Job Description Tip Sheet
Writing Job Descriptions in the HRMS Job Builder
Job descriptions are an important tool to facilitate individualand organizational effectiveness. Job descriptions help
employees understand their specific duties andresponsibilities, supervisory relationships, accountabilities,
and how they contribute to the mission, goals, andobjectives of UCR. They are the foundation of many HR
Management functions such as; Compensation,Recruitment, Employee & Organizational Development,
Performance Management, Leaves of Absence (LOA):
Reasonable Accommodation.

Getting Started■ The Career Tracks Job Standards are used as thefoundation in developing customized job descriptions
that reflect a position’s unique responsibilities.

■ A well written job description can be concise if it isproperly planned.
• Go to the HRMS Job Builder and select the Job
Standard, family, function and level that best fits
the job you would like to create. If you aredeveloping a job description for recruitment, startby creating the job description in HRMS
Recruitment.
• 60% or more of the Key Responsibilities areprepopulated with content information from theJob Standard. You may elaborate the position’s
essential functions as it relates to the department’s
needs using the custom text box.
• You may adjust the percentages of time to 100%in the prepopulated content.
or• You may add up to 40% of custom Key
Responsibilities to specify additional job duties.
• Do not duplicate information from the Job
Standards.

■ The Key Responsibilities must total 100%.
Multifunctional/Hybrid Positions■ Should be mapped to the job function that constitutes
more than 50% of the job.

■ If no one component of the job is 50% or more, the job

function that has the greatest percentage of duties, orthe function that would be emphasized during
recruiting should be used. Ask yourself:“What is the primary purpose of the job?”

Job Description Tip Sheet (March 2022 - reviewed April 2024)

Language in the Job Description■ Be clear, identify job content without providing a long
list of duties.

■ Use precise, concise, and factual statements which

are easily understood.
• Provide a clear picture of actions and activities
being accomplished, how they are accomplished,
and their objectives.
• Include information relating to the position’s scopeof responsibility, the major challenges, and thecomplexity of the duties.

■ Each sentence should begin with an action verb plus

an objective to describe what is done, rather than how
it is done. A specific verb is the most important word in
the sentence: vague or ambiguous words such as“handles” or “is responsible for” should be avoided, as
these verbs do not provide a clear picture of the actionor activity.

Common Action Verbs
Administers
Collaborates
Directs
Instructs
Participates
Proposes

Analyzes
Conducts
Estimates
Interprets
Performs
Reviews

Applies
Demonstrates
Executes
Organizes
Plans
Resolves

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Job Description – Do’s and Don’ts Examples
Job Description
Components:

Department Custom
ScopeKey
Responsibilities

KeyResponsibilities

Knowledge/Skills/Abilities

DoDon’t

Use statements that define level or scope of work:

Include Key Responsibilities or Knowledge and Skills in this section:“Goals for fundraising campaigns are typically at the major
gifts or corporate/foundation level, including managing
portfolios of donors capable of giving $50k or more.”“Identifies, cultivates, solicits and/or stewards major gift prospects anddonors.”
or“Requires advanced skill in making persuasive and compellingpresentations of campus goals/objectives and securing gifts…”

Structure the sentence: Action Verb/Object/Explanatory Phrase:

Document an exhaustive list of tasks:“Analyzes (action verb) the data (object) to identify criticalevaluation issues (explanatory phrase).”“Enters data on spreadsheet, runs reports, collects reports from printer,and distributes reports.”

Define role clearly:

Use acronyms or abbreviations, such as:“Leads programming team and provides technicalguidance...”“Leads ABC team to implement and deploy of all phases of XYZ systemdock.”

List requirements in separate statements:

Combine multiple requirements:“Ability to exercise good judgement.”“Ability to meet all project deadlines.”“Ability to exercise good judgement and meet deadlines.”

Job Description Tip Sheet (February 2022 - reviewed April 2024)

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Definitions & Descriptions•Universal, fair and equitable leveling of jobs to Career Tracks structure across all departments or locations, regardless of specificjob function.

•Prepopulated from the Job Standard.

•Further clarifies generic scope for a specific function with additional level definitions that have relevance or meaning for thatfunction.

•Prepopulated with custom scope from the Job Standard.

•••States the major purpose of a position and its role in the department.

•

Minimum level and type of education, licenses or certifications and experience required to be successful in the job as well as any
acceptable equivalency (e.g., “…and/or equivalent experience/training.”)•Prepopulated with education and experience from the Job Standard, preferred degree requirement can be added (e.g.,Bachelor’s degree in Accounting); additional required or preferred experience can be added but cannot be in conflict with the JobStandard. Customize in text box.

••

Describe essential functions of the job.

••

You can add 40% of department specific key responsibilities that are not in conflict with the position’s Job Standard.

••

Required KSA’s to be successful in the position.

Special Requirements &Conditions••

Describes special travel requirements, overtime, shift work, required records/tests/ driver’s license.

Environment••

Describes location where incumbent will be working.

Other Requirements••

Describes items used, physical/mental/environmental requirements.

•Professional & Support Staff (PSS) positions only: See Designation of Critical Positions (UCR Local Procedure 21: Appointment;Section IV). Management & Sr. Professional (MSP) positions are automatically designated as critical.

•Yes or no selection.

Generic Scope

Custom Scope

Department Custom Scope

Education & Experience
Requirement

Key Responsibilities

Knowledge, Skills &Abilities (KSA’s)

Critical Position

Flows to the recruitment posting process.
Customize in text box. Be succinct. 2-5 sentences maximum.

Prepopulated with responsibilities from the Job Standard. You can elaborate the position’s essential responsibilities as it relates
to the department’s needs by using the text box. Be succinct.
Designate % time for each key responsibility.

Prepopulated with language from the Job Standard. Additional KSA’s can be added as needed that are not in conflict with the Job
Standard (do not list experience requirements). Customize in text box.

Check-box selection. You may add other special requirements/conditions if the position supports the requirement.

Select or enter working environment.

Check-box selection.

Job Description Tip Sheet (February 2022 - reviewed April 2024)

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