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Developing a Job Description

Sample Job Descriptions
Samples of Laboratory, Clerical/Administrative and Department Manager job descriptions are available on-line. If you would like additional samples, please contact your Personnel/Payroll Representative.

For information regarding job specifications, see UCI Series Concepts (Job Specifications)

Generic Job description template

Section 1: Introduction (information about unit)
Section 2: Functional Areas and Percent time
Section 3: Qualifications

SECTION 1
Brief paragraph about unit: mission, size, customers, summary of role of position within unit, etc.

• gives context of position (helpful for classification and advertising position)
  
• address level of supervision received based on the following (also refer to the "Supervision Received" section of Staff Human Resources’s (SHR) JOB DESCRIPTION TERMINOLOGY (Word or PDF)

1. Under general direction (in charge of area, formulates policy without necessarily having final authority)
2. Under direction (establishes procedures for attaining goals within limits of established guidelines)
3. Under general supervision (performs complex duties within established guidelines)
4. Under supervision (performs routine duties within established policies or supervisor’s guidelines)
5. Under close supervision (assigned duties and work is checked frequently)
   

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SECTION 2
Major functional areas with estimated percentages of time, including specific responsibilities in each of those areas

• additional reference material from SHR is available in the Fair Hiring Guide (Key Points/Frequent Questions)
  
• most job descriptions should have approximately 3-6 major functional areas
  
• each major functional area requires an estimated percentage of time that, when combined should total 100%, even for part-time positions
  
• within each major functional area should be a brief outline or narrative of the specific responsibilities (the "what", not the "how")
  
• if a supervisory position, address role of supervisor in the job description and complete a Job Description Addendum for Supervisors, Managers and Confidential Employees (See Supervisor's Basic Responsibilities; also refer to the "Supervision Exercised" section of Staff Human Resources’s (SHR) JOB DESCRIPTION TERMINOLOGY (Word or PDF)
   - full supervisor: hires, trains, evaluates, disciplines recommends salary actions or
   - lead: assigns work, provides feedback on performance, etc.);
   - NOTE: supervising a short-term temporary or a staff employee in a limited appointment does not meet definition of "full supervision" but is considered a "lead" and does not constitute being classified out of the bargaining unit where applicable. Supervising only one staff employee or student employees does not meet the definition of "full supervision".
  
• if a new position, it is helpful to attach organizational chart
  
• information needs to be conveyed in a manner that describes the individual’s role in a process (i.e., "assists" does not clearly address one’s role as it could range from providing minimal assistance to independently performing almost the entire responsibility)
  
• it is primarily the text of the job description (with weight also given to the context of the unit and qualifications required) that will determine classification--is sufficient information that addresses the following being provided for SHR Analyst to determine an appropriate classification:
  • nature of work
  • the variety (scope and range of responsibility)
  • the difficulty of the work (judgment, skill, knowledge, technical complexities, etc.)
    

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SECTION 3
Qualifications (including: desired experience; special educational or technical training, skills, or knowledge; licenses; physical requirements; equipment or machinery used; special notes re: schedule, work locations, field work, handling of hazardous materials, etc.)

• standard qualifications should be used for all positions. See Quallifications for summary of standard qualifications.
  
• additional qualifications may be added as applicable to the position. See Qualifications for suggested wording.
  
• the Fair Hiring Guide contains additional information about qualifications
  
• to identify qualifications needed, carefully review each specific responsibility in the job description to determine what qualifications are necessary to perform those tasks
  
• it is not necessary to distinguish between "required" or "preferred" qualifications unless desired; this determination can be made in the screening process based on candidates’ qualifications (just as additional qualifications/selection criteria can be added during the screening process if several candidates possess certain qualifications that are job related and would be highly beneficial for the position)
  
• while not all qualifications necessarily need to be advertised to be used as selection criteria, it is preferable to have all qualifications included on job descriptions for both candidates and the hired employee to have full understanding of requirements to successfully perform duties and what it is likely they will be evaluated on if hired

Job description templates for Information Technology (Programmer Analyst) positions
This section is under development. Until further information is posted, please contact your Personnel/Payroll Representative.

Job descriptions for classification reviews have additional requirements.

For classification reviews only, supervisors need to submit:

• a written request for review,
• new job description for the employee, signed by both the employee and the supervisor
• both the old and new organization chart. If there has been no change to the unit's structure, only the current organization chart is needed.