A Guide for PreparingA Guide for Preparingp gp gPosition Position Descriptions Descriptions

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Key Session OutcomesKey Session Outcomes

Know why Know why position position descriptions are descriptions are neededneeded Know what should be included in a Know what should be included in a

position position descriptiondescription Know why each section is importantKnow why each section is importantKnow why each section is importantKnow why each section is important Discover valuable writing aidsDiscover valuable writing aids

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Why is a Why is a position position description description needed?needed?needed?needed? Provides a clear and concise outline of the position’s key Provides a clear and concise outline of the position’s key

accountabilities, knowledge, skills, abilities and minimum accountabilities, knowledge, skills, abilities and minimum qualifications.qualifications.

Serves as a tool to understand how the Serves as a tool to understand how the position position fits within the fits within the department and the university.department and the university.

Assists in assigning value to the Assists in assigning value to the position.position. Helps to define the right type of person needed to fill the Helps to define the right type of person needed to fill the position.position. Provides a guide in evaluating employee performanceProvides a guide in evaluating employee performance Provides a guide in evaluating employee performance.Provides a guide in evaluating employee performance. Provides information for consideration under the American’s with Provides information for consideration under the American’s with

Disabilities Act (ADA).Disabilities Act (ADA).

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Helps to define the right type of person needed to fill the position.Provides a guide in evaluating employee performance.

When do you write a new When do you write a new position position description?description?description?description?

When a new When a new position position has been created and approved has been created and approved whose essential functions and minimum requirementswhose essential functions and minimum requirementswhose essential functions and minimum requirements whose essential functions and minimum requirements do not compare to any existing do not compare to any existing position position description description within the university.within the university.

E l E ti l f ti d i i i t f di t itiE l E ti l f ti d i i i t f di t iti–– Example: Essential functions and minimum requirements for director positions Example: Essential functions and minimum requirements for director positions are different. A are different. A position position description is required for a new director position. description is required for a new director position.

When a When a position position has changed substantially due to an has changed substantially due to an i ti l t t hi ti l t t horganizational structure change.organizational structure change.

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When a new position has been created and approved whose essential functions and minimum requirements do not compare to any existing position description within the university. -Example: Essential functions and minimum requirements for director positions are different. A position description is required for a new director position.

When a position has changed substantially due to an organizational structure change.

Do all new positions require a Do all new positions require a newnew positionposition description?description?new new position position description?description?

No. If the essential functions and minimum No. If the essential functions and minimum requirements compare to existing requirements compare to existing position position descriptions descriptions within the University a new within the University a new position position description is not description is not neededneededneeded.needed.

–– Example: Essential functions and minimum requirements for Example: Essential functions and minimum requirements for academic academic advisoradvisor positions are the same. A new positions are the same. A new position position description is not necessary.description is not necessary.

Job descriptions can be modified as business needs ariseJob descriptions can be modified as business needs ariseJob descriptions can be modified as business needs arise.Job descriptions can be modified as business needs arise.

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No. If the essential functions and minimum requirements compare to existing position descriptions within the University a new position description is not needed. — Example: Essential functions and minimum requirements for academic aavisor positions are the same. A new position description is not necessary.

Job descriptions can be modified as business needs arise.

What should be included in a What should be included in a positionposition description?description?position position description?description?

Position TitlePosition Title Supervisory ResponsibilitiesSupervisory Responsibilities DepartmentDepartment Reporting RelationshipReporting Relationship Position SummaryPosition Summary

Minimum QualificationsMinimum Qualifications Knowledge, Skills, AbilitiesKnowledge, Skills, Abilities

Position SummaryPosition Summary Essential FunctionsEssential Functions Special Requirements of the Special Requirements of the

positionpositionpositionposition

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Position Title, Department, Position Title, Department, Reporting Relationship, Position Reporting Relationship, Position p g p,p g p,

SummarySummary Position TitlePosition Title

–– Title is assigned in collaboration with HR and Job Slotting CommitteeTitle is assigned in collaboration with HR and Job Slotting Committee

DepartmentDepartment–– Name of department where the position residesName of department where the position resides–– Name of department where the position resides. Name of department where the position resides.

Reporting RelationshipReporting Relationship–– Title of position that the new position will report to.Title of position that the new position will report to.

Position SummaryPosition Summary–– Summarize the Summarize the position position and describe the role the position fills in the and describe the role the position fills in the

area. The summary should be no more than two or three sentences.area. The summary should be no more than two or three sentences.

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Position Title, Department, Reporting Relationship, Position Summary

Essential FunctionsEssential Functions Major duties and/or key accountabilities. Major duties and/or key accountabilities.

–– List the recurring accountabilities and duties that define the positionList the recurring accountabilities and duties that define the positionList the recurring accountabilities and duties that define the position.List the recurring accountabilities and duties that define the position.–– Not a detailed listing of tasks. Not a detailed listing of tasks.

Section is critical when determining if an Section is critical when determining if an d ti i ibl d th A i ithd ti i ibl d th A i ithaccommodation is possible under the American with accommodation is possible under the American with

Disabilities Act (ADA).*Disabilities Act (ADA).* Defines what an employee must do with or without Defines what an employee must do with or without e es at a e p oyee ust do t o t oute es at a e p oyee ust do t o t out

reasonable accommodation.reasonable accommodation.*For further information regarding ADA and how it applies to the UVU workplace, contact the ADA Coordinator at ext. 8643.

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*For further information regarding ADA and how it applies to the UVU workplace, contact the ADA Coordinator at ext. 8643.

Section is critical when determining if an accommodation is possible under the American with Disabilities Act (ADA).*

Defines what an employee must do with or without reasonable accommodation.

Essential FunctionsEssential Functions Reasons why a function could be considered essential:

–– The position exists to perform the function.The position exists to perform the function.–– Example: If you hire someone to proofread documents, the ability to proofread accurately Example: If you hire someone to proofread documents, the ability to proofread accurately

is an essential function, since this is the reason that the position existsis an essential function, since this is the reason that the position exists..

There are a limited number of other employees available to perform the function, or among whom the function can be distributed., g

–– Example: It may be an essential function for a file clerk to answer the telephone if there Example: It may be an essential function for a file clerk to answer the telephone if there are only three employees in a very busy office, and each employee has to perform many are only three employees in a very busy office, and each employee has to perform many different tasks. different tasks.

A function is highly specialized, and the person in the position is u ct o s g y spec a ed, a d t e pe so t e pos t o shired for special expertise or ability to perform it.

–– Example: A company expanding its business with Japan is hiring a new salesperson, so Example: A company expanding its business with Japan is hiring a new salesperson, so requires someone not only with sales experience, but also with the ability to communicate requires someone not only with sales experience, but also with the ability to communicate fluently in the Japanese language).fluently in the Japanese language).

Human Resourcesy p g g )y p g g )

A function is highly specialized, and the person in the position is hired for special expertise or ability to perform it. — Example: A company expanding its business with Japan is hiring a new salesperson, so requires someone not only with sales experience, but also with the ability to communicate fluently in the Japanese language).

Essential FunctionsEssential Functions Answers the following questions:Answers the following questions:

What duties does the employee perform on a daily basis?What duties does the employee perform on a daily basis?–– What duties does the employee perform on a daily basis?What duties does the employee perform on a daily basis?–– What critical outcomes or results is the employee accountable for?What critical outcomes or results is the employee accountable for?–– What percent of time is spent on the essential function?What percent of time is spent on the essential function?

Each essential function on the list should comprise at least 10% of the incumbent’s timeEach essential function on the list should comprise at least 10% of the incumbent’s time Each essential function on the list should comprise at least 10% of the incumbent s time Each essential function on the list should comprise at least 10% of the incumbent s time (4 hrs/week).(4 hrs/week).

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— What duties does the employee perform on a daily basis?

Each essential function on the list should comprise at least 10% of the incumbent’s time (4 hrs/week).

Essential FunctionsEssential Functions

Prioritize according to the percent of time spent on the Prioritize according to the percent of time spent on the g p pg p pfunction.function.

Duties and responsibilities no longer performed or Duties and responsibilities no longer performed or th th t b i d i th f t h ld t bth th t b i d i th f t h ld t bthose that may be required in the future should not be those that may be required in the future should not be included.included.

Begin each essential function with an action verb.Begin each essential function with an action verb.Begin each essential function with an action verb.Begin each essential function with an action verb.

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Prioritize according to the percent of time spent on the function.

Duties and responsibilities no longer performed or those that may be required in the future should not be included.

Begin each essential function with an action verb.

Supervisory ResponsibilitiesSupervisory Responsibilities--

List any direct reports for which the position has hiring, List any direct reports for which the position has hiring, y p p g,y p p g,firing, promoting, and performance responsibilities.firing, promoting, and performance responsibilities.

