The College at Brockport
State University of New York
Guide to Writing a Job Description
Created October 2015
Updated: January 27, 2016
TABLE OF CONTENTS
INTRODUCTION ................................................................................................... 1
JOB ANALYSIS ....................................................................................................... 1
JOB DESCRIPTION ................................................................................................ 2
I. SUMMARY AND PURPOSE OF POSITION ........................................................ 2
II. JOB FUNCTIONS .............................................................................................. 2
III. FUNCTIONAL AND SUPERVISORY RELATIONSHIP .................................... 4
IV. QUALIFICATIONS........................................................................................... 4
V. WORKING ENVIRONMENT ............................................................................ 5
VI. SIGNATURES................................................................................................... 6
APPENDICES:
A. SAMPLE ACTION VERBS ................................................................................. 7
B. QUALIFICATIONS: KNOWLEDGE, SKILLS, ABILITIES SAMPLES ................. 8
C. JOB ANALYSIS WORKSHEET ......................................................................... 12
D. RESOURCES ..................................................................................................... 16
Introduction:
The job description is a valuable management tool used to describe the specific duties of a position along with the
required education and necessary experience. A job description summarizes duties and responsibilities of the
position.
The job description serves several purposes:
 Provides information for classification of the position and appropriate salary determination and overtime
eligibility;
 Provides the basis for the job posting development and assists in recruiting efforts;
 Identifies the essential functions of the job based on job specific competencies;
 Provides the incumbent an understanding of the primary duties and responsibilities he/she is expected to
fulfill;
 Provides information used to develop performance plans;
 Communicates job expectations;
 Provides information to determine training and development needs.
Differentiating between a job description and a performance program:
Job Description- A clearly written job description communicates the scope and nature of the job responsibilities to
the employee or job applicant. The focus is on duties and responsibilities and it remains fairly stable. It is used as a
starting point in the development of the yearly performance program. When the performance program is
developed, the job description is reviewed and edited, if necessary, to reflect any major changes in job
responsibilities.
Performance Program- The job description will remain the same or similar over time, the performance program
changes each year to reflect the specific goals and focus for the upcoming year.
The Job Analysis:
Prior to writing a job description a job analysis should be performed.
A job analysis is the process of collecting relevant work related information about the duties, responsibilities,
necessary skills, outcomes, and work environment of a particular job. The job analysis defines the knowledge, skills,
abilities and responsibilities needed to successfully complete a job.
 A job analysis is the key to writing an effective job description. Prior to writing the job description
determine the major functions of the job. You should have 4-8 major functions and use 1-5 words to
describe each function.
 Determine the percentage of these functions in relation to the whole job. For each function, determine the
duties. You should have 5-8 duties for each function. Ask questions like what, how and why, to determine
the duties.
 Determine the requirements of the position (knowledge, skills and abilities). This is something an individual
knows or can do that helps complete the duties of the job.
 Determine the work environment. Are there any physical, environmental or special demands of the job?
 Once you have competed the analysis you are ready to write the job description.
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The Job Description:
I. Summary and Purpose of Position
A summary and purpose statement is a brief synopsis of the purpose of a position and its role within the
department. This summary should be an overview of the position.
Examples:
o The Office Assistant 2 primarily provides administrative support to the Affirmative Action Officer and
Recruitment Coordinator, supports affirmative action initiatives, recruitment and appointment functions,
and performs other administrative tasks in support of overall office operations.
o The Facilities Service Manager manages physical plant and maintenance operations for a University
operation consisting of multiple sites and facilities. Oversees building scheduling and maintenance,
custodial, safety, security, construction, and/or grounds maintenance. Plans and implements capital
renewal and replacement projects for the facility, and develops and implements operating policies and
procedures.
o The Admissions Director directs the daily operations of the Admissions Office. Assists in policy
planning and development on all departmental related matters. Plans and develops strategies for
admission of graduate and undergraduate students. Plans and directs all programs designed to enhance
the college’s undergraduate student recruitment efforts at high schools and junior colleges to include
minority recruitment efforts.
o The Cleaner performs custodial maintenance duties including dusting, mopping, finishing and buffing
floors, vacuuming and shampooing carpets, cleaning and restocking restrooms.
o The Maintenance Supervisor oversees the performance of a wide range of facilities maintenance
services. Performs comprehensive mid-level technical maintenance, troubleshooting, and repair of
facilities and equipment. Oversees and coordinates the work of other facilities maintenance staff. May be
placed on call to work extended hours, as required by management or facility need.
II. Job Functions
The job functions section is the foundation of the job description. It conveys the complexity, scope, and level of
responsibility of a job. Due to the significance of this section, it is important to accurately, concisely, and completely
describe the duties and responsibilities of a job.
A. Essential Functions:
Essential functions are the fundamental duties the incumbent performs; the "must haves" of the position.
By law, a job function may be considered essential if the reason the position exists is to perform that
function, or because of the limited number of employees available to perform the function, or because the
function is highly specialized and the incumbent in the position has been hired for his or her ability to
perform the function.
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Duties may be deemed essential based on the percentage of time spent performing them and the
consequences of not having them performed. A duty may be essential if it requires a certain degree of skill
or expertise.
Some guidelines and information for writing the essential responsibilities:
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Each major duty performed should be listed individually.
Indicate the percentage of time spent on each, clarifying the most important functions.
Be as descriptive as possible.
Always use the present tense of verbs.
Use action verbs (e.g. trains, operates, supervises, etc.) that best describes the work performed.
What equipment is used to do this function?
Use words like “may” and “occasionally” sparingly.
Avoid using adverbs or adjectives that are subject to interpretation such as "frequently," "some,"
"complex," "occasional," and "several”.
If using verbs such as "assists" or phrases such as "is responsible for" explain how and to what
degree the individual assists others or is responsible for completion of the task(s).
Describe the level of supervision received, i.e. "closely supervised" or "expected to act
independently" and give examples of procedures/policies followed.
Provide examples of the level of authority and the decisions the individual is expected to make.
If necessary, use explanatory phrases telling why, how, where, or how often to add meaning and
clarity (e.g. "Collects all employee time sheets on a bi-weekly basis for payroll purposes.").
Examples of Essential Functions:
o 40% Analyzes and recommends appropriate classifications based on duty statement and/or desk audit
review; assists managers in employee selection by determining appropriate classification and
recommends appropriate salary levels. Reviews existing organizational structures and makes
recommendations for appropriate revisions.
o 25% Maintains admission guidelines by writing, updating, and recommending changes to admission
criteria, policies and procedures.
o 30% Informs employees of benefit usage by preparing and distributing benefit reports. Maintains benefit
records by developing recordkeeping systems; initiating new-hire benefits; recording changes. Resolves
employee questions and problems by interpreting benefit policies and procedures.
o 50% Establishes voice and data networks by running, pulling, terminating, and splicing cables; installing
telecommunications equipment, routers, switches, multiplexors, cable trays, and alarm and firesuppression systems; building ironworks and ladder racks; establishing connections; programs features;
establishes connections and integrations; follows industry standards; activates remote access tools;
coordinates with contractors.
o 25% Oversees and coordinates routine facilities maintenance activities for the campus, to include snow
removal; may perform routine maintenance tasks, as required.
o 20% Monitors, operates, and troubleshoots the digital HVAC control system for the campus.
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B. Non-Essential Functions:
Secondary responsibilities are routine duties that must be performed coincidentally with the essential functions.
The job does not exist to perform these ancillary functions.
A function may be non-essential when:
 The character of the job would remain the same if the duty were not performed.
 Failure to perform the function would have minor consequences.
 The nature of the duty is such that another individual could perform the work with minimal training,
disruption or inconvenience.
Examples of Non-Essential Functions:
o
o
o
o
o
o
Maintain attendance records.
Coordinates the scheduling and planning of office social functions.
Attends college-wide events.
Places supply orders.
Balances department account.
Provide backup as needed to secretary.
III. Functional and Supervisory Relationships
Include any supervisory positions, subordinating roles and/or working relationships. This should be no more than
2-5 sentences.
Examples:
o Position reports to the Affirmative Action Officer and works closely with the Recruitment Coordinator and
is expected to collaborate with Human Resources and Payroll staff. Incumbent interacts with
administrators, faculty and staff across the campus.
o Reporting to the Assistant Director of Human Resources, the Office Assistant 3 provides support and
assistance to faculty and staff across the campus.
o Reporting to the Assistant Vice President for Facilities and Planning, the Senior Staff Assistant has
supervisory responsibilities for one classified staff member. The incumbent works closely with Facilities
and Planning leadership and staff, Residential Life staff, Budget and Payment and Procurement Offices.
IV. Qualifications
Detail the required and preferred qualifications needed to perform the functions of the position. List any necessary
skills, knowledge, operating needs and abilities required for the position that should be linked to the essential job
functions. Note: For Classified positions include the minimum qualifications as stated in the Department
of Civil Service Classification Standard, http://www.cs.ny.gov/tsplan/tsp.html.
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Skills, knowledge and abilities to include in this section:
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Degrees
Licenses and/or certificates
Vocational skills
Communication skills
Interpersonal skills
Analytical skills
Financial skills
Construction/building skills
Technical skills
Examples:
Required Qualifications:
o Bachelor’s degree from a college or university accredited by a U.S. Department of
Education or internationally recognized accrediting organization.
o Experience in _________ obtained through academic coursework or professional work
experience.
o Must be detailed oriented, possess strong organizational, problem solving and conflict
resolution skills.
o Effective interpersonal skills to work with faculty, staff and students.
o Ability to maintain confidentiality and proven record of personal integrity.
o Excellent customer service skills.
o One year as an Office Assistant 1 or one year of permanent service in a clerical or
keyboarding title allocated to Grade 4 or higher.
o Possession of a valid driver’s license.
Preferred Qualifications:
o Master's degree in ____________ or closely related field from a college or university
accredited by a U.S. Department of Education or internationally recognized accrediting
organization.
o Prior supervisory experience.
o Experience in a union environment with multiple collective bargaining agreements.
o Knowledge of horticultural practices, plant taxonomy, and insect/disease control.
o Experience with server management and enterprise wide application support; supporting
common desktop environments including both Windows & Mac.
V. Working Environment
The environment includes where the work is performed, under what conditions, temperatures, physical,
environmental, and hazardous material an individual performing the job is exposed to.
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Examples:
o Considerable physical activity. Requires heavy physical work; heavy lifting, pushing, or
pulling of objects up to 50 pounds. Physical work is a primary part (more than 70%) of
job.
o Work environment involves some exposure to hazards or physical risks, which require
following basic safety precautions.
o Work involves moderate exposure to unusual elements, such as extreme temperatures,
dirt, dust, fumes, smoke, unpleasant odors, and/or loud noises
o Work environment involves exposure to potentially dangerous materials and situations
that require following extensive safety precautions and may include the use of protective
equipment.
o Light physical effort. Requires handling of average-weight objects up to 10 pounds or
some standing or walking for no more than two (2) hours per day.
o Work in a heated, air conditioned office environment. Frequent sitting, occasional
standing, walking and bending. Normal range vision and hearing to use a computer and
communicate in person and on the telephone. Frequent writing, speaking, and problem
solving. Moderate pressure and stress related to work functions.
VI. Signatures
The signatures acknowledge that the job description accurately reflects the jobs duties and responsibilities. The date
created and/or revised should also be included.
Review and update, review and update, review and update!
If there is one thing that is constant, it is change. As technology evolves and changes, job duties will naturally and
continuously evolve as well. The job description should be updated to reflect these evolving duties.
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Appendices A
Sample Action Verbs
Advise
Administer
Acquire
Approve
Audit
Analyze
Assign
Authorize
Arrange
Appoint
Budget
Calculate
Collaborate
Consult
Counsel
Coordinate
Communicate
Compute
Create
Collect
Delegate
Deliver
Demonstrate
Develop
Devise
Design
Distribute
Document
Edit
Enforce
Evaluate
Establish
Execute
Expand
Explore
Expedite
Explain
Forecast
Formulate
Facilitate
Generate
Guide
Gather
Handle
Hire
Implement
Inspect
Interpret
Initiate
Issue
Inform
Inquire
Improve
Increase
Instruct
Lift
Maintain
Manage
Measure
Mail
Monitor
Motivate
Negotiate
Notify
Observe
Organize
Obtain
Operate
Participate
Plan
Prevent
Procure
Propose
Purchase
Pull
Perform
Process
Program
Pick-Up
Quantify
Review
Research
Recommend
Receive
Regulate
Recruit
Report
Request
Schedule
Search
Select
Solve
Streamline
Summarize
Support
Supervise
Survey
Solicit
Send
Secure
Sell
Submit
Supply
Teach
Train
Translate
Troubleshoot
Test
Transfer
Update
Validate
Verify
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Appendices B
Sample Knowledge, Skills & Abilities
Accounting & Financial:
 Ability to analyze and evaluate financial and accounting records and identify problems.
