Classification and Salary Administration

POSITION DESCRIPTION FORMAT INSTRUCTIONS

Purpose of the Position Description:

The position description provides the employee and supervisor with a common understanding of the work that is to be currently performed and the standards by which the employee's performance will be evaluated and rewarded. It specifies which duties are essential to the position and also provides information such as the competencies (skills, knowledge and abilities) necessary to perform the job and environmental demands of the position.

Position descriptions are reviewed by Staff Human Resources to ensure that positions on campus are assigned to the correct classifications.

The Americans with Disabilities Act, signed into law July 26, 1990, protects any "qualified" individual with a disability from employment discrimination on the basis of the disability. Under the Act, a qualified individual is one who, with or without reasonable accommodations, can perform the essential functions of the position.

Essential Duties are those which are fundamental to the position. A duty may be considered essential if:

• the reason the position exists is to perform the function;

• there are a limited number of employees available who may perform the position function;

• the function is so highly specialized that the person is hired for his or her expertise.

FORMAT

Each section identified including the required information requested under each must be included on the position description. If preferred, other information that the department uses internally may also be included (i.e. Date of Hire, C-FOAPAL).

Sample Job Descriptions (PDF format)

I. List the following identifying information:

Date..................................(Reflects creation, updates or changes)
Position No........................(ex. U12345 or UA1234 - assigned when the position is first created)
Incumbent.........................(if any) 
Department
Current Classification
Requested Classification....(Applicable only if different that above; such as for an audit)

Reason for Position Description:

-New position/Vacancy
-Reclassification or reallocation request
-Update of duties and responsibilities
-Other

II. Function:

State the main purpose of the position in one clear, concise sentence. (The specific duties to carry out the function should be listed in the Duties & Responsibilities section.)

 

III. Organizational Relationship:

Describe how the position relates to its immediate supervisor, co-workers and any other positions it may supervise or attach a current organizational chart. Identify by title the following:

• Supervisor's supervisor
• Supervisor
• Others who report to the same supervisor
• Persons who report to the incumbent

IV. Duties and Responsibilities:

Each unit/department is unique, therefore it is expected that the duties assigned to each position is determined by the organization's operational needs; not the class specification which is not the job description.

1. Identify and list the duties and responsibilities of the position.
2. Describe the duties and responsibilities concisely, factually and in enough detail so the activity can be clearly understood.
   1. Write descriptive statements. Describe the duties to be performed, focusing on results required.
   2. Keep it to the task. Focus on what is to be accomplished, not how a task or job is to be accomplished.
   3. Use action or descriptive verbs.
   4. When describing tasks and responsibilities, be as specific and concise as possible. You want to avoid writing a procedures manual.
3. Identify the duties that are essential (essential duties) and those that are nonessential. Keep in mind that a task that is not required to be performed on a regular basis (e.g. Occasionally perform snow removal, when conditions call for it.) or that could be reallocated to another staff member is not considered an essential duty of the position.
   1. Describe other duties that are not essential by the use of descriptive words such as "occasionally." Duties that are incidental and non-recurring should not be listed.
4. Indicate the approximate percentage of time spent in each duty. Typically, essential duties have a higher importance and require larger percentages of time than duties that are not essential.
5. List duties in decreasing order of percentages.

The following right and wrong examples may be used for guidance:

 

V. Knowledge Required:

Describe the knowledge required for the job such as software used in unit, knowledge of Policy and Rules, Statute and Rules, etc.

VI. Difficulty:

Describe the complexities and the scope and effect of the job such as attention to detail, multiple priorities, working under pressure, etc.

VII. Personal Relationships:

Describe interactions necessary for the job such as contact with campus/university administrators, faculty, external agencies, public (customer service), etc.

 

VIII. Environmental Demands:

Describe the environment which the job is performed such as normal office setting, standing long periods of time, changing weather conditions, etc.

 

IX. Signatures and Dates

1. Incumbent
2. Supervisor
3. Departmental authorization

 

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The University of Illinois is an Affirmative Action/Equal Opportunity employer

Copyright © 2009 University of Illinois at Urbana-Champaign
Maintained by Staff Human Resources
Mark Overmier....................zorkahn@illinois.edu
Last Update: 11/13/2009