The following is an outline of the major sections of the job description, along with suggestions for completing them.
Section 1: Identifying Information
Administrative information.
Titles should communicate the purpose of the position - why the job exists. For example, the title Coordinator, should be used to describe coordinating the work of other departments and/or individuals, not just the position's work.
Section 2: Position Purpose
Bird's eye view of the overall purpose.
Why of the job exists—not “how” the work is accomplished.
One or two sentences—not a detailed listing of tasks.
Begin with “The position coordinates...”
Section 3: Major Responsibilities
Major Responsibility
Usually a single sentence (don't try to set down every detail).
Allocate percentage of total time spent on each responsibility area.
Supporting Actions
Tell how major tasks and functions are accomplished.
Use brief, to the point sentences.
Begin each sentence with present tense action verb: and avoid verbs that do not indicate the action involved.
Section 4: Decision-Making
Decisions You Are Free To Make
Areas that the position primarily impacts or influences.
Describe the level of decision making and independent judgment. This is important to determine if the position is exempt or non-exempt.
Provide specific examples.
Explain Decisions Which Depend on the Position’s Advice
Decisions which are escalated to the supervisors
Recommendations to committees, departments, etc.
Section 5: Dimensions
Areas for which the position has direct accountability.
Areas for which the position has indirect accountability.
Quantitative data.
List which positions this position will supervise.
Section 6: Job Qualifications
Minimum education or training required to perform this role
Minimum years of experience required
Include “or equivalent combination of education and experience” statement if appropriate.
Skills necessary to perform job competently, not the incumbent's qualifications. Be as specific as possible.
Differentiate between what is necessary and what is desirable /preferred.
Section 7: Other Information
Any exceptional or unusual factors affecting the job.
Exceptional working conditions or erratic schedule requirements.
Any special processes, protocols, regulations (including workplace safety regulations) or, consequences associated with the position.