This guide is intended to provide step by step instructions for individual staff members, supervisors and Human Resource representatives in developing a local job description using the Key Areas of Responsibility from the University job classifications, along with the information about competencies now available through Self Service.
This tool is only an interim solution and its use is entirely optional, to be used only as needed. University Human Resources does not recommend that units re-frame all local job descriptions using this tool, as we are working toward a more automated solution.
Steps for Creating a Local Job Description
Step 1: Review the optional interim template Local Job Description (docx)
Step 2: Complete the demographic information (University Classification, UI Job Code, UI Pay level, etc.) by using the job classification view tool available through Self Service and the e-Personnel file.
Step 3: Create the Job Summary. The position specific job summary describes the primary reason for and functions of the job in one or two sentences.
Step 4: Identify KAR's for the classification and the job duties for the specific role/position. Using the Job Classification View tool copy and paste the Classification Key Areas of Responsibilities (KAR's) information into the job description template. Most of the specific job duties for the specific role/position should align with the classification responsibilities (KAR's).
- Some Classification Key Areas of Responsibility may not be applicable. There is no need to include a KAR on the local job description if it is not applicable.
- Add up to two additional Key Areas of Responsibility, if needed. These may be identified in closely related job classifications.
Tips for describing job duties include:
- Use an action verb with an explanatory phrase that addresses the why, how, where and how often the task is performed.
- Exclude responsibilities that do not account for at least 5% of the work unless the responsibility is critically important.
- Arrange responsibilities in a logical order, such as the sequence in which they are performed, their relative importance, or the percentage of time of each responsibility takes.
- Typically a local job description includes 5-10 key responsibilities.
Step 5: Copy and paste the three Universal Competencies from the Job Classification View tool and the typical behaviors associated with the proficiency level assigned for the University classification. The three Universal Competencies are required for all jobs.
- The proficiency level assigned for the Universal Competencies is the minimum expectation for the classification. If a higher or lower proficiency level is required for the specific role/position, the job duties must clearly indicate the need for a higher or lower proficiency level and typically should not be more than one level higher or lower.
- Some of the typical behaviors may not apply; include only those that are applicable or best describe the expectation.
Step 6: Identify the relevant job family technical competencies.
- From the 3-5 Job Family Technical Competencies assigned to the classification in the Job Classification View Tool, pick at least one of the job family technical competencies. Initially, focus on the competencies that are essential to accomplishing the key areas of responsibilities and specific job duties in support of the agreed upon goals. In other words, what knowledge and ability is foundational for the employee to be in this job classification. You may also want to consider competencies that support the development of the essential competencies as in the example below. Overall, focus on the 2-5 competencies that build the foundation for the position.
Example: For an accounting job, having knowledge of the generally-accepting accounting principles (GAAP) and the ability to apply them appropriately would be an essential technical competency. Accuracy and attention to detail would be a supportive competency that enhances accounting proficiency.
- Copy and paste the competency name, competency description, and the relevant typical behaviors that are the best fit.
- Select additional competencies from the Optional Technical Competencies. Choose the competency or competencies that are needed to accomplish the responsibilities of the job. Copy and paste the competency name, competency description, and the relevant typical behaviors that are the best fit.
Best Practice: Keep the technical competencies to a manageable number (2-10). At least one should be a job family technical competency. Copy and paste the competency name, competency description, and the relevant typical behaviors that are the best fit.
- The proficiency level assigned for the technical competencies is the minimum expectation for the classification. If a higher or lower proficiency level is required for the specific role/position, the job duties must clearly indicate the need for a higher or lower proficiency level and typically should not be more than one level higher or lower.