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POSITION DESCRIPTION QUESTIONNAIRE
EL PASO COMMUNITY COLLEGE
Instructions for Completing the
POSITION DESCRIPTION QUESTIONNAIRE (PDQ)
The PDQ has been developed as a multipurpose form. It is an analysis of the duties and responsibilities
of non faculty positions at El Paso Community College. It is not concerned with an individual’s ability to
perform the job. It is intended to clearly define the functions of the job and determine which of these
functions are essential (the reason the job exists) and which ones are marginal (not the key reasons the
position exists).
The PDQ will enable Human Resources to effectively evaluate positions. The PDQ will be used to
develop job content information for positions, from which a job description will be derived. Supervisors
will use this information to create evaluation criteria (i.e. educational requirements, experience required,
levels of responsibility, essential job functions) used in conducting applicant interviews to determine the
best candidate for the job, training new employees to perform assigned tasks and managing employees’
performance.
This multipurpose form should be used for classification of new positions, reclassification of a current
position, or make changes to the job description of a vacant position. The employee and supervisor of a
job are the best qualified individuals who can provide complete information about the duties and
responsibilities of the job. Care should be taken in completing the PDQ so that a clear and thorough
understanding of the job can be obtained from the comments. The following explanations have been
provided to assist with the completion of the PDQ.
•
If the request is to review for the proper Classification of a New Position, the entire form should
be prepared by the immediate supervisor of the position and forwarded through the supervisory
chain.
•
If the request is for a Reclassification of a Current Position, the entire form should be prepared by
the employee in the position. The form should then be reviewed by the immediate supervisor and
forwarded through the supervisory chain.
•
If the request is for a Vacant Position, the entire form should be prepared by the immediate
supervisor of the position and forwarded through the supervisory chain.
TO THE EMPLOYEE:
Ask your supervisor to explain questions you do not understand, but use your own words in answering all
questions.
Additionally, in deciding on a response, think about how another job/s are similar to your job. You may
choose to compare your job functions to other job functions (that of your peers, your supervisor, or those
who report to you) with which you are familiar. Make sure to specifically pay attention to the following:
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Print Form
EPCC POSITION description questionnaire
•
Read the directions for each question completely. This will help you focus on the intent and
the overall meaning of each question.
•
Be sure to answer every question. Do not use acronyms or slang.
Your completed questionnaire will be reviewed for accuracy and completeness by your supervisor
and then forwarded to your second line supervisor for review and submission.
TO THE IMMEDIATE SUPERVISOR:
Once the employee has completed the PDQ, review all the questions for completeness and accuracy.
If the request is to review for the proper Classification of a New Position, the entire form should be
prepared by the immediate supervisor of the position and forwarded through the supervisory chain.
If there is a regular position under your supervision which is temporarily vacant, or if the employee is
not available to complete this PDQ, please complete the questionnaire as accurately as possible. If
the employee is unavailable and did not complete this PDQ, please indicate this, and explain why.
This will provide Human Resources with an understanding of the work situation.
Date and sign the PDQ, and forward it through your supervisory chain for administrative approval
before submitting.
AFTER OBTAINING THE REQUIRED SIGNATURES, RETURN COMPLETED FORM TO:
Human Resources Office
Classification & Compensation Section
Administrative Service Center (ASC)
The PDQ will provide the basic information needed to make the job and salary comparisons. On-site
audits or follow-up phone calls will assist Human Resources in clarifying questions.
If we can provide assistance or additional information, please call the Human Resources Department
– Classification and Compensation section. (915) 831-6320.
Effective: 2/1/07
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EPCC POSITION description questionnaire
CURRENT POSITION TITLE:
(If NEW, please indicate “recommended”
title)
NAME OF INCUMBENT:
(If position is vacant, please write
“Vacant”)
DEPARTMENT:
DIVISION:
NAME & TITLE OF
SUPERVISOR:
PERSON COMPLETING FORM:
(Please check one)
I.
□ Position Incumbent
□ Position’s Supervisor
General Information
Please check one of the boxes below.
This is a new position
This is an evaluation of an existing position
Supervisor: Please state your reason for this request:
This request is for:
Single Position Only
All Positions of the Same
Job Class:
Other:
II.
Position Number:
Position Numbers:
Position Summary and Functions
Effective: 2/1/07
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EPCC POSITION description questionnaire
Please complete the following sections and attach a current position description (if available).
