Position Descriptions (PDs)

Overview

A Position Description (PD) is a document that provides a blueprint of the duties, responsibilities, and qualifications of a position. Position descriptions are important because they: 

  • Help employees understand job expectations and responsibilities. 

  • Guide performance evaluations and professional development discussions. 

  • Ensure consistent job classification and compliance with state and bargaining unit requirements. 

Position descriptions should be reviewed annually during the employee’s performance evaluation and updated whenever significant changes occur or after three (3) years.

What a Position Description Includes 

A position description typically includes the following:

  • The primary responsibilities of the position and examples of specific tasks associated with each

  • Working relationships inside and outside the department

  • Skills and abilities necessary to perform the job

  • Examples of creativity and problem-solving abilities required as well as the degree of autonomy allowed

When to Review or Update a Position Description 

Position Descriptions should be reviewed and/or updated once a year, in conjunction with an employee's performance evaluation. A fully signed electronic copy of the position description should be provided to Human Resources (HR) a minimum of every three (3) years. In addition, a position description should be reviewed and/or updated in the following situations:

  • Changes in organizational need

  • When duties have changed significantly

  • When the position becomes vacant

  • When there is a working title change

Writing or Updating a Position Description

  • Use the applicable position description template:

  • Review the current position description to determine if changes/updates are appropriate. For classified positions, review the applicable Job MMB Job Class Specification.

  • Gather information: 

    • Ask the incumbent questions and observe their work to ensure the description reflects what the employee is actually doing. 

    • Check with HR for examples of other position descriptions for similar roles. 

  • Write or update the position description. 

  • Submit the final version: 

    • Provide a fully signed electronic Word copy of the completed position description to Human Resources. 

Need Help?

For questions and assistance on Position Descriptions, please contact Human Resources.

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