Civilian Position Management
Introduction
The 82nd Force Support Squadron, Manpower and Organization Flight is tasked
under several directives to be involved in the management of civilian positions. The
primary directives are AFI 38-201, Determining Manpower Requirements; AFI 38203, Commercial Activities Program; AFI 38-204, Programming USAF Manpower;
AFPAM 36-107, Personnel and Position Actions; and AFI 36-502, Managing Civilian
Personnel Resources.
Basically, we review civilian positions and position
descriptions to ensure they are being used for the allocated purpose and they are
consistent with the intent of the AFSC, UMD, and applicable manpower standards.
As the Wing Manpower and Organization Office, our responsibilities in the Civilian
Position Management Program include:

Coordinating/concurring/non-concurring on requests for deputy or assistant
positions and civilian supervisory positions.

Assisting managers, work center supervisors, and members of the Civilian
Personnel staff in determining the optimum distribution of responsibilities and
the number of subordinate supervisory positions (both military and civilian)
required. In work centers having mixed military and civilian manning,
particular attention will be given to the total skills required and available to
avoid duplicating duties and excessive layering of supervision.

Reviewing all co-equal positions when they become vacant (jointly with the
Civilian Personnel office.

Assisting work center supervisors and Civilian Personnel specialists in revising
the internal work center supervisory structure when required as a result of
changes in authorizations occurring through manpower standards application
or reapplication.

Reviewing civilian position descriptions in accordance with MAJCOM position
management plans, when new positions are established, or when there are
significant changes to existing positions. While the AFS descriptions and
codes are not designed to express civilian occupations and grades, they are
intended to serve as broad indicators of the type and approximate level of
civilian skills required.
Each civilian position description must be an accurate statement of actual duties
and responsibilities assigned by the supervisor and being performed by the
employee since the classification assigned by the civilian personnel office is
based on these duties.
Civilian position classification must be consistent with published classification
standards and is the responsibility of the Air Force Personnel Center at Randolph
AFB TX.
When an action is initiated which will establish a civilian supervisory position that
is not supported by the Manpower Standard and/or the AFSC reflected on the
UMD, the request must be approved by 82 FSS/FSMM.
Requests for Civilian Over-hires
This section provides general information to managers and supervisors on how
to request civilian temporary over-hires.
A civilian over-hire is defined as a position in excess of authorizations allocated to
a particular work center to be used to satisfy short term, seasonal, emergency
and/or peak workload requirements. The difference in assigned civilian work
force and allocated civilian manpower resources (expressed in man-years)
caused by resignation, retirement, inability to hire, etc., creates a lapse rate,
which forms the basis for over-hire authority and funding.
Civilian Temporary Appointment: A temporary appointment deals with a civilian's
employment status and should not be confused with an over-hire position.
Questions on employment status should be referred to the servicing Civilian
Personnel Office.
Normally, over-hires will only be approved for the following purposes:

Performance of seasonal workload, which exceeds allocated manpower
capabilities and impairs direct mission accomplishment. Examples of such
workloads are AFROTC summer camp, snow removal, grass cutting, etc.
Such workloads are programmable because of the nature of the work
involved and requests should be processed as far in advance as possible.

Accomplishment of emergency workloads, which are beyond the control of
the local commander/functional manager. Examples of such workloads are
fire damage, storm damage, maternity leave, etc. Peak workloads that
were accounted for during development of manpower standards for a
given functional area are not considered as emergency workloads for
purposes of over-hire.
Responsibilities:
The originator of a request for a civilian employee will:

Ensure there is a valid requirement for the employee.

Explore other alternatives to accomplish the workload prior to submitting
the request.
Submit the information requested on an Electronic Staff Summary Sheet to 82
FSS/FSMM through the 82 FSS/FSMC, Civilian Personnel Office prior to the
requested effective date of the over-hire. A request for extending over-hires
should also be submitted before the current over-hire incumbent terminates.
Ensure (if the request is approved) that the over-hire employee is used as
justified and terminated on the "Not To Exceed Date" unless the over-hire can be
released sooner or is extended.
If contract services are performed for the function, show that none of the
contract work will be accomplished by over-hire. If no contract service exists, so
state.
To fully support mission requirements, the originator should work very closely
with the servicing civilian personnel office to ensure hiring and termination
actions are accomplished.