A Position Description (PD) should be written by the appropriate administrator to whom the position reports.
- A PD is written for the position not the person.
- Draft PDs should be sent to Human Resources for review prior to signature - an emailed Word doc is the preferred format for review.
A PD should be updated in the following situations:
· When there has been a significant evolution in the duties assigned to a position;
· When a position will be posted for recruitment;
· When a change in assignment is being considered, such as a lateral reassignment, a temporary reassignment, or a reclassification.
- PDs should be reviewed approximately every three years for continued accuracy.
- An updated Position Description must be presented to the position incumbent at least 7 days prior to the effective date of the change(s) in assignment.
Purpose of a Position Description:
- To describe the purpose of a job so that it is easily understood by the reader.
- To establish the minimum and preferred qualifications required to successfully fulfill the requirements of a position.
- To identify the main functions of a position and the average time spent on each function - this is used to determine the best-fit classification.
- To describe how the position fits within the larger organization.
A Position Description is not:
- A resume for the accomplishments of one particular incumbent of a position.
- An exhaustive list of assigned tasks.