–– Include direct report’s title, job grade, Fair Labor Standards Act (FLSA)* Include direct report’s title, job grade, Fair Labor Standards Act (FLSA)* status (exempt or nonexempt), and whether they are a fullstatus (exempt or nonexempt), and whether they are a full--time, parttime, part--time or time or student employee.student employee.

*Fair Labor Standards Act (FLSA): a federal law which establishes minimum wage, overtime pay, recordkeeping and youth employment standards affecting full-time and part-time workers in the private sector and in Federal, State, and local governments

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Supervisory Responsibilities.

List any direct reports for which the position has hiring, firing, promoting, and performance responsibilities. — Include direct report’s title, job grade, Fair Labor Standards Act (FLSA)* status (exempt or nonexempt), and whether they are a full-time, part-time or student employee.

*Fair Labor Standards Act (FLSA): a federal law which establishes minimum wage, overtime pay, recordkeeping and youth employment standards affecting full-time and part-time workers in the private sector and in Federal, State, and local governments

Special Requirements of the Special Requirements of the PositionPositionPositionPosition

List any physical and/or working conditions required. List any physical and/or working conditions required. – Should be based on the minimum physical requirement for

performing the position.– Be careful when listing special requirements of the position.

Does the position require the employee to Does the position require the employee to liftlift 50 pounds, or does it require the 50 pounds, or does it require the ability to ability to movemove a box of paper from one location to another? (could use dolly or a box of paper from one location to another? (could use dolly or move one ream at a time)move one ream at a time)

Does the position require the employee to Does the position require the employee to walkwalk across campus or across campus or movemove across across campus? (for security positions the ability to walk or run would be essential)campus? (for security positions the ability to walk or run would be essential)campus? (for security positions the ability to walk or run would be essential)campus? (for security positions the ability to walk or run would be essential)

–– Every entry in this section must be directly supported in the “Essential Every entry in this section must be directly supported in the “Essential Functions” section.Functions” section.

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QualificationsQualifications

List the education and experience needed to List the education and experience needed to ppsatisfactorily perform a satisfactorily perform a position.position.–– Must be based on the Must be based on the minimum minimum requirements for performing the requirements for performing the

position.position.position.position.–– What is What is reallyreally needed?needed?

Is there tolerance for a new person’s learning curve or, do you need to hire Is there tolerance for a new person’s learning curve or, do you need to hire someone with specific experience?someone with specific experience?

Human Resources

Knowledge, Skills & AbilitiesKnowledge, Skills & Abilities

Qualifications a person must possess to satisfactorily Qualifications a person must possess to satisfactorily Q p p yQ p p yperform the essential functions of a perform the essential functions of a position.position.

Entries in this section must be supported by the Entries in this section must be supported by the “E ti l F ti ” ti“E ti l F ti ” ti“Essential Functions” section.“Essential Functions” section.

Knowledge, Skills & Abilities are used to score Knowledge, Skills & Abilities are used to score position position applications and interviews.applications and interviews.applications and interviews.applications and interviews.

Human Resources

Qualifications a person must possess to satisfactorily perform the essential functions of a position.Entries in this section must be supported by the “Essential Functions” section.

Knowledge, Skills & Abilities are used to score position applications and interviews.

Knowledge, Skills & AbilitiesKnowledge, Skills & Abilities Knowledge – Defines the mental aspects of position.

What employee must know (usually obtained through education, training or experience )experience.)

Example: accounting principles

Skills – Defines the manual and/or applied mental aspects of the position.position.

What employee must be able to do (typically obtained through experience or training) Example: maintain general ledger

Abilities Typically defines aptitudes present at birth but may in Abilities – Typically defines aptitudes present at birth, but may in some cases be acquired.

Natural talents or developed proficiencies Example: balance multiple priorities

Human Resourcesp p p

What employee must know (usually obtained through education, training or experience.)

Abilities — Typically defines aptitudes present at birth, but may in some cases be acquired.

Example: balance multiple priorities

TipsTips Be precise.Be precise. Begin each sentence with an action verbBegin each sentence with an action verbBegin each sentence with an action verb.Begin each sentence with an action verb. Keep sentence structure as simple as possible.Keep sentence structure as simple as possible. Omit unnecessary words that do not contribute Omit unnecessary words that do not contribute yy

pertinent information.pertinent information. Describe current duties as they exist now, not as they Describe current duties as they exist now, not as they

may be performed in the futuremay be performed in the futuremay be performed in the future.may be performed in the future.

