
Position Description Information
Definition
A written summary of the most important features of a position including:
- the general nature of the work performed,
- the specific duties and responsibilities, and
- the qualifications needed to do the job.
Uses
- To help employees understand their jobs.
- To clarify relationships between jobs, avoiding duplication and gaps in responsibilities and specific duties.
- To provide information for classifying positions.
- To assist in performance appraisal by providing a standard against which individual performance can be measured.
- To clarify lines of communication, authority and responsibility.
- To assist in organization planning.
- To introduce new employees to their jobs.
- To assist in hiring and placing employees in the job for which they are best suited.
- To establish lines of upward mobility.
- To identify training needs.
Writing a Position Description
A Position Description describes the knowledge, skills, abilities, and duties of a specific position, not the characteristics or traits of the current incumbent. It must include a breakdown of essential job functions with the estimated percentage of time devoted to each responsibility. Before writing a position description, consider the following:
- Keep the sentence structure simple. Omit unnecessary words that are not relevant. Focus on the responsibilities associated with the position.
- Be precise. That is to say, think about how this document will serve as a model for position evaluation and analysis.
- Focus on critical activities, disregard occasional tasks that are not unique to the specific position.
- Refer to job titles rather than actual incumbents, e.g., "Reports to the _____ manager" as opposed to a specific individual.
- Refer to the importance of diversity on our campus.
The Humboldt Position Description Consists of Six Sections:
Section A: Position summary: A short statement that discusses the purpose or objective of the position.
Section B: Essential job functions: A percentage breakdown of duties and responsibilities. Example: 25% Provides technical support to end-users.
- Installs desktop applications and software.
- Trains end-users on new software and technology.
Section C: Minimum qualifications required to perform all essential functions: Refer to the Classification Standards or call Human Resources at 826-3626.
Section D: Knowledge, special skills and abilities required: Refer to the Classification Standards or call Human Resources at 826-3626.
Section E: Equipment used in the performance of the assignment: Example: Standard office equipment, PC/Mac computer, Forklift, etc.
Section F: Specific physical and/or environmental working conditions that relate to the essential job functions of the position: Example: The ability to sit for prolonged periods of time, or the ability to move equipment weighing up to 40 pounds.
Use the following form below to submit a new Position Description: