Job Descriptions
HRS is pleased to announce that job descriptions are now available online.
If there is a specific job description you cannot locate, please send an email to employment@utep.edu.
Job Descriptions Policy
Every staff position at the University should be documented with a position description. Position descriptions should
- Identify the essential functions performed by individuals in the position
- Outline the major duties of the position
- Specify reporting relationships
- Describe the qualifications and skills required for the position.
The position description is important for decisions on recruiting, pay for performance management, and legal compliance.
Positions cannot be evaluated and assigned a salary grade without a position description. Merit pay increases cannot be awarded to incumbents until the position has been documented by the Director/Manager, evaluated, and assigned a salary range by the Human Resource Services (HRS) Department.
Before any recruiting activity or job posting of an existing position, Directors/Managers must ensure that the position description is complete and accurate. Position descriptions may be summarized for the purpose of posting or advertising. If an existing position changes or if a new position is created, the amended or new position description must be submitted to the Human Resource Services Department. The position description will be reviewed and assigned a salary range before the job is posted or recruiting begins. Any position, newly created or reevaluated, requires the approval of the appropriate Vice President and HRS.
Job Descriptions
A Job Description (JD) is:
- A form that documents the responsibilities, duties, competencies, skills and education required to perform a job
- The basis for the University of Texas at El Paso’s job evaluation process for staff positions
A Job Description is used to:
- Clearly define the roles and responsibilities of staff members across the University
- Evaluate work distribution and departmental organization
- Classify jobs
- Determine appropriate pay ranges
- Recruit qualified candidates to fill vacancies
- Appraise staff performance against established standards
- Organizational planning
- Pay benchmarking
- FLSA classification
The Importance of Job Descriptions at the University
Each University staff position should have its own job description – it is generally used as the basis for creating, classifying, and recruiting staff positions. Although it can be a challenging task, it is important for managers and supervisors to take the time to ensure comprehensive and accurate job descriptions are documented for their respective staff positions. A well-written job description is imperative for the following reasons:
- Establishes a basis for an accurate job classification determination, ensuring the incumbent is paid appropriately for the work performed and the department’s budgetary funds are spent effectively
- Establishes a basis for recruitment, selection, and performance evaluations.
- Communicates the duties and responsibilities of the position to current and potential staff members.
- Provides a clear understanding of the job’s expectations, the incumbent is able focus his/her time on the duties that will foster success in the position
- Defines the function and role of a position within a group, department, division, and/or organization and may help align individual roles with the goals of the department, division, or organization.
- Serves as a management tool for assessing the organization of work responsibilities within a department, division, or organization of the University.
Writing Effective Job Descriptions
See JD Writing Guide for help writing effective job descriptions.
- The positions supervisor/ manager should complete the Position Details, Job Duties, and Job Factors sections of the job description.
- It is the positions supervisor/ manager’s responsibility to gather sufficient information to provide a comprehensive and accurate description of the major tasks and responsibilities for each position.
- The best descriptions are written in a factual and impersonal style. The description is a statement of duties, responsibilities, qualifications, and reporting relationship of the position. It defines and describes the scope and content of the position, and outlines the knowledge and skills required to successfully function in the position. The length of the description does not indicate the importance of the position. It should be accurate, concise, and complete. The description is to be written in terms of the position itself, not the capabilities of any individual.
- Specifications should be limited to what is required to perform the job at the required standards. Do not require what is not really needed and do not overlook essential components.
- Describe the requirements for filling a position in the work area regardless of the person assuming the job.
Job Description Writing Guide
Job Description Writing Guide
This guide provides the basics of writing a job description and covers the following sections of the job description:
- Position Details
- Job Duties (“What you do”)
- Performance Standards (“How you do it”)
- Job Factors
Position Details
This Position Details section contains general information about the job – the job code working title, department name, reports to, FLSA status (determined by HR) and the job description summary.
Working Title – The working title for a job should be based upon the main function or role of the job. It is important to stray away from vague and very specific job titles, instead create a working title that appropriately describes both the level of responsibility and role of the job. Here are some examples of good working titles and those that need some improvement:
Job Description Summary – The job description summary:
- Contains 1 to 3 sentences
- Summarizes the main points of the job description which may include key responsibilities, functions, and duties.
Statement of Duties and Responsibilities:
The Job Duties section is the foundation of the Job Description. It conveys the complexity, scope, and level of responsibility of a job. Due to the significance of this section, it is important to accurately, concisely, and completely describe the duties and responsibilities of a job.
This section of the Job Description is comprised of three main elements:
Job Duties and Responsibilities:
When the Job Duties are well written and organized, they can accurately convey the complexity, scope, and level of responsibility of a job.
- Think of the job in terms of its Key Accountabilities, or main responsibilities/functions. Typically, a job will have 3 - 5 major Key Accountabilities. Here are some examples:
- Budget Management
- Executive Support
- Event Coordination
- After establishing the Key Accountabilities, generate specific job duties associated with each. These are the individual tasks or duties that correspond to the Key Accountability. For example, specific
Budget Management duties might include:
- Prepare budgetary reports for supervisor
- Analyze expenditures
- Prepares event agenda
- Condense the specific job duties into two to three concise “Duty Statements,” beginning each statement with an action verb (see page 5).