A.
POSITION SUMMARY:
In two to three sentences or phrases, describe the main reason the position exists. This summary helps
to quickly understand the essence of the position, i.e. why does the position exist.
Example: Perform semi-complex and confidential administrative and clerical functions to ensure the
efficient administrative support for the department.
B.
POSITION FUNCTIONS AND RESPONSIBILITIES
Essential Functions: Essential functions are typically those duties, which make up at least 5% of your
time. Describe the essential functions that make up the position. Please provide enough detail so that
someone who may not be familiar with the position will have a clear understanding of what it is that this
position does. For example, simply do not state “prepares report,” but state “prepares reports such as
status reports, staff reports,” or whatever type of report(s) the position prepares. Use additional sheets if
needed.
Marginal Functions: Marginal functions are part of the job but are not necessarily the essence of why the
position exists. If necessary, these functions could be eliminated from the job without severe impact.
Frequency: Indicate how often the position performs each function: D=Daily, W=Weekly, M=Monthly,
Q=Quarterly, A=Annually, and O=Occasionally
Percent of Time: Indicate how much of the position’s time is spent on each function identified. The total
of these percentages should not be more than 100%. Example: Melissa conducts property value
estimates 20% of the time, it may mean she spends one day out of five on that task, or that she spends
around two hours each day.
Example:
% of Time
Essential Function
Frequency
Receive incoming telephone calls; welcome visitors;
and direct callers and visitors to appropriate personnel.
Prepare monthly newsletters by gather information,
writing copy, editing, preparing for publication and
overseeing distribution.
D
35%
M
10%
Effective: 2/1/07
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EPCC POSITION description questionnaire
ESSENTIAL FUNCTIONS:
Function
III.
Frequency
% of Time
ESSENTIAL QUALIFICATIONS
a. Minimum Formal Education: (Check the highest level of education that is required to
perform this job at the entry level):
Literacy Not Required
Literacy Required
High School Diploma / GED
Specialized trade, vocational, or business school:
_______ Years _______ Months
1 year/30 credit hours – Higher Education (i.e., Community/Junior College or University
level courses)
Effective: 2/1/07
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EPCC POSITION description questionnaire
Associate’s Degree – Field: ____________________________
Bachelor’s Degree – Field: ____________________________
Master’s Degree – Field: ____________________________
Doctorate Degree – Field: ____________________________
b. Minimum Years of Experience: Please indicate the years of experience as well as
whether is general experience or related.
General
Experience
Related
Experience
None – Will Train
One year
Two Years
Three years
Four years
Five years
Six years
Seven years
For Administrative Positions Only: indicate years if over
seven, ______ years.
c. Certifications and/or licensure:
Please indicate the required certification and/or licensure below that is required to perform the
job. List only those licenses and/or certification that are a requirement for the position function in
accordance with legal, industry, or professional guidelines.
Effective: 2/1/07
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EPCC POSITION description questionnaire
d. Special Knowledge, Skills, and Abilities:
A skill refers to the proficiency, which can be demonstrated and are typically manual in nature
and/or can be measured through testing.
Knowledge refers to the possession of concepts and information gained through experience,
training and/or education and can be measured through testing.
Examples:
•
Skills/Abilities: Must possess an understanding of general office practices, to include
computer literacy, organizational skills, and strong interpersonal/communication skills (oral
and written). Understanding and functional knowledge of tutoring methods and practices.
•
Equipment Used: Personal computer, fax, telephone, copier, and other equipment associated
with a general office environment.
•
Software Used: A variety of word-processing, spreadsheet, database, e-mail, and
presentation software.
SKILLS & ABILITIES:
EQUIPMENT USED:
SOFTWARE USED:
e. Personal Contacts
Please list any necessary contacts for this position. List position titles, organizations, agencies,
etc. not people’s names; the reason for the contact; and check the column indicating the
frequency of the contact.
Contacts
Effective: 2/1/07
Reason for Contact
Frequency
Daily
Weekly
Monthly
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EPCC POSITION description questionnaire
IV.
