Position Description (2023)

Serves as Management Assistant with responsibility for providing clerical and technical assistance in support of the Directorate of Plans, Training, Mobilization, and Security (DPTMS), Plans and Operations Division (PLO). Receives, prioritizes, coordinates and ensures proper assembly of reports and other assigned administrative requirements and projects. Responds to questions regarding general matter in areas of responsibility and serves as point of contact for those areas.

1. Serves as a Point of Contact (POC) for segments of the manpower program with responsibility for the Table of Distribution and Allowances (TDA), Mobilization TDA and Organizational and Function Manual within the division, assists in the preparation of the division review, analysis, briefing charts and papers for presentation. Performs a variety of duties associated with the collection of information, researching records, files, regulations, policy statements, and mathematical computations with other organizational elements. Determines discrepancies between actual workload and programmed work and recommends to the division chief areas of additional duties. As such, conducts continuous study of manpower requirements and utilization. Maintains TDA and updates it in conjunction with Garrison Resource Management (RM) guidance. Maintain statistics on manpower for preparation of reports as required, making and verifying routine calculations such as, totals, percentages, averages etc. Maintains suspense roster and ensures timely and accurate responses to inquiries received. As printing control officer, reviews printing requirements and tracks yearly expenditures to ensure that funds are adequate. Prepares annual, special and supplement budget reports.

Independently performs a variety of budgetary, clerical, and statistical functions to support budget formulation. Coordinates the timely submission of budget estimates by DPTMS-PLO staff. Organizes budget data according to appropriation account, object class, and line-item code. Researches, compiles, verifies, and summarizes data involving salaries, expenses, and object class and line-item information. Determines the percentage difference of amounts requested by comparison against prior year expenditures. Selects and enters budgetary information on a wide variety of related forms, schedules, and reports. Provides information and guidance to DPTMS-PLO staff and action officers on procedures, forms, and documentation required to support budget estimates. Coordinates the timely submission of budget estimates. Consolidates non-financial feeder reports/information received from DPTMS-PLO staff into the required document and combines with the financial information to finalize a total picture of the DPTMS-PLO mission. Upon finalization of annual DPTMS-PLO Budget, prepares complete packet for signature and forwards to higher Headquarters (HQ). Maintains develops and prepares manpower reports on civilian personnel matter for recurring and special reports which may go to higher HQ.

Prepares routine reports to include Monthly Status Report, printing requirement, Equal Employment Opportunity (EEO) reports etc. Assists the DPTMS-PLO staff in completing all requirements of various IMCOM, Department of the Army (DA), and Department of Defense (DoD) programs as required. Collects, reviews, analyzes, and, after DPTMS-PLO staff review, inputs data required for various programs. Completes segments of studies and formulates findings, recommendations and proposals for less complex surveys and studies. Goes on site to gather data and conduct interviews.
Analyses information and makes judgments about organizations, methods and procedures. Uses a variety of management analysis techniques and methods in carrying out the assigned segments of studies and surveys.

2. Functions as DPTMS-PLO contact for personnel matters associated with the administration and management of the civilian workforce, and POC with the servicing personnel office. Coordinates assistance and guidance on rules, regulations, and procedures concerning civilian personnel matters, which include, but are not limited to recruitment, promotions, details, awards, appraisals, separations, and compliance with existing policies and regulations. Maintains suspense and control of Request for Personnel Actions (RPAs), referral lists, performance appraisals, and other personnel actions. Ensures space and fund factors considerations are considered in each personnel management decision. Work closely with the chief of each division to ensure timely, responsive, and accurate administration of the workforce within the framework of the existing regulatory requirements. Maintains required information and prepares statistical data to fulfill the DPTMS-PLO EEO/Affirmative Action (AA) Program reporting requirements. Maintains documentation on awards program. Maintains personnel folders on DPTMS-PLO employees.

