Common Shortcomings of PDs

PDs come to the forefront at critical times during a position's duration. When a position must be re-evaluated, advertised, or established, etc., supervisors, managers and administrators must know the answer to the question, "What does or will this employee actually do?" This may not be implied by position as you can see by diagram below:

Paraphrasing	Not Actual Duties
Transcript	Transcript
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Avoid Shortcomings Before the Writing Begins

For existing positions:

1. Describe the job as it exists today.
2. Look at the tasks performed by the employee, not how well the employee does those tasks.
3. List complete statements of the specific duties, guidelines used and how the duties get done. (We will work on this later in this topic.)

For new positions being established:

1. Envision what work will be done and how it will be done and transfer this to writing of specific duties, guidelines used and how the duties get done. (We will work on this later in this topic.)
2. Allow enough time for several drafts and to solicit help from Human Resources when necessary.

Major Duties

Gather the Facts Before You Start

The supervisor generally possesses the primary source of information for the PD.

Secondary sources of data about a position exist in organizational charts, current position descriptions (in same or other program areas), and the Office of Human Resources.

Resolve Inconsistencies

When revising a PD, resolve contradictions between the major duties listed on the PD and the work actually being done. It is also wise to review duties of others within a work group to ensure all aspects of work are covered, but not duplicated.