Performance Review Templates (Page 31 of 35) in pdf

THE PERFORMANCE REVIEW AND THE POSITION DESCRIPTION

A Position Description:

A position description should tell us why a job exists, the primary duties and responsibilities, and how

much time is spent on those duties over the course of one year. The position description should not

describe temporary duties or responsibilities, or describe personal characteristics or qualities of an

existing or potential employee.

When Should a Position Description Be Updated?

The formal performance review is a good time for employees and supervisors to review and, if necessary,

make changes to position descriptions. As permanent changes occur, record them either on a copy of the

PD, or elsewhere. You should maintain a record of what job responsibilities have been added, what job

responsibilities have been removed, and the month and year the changes occurred. Develop and submit

an updated position description if job responsibilities within a goal or worker activity have changed 10% or

more. However, if you have questions or concerns about how changes to the position description might

affect classification, contact your Human Resources office to discuss the changes.

How Do I Write a Position Description?

The Position Summary - Describe the job accurately but briefly in the summary statement, and use the

rest of the position description as supportive or demonstrative information. The position summary should

give brief, specific, clear, and precise information about the job. Use this section to show the scope (range

or extent of responsibility), complexity, and nature of the work.

Goals and Task Statements - In formatting this portion of the position description, list the main or

primary duties and responsibilities of the job. These are the goal statements. List the most important duty

first, regardless of time percentage. Make sure that each goal has a percentage of time assigned to it.

Anything with a time percent of five percent or lower is probably a task or activity rather than a goal. The

exception is the Affirmative Action statement that is listed as two percent on most supervisory position

descriptions. Once you have determined the main or primary duties and responsibilities of the job,

deciding how the position will accomplish these duties and responsibilities will result in a list of tasks or

activities. Eliminate all but the most important tasks. If there is a task or activity within a goal that accounts

for more than 10% of the total responsibility, assign it a time percentage.

What Do We Do Next?

The position description should be signed and dated by both the employee and his or her classified

supervisor, and forwarded to the appropriate Human Resources staff person, who will review, sign, and

return copies to the employee and supervisor. If you need additional information about writing a position

description, please refer to the Guide to Position Description Writing. Contact your Human Resources

staff for a copy.

Performance Review Templates Page 31