GUIDELINES FOR WRITING / REVIEWING POSITION DESCRIPTIONS
A well-written position description is one which clearly, concisely and accurately documents the
essential and marginal duties, responsibilities, or tasks of a position.
A position description also reflects a position’s assigned duties as they exist today and not as
they may be in six months. The duties should be described in the present tense beginning with an
action verb followed by the objective for each duty.
Example:
Prepares reports reflecting progress and adverse trends.
Schedules appointments and maintains calendars for staff.
Determining Essential Functions
Under the Americans with Disabilities Act, essential functions are the job duties that an
employee or applicant must be able to perform, with or without reasonable accommodations. An
essential function is a duty that is required for the department’s operation, that cannot be
reassigned, and that cannot be redesigned.
The marginal or non-essential job functions are those that could be redesigned or reassigned to
other employees, if necessary. Whether or not a particular duty is considered marginal will
depend on: the importance of the duty to the department’s operation, the frequency in which the
duties are performed, and on whether the duty can be redesigned or performed in another way.
Hints For Writing Position Descriptions
1. When identifying an "essential function" or "marginal function", focus on the outcome
rather than the manner in which you believe the function should be performed.
Incorrect: Uses a metal 25‐pound ladder to retrieve boxes of books weighing at least 25
pounds from library shelves measuring 15 feet high.
Correct: Retrieves boxes of books weighing at least 25 pounds from library shelves
measuring 15 feet high.
2. Avoid using verbs, which indicate how a function is to be performed rather than the desired
outcome.
Incorrect: Enter information manually or visually read information on the computer.
Correct: Accesses, inputs, and retrieves information from the computer.
March 5, 2013
GUIDELINES FOR WRITING / REVIEWING POSITION DESCRIPTIONS
3. Describe essential functions clearly by using the following pattern to write an Essential
Function statement:
ACTION WORD + SUBJECT + ACTIVITIES
Example: Reviews and validates transactions by ensuring completeness and accuracy of
the account.
Example: Provides technical IT support to the organization by responding to telephone
calls, email, and personnel requests for technical help.
4. List functions in order of importance, grouping related functions together.
5. After all functions are described, identify those which are essential and those which are
marginal.
Components of a Position Description:
Position Title
The title of the position will be in line with the duties and responsibilities of the job. Avoid
inflated titles.
Position Summary
The position summary is a brief general statement that identifies the primary function of the job
without going into specific duties and qualifications. It is a concise summary normally described
in 3-4 sentences telling the reader why the position exists. The easiest way to write a position
summary is to answer the question: ”why this position exist?” It may be helpful to write the
summary after defining the essential responsibilities of the position.
Position Duties / Responsibilities/Tasks
This section contains a description of the duties, functions, responsibilities or tasks assigned to
the position.
Duties that are similar in nature should be grouped together. List all duties required for the
position. For staff positions, include the percentage of time normally spent performing each duty.
March 5, 2013
GUIDELINES FOR WRITING / REVIEWING POSITION DESCRIPTIONS
Supervision Exercised
Identify the supervisory responsibilities that are expected from this position.
Education
This section identifies departmental preference for educational qualifications that an individual
must possess on the first day of the job to satisfactorily perform the duties and responsibilities of
the position. This section is completed using the content catalog in ePRF.
Experience
This section identifies departmental preference for the number of years and type of work
experiences that an individual needs to be qualified for the job. This section is completed using
the content catalog in ePRF.
Skills
This section shows the necessary qualifications/requirements that the individual must have in
order to successfully perform the job. This section is completed using the content catalog in
ePRF.
Certifications / Licenses
This section identifies occupational certifications and/or licenses that are required to perform in
the position. This section is completed using the content catalog in ePRF
Working Conditions / Physical Effort
This section identifies the working conditions and physical demands that relate to the position
duties and responsibilities of the position. This section is completed using the content catalog in
ePRF.
The intent of a position description is to provide a representation of essential and non-essential
duties, responsibilities or tasks of the position and shall not be construed as a declaration of the
total of the specific duties, responsibilities or tasks of any particular position. Employees may be
directed to perform job-related tasks other than those specifically presented in this position
description.
March 5, 2013