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Guidelines for Completing the Position Description Form
The employee currently in the position may assist his/her supervisor in
completing the form. These guidelines will help you to prepare a description that is
clear, concise, and accurate.
| I. POSITION |
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Provide the position information requested.
Identify work location by plus four zip code. |
II. POSITION SUMMARY |
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The Position Summary should answer the question "Why
does this position exist in the organization?" |
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Be sure to describe the position, not the person in the
position. |
III. DUTIES AND RESPONSIBILITIES |
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Outline the principal duties and responsibilities. Describe
the position as it currently exists. |
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Identify the duties that are essential
functions of the position (in compliance with the requirements of the Americans with
Disabilities Act of 1992). The following lists possible reasons why a duty (or
function) may be considered essential according to this legislation:
- The
performance of this duty is the reason that the job exists.
- There
are limited employees among whom the performance of this duty can be
distributed.
- This
duty occupies a great deal of the employee's time.
- This
duty is highly specialized. Employees are hired for the skill/ability
to perform this duty.
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Use action verbs to describe each duty. (e.g., compile,
calculate, prepare, etc.) Do not add words that attempt to define how well the duty is to
be performed. If possible, avoid ambiguous terms such as work on, handle, etc. For your
reference, on the back is a list of action verbs. |
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Group closely related duties together. |
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Indicate the approximate percent of time spent
accomplishing each duty over a one year period (the total of all percentages should equal
100%). |
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Miscellaneous and/or infrequent duties can be indicated by
the phrase "Performs related duties as assigned." |
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Be concise but complete the form so someone who is not
familiar with the position can understand its full scope. |
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Identify the skills required to fully perform the duties
and responsibilities of the position. Include all skills which are regularly
applied (i.e., skills required to operate equipment, electronic or communication devices,
software, etc.) |
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If applicable, list any specific physical capabilities
required to perform the job duties (example, ability to lift a specified weight). |
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