GUIDE TO

WRITING JOB DESCRIPTIONS

Prepared by Staff Human Resources – Compensation/Classification

Updated March 2013

 TABLE OF CONTENTS

GUIDE TO WRITING JOB DESCRIPTIONS

Summary Statement 2
Degree of Supervision 2
Functions and Duties 4
Qualification/Competencies 6
Special Conditions of Employment 8
REFERENCE MATERIALS
Knowledge Modifiers 10
Vocational Skills 11
Communication Skills 12
Financial Skills 13
Interpersonal Skills 14
Analytical Skills 15
Self-Management Skills 16
Terms to be Rephrased 17
Functional Verbs List 18
Functional Verb Definitions 19
Function and Duty Statements 21
Examples of Physical Demands 22
Examples of Environmental Conditions 22
Physical Demands Verb List 23
 SUMMARY STATEMENT
The Summary Statement provides a synopsis of the major purpose of a position
and its role in the department.

Example: Administrative Analyst

Under the general direction of the Director of Institutional

Research and Policy Studies, the incumbent conducts
institutional research and analysis in support of institutional
decision making. This position supports central administration
as well as faculty and staff administrators throughout campus.
In this capacity the analyst is responsible for the collection,
analysis, and dissemination of information on a variety of
topics including, but not limited to, admissions, enrollment
management, students’ progress, program and institutional
effectiveness and program evaluation.

DEGREE OF SUPERVISION
The Degree of Supervision section describes the way in which work is assigned,
when it is reviewed, how it is reviewed, and what guidelines and protocols are
available.

Supervision Received

Indicate the type of supervision the incumbent will receive. Supervision types include:
 Close Supervision: The incumbent is assigned duties according to specified
procedures and receives detailed instructions. Work is checked frequently.
 Supervision: The incumbent performs a variety of routine work within
established policies and procedures, and receives detailed instructions on new
projects and assignments.
 General Supervision: The incumbent normally receives little instruction on
day-to-day work and receives general instructions on new assignments.
 Direction: The incumbent establishes methods and procedures for attaining
specific goals and objectives, and receives guidance in terms of broad goals.
Only the final results of work are typically reviewed.
 General Direction: The incumbent exercises wide latitude in determining
objectives and approaches to critical assignments.

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Supervision Given

This section is provided so a Supervisor can list the payroll title and number of
career employees supervised. You may add an additional sheet if necessary.

Example:

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 FUNCTIONS AND DUTIES
A Function is a group of duties that constitute one of the distinct and major
activities involved in the work performed.

A Duty is a distinct activity that is a logical, essential step in the performance of a

function and a detailed description of:
 what work is done (action)
 how the work is done (procedures, materials, tools or equipment)
 why the work is done (purpose)

Writing Function/Duty Statements

1. List 4-6 core functions of the position along with the duties within each.
2. Begin each statement with an action verb in the first person, present tense (e.g.,
write, calibrate, analyze, etc.).
3. Use clear and concise language. Where possible, use words that have a single
meaning. Use examples and/or explanations for words which have varying
interpretations.
4. When the function/duty statement contains too much information for a single
sentence, list the information as in the following example:
Function: Staff Personnel Administration
Duty: Process annual staff merit increases:
-Consult with management to determine their recommendations.
-Answer questions regarding staff merit increase policy.
-Monitor increases for budgetary restrictions and negotiate needed
exceptions.
5. Define uncommon abbreviations.
6. Do not include references to personal qualities or skills.
7. Clearly define ambiguous qualitative terms such as complex, large, difficult, etc.
8. If the job is 0.5 FTE, the functions and duties should still add up to 100%.

ESSENTIAL vs. MARGINAL

Essential Functions are functions & duties that are critical to performing the job.
Marginal Functions are less than critical functions & duties.

1. From the list of all functions performed, determine which are essential and which
are marginal and the percentage of time spent on each.
2. List the functions with the highest percentage first.
3. Label each function as either “Essential” or “Marginal”.

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Example:

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 QUALIFICATIONS/COMPETENCIES
A Competency is a skill, knowledge or ability required of an employee to
successfully perform the functions and duties of a job.

This section of the job description identifies minimum job specifications required
to perform the job. Basic competency categories include but are not limited to the
following:
 Vocational (work content skills)
 Communication (reading, writing & speaking)
 Financial
 Interpersonal
 Analytical
 Self Management

Guidelines for Writing Competency Statements

1. Each competency statement should indicate:

 What is the ability
 What is the level or amount of the ability
 What is the context (for what purpose) in which the ability
is utilized (optional).
2. Use examples from the job to help define the competency concisely:
3. Avoid using subjective modifiers like high-level, top-notch, first-rate, etc.

