Who is Responsible for Writing Position Descriptions?

It is an integral part of a manager's job function to define and describe work, therefore, management has the ultimate responsibility for developing PDs. A flowchart and explanation of steps follows:

1. Ideally, the first line supervisor writes the PDs for the positions he or she supervises. This allows the person most familiar with the assigned job to examine the work structure of the unit.
2. Employees are encouraged to participate in the revision/updating of a PD (check appropriate contract language). The employee’s role is to review and clarify as needed. The review serves to ensure an understanding of the assigned work between management and the employee.
3. Once written, management or program staff reviews the completed PD for consistency and accuracy.
4. Human Resources (Business Center) staff then reviews the PD for:
   • Completeness and clarity.
   • Appropriate classification for a new position; or ensures that the revised position description conforms with the existing approved class.
   • Exclusion from collective bargaining.
   • FLSA status
5. Once reviews are completed, the final PD is signed by the supervisor and the employee (if the position is not vacant).

Assuring a Smooth Review Process

Position descriptions that clearly capture the particular job assignment will allow for a timely and effective review. Important areas to pay attention to in writing PDs are:

• Complete statements of the specific duties assigned.
• Actual guidelines used and and how they are used to accomplish tasks.
• Examples of the type and scope of decisions that are made.
• The extent and nature of regular, recurring work contacts

At times, PD writers may be tempted to copy or paraphrase class specifications. Unless the class is extremely narrow, these descriptions fail to provide the level of detail needed. While it may appear to save time by quickly paraphrasing a specification, such a practice generally results in processing delays in the establishment of positions, reclassification reviews, or recruitment.