Guidelines for Completing the Position Description (PD)
GC Position Description Template (link to forms page, bookmark Employment secition)
Detailed Instructions for Each Section
Position Identification
Reclassification, New position, and Reorganizations: This section asks for basic information regarding the position or proposed reclassifeid position, such as: position title, date the form was completed, reporting relationships, classification (leave blank if unknown), etc.
Indicate the proposed position information. If information is unknown, leave blank.
General Summary of Responsibilities
This section provides an overview of the position and its role at the University. Describe the overall purpose of the position using two or three sentences.
Essential Duties and Responsibilities
Please describe the major duties and responsibilities of the position, and provide a best estimate of the percentage of time spent on each area of responsibility.
If the position requires greater detail to explain, please feel free to provide every detail necessay to providea comprehensive understanding of the position. The duties and responsibilities of most positions can be grouped into four or five major categories or activities. Assigning a percentage of time can be done using a daily, monthly, or an annual schedule as a frame of reference. The total of the percentages should equal 100%. For example:
Administrative Assistant Example:
Responsibility 1: Secretarial-- 40%
Performs secretarial duties, such as screening calls and visitors (average of 50 per day); answering inquiries; processing mail; arranging meetings; making travel arrangements for six people; and ordering supplies.
Responsibilty 2: Word Processing-- 30%
Using a working knowledge of software programs to enter, revise, format and produce a variety of documents (such as minutes, agendas, reports, grant applications, correspndence, exams, etc.) for three department chairs.
Responsibilty 3: Maintains Financial Records and Accounts-- 20%
Maintains manual and computerized record systems. Processes payroll and personnel documents for 30 people. Balances monthly statements and maintains financial accounts using spreadsheet software.
Responsibility 4: Supervision-- 10%
Plans and coordinates the work of three student assistants.
If completing a Position Classification Questionnaire (PCQ), the questionnaire provides a section for each responsibility. The responsibilities should be described and prioritized according to percentage of time. This means that responsibilities requiring the highest percentage of time should be listed first.
On the top line of each section, describe the responsibility or activity using a descriptive word or phrase. Please refer to GC Position Description Glossary for universal terms. Then, descripe the responsibility in a way that can be understood by someone not immediately familar with the work.
When describing the responsibility, try to begin each statement with a action verb, such as "plans", "trains", "counsels". "cleans", "repairs", "prepares", "develops", "directs", designs", etc. This assists the reader in understanding the nature of the responsibility.
Knowledge, Skills, & Abilities
Describe any specialized skills required (such as ability to take dictation, in-depth knowledge of spreadsheet softward, knowledge of gene splicing, or ability to follow instructions on Material Safety Data Sheets).
Education and Traning
This section asks you to indicate the essential amount of formal education required to accomplish the duties of this position. Please indicate the level and type of education required. List any additional certificates required to perform the job (such as Lifeguard, Nurse Assistant, or a driver's license).
Experience
In this section, indicate the essential or minimum amount of experience required to the job. Consider experience gained on the job and experience in prior jobs or related jobs where abilities are learned to accomplish the duties of this job.
Procedures/Guidance Available
Please check the line that best describes this position.
Supervision or Direction Exercised
In this section, indicate the nature of supervisoring responsibilities (if any) and state the number of employees supervised by entering the total in the box.
Conditions of Employment
In this section, all are required as condition of employment. However, there may be additional conditions of employment based on position. Indicate the nature of these conditions.
Working Conditions
This section examines each job in terms of physical demands and environmental factors, Please complete "Work Position". "Activity Summary", "Risk Exposure", and "Environmental Comfort Level" as outlined.
Signatures
The employee, supervisor and senior-level manager should sign the form. These signatures verify that the responsibilities of the position have been reviewed by the appropriate supervisor and senior-level manager.
