Job Descriptions

Do's &
Don't's

What is a job description?

At one time or another, all employees will be formally evaluated by their supervisors. Most often these evaluations do not accurately reflect what responsibilities the employee actually performs.

Most Associations begin their involvement in the evaluation process by influencing school board policy or by negotiating contractual procedures to which the supervisor must adhere. These procedures may also allow the employee the right to appeal and respond should they disagree with the evaluation.

Associations usually next become involved in the development of the evaluation instrument. However, no evaluation process and instrument can correctly reflect the actual job that is being performed by the employee until a job description has been developed that accurately reflects that job.

Only after a job description has been carefully defined is it possible to achieve an evaluation instrument and an evaluation process that will closely reflect the actual functions being performed by the employee.

A job description is a formalized statement of the duties, qualifications, and responsibilities of a job, based on information obtained through an objective job analysis. Its purpose is to identify a specific job with clarity and precision and to describe its scope and content. It may include information on working conditions, tools, equipment used, knowledge and skills needed to do the job, and relationships with other positions and employees. It should be accurate, concise and complete.

Job description format

A job description should:

• not contain any provision that negates the rights guaranteed under the collective bargaining agreement or school board policy;
• be written with precision and it should say what you mean;
• identify the position by title, in what department the position is located, and to whom the employee reports;
• not contain abbreviations;
• indicate if the employee supervises other employees. If so, list their job titles and a brief description of those positions;
• not include duties that are to be performed in the future;
• contain a brief but informative narrative of the position
• contain a detailed listing of the job duties which will be regularly performed. In addition, infrequent and periodic duties should also be listed and the frequency which they are performed indicated;
• not contain generalized statements;
• specify the amount of education and experience necessary to perform the job satisfactorily; and
• identify the tools, equipment, and machines which the employee would be responsible for operating, safekeeping, and/or maintaining.

The importance of job descriptions

Job descriptions clarify who is responsible for certain tasks, and help the employee understand the specific responsibilities of the position. Job descriptions are also helpful to applicants, supervisors, and personnel staff at every stage in the employment relationship. Accurate job descriptions are a prerequisite for accurate and meaningful evaluations, wage and salary surveys, and an equitable wage and salary structure.

Job description don't's

A poorly written job description affects evaluations negatively if:

• it distorts the actual importance of the position;
• it fails to pinpoint the critical elements which may differentiate between successful and unsuccessful job performance;
• it ignores the decision-making aspects of the position;
• it either fails to focus on the actual behavior and skills necessary for success in the position, or defines required behavior in ambiguous terms; and
• it describes worker requirements or characteristics that are not really necessary for success.

Basic elements of a good job description

Job identification

• What is the job title?
• In what department is the job located?
• What is the title of the supervisor or manager to whom the employee will report?
• Does the employee supervise other employees? If so, give their job titles and a brief description of their responsibilities.

Job summary

• A brief but informative narration of the position. This information should be general in nature but still provide the reader with an understanding of the overall description of the position, job goals, and a general portrayal of the kind of individual who would be best suited for this position.

Job duties

• What duties must be regularly performed by the employee? List them in their order of importance and, if possible, indicate the approximate percentage of time for each duty.
• Does the employee perform other duties periodically? If so, list these tasks and, if possible, indicate the frequency.
• Describe the everyday tasks of the job in terms of variety and complexity. How will information be obtained, interpreted and used by the employee?
• What contacts will the employee have with other personnel, management, public, vendors, etc? For what purpose?

Job specifications

• How much education, experience, and training is necessary in order to perform the job satisfactorily?
• What about the job will require the employee to coordinate, prioritize and facilitate work flow?
• What are the working conditions? Be specific about noise, heat/cold, space, repetitious work, degree of supervision, etc. Include mental, physical and environmental demands.
• What machines, tools, equipment is the employee responsible for maintaining, safekeeping and operating?

Accountabilities

• How often is the employee given supervision, instruction, discretionary authority, or authority over others?
• At what point is the employee's performance reviewed?
• What additional training or education will be required? When and how often?

Write with precision

• Keep sentence structure as simple as possible.
• Begin each sentence with an active verb.
• Be precise in defining the position's responsibilities.
• Qualify wherever appropriate.
• The job description should follow a logical sequence.

Say what you mean

• Choose each word carefully. Does it say what you mean?
• Use an ordinary word rather than a complicated or ambiguous word.
• Use a single word where possible, rather than a series of words which might tend to obscure the meaning.
• Avoid technical words unless you are sure they will be readily understood.
• Always write to clarify and not to obscure.