It includes the line number, account number, official title, salary grade, local title, department, supervisors name and title and incumbents name [if applicable]. All descriptions must be signed and dated by the incumbent, supervisor, department head and the vice president of the area.
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There is also a place to indicate whether the position is new or a reclassification of an existing position. Additional pages may be attached if needed.
A cover memorandum explaining what has changed that resulted in the need for a new position or for the reclassification of an existing position would be helpful in understanding your position.
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1] Position SummaryThis section is a brief, specific statement of why the positions exists what is the major end result.The reason for such a succinct statement at the outset is so the evaluator can immediately obtain an impression of where the position sits in the organization. The statement should clearly distinguish this job from all other jobs. In particular, it should differentiate this job from the supervisors job, from jobs that report to it, and from other jobs at the same level. The summary seldom exceeds three or four lines. For example, the position of a Director of Personnel might be summarized as follows:This position is accountable for assuring the attraction, development and retention of a qualified work force by establishing and maintaining appropriate personnel programs and services.2] Principal DutiesThis section describes the results for which the position has ongoing accountability. Accountabilities are statements of the important end results which the job exists to achieve. Each accountability statement should relate to a single end result which must be accomplished and which some measurement of performance can be applied. The principal duties begin with an action verb that describes the incumbents role, followed by a measurable or observable end result and the primary activity or way the end result is accomplished For example a principal duty for an Employment Supervisor might be:Provide qualified candidates for job openings by screening applicants.The action verb reflects the jobs freedom to act in producing the end results described.The end result is enduring in nature: the accountability for the result will not change unless the design of the job is changed even though the specific actions taken to achieve the result may vary considerably over time.The major activities that complete the accountability statement need not be exhaustive, but there should be enough to give the reader an idea of what is involved in achieving the end results. The principal duties should be listed in order of importance. They should answer the questions of: What the task is, How it is performed and Why it is done.
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Use examples to add meaning and define jargon or initials. Assume the reader knows nothing about your job.To comply with the American with Disabilities Act essential job duties must be identified by placing an E before each statement. 3] List the three most complex duties and explain why.Consider analytical demands, planning technical requirements, creativity, accountability for results, authority and decision making requirements. 4 & 5] Education and ExperienceInclude the minimum level and type of formal education required of an incumbent in order to perform the job duties. Keep in mind that most administrative positions can be satisfied with an equivalency of work experience.Academic credentials or professional certifications are not listed here unless they are required by regulatory or licensing agencies. For example the position of Medical Director would require an MD and state license.Include the number of years of actual work experience the incumbent will need in addition to the education requirements above.6] How frequently and closely is the incumbents work supervised?This statement considers the frequency that work is monitored : daily, weekly, monthly, etc. It also considers the types of problems that must be referred to the supervisor for resolution. Are decisions made based on standard practice or does it required the incumbent to search for a solution.7] What are the most serious consequences for the University.This statement considers the types of errors and how the errors are found. Are errors detected by checks in the system or only after serious long-term damage has been done. Provide examples.8] Internal and External ContactsThis section considers what contacts within and outside Stony Brook occur, how often they occur and why? Do the contacts exchange information, order supplies, provide services, make presentations, etc.9] Give examples of sensitive or confidential data which the incumbent of this position is required to work with.Provide examples of the types of confidential data that the incumbent works with e.g. salary information, employee performance issues, confidential data related to departmental projects, etc.10] To what extent does the position participate in the development of policies and procedures for the department?Provide examples of the types of policies and procedures that the incumbent develops.11] Describe the scope and level of the incumbents authority in employee relations matters.This section assesses the incumbents role in resolving problems usually seen by supervisory personnel such as settling interpersonal work disputes.An organization chart should be included with each job description. Include names, titles, and line numbers for all positions shown on the chart. Ensure that the chart answers the following questions: To whom does the position report? What other positions report to the same supervisor? What positions report to this position?