Name: Supervisor’s Name and Title:
Current Classification Title: Work Phone Number:
Department/Unit:
Is the immediate supervisor statement signed and attached? (Required)
Yes No
Check one of the following that applies to you: Full-Time Part-Time
How long have you been employed in this position? Hire date: Last reclassified on:
Explain briefly the purpose or function of your position:
Provide the names and titles of people performing the same duties you currently perform:
Name :
Name :
Title :
Title :
EMPLOYEE’S STATEMENT : Please review your most recent job description at:
R:\Human Resources\Job Descriptions\CSEA . Then, in three to five sentences below, briefly and accurately describe any essential job duties and/or functions that have been added, changed, or removed:
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FUNCTIONS: DUTIES AND RESPONSIBILITIES
The following information you provide is the most important part of this documentation. Please provide the information in a manner so that anyone reviewing this information will be able to understand. Clearly indicate throughout the CRD if changes in duties are temporary or permanent.
Review your most recent job description and then:
List the essential job functions you perform in order of their importance. Typically, most jobs have 8 to 10 essential job functions that are the most critical. If you need more space, attach additional pages. These essential job functions may or may not be in your current job description. The following instructions, suggestions, and examples will assist you in describing your job and completing the position description form.
Fill out the form using your own words to describe your work. Use a separate section for each task.
1. Describe the work you do, not the work of your work unit or the department. D escribe your work and not your qualifications or your performance.
2. List each task separately that makes up your total job. (It may help you to make a worksheet outline of the tasks for your own use before completing the form.)
3. Avoid abbreviated, vague, or abstract words, such as “assists,” “handles,” “keeps,” or “prepares,” unless you describe how you assist, what you prepare, etc.
SPECIFIC & CONCISE EXAMPLES
• Receives, opens, time stamps, and distributes incoming mail
VAGUE EXAMPLES
• Assists in handling mail
• Prepares final billings • Calculates, verifies, and post billing amounts
• Maintains accurate records on the flow of input information, output records, machine operations, operator assignments, and staff time
• Keeps records
4. If your work requires initiative, judgment, or decision-making, give specific examples.
5. Describe the nature of the contact you have with other people and give examples of the personal contact your position requires.
6. Estimate the percentage of time spent on each duty. Percentages must reflect total hours spent on one duty over an entire year (e.g., 10 hours worked every week on one duty for an entire year = 10 hours x 52 weeks = 520 hours. 520 hours
÷2080 annual hours = 25% annual time spent on that duty).
Estimated % of Total Time Spent
(Total Should Equal 100%)
Examples of %’s
10 hrs/wk = 25% Annual Time
10 hrs/mo = 6% Annual Time
60 hrs/yr = 3% Annual Time
2 hrs/day = 25% Annual Time
TASK DESCRIPTION
(Use a separate paragraph for each task)
Examples of Tasks
 Type form letters and interoffice memos from handwritten or draft on computer using Microsoft Word
 Install electrical wiring and assemble components in control cabinets and panel boards
 Escort visitors on tours of facilities and explain duties of staff, operation of equipment, and methods employed
 Review employees’ time sheets and work charts for completeness, compute total time worked by each employee, post to Datatel and route information to payroll department.
 Direct staff engaged in negotiation and monitoring of contracts for the purchase of equipment, materials, products, or services.
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Frequency
(% of time)
New
Duty
Ongoing or
Temporary
F.
G.
D.
E.
A.
B.
C.
H.
Are any of the duties described above outside the scope of your job description (out of class)? If so, please describe below
(add pages if necessary):
Task / Duty Estimate Time Spent in
Hours/Weeks/Days/Month
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5.
6.
Other Duties: List other tasks/duties not previously listed that you perform occasionally as part of your job. If you need more space, attach additional pages.
Task / Duty Estimate Time Spent in
Hours/Weeks/Days/Month
3.
4.
1.
2.
IMPACT AND SCOPE
List services and/or any work products directly generated as a result of the tasks and duties you perform (e.g., policies, guidelines, budgets reports, letters, memos, computer-generated printouts, profit and loss statements, etc.). List the receiver/contact for each of these services/work products (include internal and external contacts).
Services / Work Product(s) Internal Contact’s
Name / Title
External Contact’s
Name / Title
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Authority: Has your level of authority and/or consequences of decisions you make changed from what is indicated in your most recent job description?
YES NO
In the appropriate box below, indicate the frequency of the contacts (in person or by phone) that are necessary within the framework of your job. Use the following terms below that correspond to the purpose and the type of contacts.
 Continually – daily in a normal work week
 Frequently – several times in a normal work week
 Occasionally – several times in a work month
 Infrequently – only on an irregular basis or in unusual circumstances
 Never
Purpose and nature of required contacts Employees within your department
Employees with other departments
General public or persons from other agencies
Giving and receiving factual information about work
Routine explanation or interpretation of what is required in order to render service, carry out polices, or maintain coordination
Non-routine, cooperative problem solving situations where gaining agreement or cooperation is necessary through discussion and persuasion
What kinds of problems must you resolve in this position?
What kinds of decisions must you make in this position?
What is the worst possible error or poor decision that you could make in this position?
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What would be the consequence of this error or poor decision if not caught?
Budget : Has your level of budget authority changed from what is indicated in your most recent job description?
Describe below your responsibilities related to budgets and changes to those duties and responsibilities using terms like: plan, model, prepare, review, monitor, approve, etc.
Amount of operating budget for which you are responsible, if any: $
You may use this space to continue your answers to other questions. Please identify the question that is being continued:
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SUPERVISION / DIRECTION
Supervision/Direction received: Please select and check one of the following that best describes the type and amount of supervision that you receive.
My supervisor frequently checks my job activities.
I work alone on routine or regular work assignments and check with my supervisor on non-routine assignments or when in doubt as to the correct procedures to follow.
I receive occasional supervision while working toward a definite objective that requires use of a wide range of procedures. I plan, and/or determine specific procedures or equipment required meeting assigned objectives, and I solve non-routine problems. I refer only unusual matters to my supervisor.
I work from broad policies and towards general objectives. I refer specific matters to supervisor(s) only when interpretation or clarification of organizational policies is necessary.
I work from general directives or broadly defined missions of the organization.
From whom do you receive work assignments?
Name Title
Supervision / direction given: Do you perform “Lead” duties by directing the work of others?
YES NO
List those you lead (include name, classification, and status). If you lead more than five people you may list only the job titles and number of people supervised in each classification.
What type of direction do you provide? Please select all of the lead duties you perform, the level of your authority, and indicate whether you perform this activity for employees, non-employees (e.g., volunteers, vendors), or both.
STATUS :
FTE = Regular full-time employee
STU: Student worker in any program
PT = Part-time
PE = Professional Expert
SH TERM = Short term (temporary)
V = Vendor
Name and Classification
FTE PT SH
TERM
STU PE V
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What type of direction/lead do you provide? Please select all of the supervisory/lead duties you perform, the level of your authority, and indicate whether you perform this activity for employees, non-employees (e.g. volunteers, vendors), or both.
Duty No
Authority
Recommend With Prior
Approval
On Own Employer or Non-
Employee
Plan and/or schedule work for others on specific projects
Plan and/or schedule work for others on a daily basis
Assign or delegate work to others on specific projects
Assign or delegate work to others on a daily basis
Monitor work of others on specific projects or on a daily basis, please specify below:
Employee Non-Employee
Employee Non-Employee
Employee Non-Employee
Employee Non-Employee
Employee Non-Employee
1.
2.
3.
Resolve complaints and/or problems
Employee Non-Employee
Employee Non-Employee
Employee Non-Employee
Employee Non-Employee
Other - specify:
1.
Employee Non-Employee
PLANNING / DECISION MAKING
If you develop or assist in developing policies or procedures for your functional area, describe this activity below:
2.
3.
Employee Non-Employee
Employee Non-Employee
List below any formal guidelines, standards, regulations, etc. within which your job must be performed:
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KNOWLEDGE / SKILLS / ABILITIES
List at least five (5) types of knowledge and abilities required to perform the duties of your position. List them in order of importance.
Supervisor’s
Rating
Examples:
Knowledge of: State and Federal Financial Aid regulations
Knowledge of: Principles of supervision
Knowledge of: Safety regulation of lawn mower operation
Knowledge of:
Knowledge of:
Knowledge of:
Knowledge of:
Knowledge of:
Knowledge of:
Knowledge of:
Example:
Ability to: Operate a variety of heavy construction equipment
Ability to: Type 45 wpm
Ability to: Read maps
Ability to:
Ability to:
Ability to:
Ability to:
Ability to:
Ability to:
Ability to:
Licenses, Registrations, or Certification: Does the job require a CLASS C Driver’s License? YES NO
List any other licenses or certificates required by law or your employer to perform your job:
License or Certificate
Law
Required
Hartnell
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Physical Effort and Work Environment: Check all of the appropriate boxes indicating the number of hours that most describes your work environment and requirements.