Ability Level Context

Comprehend and effectively explain a wide variety of detailed personnel policies to campus customers.

4. Do not include phrases such as "interest in," "desire to learn," and

"commitment to growth" since these factors may be irrelevant to successful
job performance and they are very difficult to assess in the selection
process.
5. Tailor the competencies to the job you are describing. The competencies
described in this handbook are only examples.
6. Categorize competencies as either “Required” or “Preferred” and list
required first.

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Example:

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 SPECIAL CONDITIONS OF EMPLOYMENT

Indicate any physical and environmental requirements, irregular work schedule,

required licenses, certification, or background check as the following examples
demonstrate.

Physical and Environmental Requirements:

Ascends/descends ladders, scaffolds, stairs, and works in confined spaces and in
proximity to loud machinery.

Positions one-self in order to work in confined spaces such as trenches, pits,

manholes, attics and tunnels.

Recognizes exposure to live circuits and/or operating machinery.

Work Schedules:
Work scheduled overtime and be available for emergency overtime when the need
arises by responding to overtime call outs before and after standard scheduled
hours of work.

Work a temporary, alternative schedule or shift as requested by supervisor.

Required Licenses:
Licensed to drive in the State of California and the ability to drive a pickup truck
or van.

Drive a vehicle which requires a Class 2 California Driver's License.

Background Checks:
The selected candidate will be required to pass a criminal history background
check and/or fingerprinting. For more information, please refer to:
http://shr.ucsc.edu/procedures/background_policy/index.html.

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Example:

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 KNOWLEDGE MODIFIERS
The following terms may be used to define the level of knowledge required:

General Knowledge:

 Ability to use a source to find specific information.

 Generally familiar with information contained in source

documents or covered in a subject field.
 For example, a general knowledge of the UCSC
Staff Personnel Policies refers to the purpose of the policies,
the general subjects that the policies cover, and how to
reference the policies.

Working Knowledge:

 Ability to recall important and commonly-used information

from the source.
 For example, working knowledge of the UCSC
Staff Personnel Policies would include the ability to recall
major and commonly used provisions of specific rules.

Working knowledge does not imply a thorough,

detailed knowledge of the specific provisions of all the
rules.

Detailed Knowledge:

 Thorough understanding of all information contained in the

source.
 Using the UCSC Staff Personnel Policies
example again, an individual with detailed knowledge would
be expected to know the provisions of all rules in detail
without having to look them up, including provisions which
are not frequently used.

In practice, few jobs require detailed knowledge, as

reference documents are generally available.

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 VOCATIONAL SKILLS
Vocational (work content) Skills display mastery of a particular vocabulary,
procedure, trade or subject matter necessary to perform a job in a particular field.
These skills are acquired by such means as technical education, apprenticeships, or
on-the-job training.

Examples of Vocational Skill Statements:

Clerical/Admin Support
 Demonstrated skill in using [software applications] to produce
business letters and financial reports
Communications (publications)
 Demonstrated journalistic abilities sufficient to write news releases
and other PR materials for consumer, professional and trade outlets
in print, broadcast and on-line media
Construction/Maintenance
 Knowledge of [specific method, machinery, technique, etc.] to…
 Demonstrated experience in [building, lathing, cutting, etc.] to…
Food Service
 Ability to operate equipment such as food cutters, meat slicers, etc.
 Knowledge of basic principles of food preparation and handling,
including standardized recipes, batch cooking, and proper
temperatures for storage and service
Human Resources
 Knowledge of public sector collective bargaining including scope of
representation, contract compliance and public sector labor union
behavior
 Knowledge of federal/state affirmative action and equal employment
laws/regulations sufficient to analyze proposed personnel policies
Management/Professional
 Demonstrated experience in managing strategies for successful
cultivation and solicitation of annual and major gifts with special
attention to laws and familiarity with the discipline's terminology
Technical/Engineering
 Demonstrated skill in Web design, including ability to compose and
edit HTML and create Web-specific graphic forms
 Knowledge of [hardware/software] configurations, maintenance,
procedures, protocols, administration, etc.

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 COMMUNICATION SKILLS
Reading Standard English Text
 Read documents written in Standard English text (e.g. administrative
policy manuals)

Reading Technical
 Read [technical, legal or scientific] documents to…

Basic Writing
 Use Basic English words and phrases to…
 Write brief sentences to…

Business Writing
 Write grammatically correct routine business correspondence such
as brief transmittal memoranda
 Write concise, logical, grammatically correct analytical reports
 Write technical reports that are suitable for publication in
professional journals

Basic Conversational Speaking

 Speak simple sentences. Speak on a one-to-one basis using
appropriate vocabulary and grammar to obtain information and
explain policies, procedures, etc.

