Review the position description

You will need to thoroughly review the position description (PD) to understand the work performed.

• If the position recently changed, review the current and previous PDs to determine differences.
• Changes may indicate reorganization or program changes affecting responsibilities of the position.
• If new duties were taken from another position, review both positions.

Consider the following to better understand the nature of the employee's work

• Duties
  • See “Assigned Work Activities” section in PD. 
  • Position allocation is based on the majority of work (51%). 
  • Focus on major versus minor duties.
    • Major duties are the primary reason the position exists and typically occupy most of the employee’s time. 
    • Minor duties occupy a small portion of the time, are not the primary purpose for which the position was established, and may include one-time only or temporary duties.  
• Level of responsibility
  • What is the extent of independent options, authority, and decision making?
  • Does the employee follow policy, procedures, and/or guidelines?
  • Does the employee make recommendations and influence or alter outcomes?
  • Does the employee make decisions that set precedents?
• Level of supervision or direction given
  • See “Lead Work/Supervisory Responsibilities” section in PD.
  • See Glossary of Terms
  • Review organization charts; clarify differences if PD conflicts.
• Level of supervision received
  • See “Working Relationships” section in PD.
  • See Glossary of Terms.
  • Indication of level of responsibility.
  • Includes extent of latitude the employee has in determining work methods and priorities.
• Interpersonal work relationships
  • What positions does the employee have contact with? Over what issues? What is the purpose or outcome of the contact?
  • Does the employee represent the organization with outside entities?

Additional tips and considerations

• Review other PDs in the employee’s work unit, including the supervisor’s, to help determine how the position fits, level of responsibility, and to ensure consistency between positions.
• If you are conducting a position review based on an employee’s request, similar considerations/questions may be used for the Position Review Request form.  This is an employee form and contains similar components as the PD.  In addition, the Position Review Request - Supervisor Portion clarifies the information submitted by the employee.

Position allocation guidance steps

1. Ensure current and accurate position description
2. Determine relevant class specifications
3. Understand allocating criteria
4. [Current page] Understand duties in position description
5. Conduct desk audit
6. Determine appropriate allocation
7. Write your decision