BOISE STATE UNIVERSITY CLASSIFIED POSITION DESCRIPTION QUESTIONNAIRE (PDQ) Sample Job Description
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1 BOIS STAT UNIVRSITY CLASSIFID POSITION DSCRIPTION QUSTIONNAIR (PDQ) Sample Job Description Following is a SAMPL job description (PDQ) for the Office Specialist 2 classification. The sample is being provided to give examples of typical duties, responsibilities and requirements for this classification. It should not be copied word for word, but rather used as a guide to show the typical duties found at this level. You may also view the generic State of Idaho class specification (used for job announcements and to determine compensation levels) for the Office Specialist 2 classification at: Blank PDQ forms with complete instructions are available on-line at: For questions on completing the PDQ, please contact: Joan Thies, HR Analyst (phone or jthies@boisestate.edu)or Debi Alvord, Associate Director and mployee Relations Manager (phone or dalvord@boisestate.edu)
2 BOIS STAT UNIVRSITY CLASSIFID POSITION DSCRIPTION QUSTIONNAIR (PDQ) ***Sample*** HRS US ONLY: Class Title: ff Analyst: Current Position Title: Office Specialist 2 Position Control Number (): Complete information identifying incumbent, department, etc. as appropriate Incumbent s : (If new position, enter vacant) Department: Phone #: Work Location: Position s Hours per Week: Months per Year: Shift Hours: Work Schedule: Supervisor : Supervisor Title: Job Description Purpose: Phone ( ) New Position ( ) Change in Position s Functions/request change in classification ( ) Update job description/classification review not needed Account Code(s) position funded from: Is this position grant funded? ( ) Yes* ( ) No *If grant funded, the position will be set up as Limited Service, and incumbents hired into the position must sign a Limited Service Agreement. See Division of Human Resources rule 121 for more information. *Please provide the following information for grant-funded positions: Funding source: Duration of the grant: Likelihood of renewal: Purpose of grant: 1. PRIMARY PUPOS: Briefly state the position s primary purpose in one or two sentences. Provide clerical support/or administrative support to a Department or program. Provide customer service to callers and visitors, process a variety of administrative forms. 2. How has this position changes since the last classification review? (Indicate N/A for a new position). Indicate why changes occurred. If new duties have been added to or transferred from an existing position, report who, if anyone, had previously been performing these functions. 3. How long has the position been assigned these responsibilities? How long has incumbent performed assigned duties? (Indicate N/A for a new position).
3 Office Specialist 2 positions can either focus on record keeping (clerical) functions or on office administration (secretarial) functions. Work in this classification requires in-depth knowledge about the office/program. Positions focusing on clerical functions will have a higher percentage of work in record keeping and may not include other areas such as scheduling and correspondence. Positions focusing on secretarial work may have a mix of duties as described below. Customer Service 25% Provides information about department programs and services. Answers most questions, but may refer to a department director or higher level clerical staff for more in-depth issues. Understands departmental services, programs, and policies, and refers callers as appropriate. Schedules / Arrangements 25% Schedules meetings and appointments. Makes room reservations, arranges catering, and coordinates logistics. Makes travel reservations. Processes travel requests and follows up on paperwork. Record Keeping 25% Maintains files and databases for programs, students, and other records. nters data into a records system requiring an understanding and consequences of the actions within the system. Reviews records for completeness, follows up on missing information. Tracks and reconciles expenditures. Gathers and compiles information for reports Word processes correspondence, reports, and other documents. Processes forms for a variety of business functions, such as purchasing of supplies, tracking and reconciliation of accounts. Correspondence 25% Word processes and composes letters, memos and other correspondence for supervisor s or other administrator s signature dits documents and reports 4. Is this position s work reviewed by others? If so, by whom (name / title): 5. SUPRVISION: Is this position responsible for the supervision of other positions? ( ) Yes ( ) No If yes, describe responsibilities (i.e. hiring, making hiring recommendations, completing performance evaluations, scheduling, making work assignments, etc.), list the names of persons supervised, their title, status (permanent, temporary, or student), and indicate the number of hours they work per week. Office Specialist 2 positions may supervise student assistants.
4 6. DCISION-MAKING AUTHORITY: What types of decisions or recommendations is this position authorized to make? Does the incumbent have the authority to approve or deny actions? If so, please give two or three specific examples. Incumbent determines extent of caller/visitor issue and refers complex issues Determines room, catering and logistical arrangements Must have knowledge of business practices in processing forms 7. What types of decisions would the incumbent refer to a supervisor? Please give two or three examples. Decisions that fall outside the established policies and procedures Large Budget /expenditure decisions 8. CONTACT WITH OTHRS: During the regular course of the job, what persons in other University departments and persons in organizations outside of the University is the incumbent required to work with, how often and for what purpose? (This can be generalized to departments rather than specific individuals.) Signature below indicates that the information provided is accurate and complete: Incumbent s signature: SUPRVISOR S SCTION 10. MINIMUM QUALIFICATIONS (MQs): What knowledges, skills, and abilities do you consider most critical for a new employee to bring to this position? A Minimum Qualification: Cannot be learned in a brief orientation period Will not be taught on the job Distinguishes a superior worker from an average worker o Word processing and composing a variety of business documents o Filing and retrieving documents o Reviewing documents for compliance o Providing customer service o Scheduling appointments and making meeting arrangements o Record keeping functions o Using a computer to access and retrieve data o Using spreadsheet, word processing, and database software 11. If you have any additional information regarding the functions and classification of this position, please explain: Signatures indicate concurrence with information included in this PDQ:
5 Supervisor s Signature: Supervisor s Title: Phone #: Second Level Supervisor s Signature: (Required if immediate supervisor is not a department chair or director) Second Level Supervisor s Title: Phone #: The department this position reports to may also require Dean and/or VP approval. Check with appropriate staff to determine approvals required. RMINDR: Attach an organization chart Submit the approved (signed) Position Description Questionnaire (PDQ) to Human Resource Services (Admin Building, Room-218 Mail Stop 1265) Sample Organizational Chart Department Director or Dean Title Department Chair Office Services Supervisor 1 Admin Assistant 1 Program Manager Title - - Office Specialist 2 Updated 03/02
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