Public Speaking
 Make presentations to persuade others to accept a specific opinion or
action, or provide information and instruction

Extemporaneous
 Discuss variety of job-related topics on short or no notice
 Handle rapid changes or difficult questions in conversation

Speaking with Diverse Audiences

 Speak with persons of various social, cultural, economic and
educational backgrounds…

Bilingual Speaking
 English/Spanish bilingual oral communication skill to…

Phone Reception
 Speak clearly and distinctly…

Visualization
 Vividly describe people/scenes so others can visualize them
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 FINANCIAL SKILLS
Accounting
 Reconcile financial ledgers and process accounts
payable/receivable

Basic Math
 Add, subtract, multiply and divide whole numbers, fractions and
decimals without a calculator to…

Budget Management
 Knowledge of general and fund accounting and business practices
to effectively manage budgets

Financial Analysis
 Develop creative financial solutions and make projections using
present and future values, loan computations, and annuity
calculations

Measures & Weights

 Perform operations with units such as cup, pint and quart; inch,
foot and yard; ounce and pound to…

Ratios, Rates & Percentages

 Compute ratios, rates and percentages to…

Statistics
 Perform routine statistical computations such as correlation
coefficients, t-tests, Chi-squares and analyses of variance to…
 Knowledge of descriptive statistics such as measures of central
tendency and measures of dispersion

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 INTERPERSONAL SKILLS

Coaching
 Encourage individuals either in a one-to-one or small group situation
 Establish rapport and gain the trust of others
 Listen perceptively and convey awareness

Establishing Work Relationships

 Establish and maintain cooperative working relationships with…

Interacting with Diverse Audiences

 Interact with persons of various social, cultural, economic and
educational backgrounds for the purpose of…

Persuading & Negotiating

 Sell or promote
 Mediate between contending parties or groups
 Negotiate or exchange ideas, information and opinions with others to
formulate policies and programs and/or arrive jointly at decisions,
conclusions or solutions
 Reason persuasively to…

Public Relations
 Interact diplomatically with the public in a continuous public contact
setting
 Maintain equanimity in the face of resistance or contrary opinions

Supervising
 Supervise [people, resources, projects, etc.] including:
 Organizing work flow to accomplish established objectives
 Delegating responsibility
 Training
 Evaluating subordinate effectiveness
 Administering necessary discipline

Teaching
 Foster a stimulating, accepting learning environment

Teamwork
 Work as part of a team or
collaborate with colleagues

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 ANALYTICAL SKILLS
Classifying

 Systematically arrange into groups or categories according to established

criteria

Analyzing

 Analyze information, problems, situations, practices or procedures in order

to:

 Define the problem or objective

 Identify relevant concerns or factors
 Identify patterns, tendencies and relationships
 Formulate logical and objective conclusions
 Recognize alternatives and their implications

 Perceive and define cause and effect relationships in…

 Analyze complex technical data such as using logic and quantitative
reasoning
 Organize material, information, and/or people in a systematic way to
optimize efficiency and minimize duplication of effort
 Coordinate [people, resources, projects, etc.] by determining the time, place
and sequence of actions to be taken on the basis of analysis of data
 Modify and/or adapt designs, procedures or methods to…

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 SELF-MANAGEMENT SKILLS
Changing Tasks
 Perform effectively in environments with frequent workload changes
and competing demands

Repetition
 Perform repetitive work according to set procedures

Concentration
 Perform with frequent interruptions and/or distractions

Fluctuating Workload
 Perform effectively under conditions of fluctuating workload

Prioritizing
 Set priorities which accurately reflect the relative importance of job
responsibilities
 Prioritize assignments to complete work in a timely manner

Follow Through
 Work independently and follow through on assignments with
minimal direction

Ambiguity
 Take action when answers to a problem are not readily apparent in
equivocal circumstances.

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 TERMS TO BE REPHRASED

It is important to state qualifications in terms of observable work behavior

rather than general words or phrases, which can have a variety of meanings.
The following are examples of ways in which some commonly used terms can be
rewritten to be more job-specific.

SUBJECTIVE PHRASE APPROPRIATE PHRASE FOR JOB DESCRIPTION

Perform a variety of duties, often changing from one task to

another of a different nature. (Consider when several duties in a
High Stress/Pressure 
job indicate significant differences in technologies, techniques,
environmental factors, physical demands or work situations.)

