What is a Job Description?
A job description (JD) is a written statement of facts describing the scope, responsibilities and organizational relationships of a job. It is intended to provide a clear picture of the position’s role within the organization.
A well-written, up-to-date job description should communicate an overall picture of the nature, type and level of the work being performed by a position; as well as point out the frequency, duration and intensity of any unusual and unavoidable working conditions which are inherent to the job.
A job description should be written to describe the job as it currently exists, and not how it existed in the past or will exist in the future. It should also focus on the requirements of the job, and not on the skills or abilities of a particular incumbent.
When should a job description be reviewed by the supervisor?
A job description should be reviewed:
- Prior to staffing a position, the job description should be checked for accuracy, as well as to ensure it is in the current template
- Periodically, whether vacant or encumbered, as jobs are dynamic and change over time to meet the priorities and requirements of the organization, it is recommended that you review job descriptions that report to you approximately every 5 years to ensure that job duties are still applicable.
When should a job description be submitted to the Job Evaluation & Organizational Design unit?
A job description should be submitted when:
- A “New” position is established
- The responsibilities of a position have changed
- An organizational change has occurred
- There are changes to the job’s working conditions, tools, technology, etc.
- The job description has been updated into a fresh template, and/or had any other edits (i.e., KSA’s and/or TAB statements)
Read more about Job Evaluation in the Online Managers' Toolkit.
How do I write or update a Job Description?
Click here for more information on Job Description Writing
- Job Description Writing Guide
- Job Description Cheat Sheet
- JD Writing - Glossary of Terms
- Quick Tips for Job Descriptions
- Job Description Template (Word) - Non-SRM
- Job Description Template (Word) - SRM
- eBinder - JDs and JE Processes
References & Authorities:
Excluded Employees’ Handbook
Section 900 : Job Evaluation