Job Description Form

Instructions for using the Staff Job Description Form

PURPOSE OF THIS FORM

WHEN IT SHOULD BE COMPLETED
A job description form should be prepared whenever a new position is established (except those classifications listed in Staff Personnel Procedure 300). In addition, it should be revised whenever substantial changes occur in the duties and responsibilities of an existing position.

HOW IT SHOULD BE COMPLETED

General

Use a typewriter to complete the form and submit it in duplicate or Download the template from the L&S Forms Page.

Complete addendum forms for Staff Research Associate III, IV and Management Services Officer I, II and III positions; these may be requested from the Compensation Division.

Section 39.
Summarize briefly the major purpose of the position and its role in the department:

Under general supervision of an Administrative Assistant II, provide secretarial services to six faculty members in the Department of Cybernetics. Major functions include typing manuscripts, composing correspondence, screening calls and making appointments.

Section 40.
Describe briefly the way in which the work is assigned and reviewed. Indicate the kind and amount of guidance available from supervisor, manuals or established procedures.

All work is assigned and reviewed on a daily basis by faculty members. Standard office procedures established by the Administrative Assistant II are followed. Manuscripts are typed and edited according to style and format specifications available from publishers.

Section 42.
List each job duty and its related tasks, starting with the duties that take the largest portion of time. A duty is a distinct area of responsibility. A task is a particular work action performed to accomplish the duty. Most jobs are comprised of 4-8 duties, each of which involves several related tasks.

Be specific about the degree of responsibility involved and the equipment, processes and work aids used. Begin each statement with an action verb such as "compose" or "compute." Avoid use of ambiguous or qualitative words, such as "assist" or "complex" without providing clarifying examples.
Indicate the approximate amount of working time spent on each major duty using percentages, number of hours per day, frequency (daily, weekly, monthly, quarterly, yearly), or a similar breakdown.

Amount of Time
40%

Duties and Tasks
A. Type technical manuscripts
A-1 Correct spelling, punctuation and grammar errors in drafts.
A-2 Edit bibliographies for consistency with appropriate journal style using style references provided by supervisor. A-3 Type manuscripts into final form from rough draft copy using a word processor and Word Perfect software. A-4 Proofread and correct typed material before returning it to initiator.

Section 43.

Indicate the skills, knowledge and abilities required for the satisfactory performance of each task listed in Item 42. Phrase the statements so they indicate the level of knowledge/ skill that is required. Avoid the general references to personality, interest, intelligence, judgement and specific years of education and experience.
Also list any special physical characteristics which are necessary for satisfactory job performance, e.g. "ability to lift 50 lb. objects frequently" or "ability to identify and distinguish color".
Review each statement and indicate the number of each specific task (from Item 42) which requires the knowledge or skill in the column marked "Task Reference".
Rate the importance of each skill, knowledge and ability using the following designations:

"Required"- a qualification which is essential to satisfactory job performance and which the worker must have at the time of application.

"Preferred"- a qualification which may take longer than eight hours to train and the employer is willing to train but prefers the applicant to have.

"May Be Trained"- a qualification which may be taught on the job, which the worker will be expected to acquire on the job, or which will normally be learned in a brief orientation period of eight hours or less.

Skills, Knowledge and Abilities	Task Reference	Importance
Skill in editing for spelling, punctuation and grammar	A-1	Required
Ability to recognize, spell and use terminology properly	A-1	Required
Typing skills to quickly and accurately prepare manuscripts	A-3	Required
Skill in operating a word processor using Word Perfect.	A-1, A-2	May be trained
Skill in prioritizing assignments to complete work in a timely and accurate manner.	A-3, A-4	Required
Skill in proofreading typed copy	A-4	Required