3. Reviews incoming correspondence and messages for items pertinent to division activities, determines appropriate action persons, and provides DPTMS-PLO Division Chief with copy of tasked items and/or those having suspense’s. Types a variety of material from rough draft or clean copy with responsibility for coordination, format, punctuation, and spacing. Maintains a standardized system for producing computerized correspondence. Receives/screens telephone calls and visitors. Establishes and maintains office technical and administrative files in accordance with applicable regulations. Initiates and maintains Standard Operating Procedures (SOPs), Memorandum of Understanding (MOU’s), and other correspondence ensuring compliance with guidance from higher headquarters or Garrison Staff. Researches historical files and prepares draft replies for non-routine correspondence pertaining to assigned responsibilities. Correspondence is prepared in accordance with applicable regulations and guidance. Develops, processes, and tracks Action Memorandums and suspense dates to DPTMS until action completion. Gathers materials and information and performs other support duties for briefings/conferences including those hosted by the DPTMS-PLO Division Chief.

4. Assists with the Government Travel Card Program and serves as Alternate Agency Program Coordinator. Serves as the Defense Travel System POC. Prepares Temporary Duty (TDY) orders, travel vouchers, reports, and work orders. As Telephone Control Officer for DPTMS-PLO, requests new telephone service, relocates phones, upgrades service, and maintains telephone control numbers.

5. Inputs civilian personnel time and attendance data into the Defense Civilian Pay System/Automated Time Attendance and Production System (ATAAPs) and coordinates all payroll amendments to ensure timely and accurate processing.


(Video) How to Write a Position Description


Knowledge and skill in both qualitative and trend analysis to identify error conditions through review of systems data output and to provide recommendations for corrective action.

Knowledge of procedures governing a wide variety of office clerical activities such as correspondence preparation, files maintenance, reports preparation and control, equipment maintenance, and record keeping on personnel, etc., in order to independently manage the clerical matters of the office.

Knowledge of common technical terminology, abbreviations, grammar, acronyms, spelling, punctuation, and prescribed formats to prepare and/or review correspondence.

Knowledge of the capabilities, operating characteristics, and advanced functions of a variety of types of office automation software, including databases, spreadsheets, and word processing programs.

Skill in applying basic data gathering methods, such as standard interviewing or surveying techniques, to collect various types of factual information, identify problems from collected data, and select solutions from alternatives in guidelines and precedent cases.

Ability to interpret regulations and guidance from higher headquarters.

Ability to establish priorities and effectively organize workload in order to meet deadlines and resolve unexpected issues.

Ability to communicate orally and in writing in order to prepare clear, concise reports that describe the data collection techniques and other processes and procedures used.


(Video) Position Descriptions

Serves under the general supervision of the branch chief that makes initial assignments, provides guidance relative to policies and procedures, and is available for additional technical guidance as required. Incumbent independently plans and accomplishes work assignments consulting with the supervisor on matters of a controversial or unusual nature. Completed work is evaluated for technical soundness, conformance, and adherence to policies and procedures, methods used are to complete assignments are not generally reviewed.


Administrative policies and precedents are applicable but are stated in general terms. The employee uses judgment in interpreting and adapting guidelines such as agency policies, regulations, precedents, and work directions for application to specific cases or problems. The employee analyzes results of applying guidelines/past practices and recommends/implements changes.


The work involves different and unrelated processes and methods. Much of the work involves problem solving, and related support. The employee is required to coordinate various tasks with co-workers and others. Uses critical thinking skills to address unique short-term and complex long-term issues and concerns that must be researched and resolved.


The work involves a wide variety of activities associated with the study, modification, consolidation, improvement, simplification, and/or reporting of items, processes, methods, procedures, or activity operations. The work affects the adequacy, economy, and efficiency of a broad range of the organization’s activities.


Contacts are within the same activity but outside the immediate office. People contacted are engaged in different functions, missions, and kinds of work.

Contacts are to routinely gather information, provide direction and assistance and to exchange clerical information, internal and external to the command in the conduct of directorate missions and tasks.

(Video) Federal Position Classification Overview


The work is sedentary requiring some walking, standing, bending and carrying of light items or driving an automobile.


Incumbent works in an environment requiring normal safety precautions typical to the duties performed in an office, meeting and training rooms and the use of safe work practices with office equipment. Locations are adequately lighted, heated and ventilated.

POINT RANGE: 1355-1600

1. Availability Pay Exemption - (e.g., Criminal Investigators, U.S. Customs and Border Protection pilots who are also Law Enforcement Officers).

2. Foreign Exemption - (Note: Puerto Rico and certain other locations do not qualify for this exemption – See 5 CFR 551.104 for a list of Nonexempt areas.)

