1. HOW TO WRITE A JOB DESCRIPTION
Presented by Metropolitan State University of Denver
Human Resources Department
January 10, 2011

2. AGENDA The need for job descriptions
What is included in a job description
Who is responsible for preparation
When do we revise/update
What is the process in preparing and reviewing a job description
Job descriptions and Performance

3. WHY DO WE NEED THEM? WORKFORCE PLANNING COMPENSATION AND BUDGETING
LEGAL COMPLIANCE
PERFORMANCE MANAGEMENT

4. CLASS SPECIFICATION VS. JOB DESCRIPTION
Class Specification: A broad or general description of work assigned which may include several titles and levels of responsibility.
Job Description: Specifically describes individual position duties and responsibilities. Written to address the uniqueness of the position responsibility rather than generalities.

5. WHAT IS INCLUDED? Job Title vs. Position Title
Administrative Assistant III – Art
Summary or Duty Statement
Tasks Assigned
Time Spent Performing Individual Tasks
Minimum and Preferred Qualifications

6. PREPARATION Log daily activities for 2-3 weeks
Identify primary responsibilities
Group individual daily tasks into specific task areas
Incumbent prepares DRAFT job description for review by supervisor

7. WHAT IS INCLUDED?
Imagine the position is vacant and you have been asked to identify the basic position requirements
These may be different than your own personal skills and qualifications
Do not describe the position on what you think it “should be”.
Don’t overstate or understate

8. WHAT IS INCLUDED (Continued)
Think of primary responsibilities in terms of end results for the job responsibility
Avoid listing detailed tasks or activities performed to accomplish the end result
What is done: “word processes documents from drafts” (Duty statement)
How it is done: “organizes document, brings up software, enters document, prints and proofs” (Task statement)

9. WHAT IS INCLUDED (Continued)
Begin each statement with an action verb
Limit duty statements to four to six primary job responsibilities
More words is not always more responsibility
Increased volume does not necessarily mean more responsibility

10. JOB DESCRIPTION REVIEW
Supervisor reviews DRAFT job description
Supervisor makes necessary revisions
Supervisor meets with incumbent to discuss final job description
Supervisor submits job description for review and approval at next level

11. APPROVAL
Supervisor and Vice President are solely responsible for approval of final job description based on needs of the department
Once approved, job description is submitted for Budget approval
After Budget approval, job description is submitted to Human Resources for review and classification

12. REQUIRED DOCUMENTATION
FINAL JOB DESCRIPTION WITH ALL SIGNATURES
Classified require PDQ in addition to job description
CURRENT ORGANIZATION CHART
SUBMIT TO HUMAN RESOURCES USING PeopleAdmin (electronic position control system)
Attach PDQ and Org Chart under Required Documents

13. WHAT’S NEXT? Human Resources reviews Proper classification
Proper salary comparison
Sustain or reclassify
Notifies supervisor of outcome

14. JOB DESCRIPTIONS AND PERFORMANCE MANAGEMENT
Primary source for establishing job expectations
Performance goals must apply to duties and responsibilities assigned
Performance goals can address special projects or issues such as attendance, etc.

15. LET’S TRY IT! Using the Administrative Assistant classification:
Write a job description Summary (limit to no more than 5-6 sentences)
Identify one duty assigned
Write 2-3 tasks related to that duty
USE YOUR TOOLKIT!

16. QUESTIONS?