Appendix: Tips for Filling Out Position Description Questionnaires

Position description questionnaires (PDQs), sometimes called job analysis questionnaires (JAQs), consist of questions about job duties and responsibilities and are used for a wide variety of reasons. Your employer may ask you to fill one out as part of a job evaluation or pay equity study or to update job descriptions. You may also have to fill out this type of questionnaire if you are applying for a reclassification.

It’s important to think carefully about your answers—your job evaluation score or promotion depends on it. Most importantly, don’t be modest! This is your opportunity to tell what you really do. Be sure to take credit for all your duties and responsibilities.

Before you actually fill it out:

• Make notes about your job duties as they occur during a typical day. Check your calendar and note other duties that occur less frequently or are seasonal. 
  
  
• Talk to co-workers in your classification to help you remember all of your job duties. 
  
  
• Make a list of the most difficult or stressful parts of your job even though they may only occur occasionally. 
  
  
• Think about how your job has changed, perhaps because of increased workload or staff cutbacks, new technology, a reorganization, etc.

When you sit down to write:

• Read through the entire questionnaire before starting to answer any of the questions.
• Don’t feel limited by the space on the form; just use additional sheets of paper as necessary.
• Use words that describe the work you do in the most positive manner possible.
• Don’t omit any of your job duties because others in your title do not perform them or because you don’t think they are in your job description. Your answers should reflect what you actually do at your job.
• Assume that the people who will read your answers know nothing about your job; your answers should be clear to an outsider.

When you write:

• Use clear, concise language (see "Examples of Good Statements on PDQs" below). Avoid technical terms that others won’t understand. 
  
  
• Begin your statements with active, present tense verbs. 
  
  
• Use quantitative terms whenever possible—such as 25 patients, a $300,000 budget, about 200 inquiries per month. 
  
  
• Indicate the financial impact of any decisions you make. For example, if you authorize eligibility for services, note the value in dollars of the services you authorize. 
  
  
• List the frequency of job duties when applicable—such as write monthly reports, bathe patients daily. 
  
  
• Spell out abbreviations the first time you use them.

Examples of good statements on PDQs

Don't Write:

• Handle correspondence. 
  
  
• Maintain grounds and lawn areas. 
  
  
• Keep claims registers. 
  
  
• Do general kitchen work. 
  
  
• Do finish concrete work. 
  
  
• Do typing. 
  
  
• Order equipment and supplies. 
  
  
• I am a ward nurse.

Do Write:

• Receive, open, time stamp and route incoming mail. 
  
  
• Mow lawn with power mower and landscape handmowers. Rake and weed. Trim trees from ground and from ladder using power saws. 
  
  
• Prepare registers of all claims showing allocation of budget expenses for month in which claims are made. 
  
  
• Clean and cut fruits and vegetables. Make salad dressings. Serve at steam table. Wash pots and dishes and store utensils and food. Bake cookies twice a month. 
  
  
• Place forms, mix, pour and finish concrete walls and curbing. 
  
  
• Type letters and manuscripts. Design format for text and charts. Correct spelling and grammar mistakes. Proof materials before and after typing. 
  
  
• Visit office supply firms and attend demonstrations. Test equipment. Compare equipment offered by suppliers. Write reports and make recommendations. 
  
  
• Provide direct nursing care to 15-25 patients in psychiatric ward of hospital. Make detailed patient observations. Detect symptoms and changes in mental and physical conditions. Anticipate procedures necessary to deal with problems.