|INSTRUCTIONS FOR USING THE STAFF JOB DESCRIPTION FORM|
PURPOSE OF THIS FORM
This form is the official record of the duties assigned to a position and the skills, knowledge and abilities required for satisfactory performance. It provides information necessary for recruitment, selection and classification of positions.
WHEN IT SHOULD BE COMPLETED
A job description form should be prepared whenever a new position is established (except those classifications listed in Staff Personnel Procedure 300). In addition, it should be revised whenever substantial changes occur in the duties and responsibilities of an existing position.
HOW IT SHOULD BE COMPLETED
• Use a typewriter to complete the form and submit it in duplicate or Download the template
from the L&S Forms Page.
• Complete addendum forms for Staff Research Associate III, IV and Management Services
Officer I, II and III positions; these may be requested from the Compensation Division.
Summarize briefly the major purpose of the position and its role in the department:
Describe briefly the way in which the work is assigned and reviewed. Indicate the kind and amount of guidance available from supervisor, manuals or established procedures.
List each job duty and its related tasks, starting with the duties that take the largest portion of time. A duty is a distinct area of responsibility. A task is a particular work action performed to accomplish the duty. Most jobs are comprised of 4-8 duties, each of which involves several related tasks.
• Be specific about the degree of responsibility involved and the equipment, processes and
work aids used. Begin each statement with an action verb such as "compose" or "compute."
Avoid use of ambiguous or qualitative words, such as "assist" or "complex" without providing
• Indicate the approximate amount of working time spent on each major duty using percentages,
number of hours per day, frequency (daily, weekly, monthly, quarterly, yearly), or a similar
• Indicate the skills, knowledge and abilities required for the satisfactory performance of
each task listed in Item 42. Phrase the statements so they indicate the level of knowledge/skill
that is required. Avoid the general references to personality, interest, intelligence, judgement
and specific years of education and experience.
• Also list any special physical characteristics which are necessary for satisfactory job
performance, e.g. "ability to lift 50 lb. objects frequently" or "ability to identify and
• Review each statement and indicate the number of each specific task (from Item 42)
which requires the knowledge or skill in the column marked "Task Reference".
• Rate the importance of each skill, knowledge and ability using the following designations:
· "Required" - a qualification which is essential to satisfactory job performance and which the
worker must have at the time of application.
· "Preferred" - a qualification which may take longer than eight hours to train and the employer
is willing to train but prefers the applicant to have.
· "May Be Trained" - a qualification which may be taught on the job, which the worker will be
expected to acquire on the job, or which will normally be learned in a brief orientation
period of eight hours or less.
MAIN ¦ INTRODUCTION ¦ DESCRIBING THE JOB ¦ DEFINING SKILLS ¦ APPENDICES