Completing the Job Description:  Sample Job Description

The job description is a valuable management tool used to describe the specific duties of a position along with the required education and necessary experience. The following information can be used as a guide in developing a job description. 

Differentiating between a job description and a performance program:

Job Description

Performance Program
While the job description will remain the same or similar over time, the performance program changes each year to reflect the specific goals and focus for the upcoming year. 

I.  Identifying Information 

• Employee Name
• Budget Title - The formal appointment title in the SUNY system that is linked to the salary grade (SL) level.
• Local Title - The title used on the Buffalo State campus.  It may be the same or different than the budget title.  If different, it will be more descriptive than the budget title or indicate the department in which the position is found.
• Salary Level - Select appropriate level from the drop-down menu.
• Department
• Supervisor - The direct supervisor who develops the performance program and completes the evaluation.
• Title - Supervisor's local title.

II.  Position Summary

Briefly describe the position.  This summary should be an overview of the position and no more than 4-5 sentences.

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III.  Job Functions

A. Essential Responsibilities:
Essential responsibilities are the fundamental duties the incumbent performs, the "must haves" of the position. By law, a job function may be considered essential if the reason the position exists is to perform that function, or because of the limited number of employees available to perform the function, or because the function is highly specialized and the incumbent in the position has been hired for his or her ability to perform the function.

Duties may be deemed essential based on the percentage of time spent performing them and the consequences of not having them performed. A duty may be essential if it requires a certain degree of skill or expertise. Some guidelines and information for writing the essential responsibilities:

• Each major duty performed should be listed individually.
• Indicate the percentage of time spent on each, clarifying the most important functions.
• Be as descriptive as possible.
• Use action verbs (e.g. trains, operates, supervises, etc) that best describes the work performed.
• If using verbs such as "assists" or phrases such as "is responsible for" explain how and to what degree the individual assists others or is responsible for completion of the task(s).
• Describe the level of supervision received, i.e. "closely supervised" or "expected to act independently" and give examples of procedures/policies followed.
• Provide examples of the level of authority and the decisions the individual is expected to make.
• Describe who is supervised by this position.

Sample Verbs:

Data		People		Things
analyze, compile, compare, copy, compute, synthesize, coordinate		negotiate, instruct, direct, supervise, assist, help, mentor, manage		setup, schedule, operate, drive, manipulate, handle, arrange, prepare, prepare

B. Secondary Responsibilities:
Secondary responsibilities are routine duties that must be performed coincidentally with the essential responsibilities. The job does not exist to perform these ancillary functions.

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IV.  Required Knowledge, Skills, and Abilities

Detail the necessary skills, knowledge, and abilities required for the position, linking them to the essential job functions. Information to include in this section:

• Specific knowledge needed (e.g. knowledge of Microsoft PowerPoint)
• The level of knowledge (e.g. some working, or detailed, etc.)
• Physical and mobility requirements (e.g. ability to transport equipment)
• Mental abilities (e.g. ability to work under pressure)

V. Qualifications

Describe the minimum qualifications needed to perform the position, as well as the preferred qualifications for the position, if different from minimum. Include the date the job description was developed and when it was last reviewed and revised.  Information to include in this section:

• Degrees
• Number of years of experience, and type of experience
• Licenses, certificates
• If a certain number of years of experience can be a substitute for education (e.g. an associates degree or two years of experience)

VI. Signatures

The employee and supervisor sign to acknowledge that this job description accurately reflects the employee's current job responsibilities.

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