HOW TO: Complete a Job Description Form

Summary: Follow the instructions below to complete the Job Description Form.

What you need to do How To Complete the Form
1 Complete General Information
  1. Section 1 - General Information, complete each of the items:
    • Employee Name
    • Department
    • Supervisor's Name
    • Telephone Numbers
    • Titles, etc.
2 Check off the purpose for the job description.
  1. Section 2 - Reason for Job Description: check the box that best describes the reason for this Job Description.
3 List the Essential Function of the job.
  1. Section 3 - in order of priority, list the essential functions of the job.
  2. Indicate the percentage of time, the number of the essential functions and a brief description of the essential functions related to the job.
  3. Do this for all essential functions in the description.

    Remember, if the position is an MSP position, complete the 1st essential function at 100%.
4 Provide the names of employees supervised.
  1. Section 4 - Indicate the name(s) and payroll title(s) of all employees supervised by this position.
5 Check off the type of supervision the job requires.
  1. Read through all the choices in Section 5 describing various types of supervision.
  2. Select one choice that matches the type of supervision the incumbent will receive after the training/orientation period:
    • Close Supervision: indicates that the incumbent is assigned duties according to specified procedures. Work is checked frequently, and, in addition, there may be formal training.
    • Supervision: indicates that the incumbent performs a variety of routine duties within established policies and procedures or by referral to the supervisor's guidelines.
    • General Supervision: indicates that the incumbent develops procedures for performance of a variety of duties or performs complex duties within established policy guidelines.
    • Direction: indicates that the incumbent establishes procedures for performance of a variety of complex duties.
    • General Direction: indicates that the incumbent receives guidance in terms of unit goals and overall objectives and is responsible for establishing the methods to attain them. Generally the incumbent is in charge of an area of work. Incumbent typically formulates policy for this area of work but does not necessarily have final authority for approving policy.
6 Briefly summarize the duties of the position.
  1. Section 6- summarize the main responsibilities for the position.
7 Provide information on the skills, knowledge and abilities for the position.
  1. Indicate the skills, knowledge and abilities necessary to carry out functions of the position in Section 7.
  2. Designate each of these areas as "required," "desired," or "will train."
8 Check off physical requirements required for the job.
  1. Section 8 - specify the physical and mental conditions the employee may encounter in performing the essential functions of the job using the following codes:
    • "C" for Constantly
    • "F" for Frequently
    • "O" for Occasionally
    • "N" for Not at all
9 Mark environmental conditions encountered on the job.
  1. Section 9 - specify the environmental conditions the employee may encounter on the job using the following codes:
    • "C" for Constantly
    • "F" for Frequently
    • "O" for Occasionally
    • "N" for Not at all
10 Provide any additional information of special conditions on the job.
  1. Indicate any special conditions of employment (e.g., irregular work schedule, required license or certification, etc.) in Section 10.
11 Obtain the necessary signatures.
  1. Section 11. Signatures of the employee and the supervisor are required. When transmitting position description electronically, indicate that the department has appropriate signatures on file by placing "obtained" in each signature block. In addition, type in the names of the employee, supervisor, and department head.

Did you remember to:
  1. Complete all sections of the Job Description?
  2. Obtain all necessary signatures at the end of the form?

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