|Policy Approval Authority
|Human Resources Services
|Chief Human Resources Officer
|Effective Adoption Date
|Last Review Date
Human Resources / Employment
A job description is an outline prepared in the employing unit that identifies and describes the current primary duties and responsibilities performed by one employee on a permanent and continuing basis. In the case of occupied positions, the description is to be written by the employee performing the work and reviewed by their supervisor; in the instance of a vacant or new position, the description will be prepared by the immediate supervisor. Descriptions for temporary assignments should not be included within the body of permanent assignments. There should be one job description per position. In the event of permanent changes in job content of an occupied position, the new configuration of duties/responsibilities/activities must have been performed as described for at least 30 days by the current employee before submitting a revised job description. Supervisors are free to revise and report work content of vacant positions at any time, subject to approval of higher management.
The most recent job description should be reviewed with the employee on an annual basis by the supervisor. The results of that review should be reported to Human Resource Service using a Position Review Certification form. Notification that a review is due is sent out quarterly by Human Resource Services. Additionally, a new description should be prepared and forwarded to the Employment Coordinator whenever permanent changes in assigned duties and responsibilities of the position are implemented.
The following general guidelines have been developed to assist you. They are not intended to be universally applicable and adaptation to specific cases is expected.
An effective job description provides the reader with:
The following signatures must appear at the conclusion of the job description:
* These signatures acknowledge an awareness of the employee's assigned responsibilities and duties. They do not constitute agreement with any opinion regarding the correct classification of the position description nor does endorsement constitute a change in classification. The party whose endorsement is sought has fifteen (15) working days in which to review the description.
Each level of management has the prerogative of directing that the employee cease performing certain activities reported in the job description; however, it is not permissible to merely direct the removal of the activity from the description while allowing or expecting that it continue to be done by the employee.
Job descriptions must include the official Civil Service title. An informal job title which is different from the official Civil Service title may also be indicated. Only the official civil service title tied to the classification will be used in the PeopleSoft system. Job descriptions should not include work schedules or conditions of employment. Job descriptions for civil service positions may not include statements of "minimum qualifications." Such requirements are established at the state level by the State Universities Civil Service System and cannot be revised at the campus level.
Position descriptions which contain a job title other than the correct, official Civil Service title, statements concerning the minimum qualifications, or those that contain descriptions of other positions, may be returned to the originating unit for revision.
The original signed description should be sent to Human Resource Services. A Position Request From (PRF) will be used as a cover when submitting the job description to Human Resource Services. Human Resource Services retains copies of job descriptions which are assumed to be the official copy until superseded by a new description. They occasionally may be used in the development of new employment examinations, and may be made available to state and federal agencies responsible for adjudicating claims involving disability, equal pay/EEO complaints, etc.