Human Resources Service Center

Position Descriptions

Introduction

A position description should be clear, concise, and well documented, reflecting all duties of a position currently necessary to meet the operational and organizational needs of the department. It is not an exhaustive list of all duties and responsibilities of the position. Other functions may be assigned as deemed necessary.

A position description should be updated when the duties or skill level requirements have changed significantly. It is suggested that managers review and update position descriptions, at the time of the annual performance reviews. Classification and Compensation Services is available to discuss the impact of planned changes in assignments.

HEERA designated managers and supervisors retain the right to assign or remove duties. It is suggested that managers review and update position descriptions, at the time of the annual performance reviews. Classification and Compensation Services is available to discuss the impact of planned changes in assignments.

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  • Completing a Position Description

    General Information which includes the Employee Name, Department, Classification and Skill Level, Working Title (if applicable), FLSA status, Supervisor Name, Supervisor Title

    Position Purpose

    Brief paragraph stating the position’s objective, or the reason the position exists, and the degree of supervision.

    Special Conditions of Employment

    Requirements such as being a mandated reporter, maintaining certifications or licenses, working an atypical schedule, or requiring travel.

    Essential Functional and Responsibilities

    • Separate responsibilities into 4-5 categories, listing these categories order of priority with percentages of no less than 5%
    • Each sentence should begin with an active verb, using a consistent verb tense for all responsibilities
    • Percentage should total to 100%

    Minimum Qualifications

    These should match those listed on the classification standards. Any supplemental qualifications should be listed as “preferred” or “desired”

    Physical Requirements

    Specify the physical requirements of the job, including cognitive functions

    Work Environment

    Specify environmental conditions that may be encountered while performing the functions of the job

    If the position leads or manages/supervises other employees, indicate number and classifications of those employees

    The Position Description is key for

    • Strategic Planning
    • Classification & Compensation
    • Recruitment & Selection
    • Interview Questions
    • New Employee Orientation
    • Training & Development
    • Setting Expectations
    • Measuring Performance
    • Recognition

    Key Elements of a Position Description

    General Information

    Employee name and ID, division and department, classification and job code, etc.

    Position Purpose

    Brief paragraph stating the position’s objective, or reason that the position exists, and the degree of supervision.

    Special Requirements/Designations of the Position

    Requirements such as being a mandated reporter, maintaining certifications or licenses, working an atypical schedule or required travel.

    Essential Functions & Responsibilities

    Responsibilities of the position separated into functional categories with time allocation assigned. The percentages assigned should be in 5% increments.

    Minimum Qualifications

    These qualifications are minimally required to perform the job, listed as knowledge, skills, abilities, education and experience.

    Physical Requirements

    Any special physical requirements such as lifting or ability to see color.

    Work Environment

    Any adverse, hazardous or unpleasant work conditions such as noise levels, use of chemicals or scaffolding.

    Recruiting Preferences

    Any additional qualifications beneficial to the position above the minimum qualifications.

    Additional Recruitment Information

    Requirements such as successful LiveScan clearance, physical examination and applicable valid licenses.

  • Position Description Forms
  • Timelines for Providing Employees a Position Description

    Within one week or hire or employee review Managers/Supervisors or Leads prints two (2) copies of the Position Description and Physical Requirement and Work Environment forms to the employee for signature. One signed original is routed to Classification & Compensation for placement in the employee’s personnel file, the second original stays with employee.

    When a position changes, CSUEU requires the employee to receive an altered position description, 7 days prior to the change [17.9]. APC requires the same [17.4].

  • How does a Position Description get to an employee's official personnel file?

    Human Resources can only place a position description into an official personnel file if we have received a signed original copy. In the following situations:

    • After hire, the manager or lead submits a signed original to HRSC/CLCO
    • Anytime a position description is altered, the manager or lead submits a signed original to HRSC/CLCO
    • If a position description is attached to a performance evaluation

    NOTE: All documents, including position descriptions, that are submitted as part of an In-Range Progression or Classification Review request packet are working documents and will not be placed in the employee’s official personnel file.

  • Levels of Supervision

    Immediate/Direct Supervision

    For close and regular supervision, the incumbent is assigned work which is regularly reviewed. The methods of performing tasks are well established and outlined. Assistance and guidance is readily available.

    General Supervision

    For some delegation of responsibility, some independence of routine matters, the incumbents exercise some control over both the technical and administrative aspects of work. Objectives may be set for the position, but the incumbent often works independently.

    General Direction

    When incumbent operates independently under broad guidelines the incumbents have broad responsibility for planning, organizing and prioritizing work. Active control by the supervisor is only exercised on longer term goals and policy issues. This is the typical supervision level for middle managers and high level professionals.

    Administrative Direction

    Management decisions are comprehensive and the work function is broad. This is the typical supervision for high level or an executive management position./p>

  • Levels of Knowledge/Qualification Terms

    Basic

    Indicates foundational background and understanding of the specialty or field. Often implies the ability to apply basic practices and an understanding of specialty terminology.

    General

    Indicates general familiarity with information contained in key source documents or the subject field or specialty. Implies the ability to use a source to find information based on a broad understanding of principles and practices applicable to the specialty.

    Working

    Fluency. Working knowledge is more tangible than a general knowledge in that it’s not only the ability to recall information, but also the ability to readily apply commonly used information. Typically requires demonstrated competence in applying general principles and practices applicable to the specialty.

    Thorough/Proficient

    Assumes a complete and detailed background and understanding of all aspects of the specialty area. Often, implies involved knowledge or advanced principles, theories and practices.

    In-Depth

    Implies a deeper and more detailed knowledge of the specialty area down to the salient details which allows for problem solving at a deep level. Usually involves knowledge of advanced principles, theories and practices.

    Comprehensive

    Used when a complete and extensive mastery, understanding and expertise in the specialty, and often associated specialties, is required. Implies knowledge of advanced principles and theories of specialty or subject area

  • Position Description Library

    Contact Classification & Compensation for further details.

  • Additional Resources to Complete a Position Description