All staff positions have a classification description that includes the SHSU position title, EEO skill category, position class, grade, FLSA status, education and experience requirements, nature and purpose of position, supervision given and received, primary responsibilities, and other specifications related to the position. The complete list of job duties for each position should be maintained at the departmental level.
What are classification descriptions used for?
A classification description identifies and summarizes job duties of a position within the university. Classification descriptions are intended to provide an overview of the essential job duties or functions and are not intended to list every task an employee may perform. It outlines the basic requirements, including the job title and responsibilities of a job. Job descriptions, maintained at the department level, should be accurate, concise, and complete. Position descriptions are used to
• evaluate and classify positions;
• communicate to new and existing employees the primary duties, responsibilities and expectations associated with their positions;
• provide information to determine comparable competitive salaries in the labor market;
• provide the details to be used in the recruitment and staffing of positions;
• provide the information necessary for employee relations, such as performance management, employee orientation, grievance resolution, and identification of training and development opportunities; and
• ensure compliance with related policies, procedures, guidelines and legislation.
What is the importance of maintaining accurate job descriptions?
A well-written job description is the cornerstone for many important people-management issues. It should outline the purpose of the job, what education/experience is needed to be successful in the position, what to pay and how to evaluate performance. A job description also helps to clarify who is responsible for what in the department. It should help employees understand the responsibilities of their position. Accurate job descriptions are the criteria by which employee performance should be evaluated. Job descriptions are a fluid document and should be reviewed and updated. The annual employee performance appraisal is a good time for this review.
What should be included in the departmental Job Description?
While there can be many sections to a job description, we have listed five (5) of the major sections that should be included. For assistance with writing job descriptions, please call your Human Resources team at 936-294-1070. We will be happy to assist you with this process.
- General Description/Summary – The general description should provide a brief summary of the job’s highlights and its general characteristics. It should include enough information to give a clear picture of the major functions and activities of the position. It describes the importance of the job as well as under what type of supervision the duties are performed.
- Essential Functions (Primary Responsibilities) – Separate the duties of the position into essential and non-essential functions. This section should include eight (8) to ten (10) of the most important responsibilities of the position. These responsibilities should be listed in the order of the percentage of time spent on the task.
- Non-essential Functions (Additional Duties) – This section should include marginal tasks/functions, those that are non-essential or primary to the position. Non-essential functions generally take less than 5% of the employee’s time, are considered non-critical parts of the job, and can easily be transferred to another employee.
- Education/Experience – This section should list the minimum education and experience required of the employee to be successful in the position.
- Knowledge, Skills, and Abilities (KSA) – This section should list what job-relevant knowledge, skills, or abilities are required to perform the job (e.g., written/verbal communication skills, supervisory skills, or the ability to create charts in a spreadsheet). A separate section on KSAs has been included in this Manager’s Toolkit to assist you.