POSITION DESCRIPTION a
Tips for Writing Effective Position Descriptions b
Date:
HRS Position Number:
☐University Staff ☐Academic Staff
Position Type:
☐Limited
UW System Title:
Working Title (if applicable):
Department/Unit:
College/Division:
Employee Name:
Employee ID:
Percent of Appointment:
Reports to (name and title):
☐Yes
Supervisory Position:
☐No
Position of Trust with access to vulnerable populations:
☐Yes
☐No
☐Yes
☐No
☐Yes
☐No
(Defined as: Position requires unsupervised or significant access to minors, under the age of 18 who
are NOT enrolled or accepted for enrollment at a UW System Institution, and medical patients)
Campus Security Authority (CSA):
(Defined as: Position is identified as a CSA based on functions involving relationships with students
and/or significant responsibility for student and campus activities (beyond the classroom). For
questions, contact HR or Public Safety)
Valid WI Driver’s License Required?
(Must be due to an essential function of the position. For questions contact HR.)
Position Summary Statement c
SUMMARY
Essential Job Functions and Responsibilities d
EXAMPLE: (percentages can vary based upon position responsibilities)
60%
Essential Job Function 1
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25%
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Task statement 1
Task statement 2
Task statement 3
Essential Job Function 2
Task statement 1
Task statement 2
Task statement 3
Office of Human Resources
(920) 465-2390 • hr@uwgb.edu • www.uwgb.edu/hr/
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10%
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5%
Essential Job Function 3
Task statement 1
Task statement 2
Task statement 3
Essential Job Function 4
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Task statement 1
Task statement 2
Task statement 3
Knowledge/Skills and Abilities e
EXAMPLES:
Required
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Excellent verbal and written communication skills.
Excellent judgment including sensitivity to personal and confidential information.
Excellent interpersonal, communication and customer service skills in working with a diverse
community.
Working knowledge of desktop hardware and standard business software programs (e.g.
word processing, spreadsheets, database) and the Internet.
Have the ability to delegate and prioritize work.
Attention to detail, proofreading and editing skills.
Good work habits, such as attendance, punctuality, accountability, thoroughness and
resourcefulness.
Work independently and as part of a team environment and on collaborative efforts.
Preferred
 Experience in a higher education environment.
 Bachelor’s Degree in Finance or related field.
Physical Demands f
EXAMPLE:
While performing the duties of this position, the employee must have the mobility to work in a
standard office setting and to use standard office equipment, hearing and speech to converse in
person and over the telephone and vision to read printed materials and a computer screen.
Accommodation may be made for some of these physical demands for otherwise qualified
individuals who require and request such accommodation.
OR
(Prepare a statement referencing the list of working conditions and environment in the position
description instructions below) i.e. Physical ability to sit at a computer terminal for extended
Office of Human Resources
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periods of time, Moderate amounts of walking, standing, and stair climbing; occasional lifting of
supplies up to 10 lbs.
Working Conditions and Environment g
EXAMPLE:
There are no unusual working conditions or environmental factors associated with this position.
OR
(Prepare a statement referencing the list of working conditions and environment as outlined in the
position description instructions below) i.e. Some travel is required for necessary meetings,
workshops, conferences, etc. Occasional evening and and/or weekend work is expected and will be
assigned by supervisor as needed.
Position description should be reviewed annually and new signatures obtained when changes are made
to the position description. Please send signed position descriptions to Human Resources.
Employee Signature
Date
Supervisor Signature
Date
HR USE ONLY:
CUPA Code:
BLS SOC Code:
☐Exempt
FLSA:
☐Non-Exempt
Incumbent:
a
The Position Description (PD) is a formal action-oriented document that summarizes the important functions of a position using clear and concise language. Position descriptions begin with a careful analysis of the important facts about a job, such as individual goals, worker activities and duties, and the knowledge, skills, and abilities needed to perform the job. It is important to make a job description practical by keeping it functional and current.
When writing the position description, keep in mind that the PD will serve as a basis for conducting future performance evaluations and identifying training needs. An accurate PD helps the employee know what is expected by clearly defining the work to be performed in relation to the overall goals of the work unit. The position description is also used as an information source for the development and implementation of an effective recruitment and selection plan if a position becomes vacant. PDs also serve as a source document for worker’s compensation or disability
accommodation matters. The PD should be completed cooperatively by the employee and supervisor unless the position is new or vacant, in which case it should be completed by the supervisor.
Position Description’s should be reviewed annually and updated when the duties or skill requirements have changed. When significant job change has occurred, supervisors are encouraged to call Human Resources at (920) 465-2390 to ensure that the position remains properly titled.
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c
b Always
use the present tense of verbs.
If necessary, use explanatory phrases telling why, how, where or how often to add meaning and clarity.
Omit any unnecessary articles such as “a,” “an,” the,” or other words for an easy to understand description.
Use unbiased terminology. For example: use the he/she approach or construct sentences in such a way that gender pronouns are not required.
Avoid using words which are subject to differing interpretations. Try not to use words such as “frequently,” “some,” “complex,” “occasional,” and “several.”
Generally a summary or overview of the general goals, purpose, and objectives of the position. Information such as the level of supervision, department name, and the work hours should be included. Describe the overall purpose of the position in a short paragraph.
This section describes the major goals, duties and responsibilities of the position and should include essential job duties critical to successful performance of the position. Goals are the expected results of each employee’s work, while corresponding task statements are the specific duties the employee performs to accomplish the goals. The percentage of time is the proportion of employee’s total work time spent on a goal or worker activity. The PD should contain between two and six goals. List the major goals in descending percentage order, with the goal consuming the largest
percentage of time listed first. Be sure to group common functions into Essential Job Function categories.
d
e Identify the
f Outline
g
necessary knowledge, skills, and abilities needed to successfully perform the position. May include sections for Required, Preferred and Desirable.
requirements of significant physical activity or ability. Ensure items contained in this section are essential to the function of the position, and otherwise include a statement related to accommodation (example below). (Examples: lift (#), carry, push/pull, stand/sit , stoop, crouch, bend, climb, balance, reach, repetitive motions, dexterity, hearing, vision, significant time operating equipment or machinery)
Outline unusual working conditions, if any. (Examples: light, heat, odors, noise, heights, danger, exposure to inclement weather, irregular hours, driving, travel)
Office of Human Resources
(920) 465-2390 • hr@uwgb.edu • www.uwgb.edu/hr/
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