from Business Office, prepares monthly expenditure report for each departmental accounts and monitors purchases so that spending is kept within the budgeted amounts.
    • Types correspondence, answers telephones, opens and distribute mail, directs the work of student employees, and assists individuals visiting the office so that office operates efficiently.
    • Transports dirt, sand, gravel, road repair material or equipment and supplies in order to deliver needed materials or equipment to the work site by operating various dump and flatbed trucks.

    Additional Resources

    Managing Position Descriptions in GUS

    State of Kansas Classification Specifications

    O*Net Online (created for the U.S. Department of Labor, Employment & Training Administration,
    by the National Center for O*NET Development)

    About O*Net Online

    Writing a Duty Statement

    Acceptable Action Words

    Ambiguous Action Words