Human Resources

Begin each sentence with an action verb.

TipsTips Define acronyms to assist in the review, evaluation, Define acronyms to assist in the review, evaluation,

and clarification of the positionand clarification of the positionand clarification of the position.and clarification of the position. Focus on critical activities. Focus on critical activities.

–– Disregard minor occasional tasks which are not unique to a specific Disregard minor occasional tasks which are not unique to a specific itiitiposition.position.

Be specific on skills requirementsBe specific on skills requirements–– Use “Ability to clearly present technical concepts to a nonUse “Ability to clearly present technical concepts to a non--technical technical

audience” or, “Ability to communicate technical information to nonaudience” or, “Ability to communicate technical information to non--technical audiences” rather than “Strong communication skills”.technical audiences” rather than “Strong communication skills”.

Human Resources

Define acronyms to assist in the review, evaluation, and clarification of the position.

Focus on critical activities. — Disregard minor occasional tasks which are not unique to a specific position.

Be specific on skills requirements — Use “Ability to clearly present technical concepts to a non-technical audience” or, “Ability to communicate technical information to non- technical audiences” rather than “Strong communication skills”.

TipsTips For clarity, use explanatory phrases that tell how, why, For clarity, use explanatory phrases that tell how, why,

where, or how often.where, or how often.–– Instead of “distributes questionnaires” use “distributes all questionnaires to develop aInstead of “distributes questionnaires” use “distributes all questionnaires to develop aInstead of distributes questionnaires , use distributes all questionnaires to develop a Instead of distributes questionnaires , use distributes all questionnaires to develop a

comprehensive database of feedback from customers.”comprehensive database of feedback from customers.”

A A position position description is a legal document. description is a legal document. –– Typically, any reference to race, color, religion, sex, national origin, age, disability or Typically, any reference to race, color, religion, sex, national origin, age, disability or yp y y g g g yyp y y g g g y

veteran status is illegal.veteran status is illegal.

The The position position must be truly doable. must be truly doable. –– When combining several tasks into the same When combining several tasks into the same position position description, ensure that you are not description, ensure that you are not

titi itiiti f l ld li hf l ld li hcreating a creating a position position few people could accomplish.few people could accomplish.

Make sure that the Knowledge, Skills and Abilities Make sure that the Knowledge, Skills and Abilities support the Essential Functions.support the Essential Functions.

Human Resources

For clarity, use explanatory phrases that tell how, why, where, or how often. — Instead of “distributes questionnaires”, use “distributes all questionnaires to develop a comprehensive database of feedback from customers.”

A position description is a legal document. —Typically, any reference to race, color, religion, sex, national origin, age, disability or veteran status is illegal.

The position must be truly doable. — When combining several tasks into the same position description, ensure that you are not creating a position few people could accomplish.

Example Example -- CustodianCustodian

Clean bathroom sinks, toilets, mirrors, floors and spot wash the Clean bathroom sinks, toilets, mirrors, floors and spot wash the walls.walls.

Removes trash and soiled waste from the women’s bathroom.Removes trash and soiled waste from the women’s bathroom. Maintain rooms so they are available for prompt reuse byMaintain rooms so they are available for prompt reuse byMaintain rooms so they are available for prompt reuse by Maintain rooms so they are available for prompt reuse by

cleaning ledges, fixtures, washing walls, vents and lights.cleaning ledges, fixtures, washing walls, vents and lights. Complete required continuous training and educations, including Complete required continuous training and educations, including

department specific requirement.department specific requirement.depa t e t spec c equ e e tdepa t e t spec c equ e e t

Thoroughly cleans and maintains all bathrooms for prompt use.Thoroughly cleans and maintains all bathrooms for prompt use.

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Maintain rooms so they are available for prompt reuse by cleaning ledges, fixtures, washing walls, vents and lights.

Complete required continuous training and educations, including department specific requirement.

RememberRemember

HR is available to offer guidance in writingHR is available to offer guidance in writingHR is available to offer guidance in writing HR is available to offer guidance in writing your your position position description.description.

Compensation SpecialistCompensation SpecialistCompensation SpecialistCompensation Specialist–– Ext. 6089Ext. 6089

Human Resources

HR is available to offer guidance in writing your position description.