General Information: Summary:

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2 Hiring: Writing Position Descriptions for Managers General Information: The position description (PD) is used in job classification, hiring, and performance management to help managers successfully recruit and select candidates and later gauge their performance. The PD outlines the general nature of the work, details the specific responsibilities and duties to be performed, and lists the competencies required by the position. Because the position description serves as a foundation for the job classification, hiring, and performance management processes, it is important to produce a well-written and accurate document. Summary: There are two situations that require position descriptions. First, when hiring for a position, managers develop position descriptions and upload them to Clemson s online hiring system to be used in the job posting. Second, when the job description of a current position changes, a manager writes a new PD to reflect those changes. It is important to keep the position description current because it provides a basis for the performance management cycle, as managers evaluate employees based on how well the job duties and competencies specified in the position description are performed. The purpose of this document is to provide step-by-step instruction for managers to assist them in producing effective and accurate position descriptions. The steps to writing a position description are outlined below. Page 2 of 14

3 Key Notes: The position description is used in job postings, the job classification process, and the performance management cycle. It should be a clear and accurate representation of the position, the department, and Clemson University as a whole. If a faculty or staff member s job changes, the position description should be updated to accurately reflect any new job duties. Use active, inclusive, and easily understood language when writing a position description. References: Procedures: For a quick summary of the steps, please view the Job Breakdown: Writing Position Descriptions for Hiring Managers Toolkits: Writing a Position Description for Managers Policies: Background Check Policy Categories of Positions Classification Plan Employee Performance Management System Systems: PeopleSoft/CUBS Tiger Talent Page 3 of 14

4 Forms: Position Description Form Interview Evaluation Form Request to Hire Form Background Check Request Form Offer Letter Template Glossary: Glossary Page 4 of 14

5 Writing a Position Description Overview for Managers Start 1. Download blank PD 2. Write Job Summary 3. Write Job Duties 4. Select Supervisory and Budgetary Responsibilities 5. Review Minimum Requirements 6. Define Competencies 7. Select Physical Requirements and Working Conditions 8. Save as a Word document End Page 5 of 14

6 1. Download a Blank Position Description Form 1.1 To develop a new position description (PD), download a blank position description form. This is a PDF template that can be saved and uploaded into Clemson s online hiring system If creating a new position, the title page on the PD will be blank. Your division s Human Resources (HR) partner is available to assist in providing this information including the supervisor s name, position number, state position number, state title, job code, and slot number. 1.2 If refilling a vacant position, you will need to contact your division s Human Resources (HR) partner to obtain a copy of the previous incumbent s PD to use as a foundation for the new PD. Additional Information: Position descriptions should be developed for the following types of positions: Full Time Equivalent (FTE), Temporary Grant (TGP), Time Limited (TLP), Temporary, and Intermittent positions. For more information on the types of positions, please see Categories of Positions. PD information currently written on an older PD format will need to be captured in the format described in this guide. An example of the title page is shown below. Page 6 of 14

7 2. Write the Job Summary 2.1 Develop a job summary that can be used to compare positions across industries. The job summary is a concise two - three sentence overview of the purpose of the position that allows for proper classification as well as a clear statement that can be used for advertising the job when recruitment is needed. This section also includes the statement Performs other duties as assigned. Additional Information: Example: Provides pre-award support to Clemson University faculty and staff with respect to proposal development and submission. Focuses on identifying funding opportunities, assisting with the preparation of grant applications to include budget development and non-technical writing. Provides training and support in the area of internal and external electronic proposal submission systems. Page 7 of 14

8 3. Define the Job Duties 3.1 Define the functions of the position using the Job Duties section. Job duties should be grouped into three to five job responsibilities that categorize the general work associated with the position rather than focus on specific methods. The PD should be free from discriminatory language regarding a protected class such as gender, race, or disability Write a job duty title for each function. Each title should briefly describe the job duty. Examples include: Consulting/Counseling, Training and Compliance, or Fiscal Oversight Job duties should be listed in order based on priority and the expected percentage of time the job duty will be performed. It is recommended that the percentage of job duties not be higher than 50% or lower than 10%. Additional Information: Each job duty should begin with a present tense action verb. For a list of action verbs, please see the Action Verb List. The action verbs should reflect the scope and complexity of the position and should not be overstated Job duties should be listed as essential or non-essential. Non-essential duties are those that are important but are performed occasionally and do not change the nature of the job. Some positions will only have essential functions. Page 8 of 14

