PBEM Volunteer Position Descriptions

POLICY SUMMARY

In all media (including the Wiki), PBEM and the NET community will use a template to present volunteer position descriptions. Volunteer position descriptions should be treated and viewed as prospective legal documents. Therefore, a template is needed in order to provide a consistent and standardized format, reinforce organization, clarify expectations, and improve PBEM's risk management.

The template itself is linked under "Relevant Documents". The template can be modified under special circumstances, but a NET representative modifying it should check in with PBEM staff.

Relevant Documents/Resources	Updated
PBEM Volunteer Position Description Template	2025.06.09

Effective date	June 9, 2025
Last revised	June 9, 2025
Policy owner	PBEM Community Preparedness Team
Author(s)	Jeremy Van Keuren (PBEM),

Forms

The template itself is linked as a sub-page to this Wiki page at: Standard Position Description Template. To use the template, view the section below on Implementation Details.

Reason for Policy

Using a template for volunteer position descriptions serves several ends. Those include:

• Consistency: A standardized format ensures that all volunteer roles are described clearly and uniformly. This helps avoid confusion and reinforces organizational professionalism.
• Clarity of expectations: A template helps ensure every position includes key information—such as responsibilities, required qualifications, time commitment, and reporting structure—so that volunteers know exactly what is expected of them.
• Efficiency: Templates save time. Instead of creating each description from scratch, staff can fill in the necessary details while maintaining a consistent structure.
• Recruitment and retention: Clear, well-structured descriptions make it easier to match the right people to the right roles, leading to a more satisfying and effective volunteer experience.
• Risk management: Including standard language around safety expectations, supervision, and boundaries helps reduce liability and improve compliance with organizational policies. Volunteer position descriptions are prospective legal documents and should be treated as such.

Policy Statement

In service to PBEM's volunteers, a volunteer position description template will be maintained in order to promote consistency and clarity of expectations PBEM has of volunteers. Any individual who edits NETwiki should use the template when creating, editing, documenting, or describing volunteer positions associated with PBEM. Modifications to the template for specific position descriptions are allowed if approved by PBEM staff. Any modification should preserve the principles of consistency, clarity, and risk management.

Scope

This policy applies to all volunteer position descriptions associated with PBEM whether in the NETwiki and/or published elsewhere (online or in print).

Responsibilities

Portland Bureau of Emergency Management (PBEM) Community Preparedness Team

Creates and maintains the template. Approves requested changes to the template for individual position descriptions.

NETwiki content creators

Uses the template at any time they wish to publish a volunteer position description. Emails requests for changes to the template for an individual position description to PBEM staff.

Definitions

The template itself is divided into several sections. The table below defines the purpose and intention behind each section:

Term	Definition
Position ID	The position ID indicates which VSF a position is assigned to, what subsection of the VSF, and the position's formal title.
Mission Area	Indicates whether the position has a disaster preparedness role, a response role, a recovery role, or a combination of those three on the Disaster Management Cycle. For example, someone confirmed to provide mental health first aid would have a response role. However, those skills are also needed during the Recovery phase of a disaster. It is important to note that this portion of the Position Description does not commit a volunteer to a specific part of the Disaster Management Cycle. It only indicates what the possibilities are.
Lead Agency	Indicates which government agency is responsible for the recruitment, training, deployment, and management of volunteers taking this position. This will usually be the Portland Bureau of Emergency Management (PBEM), but some positions may report to Multnomah County or another agency.
Active NET Required?	Indicates whether a volunteer in this position must be a certified NET volunteer in good standing. If "no", ATVs can take this volunteer position.
Structure	Describes the position describes span of control and chain of command for the volunteer position.
Relevant Knowledge, Skills, Abilities	A list of ideal qualities and knowledge that a candidate for the volunteer position possesses. However, the purpose of listing them is to give volunteers a better idea of the expectations associated with the role. They are not intended as prescriptive.
Licenses and Certifications	Any licenses or certifications required or recommended for this volunteer position.
Currency	"Currency" means how often they need to renew training or certifications, and/or contact with their team or team leader. In other words, indicates how often a volunteer must renew training and/or knowledge in order to be deployable in this volunteer position.
Physical Requirements	More detailed knowledge on the physical expectations associated with completing the position's key responsibilities.
Task Book	If a task book is available for this volunteer position, it will be linked here. Not every position has a task book.
PPE and Recommended Equipment	Any required personal protective equipment (PPE) associated with deploying in this volunteer position, and any relevant equipment that facilitates completing volunteer responsibilities.
Forms	Forms that a volunteer in the position should be familiar with and know how to complete.
Updated	Indicates by date the last time anything in the position description was changed.
Released	Indicates by date when the position was first released and published.

The template also includes a Training section and a Knowledge Base. The Training section lists all required and optional training in order for a volunteer to be approved as qualified for the position description. The Knowledge Base includes any materials (websites, articles, books, files) that would aid a volunteer wanting to take a deep dive into information that would make them more adept at fulfilling the position responsibilities.

Implementation Details

In order to use the template, PBEM recommends the following steps:

1. When a NETwiki editor wishes to create a volunteer position description, the first step is to create a page for it. The initial link for that page should always appear in the VSF Directory, under the appropriate VSF.
2. Once the page for the position description is created, open another browser window with the template and click on the "edit source" tab along the source. Select all (CTRL+A) and copy (CTRL+C).
3. Go into the page for the VSF and paste the source code (CTRL+V).
4. Edit the text to shape the volunteer description and submit for review.

If an editor would like to deviate from the template significantly, PBEM suggests they ask PBEM staff by emailing net@portlandoregon.gov.

If an editor would like to view a good example of a published volunteer position description, the BEECN volunteer descriptions aint slouchin':

VSF 14.01.01: BEECN Volunteer

VSF 14.01.02: BEECN Coordinator

VSF 14.01.04: Fire Station UHF Volunteer

Compliance

As position descriptions are prospectively legal documents, PBEM staff must approve their publication. Position descriptions without PBEM approval are subject to immediate deletion, and the permissions of the editor may also be revoked.

Related Information

None.

Frequently Asked Questions (FAQs)

None yet!