Position Description
Guidelines for Completing the Position Description (PD)
The PD is used by the University to gather facts about a position to determine the appropriate classification level. This form is intended for the purpose of accurately describing the position, not the skill or performance level of the incumbent.
Completion of the PD typically requires about one to two hours. Please attach extra pages if there is not enough space provided to properly describe your position. If using a word processor, click here PD Form. When the PD is complete, a Position Management Form should also be completed and approved by the Office of Budget and Planning, prior to sending the position description to the Office of Human Resources. Upon completion of the Position Description, sign it and return the original and a copy of the Position Management Form to the Office of Human Resources. Please keep one copy for yourself and one for the department.
Detailed Instructions for Each Section
Position Identification
This section asks for basic information regarding the position, such as: position title, date the form was completed, reporting relationship, current classification, etc.
General Summary
This section provides an overview of the position and its role at the University. Describe the overall purpose of the position using two or three sentences.
Duties and Responsibilities
Please describe the major duties and responsibilities of the position, and provide a best estimate of the percentage of time spent on each area of responsibility.
If the position requires greater detail to explain, please feel free to provide every detail necessary to provide a comprehensive understanding of the position. The duties and responsibilities of most positions can be grouped into four or five major categories or activities. Assigning a percentage of time can be done using a daily, monthly, or an annual schedule as a frame of reference. The total of the percentages should equal 100%. For example:
Office Assistant Example
Responsibility 1: Secretarial -- 40%
Performs secretarial duties, such as screening calls and visitors (average of 50 per day); answering inquiries; processing mail; arranging meetings; making travel arrangements for six people; and ordering supplies.
Responsibility 2: Word Processing -- 30%
Uses a working knowledge of software programs to enter, revise, format and produce a variety of documents (such as minutes, agendas, reports, grant applications, correspondence, exams, etc.) for three department chairs.
Responsibility 3: Maintains Financial Records and Accounts -- 20%
Maintains manual and computerized record systems. Processes payroll and personnel documents for 30 people. Balances monthly statements and maintains financial accounts using spreadsheet software.
Responsibility 4: Supervision -- 10%
Plans and coordinates the work of three student assistants.
The questionnaire provides a section for each responsibility. The responsibilities should be described and prioritized according to percentage of time. This means that responsibilities requiring the highest percentage of time should be listed first.
On the top line of each section, describe the responsibility or activity using a descriptive word or phrase. Then, describe the responsibility in a way that can be understood by someone not immediately familiar with the work.
When describing the responsibility, try to begin each statement with an action verb, such as "plans", "trains", "counsels", "cleans", "repairs", "prepares", "develops", "directs", "designs", etc. This assists the reader in understanding the nature of the responsibility.
If more space is required, please attach additional pages as necessary to properly describe your job.
Education, Training, and Skills
This section asks you to indicate the essential amount of formal education required to accomplish the duties of this position. Please indicate the level and type of education required. List any additional certificates required to perform the job (such as Lifeguard, Nurse Assistant, or a driver's license). Also, describe any specialized skills required (such as ability to take dictation, in-depth knowledge of spreadsheet software, knowledge of gene splicing, or ability to follow instructions on Material Safety Data Sheets).
Experience
In this section, indicate the essential or minimum amount of experience required to the job. Consider experience gained on the job and experience in prior jobs or related jobs where essential abilities are learned to accomplish the duties of this job.
Procedures/Guidance Available
Please check the line that best describes this position.
Impact of Actions and Decisions
This section asks about the opportunity for and the probable effect of errors due to inappropriate decisions made on the job. It assumes that even though there are University policies and procedures in place and checks and balances to ensure that errors do not occur, there is still a possibility for error.
Please think of the types of typical errors that could occur, even if these incidents have never occurred. These should be reasonable examples, not unusual or atypical ones.
Examples of errors may include: waste of materials or time; inaccuracies in reports and data; damage to equipment or apparatus; injury to self or others; delays; damage to reputation of a program or department; or damage to relationships within or external to the University.
The second part of this section asks you to indicate who would be affected by that situation.
Contacts
Indicate the titles of people contacted and the purpose of the contact.
Internal contacts include any person or group that is part of the University. External contacts include any person or group that is not employed by, or is not a part of, the University.
Examples of contacts could include exchanging information, discussing problems, negotiations, etc.
Working Conditions
This section examines each job in terms of physical demands and environmental factors. Please complete "Work Position", "Activity Summary", "Risk Exposure" and "Environmental Comfort Level" as outlined.
Supervision or Discretion Exercised
In this section, indicate the nature of supervisory responsibilities (if any) and state the number of employees supervised by entering the total in the box.
Additional Comments by Employee or Supervisor
If any elements of the position have not been covered, describe them here.
Usually, employees and managers can work together to complete the questionnaire. Please remember that this form is intended for the purpose of accurately describing the position, not the skill or performance level of the incumbent.
Signatures
The employee, supervisor and senior-level manager should sign the form. These signatures verify that the responsibilities of the position have been reviewed by the appropriate supervisor and senior-level manager. If a group of employees is completing the PD, then all the employees must sign the PD --if more space is needed attach a separate sheet with everyone's printed name and signature.
