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

General
  • 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.

  • Section 39.
    Summarize briefly the major purpose of the position and its role in the department:
     
    Under general supervision of an Administrative Assistant II, provide secretarial services to six faculty members in the Department of Cybernetics. Major functions include typing manuscripts, composing correspondence, screening calls and making appointments.

     

    Section 40.
    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.
     
     
    All work is assigned and reviewed on a daily basis by faculty members. Standard office procedures established by the Administrative Assistant II are followed. Manuscripts are typed and edited according to style and format specifications available from publishers.

     

    Section 42.
    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.

     
    Section 43.
    "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.


     
    Skills, Knowledge and Abilities Task Reference Importance
    Skill in editing for spelling, punctuation and grammar A-1 Required
    Ability to recognize, spell and use terminology properly A-1 Required
    Typing skills to quickly and accurately prepare manuscripts A-3 Required
    Skill in operating a word processor using Word Perfect. A-1, A-2 May be trained
    Skill in prioritizing assignments to complete work in a timely and accurate manner. A-3, A-4 Required
    Skill in proofreading typed copy A-4 Required