Developing Position Descriptions
Estimated Reading Time: 2 minutes
By the NRMC Team
Position descriptions are a critical part of the staff screening process. Position descriptions spell out the requirements of the job and help to identify possible risks associated with that position. By understanding these risks, organizations are better able to select individuals who are capable of performing the position’s duties, but who do not constitute an unacceptable threat to the safety of service recipients, other staff, organizational assets, or to themselves.
Answering the following questions will help you create consistent position descriptions in your organization.
- What is the title of the position for which you are screening?
- What purpose is the position going to serve? Why will it exist?
- What are the specific responsibilities for the position? What limitations are placed on performing these functions?
- What qualifications or skills must the person holding the position have? How are these qualifications related to the specific functions or responsibilities? Are they reasonable or discriminatory?
- Who will supervise the staff member?
- What is the minimum amount of time required by the position? What is the maximum amount of time permitted?
- What training will be provided to the individual selected for this position? Will participation in the training be a prerequisite to assuming the position?
- Where will the services be performed?
The position description provides the justification for information to be collected in each subsequent phase of staff screening: application forms, interviews, reference checks, record checks and other screening techniques (drug screening or psychological tests).
As important as screening is for nonprofit organizations to ensure that their employees and volunteers meet the standards, no screening process is totally effective. Organizations must continue to maintain their vigilance and ensure that all of their staff members (employees and volunteers) receive adequate training, supervision and management support to fulfill their missions.
More assistance with staff screening policies and procedures can be found in the Staff Screening Notebook, published by the Nonprofit Risk Management Center.
The Nonprofit Risk Management Center welcomes questions and comments at 703.777.3504.
“First let me congratulate you on a conference well done. I had a great time at the Nonprofit Employee Benefits Conference and walked away with some valuable tools and questions that we’ll need to be addressing in both the short and long term. Thanks to you and your staff for all you do to provide us with quality resources in support of our missions.”
— Scott Brown, Mohonk Preserve
“BBYO’s engagement of the Center to conduct a risk assessment was one of the most valuable processes undertaken over the past five years. Numerous programmatic and procedural changes were recommended and have since been implemented. Additionally, dozens (literally) of insurance coverage gaps were identified that would never have been without the work of the Center. This assessment led to a broker bidding process that resulted in BBYO’s selection of a new broker that we have been extremely satisfied with. I unconditionally recommend the Center for their consultative services.
— Sidney Abrams, BBYO
“Melanie Herman has provided expert, insightful, timely and well resourced information to our Executive Team and Board of Directors. Our corporation recently experienced massive growth through merger and the Board has been working to better integrate their expanded set of roles and responsibilities. Melanie presented at our Annual Board of Director’s Retreat and captured the interest of our Board members. As a result of her excellent presentation the Board has engaged in focused review which is having immediate effects on governance.”
— Pamela Mattel, Basics Promesa Systems Inc
“The Nonprofit Risk Management Center has been an outstanding partner for us. They are attentive to our needs, and work hard to successfully meet our requests for information. Being an Affiliate member gave us access to so many time- and money-saving resources that it easily paid for itself! Nonprofit Risk Management Center is truly a valued partner of The Community Foundation of Elkhart County and we are continuously able to optimize staff time with the support given by their team.”
— Jodi Spataro, Community Foundation of Elkhart County
“The board and staff of the Prince George’s Child Resource Center are extremely pleased with the results of the risk assessment conducted by the Nonprofit Risk Management Center. A thorough scan revealed that while we are a well run organization, we had risks that we never imagined. We are grateful to know that we have now minimized our organizational risks and we recommend the Center to other nonprofits.”
— Marti Worshtil, Prince George’s Child Resource Center
Great American Insurance Group’s Specialty Human Services is committed to protecting those who improve your communities. The Center team has committed to delivering dynamic risk management solutions tailored to nonprofit organizations. These organizations have many and varied risk issues, hence the need for specialized coverage and expert knowledge for their protection. We’ve had Melanie speak on several occasions to employees and our agents. She is always on point and delivers such great value. Thank you for the terrific partnership and allowing our nonprofits to focus on their mission!