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, PBEM recommends that a Wiki editor go into "edit source", select all (Ctrl+A), copy it (Ctrl+C), and then paste it into a new Wiki page. From there, the editor can type content into the fields.
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.
Position Description Components
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
Indicates who a volunteer in this position reports to.
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
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.
Training Section
The completion of any training required in order to be deployable for this volunteer position.
