A job description is a written document that summarizes the major duties and responsibilities of the position; the qualifications (education, experience, knowledge, skills, etc.) required to perform the job; and the working conditions. A job description is an important tool that directly impacts the operations and success of your work group, department or division. Generally speaking, job descriptions are used:
- To communicate the job expectations to the employee.
- To focus recruitment efforts.
- To manage employee performance.
- To set employee and organization goals.
- For workload management.
- For succession planning.
- To create training and development plans.
- For the job evaluation and classification process.
- To establish fair, competitive pay rates for staff members.
- To develop career paths and opportunities for job growth.
- To help maintain compliance with federal regulations.
How do I get a copy of a job description?
Supervisors, managers and administrators can login to RICEWorks where they have access to all of the job descriptions that have been loaded into the Job Description Library.
Job incumbents should ask their direct supervisor for a copy of their job description.
How often do job descriptions need to be updated?
Job descriptions should be reviewed on a regular basis (at least annually) and should be updated as needed to reflect any substantive changes to the key duties, responsibilities or requirements of the position.
Who should write the job description?
The job description should be written by the direct supervisor of the position. This ensures that the job description accurately reflects the needs of the work unit and the expectations of the supervisor. In some cases, a department coordinator or administrator may facilitate the job description writing process gathering critical information from the supervisor and drafting a job description for the supervisor’s final review and revisions.