The main purpose of the job: This section should briefly describe the basic purpose of the job and the general level of difficulty and responsibility. The level of supervision received is usually the starting point for this section. Any characteristics that distinguish this particular job from higher or lower level jobs should be included here.
Duties and tasks: This section identifies the essential and non-essential functions of the position and the related tasks performed. A function is a major duty performed by or an area of responsibility assigned to an employee. Tasks are particular work actions performed to accomplish one area of responsibility. Typically, employees perform five to seven major functions.
The questions in the questionnaire help to clarify and define the position. They cover such areas as development of procedures, examples of writing assignments, gathering and analyzing of information, reference materials used, equipment used, and decision making authority. They assist the employee and the supervisor in explaining the scope and level of responsibilities. The Budgetary/Supervisorial Duties page is provided to outline the amount and types of funds for which the incumbent is responsible; and, to identify the level of supervisory authority delegated. The final page ("Page 8") of the questionnaire covers the physical and mental requirements of the position; education and experience requirements; special conditions of employment; the identification of whether the position is critical; and the required signature lines.
STEPS IN WRITING A POSITION DESCRIPTION
1. Functions and Tasks
-Make a list of the primary functions of the position
-List the tasks associated with those functions
-Make a list of everyone the incumbent has to interface with in order to do the job (excluding the supervisor and co-workers).
-Group the lists by those within the Office of the President and those outside the Office of the President.
-List the equipment, tools, or machines used in the job
4. Reference Materials/Manuals
-List reference materials, procedures manuals, etc. used in performing the job
5. Physical and Mental Requirements
-Make a list of physical and mental requirements of the job
Guidelines for Writing a Job Description