To summarize, here are some things to remember when completing the Job Duties section of the job
Description:
- The Job Duties section should contain 3 - 5 Key Accountabilities.
- Title each Key Accountability section to summarize the function / role.
- Include 2 - 3 concise Duty Statements for each Key Accountability. The Duty Statements expand upon that particular area of responsibility as well as the role and complexity of the position.
- Begin Duty Statement with an action verb (see page 8 for a list).
- Limit the listing of Duty Statements and Key Accountabilities to what is required to perform the job.
- Do not include duties that are no longer performed or those that may be required in the future.
- Write the duties in terms of what the department and the position requires, not based upon the capabilities of any individual.
Job Factors:
The Job Factors section of the job description outlines the knowledge and skills required to successfully function in the job. The Job Factors cover a variety of areas pertaining to the job, such as the level of education/experience required, supervision responsibilities, physical demands and working conditions.
The assignment of Job Factors should be completed by the supervisor, or hiring manager, and, should be reflective of the general responsibility level of that position.
Education/ Experience:
Identify the minimum education, knowledge, skills and abilities (KSAs) and experience necessary for entry into the job, including:
- Level of education (such as high school, Bachelor's degree, Master's degree), and specific degree requirements.
- Work experience, both type and amount.
- Special training, certification or licensure (such as LPN or CPA)
- Special knowledge, skills or abilities (such as PC skills, Spanish language)
- List the education, work experience, and technical/professional skills required to be able to perform the job rather than those that describe the ideal candidate.
Physical Demands and Working Conditions:
Describe the work environment and physical demands (i.e., environmental elements, travel, irregular hours, hazardous/unpleasant working conditions, etc.) of the position.
Include the job requirements to such as the amount of manual effort, climbing, lifting, reaching, exposure to harsh conditions, exposure to dangerous chemicals, and so forth. The identification and explanation of the physical requirements of a job have legal ramifications related to ADA, and therefore should be prepared thoughtfully.
Job Description Dos and Don’ts
Before writing a job description, here are some helpful hints to consider:
DO:
- Refer to the Job Description Writing Guide
- Use a factual and impersonal style when writing the job description
- Base the job description on the department’s needs
- Write an accurate, concise, and complete job description
- Use complete sentences
- Keep sentence structure as simple as possible, omitting unnecessary words that do not contribute relevant information.
- Begin each duty/task with an action verb (see page 5 for a list).
- Be consistent when using terms like “may” and “occasionally.” (These terms should only be used to describe tasks that are performed once in a while)
- Refer to job titles rather than incumbents, i.e., “Reports to _______ Manager”.
- Be precise. This is critical for accurate job evaluation and analysis.
- Focus on critical activities.
- Use a logical sequence in describing duties and responsibilities (Key Responsibility first,
- followed by the corresponding duties)
DON’T:
- Base the content of the job description on the capabilities, skills, and interests of the incumbent
- Write the job description based upon the desired job classification
- Write the job description as step by step guide on how to do the job
- Include minor or occasional tasks, which are not unique to a specific job.
Action Verbs:
Accounts |
Carries |
Decides |
Edits |
Identifies |
Operates |
Acquires |
Categorizes |
Defines |
Elaborates |
Illustrates |
Organizes |
Adapts |
Certifies |
Delegates |
Elects |
Implements |
Oversees |
Adjusts |
Checks |
Deliberates |
Eliminates |
Imports |
Plans |
Administers |
Circulates |
Delivers |
Employs |
Improves |
Proofreads |
Adopts |
Classifies |
Demonstrates |
Encourages |
Indicts |
Purchases |
Advises |
Climbs |
Describes |
Endorses |
Informs |
Recommends |
Advocates |
Coaches |
Designates |
Enlists |
Innovates |
Reconciles |
Allocates |
Codes |
Designs |
Enters |
Inspects |
Records |
Allots |
Collaborates |
Destroys |
Entertains |
Installs |
Regulates |
Alters |
Collects |
Detects |
Estimates |
Instructs |
Releases |
Amuses |
Compares |
Determines |
Evaluates |
Interprets |
Repairs |
Analyzes |
Compiles |
Develops |
Examines |
Interviews |
Replaces |
Answers |
Composes |
Devises |
Exchanges |
Inventories |
Reports |
Applies |
Computes |
Diagnoses |
Exercises |
Invents |
Represents |
Appoints |
Confirms |
Digs |
Exhibits |
Investigates |
Researches |
Approves |
Consolidates |
Directs |
Explains |
Issues |
Resolves |
Arbitrates |
Constructs |
Disburses |
Extracts |
Joins |
Retrieves |
Arranges |
Consults |
Disciplines |
Fabricates |
Justifies |
Reviews |
Assembles |
Controls |
Discovers |
Fastens |
Leads |
Revises |
Assesses |
Converts |
Discusses |
Files |
Lifts |
Rewards |
Assigns |
Conveys |
Dismantles |
Forecasts |
Loads |
Schedules |
Audits |
Coordinates |
Dispatches |
Formulates |
Manages |
Totals |
Authorizes |
Copies |
Dispenses |
Garners |
Manufactures |
Transcribes |
Awards |
Corrects |
Displays |
Gathers |
Measures |
Translates |
Balances |
Correlates |
Disseminates |
Generates |
Modifies |
Transmits |