 Knowledge of accounting and/or auditing principles, practices, concepts, and systems.
 Knowledge of all relevant tax laws.
 Compute ratios, rates and percentages to ….
Analytical Thinking
 Ability to analyze situations accurately, utilizing a variety of analytical techniques in order to make well
informed decisions.
 Ability to develop and evaluate alternatives.
 Knowledge of appropriate steps to analytical problem solving.
 Knowledge of research and data gathering methods.
 Develop policies, procedures and practices.
 Gather, analyze and interpret data.
 Read and comprehend job related materials and documents.
Applies Technology to Tasks
 Ability to operate job related equipment including the use of basic computer programs and systems to
effectively carry out the duties of the position.
 Knowledge of the general principles and objectives of information technology systems and programs.
Auditing & Compliance
 Ability to apply and explain general accounting and/or auditing principles, practices and procedures.
 Ability to take action to ensure compliance with tax laws and audit findings.
 Knowledge of departmental audit and/or compliance policies, practices and procedures.
Building and Construction
 Ability to direct facility design, planning, construction and alterations.
 Knowledge of materials, methods, equipment, and practices used in construction and inspection.
Communication
 Ability to communicate effectively using a variety of styles and techniques appropriate to the audience.
 Ability to work effectively with external departments and the public.
 Clearly and effectively expresses information, thoughts, ideas, and instructions orally and in writing.
 Responds appropriately to both written and oral directives.
 Insures clear and timely communications to others.
 Effectively communicates with and informs others as appropriate, including supervisors and
partners/stakeholders.
 Listens and is considerate of opposing views and perspectives.
Conflict Management
 Ability to effectively recognize and resolve conflicts and mediate disputes.
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Customer Service
 Ability to determine and meet customer needs.
 Ability to promote and be accountable for quality customer service.
 Provides quality service to internal and external customers and stakeholders.
 Understands and anticipates customer/stakeholder needs and implements proactive strategies based on
customer/stakeholder feedback.
 Searches for ways to increase customer/stakeholder satisfaction.
Decision Making
 Ability to make objective decisions timely and effectively.
Developing Others
 Develop job related skills and abilities of staff.
 Knowledge of current training techniques.
 Motivate staff to develop necessary job-related skills to improve job performance.
 Knowledge of effective techniques and strategies to motivate staff and encourage initiative.
Ethics & Integrity
 Ability to model high standards of honesty, integrity, trust and ethical behavior.
 Knowledge of confidentiality rules, procedures, and information exchange agreements to protect
information from unauthorized disclosure.
 Maintain a high level of security and confidentiality of information.
 Ability to accept responsibility for your actions and the actions of your staff to establish accountability.
Financial Management
 Ability to apply and explain budgetary principles, practices and procedures.
 Knowledge of NYS budgetary principles, practices and procedures.
 Knowledge of principles and practices of public finance.
Flexibility
 Ability to adapt to changing priorities, work environments, management styles, and business trends.
 Recognize and determine the need to shift priorities, and/or resources to maximize unit operations and/or
address changes in assigned goals and objectives.
Hazardous Materials
 Knowledge of literature, principles, and procedures of hazardous material management, disposal, and the
effect on human health and the environment.
Health and Safety
 Knowledge of methods and techniques used in safety inspections and accident prevention.
 Knowledge of principles, practices and methods of safety and health as it relates to employees and the
public.
Influencing Others
 Knowledge of negotiation techniques.
 Ability to negotiate mutually acceptable solutions.
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Interpersonal Relations & Skills
 Collaborative, considerate and respectful in dealing with customers, co-workers and the public.
 Works effectively with others and expresses disagreement constructively.
 Treats others with respect and dignity.
 Supports and contributes to an environment of diversity and inclusion.
Job Knowledge
 Maintains the competence, knowledge and experience to perform the job effectively and efficiently.
 Applies appropriate technical and procedural knowledge and tools to get the job done.
