Helping employees maximize their potential



Guidelines to Completing the Job Description Form

The Job Description form is used for determining correct classification or grade level and for recruitment, employee training, and employee evaluation purposes. It is maintained as an official record of the duties assigned to the position.

For help in completing the fields contained in the Job Description form, select the field using the cursor and view the status bar at the bottom of the screen for instructions. An alternative is to place the cursor within the field in the form and press the F1 key.

The following is a list of items to keep in mind when preparing the various sections of the Job Description form:

Special Conditions of Employment

Special conditions of employment describe conditions (i.e., environmental, safety, travel, hours outside of the traditional workweek) unique to the position.  For example:

  • Certain positions might require exposure to outdoor elements such as heat, cold, wind and water.
  • Certain positions might require additional safety requirements such as protective clothing, safety glasses and protective headgear.
  • Certain positions might require frequent overtime, travel or work hours outside of Monday through Friday, 8:00 a.m. to 5:00 p.m.
Special Requirements of Employment

Special requirements of employment describe particular requirements that must be satisfied in order to obtain or continue employment within that position. Examples include such items as the successful completion of the background check, valid California Drivers License and valid forklift operator’s certificate.

Equipment, Machines, Tools or Motor Vehicles Used
The types of equipment, machines, tools, or motor vehicles used within the position should be described. Examples include standard office equipment, power tools, scientific equipment and motorized vehicles.
Position Purpose
The purpose of the position should be described in the context of the department’s functions, the unit’s functions, and/or the organizational unit’s functions. The statement should summarize the position’s essential functions and its role in relation to supporting, administering, or managing the activities of the department, unit or organizational unit.
Essential Job Functions
A job function may be considered essential if the primary purpose of the position is to perform that function. An essential job function is typically composed of a number of tasks, inter-related to the accomplishment of the essential function. For example, the essential function of mail pick up and delivery is composed of several independent tasks including sorting mail for distribution; picking up mail from designated points; and operating University vehicles to deliver mail to designated points. The various tasks required to successfully accomplish the essential function should be identified and described.
% of Time
In the “% of Time” column, indicate the percent of time spent in performing this function on a regular basis.
Skills, Knowledge, Abilities and Competencies

List the minimum level of skills, knowledge, abilities and competencies required to perform the essential functions described. The minimum requirements should support the accomplishment of the essential function. For example, the essential function of mail pick up and delivery could require:

  •  Organizational skills (to properly sort and distribute mail);
  •  Communication skills (to interact with mail recipients and senders); and
  •  Valid California Driver’s License (to operate University vehicles).

The preferred skills, knowledge, abilities and competencies can describe a more proficient level at which the essential functions can be performed. For example, preferred skills, knowledge and abilities related to the essential function of mail pick up and delivery could include prior experience with United States Postal Service practices (prior experience in a related area can be preferred) and knowledge of applicable UC policies and procedures (prior experience within the UC system can be preferred). The skills, knowledge, abilities and competencies should always define the essential functions of the position, not the incumbent holding the position. The Skills, Knowledge, and Abilities Inventory listing provides additional help.

Licenses, Certificates, Degrees or Credentials

List any licenses, certificates, degrees or credentials required by law or University regulations to perform the duties assigned to the position. Examples of the types of positions that have licensure, certification, and education requirements are:

  1. Professions that require licensure with a state board in order to fully practice the profession, such as professional accountants, architects, engineers, nurses, and physical therapists;
  2. Technical professions that require specialized certificates to perform different functions, such as hazardous material handling and radiological technology; and
  3. Specialized professions that require bachelor and/or graduate degrees by law or University regulations such as professions in the health sciences including physicians, registered nurses, social workers and pharmacists.
Signature Authority
Approval by the appropriate individuals within the organizational unit is required.