ADDITIONAL FACTORS
a. Work Lead and/or supervisory responsibility
Definitions:
•
•
•
Work direction (WD) – assigns, provides, and checks work
Direct supervision (DS) – assigns, provides, and checks work –and- signs time sheet or
absence report –and- authorizes absences –and- executes performance assessments
Indirect supervision (ID) – second line supervisor
WD, DS, ID
Number of People
(not full-time equivalent)
Full-Time Administrative
Full-Time Faculty
Full-Time Professional Support
Full-Time Classified
Part-time Faculty
Part-time Professional Support
Part-time Classified
Student Workers
b. BUDGET CONTROL
Definitions:
Budget Control (BC): The dollars that the position controls to include, but not limited to the
following: budget development, requests, and monitoring of its use. In addition, the Budget Office
indicates that this position is the institutional and system designated Budget Head.
Pass Through Control (PTC): Accountable for accuracy in tracking the dollars, reconciling, and
preparing reports as needed for budget head.
BC or PTC
Effective: 2/1/07
Budget Amount
Account Number
Account Title
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EPCC POSITION description questionnaire
c.
PHYSICAL EFFORT:
PHYSICAL REQUIREMENTS & WORKING CONDITIONS
: The physical demands and work environment
factors described below are representative of those that must be met by an employee to successfully perform the
essential functions of this job.
None
Amount of Time
Under 1/3
1/3 to 2/3
Over 2/3
None
Amount of Time
Under 1/3
1/3 to 2/3
Over 2/3
None
Amount of Time
Under 1/3
1/3 to 2/3
Over 2/3
PHYSICAL ACTIVITIES:
Stand
Walk
Sit
Use hands to finger, handle or feel
Reach with hands and arms
Climb or balance
Stoop, kneel, crouch, or crawl
Talk
Hear
Taste
Smell
WEIGHT and FORCE DEMANDS:
Up to 10 pounds
Up to 25 pounds
Up to 50 pounds
Up to 100 pounds
More than 100 pounds
WORK ENVIRONMENT:
Wet or humid conditions(non-weather)
Work near moving mechanical parts
Work in high, precarious places
Fumes or airborne particles
Toxic or caustic chemicals
Outdoor weather conditions
Extreme cold(non-weather)
Extreme hot (non-weather)
Risk of electrical shock
Work with explosives
Risk of radiation
Vibration
VISION DEMANDS:
Required
No special vision requirements
Close vision (clear vision at 20 inches or less)
Distance vision (Clear vision at 20 feet or more)
Color vision (ability to identify and distinguish colors)
Peripheral vision
Depth perception
Ability to adjust focus
Effective: 2/1/07
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EPCC POSITION description questionnaire
NOISE LEVEL:
Exposure Level
Very quiet
Quiet
Moderate
Loud
Very Loud
d. OTHER INFORMATION: Please include any other information necessary to clearly
understand this position:
V.
SUPPORTING DOCUMENTS
The following documents must be attached:
Current position description (available on EPCC web page under Class & Comp)
Current & Proposed organizational chart reflecting the position within the
department/division.
EMPLOYEE ACKNOWLEDGEMENT
After completing the questionnaire, please review all of your answers to make sure you have responded
to each question and that your responses accurately represents the position. When you are finished,
please sign below:
Employee’s Signature
Date
IMMEDIATE/FIRST LINE SUPERVISOR
Please review all answers. If you, as the immediate/first line supervisor, did not complete this form and
your perception and understanding of some areas of the position differ from the employee’s, please add
or make appropriate comments next to the employee’s answers and initial them. Do not change what the
employee has written or checked. Make any additional comments you feel are necessary about this
position in the space below and/or attach additional pages if required.
Immediate/First Line Supervisor
Effective: 2/1/07
Date
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EPCC POSITION description questionnaire
SECOND LINE SUPERVISOR/DEPARTMENT HEAD
Please review all answers. If you, second line supervisor/department head, did not complete this form
and your perception and understanding of some areas of the position differ from the employee’s, please
add or make appropriate comments next to the employee’s answers and initial them. Do not change
what the supervisor/employee have written or checked. Make any additional comments you feel are
necessary about this position in the space below and/or attach additional pages if required.
Second Line Supervisor/Department Head
Date
VICE PRESIDENT
Please review all answers. If you, as the cabinet officer/vice president, did not complete this form and
your perception and understanding of some areas of the position differ from the employee’s, please add
or make appropriate comments next to the employee’s answers and initial them. Do not change what the
supervisor/employee have written or checked. Make any additional comments you feel are necessary
about this position in the space below and/or attach additional pages if required.
Vice President
Effective: 2/1/07
Date
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