 Continuously expands job knowledge and keeps abreast of new developments and trends in the
field/industry.
Learning
 Ability to acquire and apply new knowledge or skills for work.
 Ability to recognize own strengths and weaknesses.
Organizational Awareness
 Ability to recognize a change in laws, rules, and/or regulations that could impact department operations.
 Knowledge of department's policies, rules, regulations, business goals, vision, organizational structure,
culture, philosophy, operating principles and values, etc.
 Knowledge of principles and practices of policy formulation and development.
 Knowledge of principles, practices, and trends of public administration, organization, and management.
 Knowledge of the organization and operation of department programs and how they relate and support
other programs administered by the department.
 Recognize when decisions or information should be referred to a higher authority.
Personal Credibility
 Ability to gain and maintain the confidence of others to promote staff morale and improve working
relationships with staff, peers, and others.
Planning & Organizing
 Ability to develop and implement strategic, tactical, and operational plans and lead the organization (e.g.
unit, office or section) in achieving its goals.
 Ability to establish and maintain project priorities.
 Ability to plan, organize and direct the work of others.
 Ability to prioritize workflow in a changing work environment.
 Ability to effectively manage time to meet operational needs and desired outcomes.
Reliability/Accountability
 Effectively establishes, communicates and manages priorities.
 Demonstrates efficiency and effectiveness in carrying out responsibilities.
 Anticipates and identifies problems and helps to bring about resolutions.
 Is accountable and takes responsibility for own decisions and actions.
 Demonstrates appropriate judgment in carrying out responsibilities.
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Results Orientation
 Ability to develop controls and systems to ensure the quality of work.
 Ability to establish and use performance measurements to evaluate program performance and effectiveness
and continually improve processes and/or products.
 Ability to recognize and implement opportunities for continuous process improvement with an emphasis on
customer service/satisfaction and accountability.
Supervision/ Management
 Effectively motivates, coaches, develops, and evaluates team members.
 Supports and works toward institutional vision, strategies and goals.
 Establishes and supports a high performing team.
 Exhibits effective decision-making.
 Visualizes, creates, communicates and sustains a positive environment (promotes a sense of community and
a collaborative environment).
Team Leadership
 Ability to effectively represent the department on multi- organizational teams as leader, member or
facilitator.
 Ability to encourage and facilitate cooperation, teamwork and pride.
 Ability to organize and motivate groups and/or interdisciplinary teams to reach a common goal.
 Knowledge of the teambuilding process.
Teamwork
 Work in a team environment, remaining attentive to ideas, recognizing responsibilities, and actively
participating with others to accomplish assignments and achieve desired goals.
Technical Competence
 Ability to handle the most difficult complex, and sensitive program responsibilities.
 Ability to operate a motor vehicle
 Ability to read and understand technical research reports.
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Ability to utilize and apply technical knowledge and skills.
Knowledge of the requirements to maintain job related certificates and/or licenses.
Knowledge of tools and resources that can be accessed to answer the most complex job related issues.
Thoroughness
 Ability to monitor to ensure that confidentiality of information systems and data is maintained.
 Ability to review assignments or documents to ensure accuracy and completeness.
Vision and Strategic Thinking
 Ability to communicate the organization's mission, vision, goals and objectives to staff and others.
 Ability to organize and lay out printed material.
 Ability to prepare clear, concise and accurate reports, correspondence, and other job-related documents for
various audiences.
Written Communication
 Knowledge of proper spelling, grammar, punctuation, and sentence structure to ensure that written
materials prepared and reviewed are complete, succinct, and free of mechanical errors.
 Ability to review and edit written materials.
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Appendices C
Job Analysis Worksheet
PURPOSE AND INSTRUCTIONS:
The purpose of the form is to obtain current information and review of job duties and responsibilities to
complete a job description.
Please complete this analysis as honestly, completely and accurately as you can. Base your answers on what is
normal for the current job, not special projects or temporary assignment duties, unless these tasks are a regular
part of the job.
JOB DATA:
Individual Completing Form: __________________________ Division:
Department: ________________________________
Supervisor's Name:
MAJOR FUNCTONS OF POSITION:
Job Title: ___________________________
Supervisor's Title:
Indicate four to eight functions of the position (why this job exists). This statement should be between 1 to 5
words. A general summary of the responsibilities of each function will be listed in the next section.