3. Executive Exemption:

a. Exercises appropriate management responsibility (primary duty) over a recognized organizational unit with a continuing function, AND

(Video) Writing a Position Description - WATCH THIS!

b. Customarily and regularly directs 2 or more employees, AND

c. Has the authority to make or recommend hiring, firing, or other status-change decisions, when such recommendations have particular weight.

4. Professional Exemption:

a. Professional work (primary duty)

b. Learned Professional, (See 5 CFR, 551.208 ) (Registered Nurses, Dental Hygienists, Physician’s Assistants, Medical Technologists, Teachers, Attorneys, Physicians, Dentists, Podiatrists, Optometrists, Engineers, Architects, and Accountants at the independent level as just some of the typical examples of exempt professionals). Or

c. Creative Professional, (See 5 CFR, 551.209 ) (The primary duty requires invention and originality in a recognized artistic field (music, writing, etc.) and does not typically include newspapers or other media or work subject to control by the organization are just some examples of Creative Professionals). Or

d. Computer Employee, (See 5 CFR, 551.210 ) ( must meet salary test and perform such duties as system analysis, program/system design, or program/system testing, documentation, and modification). Computer manufacture or repair is excluded (non-exempt work).

5. Administrative Exemption:

a. Primary duty consistent with 5 CFR 551 (e.g.; non-manual work directly related to the management or general business operations of the employer or its customers), AND job duties require exercise of discretion & independent judgment.

(Video) How to fill up your Position Description Form or CSC Form 1? #TeamHR #TeamSDOManila


What is a good position description? ›

A position description (sometimes referred to as a job specification) outlines the key responsibilities, duties and objectives of the role, the salary and benefits on offer and reporting lines. It explains why this job is required by the business and how it fits into the team and existing organisational structure.

What is the difference between job and position description? ›

Position descriptions are used to manage performance, whereas job descriptions are used for classification purposes and job audits. Job descriptions are managed by central Human Resources (HR) and position descriptions are managed by the department owning that position.

Which is an example of job description? ›

Basic Job Description Example

We are recruiting to fill the position below. A human resources manager with people management skills and the ability to carry out duties in a way that promotes employee welfare and the company's growth.

Who should write a position description? ›

The immediate supervisor or the employee can complete the job description, depending on which person is more familiar with the position. If the incumbent is new to the job or the position is new, the Manager may wish to complete the job description. If the employee completes it, the Manager needs to validate it.

How do I write my own position description? ›

How to Effectively Write Your Own Job Description
  1. 1) Think About What You Want To Do. ...
  2. 2) Decide the Value of the New Role. ...
  3. 3) Give Your New Role a Name. ...
  4. 4) Map Out Your Credentials and Attributes. ...
  5. 5) Write a Concise Job Description. ...
  6. 6) Submit the Job to Your Manager. ...
  7. 7) Think About Who Will Take Over Your Current Duties.
Jan 5, 2022

What is employee position description? ›

A position description or "PD" is a statement of the major duties, responsibilities, and supervisory relationships of a position. In its simplest form, a PD indicates the work to be performed by the position.


1. Operator | Position Description
(5B's Embroidery & Screen Print)
2. position description
3. how to fill up Personal Data Sheet (PDS) & Position Description form (PDF) for Teaching Staff
(Christian Bumatay)
4. Lecture 4 - Description of position and orientation
5. What should a position description include? Position Description Outlined - Latest Video
(John Waters)
6. Save Hours Writing a Position Description
(The Bureaucrat)
Top Articles
Latest Posts
Article information

Author: Catherine Tremblay

Last Updated: 02/12/2023

Views: 5646

Rating: 4.7 / 5 (47 voted)

Reviews: 86% of readers found this page helpful

Author information

Name: Catherine Tremblay

Birthday: 1999-09-23

Address: Suite 461 73643 Sherril Loaf, Dickinsonland, AZ 47941-2379

Phone: +2678139151039

Job: International Administration Supervisor

Hobby: Dowsing, Snowboarding, Rowing, Beekeeping, Calligraphy, Shooting, Air sports

Introduction: My name is Catherine Tremblay, I am a precious, perfect, tasty, enthusiastic, inexpensive, vast, kind person who loves writing and wants to share my knowledge and understanding with you.