1. Sitting
0
Hours per day
0-1 1-2 3-4 4-5 5-6 7+
14. Repetitive Use of
Foot Control
0
Hours per day
0-1 1-2 3-4 4-5 5-6
2. Standing a. Right only
3. Walking
4. Bending Over
5. Crawling
6. Climbing
7. Reaching Overhead
8. Crouching
9. Kneeling
10. Balancing
11. Pushing or Pulling
12. Lifting or Carrying b. Left only c. Both
15. Repetitive Use of
Hand a. Right only b. Left only c. Both
16. Grasping a. Simple/Light
(1) Right only
(2) Left only
7+
a. 10 lbs or less
b. 11 to 25 lbs.
c. 26 to 50 lbs.
d. 51 to 75 lbs.
e. 76 to 100 lbs.
f. over 100 lbs.
13. Squatting
(3) Both
b. Firm/Strong
(1) Right only
(2) Left only
(3) Both
17. Fine Dexterity a. Right only
18. Driving cars
19. Walking on uneven ground
20. Exposure to dust, gas or fumes
21. Exposure to marked changes in temperature or humidity b. Left only c. Both
Yes No Description
Driving destinations:
Stairs, ramps, grounds
Labs, libraries, warehouse
Some outdoors
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Education / training / work experience: Describe any changes to education and/or previous work experience required to perform your job. (For example, what type of background would you expect a successful job applicant to have?
Note: If the required education, training, work experience requirements have not changed, please indicate that below:
EMPLOYEE STATEMENT CONCLUSION
Employee Signature Date Submitted
It is the responsibility of the employee to submit this completed and signed form to
Human Resources and to Immediate Supervisor.
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Employee Name:
Current Classification Title:
Work Phone Number:
Work Phone Number:
Immediate Supervisor’s Name and Title:
Immediate Supervisor’s Phone Number
1.
Comment on the employee’s description of the position. Indicate any exceptions or additions.
2.
What do you consider the most important duties of this position? (Do not comment on the employee’s performance.)
3.
Please review the knowledge and abilities listed by the employee. Next to each knowledge and ability listed, indicate the importance of the item on the following scale:
4 – Important (Required at time of hire)
3 – Less Important (Required at time of hire)
2 – Important (Desirable at time of hire, but can be acquired on the job)
1 – Less Important (Desirable at time of hire, but can be acquired on the job)
0 – Not important for job performance
4.
Please add any additional knowledge and/or abilities not listed by the employee. Rate importance.
Knowledge of:
Knowledge of:
Knowledge of:
Knowledge of:
Ability to:
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Ability to:
Ability to:
Ability to:
5.
The following statements describe varying degrees of supervision and control exercised over the employee. Indicate the degree of independence under which the responsibilities of the position are carried out.
Degree of supervision under which employee works (Check one box – consider job as a whole.)
Frequent;
instructions usually describe tasks, as opposed to general procedures or rules; no interpretation of rules or procedures is required; work is reviewed in progress and upon completion.
Occasional;
instructions are frequently general rules and procedures; work is such that it is performed on own responsibility with some choice of method; work is reviewed occasionally in progress and upon completion.
Limited;
instructions may be limited to policies or very general procedures; adaptation of existing procedures to new situations or interpretation of policies may be required for the completion of assigned tasks; work is generally reviewed only upon completion.
Broad objectives are outlined;
instructions are often limited to principles and policies that must be interpreted and adapted to new situations; work is reviewed only periodically to assure conformance and to measure results.
Little or no direct supervision;
instructions are frequently in terms of goals, objectives, and broad policies, may include development of specific policies and procedures; work is not reviewed and performance is measured mainly by results accomplished.
Immediate Supervisor’s Signature Date
It is the responsibility of the employee to submit this completed and signed form to
Human Resources and to Immediate Supervisor.
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Employee Name:
Current Classification Title:
Work Phone Number:
2 nd Level Supervisor’s Name and Title:
2 nd Level Supervisor’s Phone Number:
Immediate Supervisor’s Name and Title:
Work Phone Number Immediate Supervisor’s Phone Number:
Instructions:
• Review this employee’s completed documentation.
• Review the information provided by the immediate supervisor.
• Your certification below means you have carefully reviewed the information provided by the employee and immediate supervisor.
• Please allow the employee and their immediate supervisor to review your responses.
There are two essential cautions you should observe:
• Under no circumstances should you change or alter the employee’s document.
• Do not make any statements or comments about the employee’s work performance, competence or qualifications.
• This documentation will be used to evaluate the duties, not the performance or qualifications of the employee.
Please check all that apply before signing:
I have reviewed the attached information completed by the employee.
I have reviewed the information completed by the employee’s immediate supervisor.
I have no additional comments.
I have additional comments, below:
2 nd Level Supervisor’s Signature Date
It is the responsibility of the employee to submit this completed and signed form to
Human Resources and to Immediate Supervisor.
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HR-46 Revised 05/14