1. ________________________________
2. ___________________________________
3. ________________________________
4. ___________________________________
5. ________________________________
6. ___________________________________
7. ________________________________
8. ___________________________________
SUMMARY OF RESPONSIBILITIES/DUTIES:
Describe specific job responsibilities/duties. Use a separate statement for each responsibility. Most positions
can be described in 6-8 major responsibility areas. Combine minor or occasional duties in one last
statement. Give a best estimate of average percentage of time each responsibility takes. Each statement should
be brief and concise, beginning with an action verb. The box below shows an example.
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--EXAMPLE-Secretary
1.
Performs a variety of typing duties including standard letters, reports and forms.
2.
Takes and transcribes dictation. Composes letters and memos as directed.
3.
Maintains departmental files; ensures that all records are updated and modified as
necessary.
4.
Answers the telephone and greets visitors.
5.
Makes travel arrangements.
Percent (%)
of Time
25%
25%
20%
20%
10%
100%
LIST MOST IMPORTANT DUTIES FIRST
1.
2.
3.
4.
5.
Percent (%)
of Time
6.
7.
8.
9.
100%
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EDUCATION:
Check the box that best indicates the minimum training/education requirements of this job.
Bachelor's Degree
High School Diploma or GED
Vocational/Technical/Business School
Some College/Associate's Degree
Master's Degree
Doctorate Degree
EXPERIENCE:
TYPE OF EXPERIENCE NEEDED: Please indicate the specific job experience needed. For example, "accounting
experience in an education environment" vs. "accounting experience". Be sure that the experience stated is what is
actually required by the job, not what is preferred.
Check the box which best indicates the minimum amount of experience described above.
Less than 6 months
6 months but less than 1 year
1 year but less than 3 years
3 years but less than 5 years
5 years but less than 7 years
7 years plus
TYPE OF SKILLS AND/OR LICENSING/CERTIFICATION REQUIRED:
Please indicate all specific skills and/or licensing/certification required (not preferred) to do this job. For example,
spreadsheet software proficiency may be a requirement for a secretarial job; journey license may be required for an
electrician.
SUPERVISORY RESPONSIBILITIES:
How many positions report directly to this positon?
None
1
2-5
5-10
Other ______
SUPERVISORY NATURE: What is the nature of the direct supervisory responsibility this job has?
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SUPERVISION RECIEVED:
Indicate the type of supervision the incumbent will receive. Supervision types include:
Close Supervision: The incumbent is assigned duties according to specified procedures and receives detailed
instructions. Work is checked frequently.
Supervision: The incumbent performs a variety of routine work within established policies and procedures, and
receives detailed instructions on new projects and assignments.
General Supervision: The incumbent normally receives little instruction on day-to-day work and receives general
instructions on new assignments.
Direction: The incumbent establishes methods and procedures for attaining specific goals and objectives, and
receives guidance in terms of broad goals. Only the final results of work are typically reviewed.
General Direction: The incumbent exercises wide latitude in determining objectives and approaches to critical
assignments.
WORKING ENVIRONMENT CHECKLIST:
C=Constantly
(5-8 hrs. /shift)
F=Frequently
(2-5 hrs. /shift)
O=Occasionally
(Up to 2 hrs. /shift)
Physical Demands
R=Rarely
(Does not exist as regular part of job)
Standing
Environmental
Conditions
Extreme Cold
Walking
Extreme Heat
Sitting
Lifting
Temperature Changes
Wet
Carrying
Humid
Pushing
Pulling
Climbing
Noise
Vibration
Hazards
Balancing
Stooping
Atmospheric
Conditions
Other (define):
Kneeling
Crouching
Crawling
Reaching
Physical Strength
Handling
Grasping
Little Physical Effort
Light Work
Feeling
Medium Work
Talking
Heavy Work
Hearing
Very Heavy Work
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Appendices D
Resources
 O*Net - https://www.onetonline.org/
 SUNY Classification and Compensation - http://www.suny.edu/hr/compensation/
 Monster Sample Job Descriptions - http://hiring.monster.com/hr/hr-best-practices/recruiting-hiringadvice/job-descriptions/sample-job-descriptions.aspx
 America’s Job Exchange - http://www.americasjobexchange.com/job-descriptions
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