What is a Position Description?

Job Class Specifications

Competency Catalogue

• A position description articulates the Focus Statement, Responsibilities, Competencies and Qualifications required of a position to support a department within the University.
• All staff positions (USPS/A&P) within the University have position descriptions that are maintained by the Office of Human Resources.
• A position description explains the what - how - why of a position.
• Position descriptions are based on University approved job classification specifications that are used as a starting point when developing the individual position. Use this information when preparing a position description and contact an assigned Compensation Services Analyst for guidance during this process.
• Note: Position descriptions are to be reviewed at least every three years to ensure the documented Focus Statement, Responsibilities and/or Competencies reflect those currently assigned to the position.

Who Do Position Descriptions Help?

• Job Applicants applying for jobs
• Employees understanding what is expected of them
• Supervisors completing performance evaluations
• Human Resources Resources setting accurate classification and competitive pay and determining the proper Fair Labor Standard Act (FLSA) status

Helpful Hints for Writing a Position Description

• Focus on the job duties of the position rather than the employee performing the work
• Write in complete sentences
• Write in an accurate, concise, and consistent format
• Use straightforward language and terms that would be familiar to an outside audience
• Use action verbs and write in the present tense

Position Description Do's

• Establish the primary functions of the job
• Describe the essential duties
• Group closely related responsibilities
• Explain the methods that will be used
• Explain the consequence of actions or errors
• Indicate the extent of supervision exercised and received
• Provide sufficient information to clearly distinguish the position's functional level within the organization

Position Description Don'ts

• Do not copy the position's class specification
• Do not use ambiguous terms (handle, assist, research) without an explanation and details to follow
• Do not lump unrelated responsibilities together and assign large percentages of time
• Do not use abbreviations or technical terms without an explanation
• Do not describe personality characteristics necessary for the incumbent

Working Titles

Due to the broad range of jobs within the classification system and the generic nature of the classification titles, a department may designate a working title for a position. A working title is a descriptive and informative designation that reflects the nature of the work being performed in a designated position or similar positions. Working titles should be distinct enough to differentiate the work being performed in a position and, at the same time, consistent with similar positions performing the same work in other areas on campus.

Guidelines:

• Brief and communicates an immediate understanding of the job.
• Consistent with others in higher education and at the University
• Do not misrepresent the job and its authority or agency within the University. The use of "inflated" working titles can result in expectations that do not match the job classification.
• Do not conflict with an approved classification at the University.

Examples: