Position Description

A position description in government contracting is the written specification attached to each labor category that defines the duties, qualifications, education, and experience requirements workers must possess to be billed to the government at the associated labor rate.

What is a Position Description in Government Contracting?

A position description (PD) is the qualification profile for a labor category on a professional services contract. It serves as the compliance standard against which individual workers are evaluated when they are billed to the government at the associated labor rate.

Components of a well-structured position description:

• Role description: What work the person in this category performs (high-level duties and responsibilities).
• Education requirements: Minimum degree type (bachelor's, master's, Ph.D.) and field of study (computer science, engineering, business administration).
• Experience requirements: Minimum years of relevant professional experience, with clarity on whether years substitute for education degrees and at what exchange rate.
• Technical skills: Specific technical competencies (programming languages, platforms, tools) required or preferred.
• Certifications: Professional certifications required (PMP, CISSP, PE license) or preferred.
• Clearance level: If applicable, the minimum security clearance required for the position.

In a solicitation, the government provides position descriptions for each LCAT it is requesting quotes on. Contractors then:

1. Review the PDs to understand qualification requirements.
2. Identify workers (current employees or open positions) who meet the requirements.
3. Propose labor rates for each LCAT that reflect their costs at the proposed qualification level.

For GSA Schedule contracts, contractors propose their own PDs (mapped to their internal job structure) that GSA reviews and approves. The approved PD then governs who may be billed at the associated schedule rate.

Why Position Descriptions matter for government contractors

Position descriptions are the legal compliance foundation for professional services billing. Assigning a worker who does not meet the PD requirements to a task order LCAT and billing the government at that rate constitutes a false claim. Contractors must maintain organized PD compliance files - resumes, transcripts, certifications - for every billed worker and be prepared to produce them during DCAA audits, agency reviews, or bid protests challenging personnel qualifications.

Example

A contractor proposes to a technical advisory contract RFP with three LCATs. The "Senior Cybersecurity Analyst" PD requires a bachelor's in computer science or information security and seven years of cybersecurity experience, with an active CISSP certification. The contractor identifies a proposed worker with a bachelor's in information systems (qualifying field), eight years of cyber experience (exceeds minimum), and a current CISSP. The worker's resume and CISSP certificate are attached to the proposal. The contracting officer confirms the worker meets all PD requirements during evaluation.

Frequently Asked Questions

Can a contractor change a worker's position description after contract award?

The government's position descriptions are fixed in the contract and cannot be unilaterally changed. Contractors may internally redefine job titles but must continue assigning workers who meet the contract's PD requirements to billed positions. If a contractor believes a PD is outdated or should be modified, the change must be negotiated through a contract modification.

What if no available worker precisely meets the PD requirements?

PDs typically include substitution language (see equivalent experience) that allows additional years of experience to substitute for a degree, or allows relevant education to substitute for some experience years. When no worker meets the PD even with substitutions, the contractor must either recruit a qualifying worker, not bid on that LCAT, or propose a waiver to the contracting officer for the specific position.

Are position descriptions for government jobs the same as in private contracting?

Government employees have position descriptions under the Federal Classification system (GS or other pay plans) that are used for federal HR purposes. These government employee PDs are distinct from the contractor position descriptions in professional services contracts. They may look similar structurally, but the contractor PDs are contract terms, not civil service HR documents.

How detailed must a position description be to be sufficient?

The PD must be specific enough to allow clear determination of whether a given worker qualifies. Vague PDs (such as "relevant experience") create compliance ambiguity and may be challenged in bid protests or audits. Best practice is to include specific degree fields, year ranges for experience, and explicit certification requirements rather than general language.