9 4. Select the Supervisory and Budgetary Responsibilities 4.1 Select the supervisory and budgetary responsibilities necessary to perform the job. These include: Depth and breadth of knowledge Type and scope of supervisory responsibilities Level of fiscal responsibility 4.2 Select the depth and breadth of knowledge required to effectively perform the responsibilities of the job. The depth and breadth of knowledge should be supported by the action verbs used in the job duties, and should be reflective of the education and experience required for an individual to be successful in the position The depth and breadth of knowledge are indicated using one of the selections below. Fundamental working knowledge is used for less complex positions while comprehensive working knowledge is used for complex positions with greater decision making ability. Comprehensive knowledge of theories, concepts, and practices and the ability to use them in complex, difficult, and/or unprecedented situations Firm working knowledge of concepts, practices, and procedures and the ability to use them in varied situations Fundamental working knowledge of concepts, practices, and procedures and the ability to apply them in varied situations Page 9 of 14

10 4.3 Select the scope of supervisory responsibilities for the position. The scope of supervisory responsibility for other employees, not including student workers, is indicated using one of the selections below. Manages work of others, including hiring, terminating, training and developing, reviewing performance, and administering corrective action for staff. Plans organizational structure and job content Supervises work of others and may offer recommendations for hiring, termination, and pay adjustments but does not have responsibility for making these decisions Acts as a Lead by guiding the work of others who perform essentially the same work. Not responsible for supervising employees 4.4 Select the level of fiscal responsibility for the position. The level of fiscal responsibility is indicated using one of the selections below: Responsible for developing one or more departmental budget Provides input into the budgeting process, and oversees fund allocation Doesn t provide input but is responsible for monitoring the departmental budget and may oversee fund allocation No fiscal responsibility for the department's budget $ Budget Responsibility Page 10 of 14

11 5. Review the Minimum Requirements 5.1 Review minimum education and experience requirements. Additional Information: The minimum requirements for classified positions are based on the State s required qualifications, including state-required licenses or certifications. This information is located on the State OHR Website and is determined by job code. The minimum requirements for unclassified positions should reflect the minimum qualifications necessary to perform the job. Minimum requirements include the options below. These are carefully reviewed by the Office of Human Resources. Minimum Requirements Options Minimum Education: None High School Diploma Vocational or Technical Training Associate s Degree Bachelor s Degree Master s Degree Doctoral/Professional Degree Minimum Experience: None 0-1 year 1-3 years 3-5 years 5-10 years years 15+ years 5.2 Determine any preferred education or experience requirements as well as any licenses or certifications necessary for the position (Ex. Specific technological certifications or a commercial driver s license). Preferred education and experience are used for job postings only and can be listed under the minimum education and minimum experience. Page 11 of 14

12 6. Select the Competencies Select up to five competencies from those listed below. Competencies define the behaviors or characteristics that are critical to being able to perform the job. All positions should have at least three, but no more than five competencies. Competencies are based on: The level of the position within the organizational structure Job duties and supervisory and budgetary responsibilities Similarity of positions in the same job code Select from the following competencies: Communication o Effectively shares/disseminates information; listens to others and incorporates/integrates information. Uses oral, written, and interpersonal communication skills to achieve role objectives. Customer Service Focus o Effectively and efficiently meets the needs of customers; delivers high quality service and makes customer service a priority through seeking ways to improve service through innovation. Technical Knowledge/Competence o Demonstrates the necessary knowledge to effectively perform job and ability to apply learning to job responsibility. Acquires new skills, knowledge, and abilities as required by the job. Problem Solving o Identifies problems, seeks solutions, and effectively solves problems. Teamwork o Works effectively and cooperatively with others to achieve organizational goals. Managing Self o Works with minimal supervision and manages own time effectively. Supervision and Management o Structures and directs the work efforts of others. Coaches, develops, and evaluates the performance of others. Leadership o Can be relied upon to guide others to the accomplishment of objectives/responsibilities, to promote teamwork, and to resolve problems. Decision Making o Able to make sound decisions and demonstrates awareness. Page 12 of 14

13 7. Select the Physical Requirements and Working Conditions 7.1 Select the physical requirements essential for performing the job. These requirements help to define Americans with Disabilities Act (ADA) requirements. If applicable, the manager may include any weight lifting requirements or additional comments. Additional Information: If a physical requirement is essential for performing the job, include in the comments box the percentage of time the physical requirement will be performed If a requirement is not essential do not select any options. Examples- Position self to accomplish task would only be checked for those employees who are required on a routine basis to stoop, kneel or crawl to accomplish essential job duties; Communicate, converse, give direction, express oneself applies to positions which require employees to communicate clearly (i.e. a dispatcher for EMS or the police department). Page 13 of 14

14 7.2 Select the working conditions/environment an employee will likely be exposed to while performing the job. These requirements help to define Americans with Disabilities Act (ADA) requirements. If applicable, the hiring manager may include additional comments. If a working condition is essential for performing the job, include the percentage of time the employee will be exposed to the condition.. 8. Save as a Word document. 8.1 Save the position description as a PDF document If the position description is being used in the hiring process, upload a signed copy of the PD into Clemson s online hiring system. For more information on the hiring process, please contact your division s HR partner If the position description is being updated for a current faculty or staff member, the PDF document to your HR partner to begin the classification and compensation process. Page 14 of 14