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:
EXAMPLE

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.
EXAMPLE

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.
• 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
   clarifying examples.
• 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
   breakdown.
EXAMPLE
 amount 
 of time 		 duties and tasks
 40%  A. Type technical manuscripts
 A-1 Correct spelling, punctuation and grammar errors in drafts.
 A-2 Edit bibliographies for consistency with appropriate journal style using style
       references provided by supervisor.
 A-3 Type manuscripts into final form from rough draft copy using a word processor
       and Word Perfect software.
 A-4 Proofread and correct typed material before returning it to initiator.

Section 43.
• 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
   distinguish color".
• 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.
EXAMPLE
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




MAIN ¦ INTRODUCTION ¦ DESCRIBING THE JOB ¦ DEFINING SKILLS ¦ APPENDICES