PERMISS

Preparing A Position Description For A DCIPS Position

Disclaimer:
DCIPS replaces CIPMS. Until all references can be updated, both terms may appear and are considered interchangeable.

The Position Description - commonly referred to as the PD - briefly describes the key or major duties and responsibilities of a position. The primary use of a PD is for classification and pay purposes, however, a PD also serves as the basis for preparing an employee's performance plan/objectives, preparing a formal training plan, and reviewing and evaluating an employee’s current or prior work experience. Since a supervisor determines work assignments for employees they supervise, it follows that he/she should have responsibility for ensuring that position descriptions accurately describe the duties and responsibilities required and performed. Specifically, he/she must consider the following:

  • Mission
  • Economy and efficiency
  • Employee motivation
  • Career development/ladders
  • Recruitment & retention
  • A balance of trainees to a full performance level
  • Productivity

Supervisors should prepare newly written position descriptions only when there is no match in Army's FASCLASS. Position descriptions should be as brief as possible while still including all significant facts.

PD Adequacy: A PD is adequate when it contains sufficient information to determine the title, series, and grade of the position. Essential elements include:

  • Major duties
  • Percentage of time spent on each major duty
  • An unnumbered statement at the end of major duties: "Performs other duties as assigned." This makes clear that the assignment of duties to employees is not limited by the content of the position description. Supervisors should avoid assigning employees incidental duties that are inappropriate to their positions and qualifications.

PD Format: Both non-supervisory and supervisory DCIPS positions are written in a five factor format. In addition to the five factors used to evaluate the position, a “Conditions of Employment” section is added to the end of the position descriptions. Supervisory positions also contain a section for Knowledge, Skills, and Abilities. Shown below are the three formats used for DCIPS positions.

FORMAT: NON-SUPERVISORY POSITIONS:

  1. Summary Paragraph
  2. Short Duty Statements with percentages of time performed
  3. Performs Other Duties as Assigned
  4. Five Factors
    1. Essential Knowledges (job specific)
    2. Guidelines
    3. Scope of Authority and Effect of Decisions
    4. Work Relationships
    5. Supervision Received

  5. Conditions of Employment

FORMAT: SUPERVISORY POSITIONS:

  1. Summary Paragraph
  2. Short Duty Statements with percentages of time performed
  3. Performs Other Duties as Assigned
  4. Five Factors
    1. Guidelines
    2. Scope and Variety of Operations
    3. Work Relationships
    4. Supervision Exercised
    5. Complexity of Work Supervised
    6. Knowledge, Skills, and Abilities (job specific)

  5. Conditions of Employment

FORMAT: FEDERAL WAGE SYSTEMS:

  1. Supervisory Controls
  2. Introduction
  3. Duties and Responsibilities
  4. Work Environment
  5. Physical Demands
  6. Conditions of Employment

PDs should be prepared and submitted to the servicing Civilian Personnel Operations Center (CPOC) via the Civilian Personnel Advisory Center (CPAC) by electronic means for input into the Fully Automated System for Classification (FASCLASS).
Content last reviewed: 1/28/2005-YYW

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This page was last revised: 1/28/2005