Concentration  Perform with frequent interruptions and/or distractions

Make appropriate job decisions following standard office

policies and past precedents.
Common Sense/
 Recognize an emergency situation and take appropriate action.
Good Judgment
Think through the consequences of a decision prior to making

it.
Easygoing/Emotionally Ability to establish and maintain cooperative working

Stable/Even Temperament relationships with co-workers and the public.

High Energy Level  Complete heavy workload within established time frames.

Initiative/Drive/Self- Work independently and identify potentially more effective


Confidence/Self-Reliance methods of work operation.
 Adapt to frequent changes in workload.
Flexibility/  Adjust priorities quickly as circumstances dictate.
Adaptability/Versatility
Ability to interact appropriately with colleagues and students for

different purposes and in different contexts.

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 FUNCTIONAL VERBS LIST

Administer Consult Determine Implement Participate

Administrative Advise Control Direct Initiate Plan
Action Allocate Coordinate Establish Maintain Review
Approve Counsel Execute Manage Supervise
Assign Decide Expedite Negotiate Train
Authorize Delegate Explain Organize

Analyze Develop Inspect Rate Study

Appraising or Appraise Evaluate Interpret Read Summarize
Analyzing Check Examine Investigate Recommend Survey
Compare Forecast Measure Research Test
Consider Identify Plan Review

Audit Control Ensure Prevent Review

Control
Check Edit Guarantee Regulate Verify
Conserve Enforce Inspect Restrict

Create Devise Forecast Originate

Create
Design Establish Formulate Plan
Develop Estimate Initiate Propose

Accept Exchange Mail Purchase Send

Arrange for Gather Notify Receive Solicit
Give or Take
Buy Get Obtain Recruit Submit
Collect Give Pick-Up Report Supply
Compile Inform Procure Request Take
Deliver Inquire Provide Secure Transfer
Distribute Issue Pull Sell

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 FUNCTIONAL VERB DEFINITIONS
It is important that the stated job functions are similarly interpreted by the
writer of the Job Description writer as well as the evaluator of the Job
Description. The following list is intended to provide you with "working
definitions" for some commonly used verbs to ensure clarity amongst many
readers and prevent the use of indefinite or ambiguous expressions.

Administer Manage or direct. (Generally requires some additional

explanation to show specific detail. See "Manage".)
Advise Offer an informed opinion or give specialized information to
others.
Allocate Assign or apportion for a specific purpose or to a particular
person.
Appraise Judge as to quality or value; compare critically with established
standards.
Approve Exercise final and decisive authority.
Analyze Identify the elements of a whole and critically examine and relate
these component parts separately and/or in relation to the whole.
Assign Specify or designate tasks and duties to be performed by others.
Authorize Approve or commit an act implying subsequent action by others.
Compile Put together information or assemble data in a new form.
Control Direct, regulate, or guide the use of money, methods, equipment,
and materials. Also, the process of monitoring activities to ensure
conformance with planned results.
Coordinate Regulate, adjust or direct the related actions of others in order to
attain desired results.
Create Produce through imaginative skill.
Delegate Entrust to another person tasks or duties that require exercise of
some authority of the person originally responsible, as "to
delegate an administrative assistant to represent the department at
conferences."
Develop Disclose, discover, perfect, or unfold a plan or idea in detail,
gradually. It implies study and/or experiment unless otherwise
stated. (When used as “to develop subordinates," see “Train”.)
Devise Form in the mind by combinations of ideas, new applications of
principles, or new arrangements of parts.

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 FUNCTIONAL VERB DEFINITIONS (cont.)

Direct Govern or control work operations by establishing and

implementing objectives, practices, and methods.
Estimate Forecast future quantities, values, sizes, extents, etc., either on
the basis of judgment or calculations.
Execute Put into effect or carry out methods, plans, etc..
Forecast Predict future events based on specified assumptions.
Implement Carry out or fulfill by taking action.
Inform Communicate knowledge to others.
Initiate Set in motion or introduce.
Inspect Examine materials, equipment, reports, work, etc. to…
Interpret Explain to others (orally or in writing) the meaning or
significance of something.
Investigate Uncover facts by systematically finding them, conducting a
searching inquiry, and examining various sources.
Maintain Keep in satisfactory condition.
Manage Plan, organize, direct, control, and evaluate operation of an
organizational unity with responsibility for the output.
Negotiate Confer with others to reach an agreement.
Propose Suggest for consideration or adoption.
Recommend Present a matter for action or approval.
Research Specific inquiry involving prolonged and critical investigation,
having for its aim the study of new facts and their interpretation,
the revision of accepted conclusions or theories that may be
affected by newly discovered facts, or the practical application of
such new or revised conclusions.
Review Consider or examine facts or results for accuracy, completeness,
and suitability.
Study Apply thought to any subject of investigation.
Supervise Personally oversee or control work performance and conduct of
others where there is opportunity for control or inspection of
work performed.
Train Teach, demonstrate, or guide others in the performance of
assigned work.

