MANAGER’S DESK GUIDE TO POSITION MANAGEMENT AND CLASSIFICATION

MANAGER¡¯S DESK GUIDE

TO

POSITION MANAGEMENT

AND

CLASSIFICATION

Provided by

Civilian Human Resources Agency

Training Management Division

March 2017

TABLE OF CONTENTS

INTRODUCTION

PURPOSE

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COVERAGE

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ROLES AND RESPONSIBILITIES

a. Commanders

b. Managers and Supervisors

c. Civilian Personnel Advisory Centers (CPACs)

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ACRONYMS AND TERMS DEFINED......,,,

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PART 1 - POSITION MANAGEMENT

1-1. DEFINITION

9

1-2. POSITION MANAGEMENT ASSISTANCE

9

1-3. POSITION MANAGEMENT PROCESS

9

1-4. THE TOOLS FOR POSITION MANAGEMENT ......................................................... 10

1-5. POSITION MANAGEMENT ANALYSIS...................................................................... 13

a. Three Views of the Organization .................................................................................. 13

b. Job Dilution ............................................................................................................. 15

1-6. SUPERVISORY RESPONSIBILITIES IN POSITION MANAGEMENT ................... 16

1-7. SUPERVISORY POSITIONS AND EMPLOYEE RATIO ............................................ 17

1-8. SUPERVISORY DUTIES............................................................................................... 18

1-9. TEAM LEADER AND WORK LEADER POSITIONS ................................................ 20

PART 2 ¨C POSITION CLASSIFICATION

2-1. REVIEWING AND DEVELOPING POSITION DESCRIPTIONS (PDs ) ..................22

a. When Should You Write or Change a Position Description¡­ ................................ 22

b. Sources of Position Descriptions ................................................................................ 22

c. Adequacy of PDs .....................................................................................................22

d. Position Description Formats ..................................................................................... 23

e. Position Description Preparation and Content .......................................................... 23

f. Major Duties ................................................................................................................. 24

g. Tips on Reviewing Position Descriptions................................................................... 24

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2-2. EVALUATION STATEMENTS

24

2-3. MISASSIGNMENTS

25

2-4. PERFORMS OTHERS DUTIES AS ASSIGNED ....................................................... 25

2-5. CLASSIFYING A POSITION (Assigning Title/Series/Grade) ..................................... 26

2-6. REQUEST FOR PERSONNEL ACTION (RPA) PROCESSING

REQUIREMENTS

27

2-7. DELEGATION OF CLASSIFICATION AUTHORITY TO MANAGERS¡­¡­¡­¡­..27

2-8. CLASSIFICATION APPEALS AND ORAL COMPLAINTS .................................... .. 28

2-9 FAIR LABOR STANDARDS ACT (FLSA) ................................................................... 29

APPENDIX A: CHECKLIST FOR WRITING POSITION DESCRIPTIONS FES FORMAT ............................................................................................... 32

APPENDIX B: CHECKLIST FOR WRITING POSITION DESCRIPTIONS ¨C

NARRATIVE FORMAT ...........................................................................34

APPENDIX C: CHECKLIST FOR WRITING POSITION DESCRIPTIONS WAGE GRADE.............................................................................................. 35

APPENDIX D: CHECKLIST FOR WRITING POSITION DESCRIPTIONS GENERAL SCHEDULE SUPERVISORY GUIDE ................................... 36

APPENDIX E: CHECKLIST FOR WRITING POSITION DESCRIPTIONS FEDERAL WAGE SUPERVISORS............................................................. 38

APPENDIX F: CHECKLIST FOR POSITION DESCRIPTION FORMAT ...................... 40

APPENDIX G: SAMPLE EVALUATION STATEMENT FORMAT ................................ 41

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INTRODUCTION

PURPOSE. This desk guide provides basic information about the principles, processes

and practices of civilian position management and classification. It offers a brief and

ready reference to assist managers and supervisors in effectively carrying out position

classification responsibilities. This guide should be used to supplement advice from

your servicing HR specialist and Civilian Personnel Advisory Center (CPAC).

COVERAGE. This guide pertains to the classification and management of civilian

positions in the General Schedule (GS) and Federal Wage System (FWS).

ROLES, RESPONSIBILITIES, AND AUTHORITY.

a. Commanders. Commanders are responsible for position classification and

management for their activities and have authority to render classification decisions for

subordinate positions. This authority encompasses the determination of the pay plan,

occupational series, title, and grade level. All decisions must be consistent with

applicable laws, classification standards, principles, and appeal decisions. Commanders

may delegate classification authority to subordinate managers and supervisors or to the

servicing Civilian Personnel Advisory Center (CPAC).

b. Managers and Supervisors. Managers and supervisors have an increasingly

important role in the management of human resources. They assign duties and

responsibilities, write position descriptions, and maintain accurate position descriptions

that show major duties, how work is reviewed, and what knowledge, skills and abilities

are needed.

Under Delegation of Classification Authority (DCA), designated managers and

supervisors receive written delegated authority to classify subordinate positions. When

necessary, managers will need to explain classification decisions to the workforce or

oversight authorities (i.e. HQ DA, OPM). Managers and supervisors with DCA are

responsible for classification accuracy.

c. CPAC. The CPAC staff serves as consultants on all position management and

classification issues. The CPAC staff also processes Requests for Personnel Action

(RPA) on behalf of the organization serviced.

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