A position description is a brief written explanation of a job. Although only a summary of the main duties and responsibilities of the position and what is needed to be successful in the position, a position description should include enough detail so that the reader can make accurate inferences about what the job entails.
The main sections of a position description are the position details, position characterization, and position requirements. The position details include the position title and any other classification information about the position, such as a rank or grade within a classification system. For example, the position details section may include the position title, purpose, salary details, work hours, start date, position location, and supervisor. The position characterization describes the job duties and the job environment. For example, the position characterization section may include a job description (a summary of tasks and responsibilities), information on the interpersonal interaction in the position, the supervisory details and working conditions of the position, and the tools and equipment used in the position. The position requirements lists employee characteristics necessary for success in the job. For example, the position requirements section may include such qualifications as knowledge, skills, abilities, other (attitudes, values, and personality), education level, experience level, and certifications, licensures, and other credentials. In addition to these main sections, the position description may include additional information that is important to pass along to potential applicants or to other readers when describing the position. Examples of additional information include contact details, description of shift rotation, and explanation of flextime policy.
Using task statements helps keep position descriptions brief. A good way to build a task statement is to follow a formula that emphasizes the position’s relation to data, people, and things. Task statements that follow this formula are written in sentence form. As depicted in figure 1, these task statements include six building blocks: 1) who, 2) does what, 3) to whom, 4) upon what sources of information, 5) using what work aids, 6) to produce what. The "who" building block can often be omitted, because it is implied. For example, a statement for an entry level TMOT would be
"[The TMOT] disseminates information to the public under assignment from a supervisor or higher-level TMOT using message signs, advisory radio, web sites, and other media to improve traffic flow."
This formula is a good way to state the duties element of the position description and connect it to the other elements, although there will be more information that needs to be included elsewhere, such as the position requirements and further position details (e.g., salary details) and position characterization (e.g., working conditions).
Figure 1. Chart. Building blocks of task statements for position descriptions.
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