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 FUNCTION AND DUTY STATEMENTS
Examples of job function and duty statements:

Position Functions Duties for specified Function

Administrative Typing/Word Processing, Conference Coordination:

Assistant Correspondence, Public Schedule speakers for bi-monthly
Contact, Conference departmental seminars by calling
Coordination, Calendar individuals from established lists,
Management, Filing ascertaining availability, determining
event dates and composing confirming
correspondence.

Administrative Organize Work Flow Web Site Maintenance:

Specialist Train Update, revise, edit and publish content
Web Site Maintenance for department wibsite that promotes
Establish Procedures unit's identity, mission and goals.
Proofread and edit submitted materials
for style, content, readability and
suitability.

Management Budget Management Budget Management:

Services Officer Budget Control Provide support for divisional budget
Contract/Grant planning and implementation including
Administration (1) the balancing of accounts and funds,
Personnel Supervision (2) gathering information from divisional
Material Management units on expenditures and needs, and
Space Utilization (3) reporting on expenditures,
encumbrances, and carry-forward funds.

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 EXAMPLES OF PHYSICAL DEMANDS

Bend Flexion of the upper trunk forward while standing and knees
extended or knees flexed when sitting.
Carry To hold or rest weighted objects (indicate weight) directly on hands,
arms, shoulders, or back while walking from one location to another.
Climb Ascend/descend with gradual or continuous progress by oneself,
using both hands and feet.
Crawl Moving body slowly in a prone position on hands and knees, with
arms extended and elbows bent.
Kneel Maintaining the body in an erect posture while resting body weight
on one or both knees.
Lift Exertion of physical strength to move objects (indicate weight) from
one level to another.
Push Exertion of force on or against an object (indicate
weight/size) to move it from one location to
another.
Reach Extending the hands and arms in any direction.
Stoop Flexion of the upper body forward at the waist
with partial flexion of the knee while standing.

EXAMPLES OF ENVIRONMENTAL CONDITIONS

Noise Sufficient noise, either constant or intermittent, to cause marked

distraction or possible injury to sense of hearing.
Fumes Smoky or vaporous emissions, usually odorous, thrown off as the
result of combustion or chemical reaction.
Odors Unpleasant smells.
Gases Examples include carbon monoxide and ozone.
Dust Airborne particles of any kind, such as textile dust, wood, and silica.
Hazards Conditions where there is danger to life, health or bodily injury such
as closeness to moving mechanical parts; working on scaffolding
and high places; exposure to burns, radiant energy, explosives, toxic
chemicals, and electric shock.

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 PHYSICAL DEMANDS VERB LIST
The following is a list of verbs that are often helpful in describing customary
physical effort in a job without risking prejudice to qualified persons with
disabilities. Several verbs are listed in more than one physical demand category.

Physical Demand Category Helpful Verbs

Strength Moves/transports
Puts
Installs/takes out
Removes/replaces
Positions/places transfers
Climbing or balancing Ascends/descends
Works atop
Traverses
Walking/running/stooping, kneeling, Moves (about or to)
crouching and/or crawling Traverses
Positions self (to)
Reaching, handling, fingering and/or Detects
feeling Diagnoses
Installs/places
Removes/replaces
Operates
Adjusts
Attaches
Sets up
Handles/tends
Activates, feeds or controls
Applies
Measures
Uses
Modifies
Signals
Inputs
Drafts/writes
Compiles/retrieves
Makes/constructs
Creates/fabricates
Collects
Inspects
Prepares
Serves/services

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Talking and/or hearing Communicates
Detects
Converses with
Discerns
Conveys
Expresses oneself
Discusses
Exchanges information
Seeing Detects
Determines
Distinguishes
Identifies
Recognizes
Perceives
Estimates
Judges
Discerns
Inspects
Compares
Observes
Assesses
Other demands Detects
Uses
Perceives
Discerns

Resource: “Non-Prejudicial Language Recommended for ADA-Compliant Job

Descriptions”
by Kenneth H. Pritchard, CCP, SHRM Compensation and Benefits Committee
Member.

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