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A position description is an official record of the work assigned to an employee. It is used to outline the roles, responsibilities, required education and experience, and skills needed to fulfill the responsibilities of the position. Positions descriptions are used as part of the evaluation process, recruiting for positions, career development and job design. Each budgeted staff employee should have a position description that is reviewed with them annually, signed, and maintained in their personnel file.

Writing a Position Description


  • Write specific duties/responsibilities
  • Keep sentences concise & clear; write so anyone can understand
  • Use action verbs
  • Group “like” duties together
  • Include “other duties as assigned”
  • Review annually


  • Use acronyms
  • Use generalized statements
  • Use future duties/responsibilities (except for new positions)
  • Reference a person’s names
  • Include occasional or temporary duties
  • Write to “fit” a specific individual

Job Description Summary

This should be a one paragraph summary of the primary functions and purpose of the position. The summary is intended to give the reader a basic understanding of the position.

Job Description

This section should describe the responsibilities and duties required for the position. Typically 3-10 sections of duties are appropriate. Duties should be grouped in logical sections. Tasks should focus on the actual duties performed. Each duty should begin with an action verb which best describes the functionality of the positions. For example; Assist with, Manage, Develop, Compile, Participates in, Coordinates, or Prepares.

Minimum Qualifications:

The minimum qualifications include the required education and years of experience set by the System-wide pay plan for the position’s title. For example: Bachelor’s degree in applicable field and two years of related work experience or equivalent combination of education and experience.

Preferred Qualifications:

If specific educational requirements or experience are preferred for the position, this section will allow you to add additional information. For example: Master’s degree in Electrical Engineering; Experience in project management