Position description updates (for vacant or soon-to-be vacant positions) should be completed and submitted in the applicant tracking system for position recruitment. All position description updates (for filled positions) should be completed using the Position Description Form (PER-1). Separate procedures should be followed when requesting a reclassification.
Position review process
Compensation & Organizational Effectiveness reviews position descriptions (PD) and makes classification and compensation determinations. The following process is used when reviewing PDs.
- Review job duties and responsibilities assigned to the position.
- Determine the FLSA status.
- Assess "best fit" for the position in the university's compensation structure based on job duties and responsibilities assigned to the position.
During the review process, Compensation & Organizational Effectiveness uses professional salary surveys to determine the minimum, midpoint and maximum pay rates.
Purposes of position descriptions
- Classification: Accurate position descriptions and organizational charts are crucial to properly classify and determine appropriate pay grade placement. Placement is a result of reviewing job duties and responsibilities of a given position. Jobs are evaluated and compared to others—both internally and externally—in order to ensure equity across classifications.
- Legal Compliance:
- The Americans with Disabilities Act (ADA) prohibits discrimination in employment against qualified individuals with a disability. It requires employers base employment decisions on the ability of the person to perform the job, not on the person's disability or limitations.
- The Fair Labor Standards Act (FLSA) defines the minimum wage, overtime status and work categories and provides child labor protection. When position descriptions are used to determine the exempt (overtime) status of jobs, they must accurately describe the work being performed.
- The Occupational Safety and Health Act (OSHA) establishes safety and health standards to protect employees in the work place. Accurate detail is important if the conditions are hazardous or unusual (e.g. noise, high voltage, chemical, etc.).
- Record of Duties to be Performed (for Evaluation Purposes): A complete and accurate position description assists a supervisor in establishing performance objectives and conducting employee performance reviews. Clearly defined performance objectives allow for constructive discussions between the employee and supervisor.
- Recruitment: Position descriptions are used to identify both minimum and preferred education and experience for a position. They include necessary knowledge, skills and abilities required to successfully perform a position. The position description also includes any special licensing, certifications, or other necessary requirements.