Staff Classification System >>
Job Descriptions >>
A job description (JD) is:
- A form that documents the responsibilities, duties, competencies, skills and education required to perform a job
- The basis for the University of Pittsburgh’s job evaluation process for classified staff positions
- Used to:
- Clearly define the roles and responsibilities of staff members across the University
- Evaluate work distribution and departmental organization
- Classify jobs
- Determine appropriate pay ranges
- Recruit qualified candidates to fill vacancies
- Appraise staff performance against established standards
The Importance of Job Descriptions at the University:
Each University staff position should have its own job description – it is generally used as the basis for creating, classifying, and recruiting
staff positions. Although it can be a challenging task, it is important for managers and supervisors to take the time to ensure comprehensive
and accurate job descriptions are documented for their respective staff positions. A well-written job description is imperative for the
following reasons:
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Establishes a basis for an accurate job classification determination, ensuring the incumbent is paid appropriately for the work performed
and the department’s budgetary funds are spent effectively
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Establishes a basis for recruitment, selection, and performance evaluations.
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Communicates the duties and responsibilities of the position to current and potential staff members. With a clear understanding of the
job’s expectations, the incumbent is able focus his/her time on the duties that will foster success in the position
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Defines the function and role of a position within a group, department, division, and/or organization and may help align individual
roles with the goals of the department, division, or organization.
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Serves as a management tool for assessing the organization of work responsibilities within a department, division, or organization of the University.
Specific Instructions
- See JD Writing Guide for help writing effective job descriptions
- A job description for each classified staff member should be saved electronically in the Job Description Library in PittSource.
- The supervisor should complete the Position Details, Job Duties, Job Factors, and ADA/OSHA sections of the job description.
- It is the supervisor’s responsibility to gather sufficient information from all appropriate sources to provide a comprehensive and accurate description of the major tasks and responsibilities for each position. If appropriate, the incumbent may participate in the preparation of the job description. However, the ultimate responsibility for preparing the job description rests with the supervisor and can not be delegated.
- The best descriptions are written in a factual and impersonal style. The description is a statement of duties, responsibilities, qualifications, and reporting relationship of the position. It defines and describes the scope and content of the position, and outlines the knowledge and skills required to successfully function in the position. The length of the description does not indicate the importance of the position. It should be accurate, concise, and complete. The description is to be written in terms of the position itself, not the capabilities of any individual.
- Specifications should be limited to what is required to perform the job at the required standards. Do not require what is not really needed and do not overlook essential components. Again, describe the requirements for filling a position in the work area regardless of the person assuming the job. (The individual objectives established with each employee through the performance appraisal process personalizes the position for the incumbent.)
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