Job Description

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Job Description Writing: A Step By Step Guide
OBJECTIVES This guide is intended to provide an overview of all components of a job description and more detailed information about four critical job description components: 1. 2. 3. 4. Job Duties and Responsibilities Position Summary Experience and Education Requirements Job Title

This guide was designed to help you:  Know the reasons job descriptions are important  Understand the key components of a job description and how to identify them  Learn the steps to writing an effective job description

WHAT IS A JOB DESCRIPTION? A job description is a written document that summarizes:

 Major duties and responsibilities of the position o Nature o Purpose o Level of work  Job specifications required to perform the job o o o o Knowledge Skills Abilities Behaviors required to perform the job

 Working conditions

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Job Description Writing: A Step By Step Guide

WHY IS A JOB DESCRIPTION IMPORTANT? A job description is a powerful tool that is used:  To communicate the job expectations to the employee  To focus recruitment efforts  To manage employee performance  To set employee and organization goals  For workload management  For succession planning  To create training and development plans  For the job evaluation and classification process  To establish fair, competitive pay rates for staff members  To develop career paths and opportunities for job growth  To help maintain compliance with federal regulations

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Job Description Writing: A Step By Step Guide
COMPONENTS OF A JOB DESCRIPTION

Essential Staff Member

Position Summary
Supervisory
Responsibilities

Job Title

Job Requirements & Qualifications

Job Description Job Duties
Fiscal
Responsibilities

Work Conditions / Environment

Physical Demands

Internal / External Contacts

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Job Description Writing: A Step By Step Guide
COMPONENTS OF A JOB DESCRIPTION (CONT)

JOB TITLE POSITION SUMMARY

A brief description (1-3 words) of the job which reflects the content, purpose, and scope of the job, and is consistent with job titles of similar jobs at Rice. Defines the purpose of the job and summarizes the duties and responsibilities of the job. EDUCATION REQUIRED – Designates the minimum level and type of education needed to be successful at the job as well as any acceptable substitutions (i.e. additional experience in lieu of the required degree).

JOB REQUIREMENTS & QUALIFICATIONS

EXPERIENCE REQUIRED – Designates the minimum level and type of experience needed to be successful at the job as well as any acceptable substitutions (i.e. additional education in lieu of the required experience). LICENSE / CERTIFICATION REQUIRED - Designates any licenses or certifications necessary to do the job (i.e. Bus Driver must have a valid Texas Driver’s License). OTHER SKILLS REQUIRED - List any skills, abilities, or knowledge that an incumbent must have to be successful in the job.

ESSENTIAL STAFF MEMBER

Indicates positions that are considered essential during a campus emergency. Describes: • The supervision exercised by the position • The number, type, and titles of employees supervised • The hire/fire authority of the job incumbent • The supervision or guidance the position typically receives (general direction, close supervision, etc.) Describes the level and type of budgetary or financial responsibilities of the position.

SUPERVISORY RESPONSIBILITIES

FISCAL RESPONSIBILITIES

INTERNAL/EXTERNAL Describes the nature of contact, the people contacted, and the extent to which the incumbent has / makes contact with others within and outside of the University. CONTACTS PHYSICAL DEMANDS WORKING CONDITIONS / ENVIRONMENT JOB DUTIES / RESPONSIBILITIES Describes the type, intensity (how much), frequency (how often), and duration (how long) of physical demands or mental capabilities required by the job. This component is important and key for compliance with the Americans...
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