Typical steps for developing a job description are:

1. Create a title heading

• Date of description/revision
• Classification code and title
• Working title (if applicable)
• Unit and location where duties will be performed
• Name of person/position to which this position reports
• Length of probationary period
• Percent time of appointment
• Term of appointment
• Any other identifying specification particular to the position

2. State the general purpose and objective of the position

Describe the overall objective for the position and describe its main responsibilities.

3. Identify major work functions and desired outcomes

Identify the major functions of the job with short headings that begin with action verbs. Most positions will have five to eight major function areas.

Describe the work in terms of desired outcomes. Think about what the work will look like when done successfully.

4. Determine percent of time spent on each major function

Determine the percentage of time typically spent on each major job function area and list it on the description.

5. Order the major function areas by importance

This will help determine which function areas are essential to the job.

6. Determine essential vs. non-essential functions of the position

Essential functions are the major job responsibilities that an employee must be able to perform, with or without reasonable accommodation. Factors to consider include:

• Are there other employees available to perform the function or among whom the function can be distributed?
• What degree of expertise or skill is required to perform the function?

Essential function can be identified with phrases such as "must be able to."

Non-essential functions can be noted with "typical tasks may include" or by marking them "non-essential."

Your judgment regarding essential functions, along with the existence of a job description prior to posting and/or advertising, are considered by the Equal Employment Opportunity Commission (EEOC) when reviewing cases for ADA (American with Disabilities Act) compliance.

Non-essential functions should be listed on the job description. While such responsibilities are negotiable in some situations, they are part of what the employee is expected to accomplish on the job.

7. Determine required knowledge, skills, abilities and experience

List qualifications needed to perform the work, such as:

• Competencies/Knowledge - For example, does the job require technical training? Completion of a particular degree program? Special certification?
• Skills: "How-to" abilities needed for major functions, such as ability to perform basic math, monitor the health of lab animals, or operate specific equipment.
• Experience - Demonstrated abilities to perform the major job tasks.
• Personal Characteristics - Individual attributes such as decisiveness, integrity, or ability to pay attention to details.

The Job Classification Database provides guidelines for essential qualifications.

Minimum or essential qualifications:
These describe the minimum level of qualifications for an applicant to be able to perform the essential functions of the job. They include education or degrees, licensure or certification, and any job-related experience required. Minimum qualifications are used by the Office of Human Resources to screen applications for vacant positions.

Preferred qualifications:
Additional levels of experience, knowledge, skill, and/or ability the ideal new employee would have. These desirable qualifications are not used to screen applications by the Office of Human Resources, but may be useful in assessing applicants for a vacancy.

8. Determine physical and environmental requirements

The physical and/or environmental requirements of the position may be evident in the tasks listed in the job description or by the abilities required in the qualifications. It's important to list any unusual environmental conditions, such as loud noises, cold temperatures, confined spaces, dust, or fumes.

Focus on the end result of the task, not how to achieve it. For example, "Must be able to move 25-pound aluminum parts from a 40-inch high conveyor belt to a 60-inch high platform 3 times per minute for 2-3hours daily," is preferable to "Must be able to lift 25 pounds."

9. Disclaimer statement

Supervisors may revise and/or add duties in response to changes in unit requirements or employee skill levels. To reflect this, the following statement should be included in all job descriptions: "The employer reserves the right to change or assign other duties to this position."