Position Description Toolkit

www.uflib.ufl.edu ( Publisher's URL )
MISSING IMAGE

Material Information

Title:
Position Description Toolkit
Series Title:
Other
Physical Description:
Brochure
Creator:
Hood, Barbara
Publisher:
Inhouse
Place of Publication:
Gainesville, FL
Publication Date:

Notes

Abstract:
Position Description Toolkit for UF Library job descriptions
Acquisition:
Collected for University of Florida's Institutional Repository by the UFIR Self-Submittal tool. Submitted by Barbara Hood.
Publication Status:
Published

Record Information

Source Institution:
University of Florida Institutional Repository
Holding Location:
University of Florida
Rights Management:
All rights reserved by the submitter.
System ID:
IR00003852:00001


This item is only available as the following downloads:


Full Text
U1F George A. Smathers Libraries
U UNIVERSITY of FLORIDA


Po isi[] iie iptio[

TOOLKIT

AI w .0-





Conact


* Tina Marie Litchfield
tlitchfieldSuflib.ufl.edu or 273-2595

* Bonnie J. Smith
bonniesmithaufl.edu or 273-2595








* Library HR Website PD Template
http://www.uflib.ufl.edu/pers/TEAMS.htm

* UF Classifications
Exempt
http://hr.ufl.edu/manaaer-resources/classification-compensation/
-> Classification -> Classification Specifications -> Exempt (biweekly)

Non Exempt
http://hr.ufl.edu/manaqer-resources/classification-compensation/
-> Classification -> Classification Specifications -> Non-exempt (hourly)

* Library HR Competencies Training Matrix
https://www.uflib.ufl.edu/competencies/





Top SectinfoflPos~itfionDscrTiption


* Position Number: Library HR will provide
* UF Classification:
Exempt
http://hr.ufl.edu/manaaer-resources/classification-compensation/
-> Classification -> Classification Specifications -> Exempt (biweekly)

Non Exempt
http://hr.ufl.edu/manaaer-resources/classification-compensation/
-> Classification -> Classification Specifications -> Non-exempt (hourly)
* Working Title: Brief description (1-3 words) that reflects the content,
purpose, and scope of the job this is not the classification
(i.e.: Library Assistant 1).
Example: Access Support Assistant
* Department:
Example: Marston Science Library








Brief (three to four sentences), general statement that defines the
purpose of the job and summarizes the more important functions and
responsibilities of the position.

Do not include preferred or required qualifications but succinctly describe
the position as clearly as possible.










* Convey the job expectations, role, and scope by describing the
essential tasks, duties, and responsibilities of the job.

* List each essential function and assign a percentage (no more than
50%, no less than 5%) based on the amount of time spent on that
function.

* Each essential function should have a bulleted list of duties and
responsibilities.

Example:

30% Gifts Management
List duties and responsibilities







Percntag o STime Spet o eahS uct

* Convey duties that if the employee is not able to perform due to a
disability would not impair their ability to accomplish their job.

* List each marginal function and assign a percentage based on the
amount of time spent on that function.
Marginal Functions should not exceed 10% total.

Example:
5% Other Duties as Assigned
Serves on library committees, participates in special projects, and attends
training as needed.








Received
Explain the type and extent of instructions or directions normally given to
this position by the immediate supervisor (general direction, close
supervision, etc.)

Example:
Detailed procedures are explained as new responsibilities are added.
Supervisor is available for solving problems and maintaining quality
control of more difficult tasks. Meets regularly with supervisor and unit to
ask questions, bring up problems, and to review and set workflow
priorities.

Exercised
List the class titles and position numbers under the direct supervision of
this position.








Specify days and hours this position is required to work as well as any
variations from this schedule.

Example:
Standard hours: Monday Friday 8 a.m. to 5 p.m. (40 hours per week).
May be required to work Saturdays occasionally to fill in for weekend staff

For exempt staff we encourage you to include the following:

May be required to work beyond standard hours to accomplish
essential and/or time sensitive tasks.








Minimum Qualifications

These are prescribed by the University and available at the
following links:

Exempt
http://hr.ufl.edu/manaaer-resources/classification-compensation/
-> Classification -> Classification Specifications -> Exempt (biweekly)

Non Exempt
http://hr.ufl.edu/manager-resources/classification-compensation/
-> Classification -> Classification Specifications -> Non-exempt (hourly)








Preferred Qualifications

Skills, knowledge and abilities needed to successfully accomplish the job.
Other experience or qualifications that are not needed but would be
beneficial to the position.

The following are required competencies for all positions in the Libraries:

* Strong verbal and written communication skills
* Ability to work collaboratively to accomplish goals
* Flexibility, and ability to adapt and work in a rapidly changing
academic environment
* Basic computer skills and experience with Microsoft Word and Outlook.








Competencies

Take advantage of the Competencies Training Matrix which provides
an extensive list of specific competencies useful in creating position
descriptions.


https://www. uflib.ufl.edu/competencies/









Required Licenses, Certifications and Other
Spcii Reure et ofte a


Required Licenses, Certifications and Other
Specific Requirements of Law

Y/N This position requires licensure, certification, or other special
requirements (if yes, please specify).

Example:
Driver's License.

Y This position requires a criminal background check.
This is YES for all positions.






Spcii Reure et of th a



Y/N This position is subject to federal and state privacy regulations.
If YES, please specify why under "Statement of
Responsibility for Confidential Data".

Statement of Responsibility for Confidential Data
Responsibilities that involve processing or having access to confidential
information should be disclosed here including student data.

Example:
Incumbent will have access to library patron personal data (UF status,
addresses, email, UF identification) via the ALEPH library circulation
system and ILLiad database.





Ote Chrceitc of th Positio


Describe other characteristics of the position essential to satisfactory
performance that are not mentioned elsewhere in the position description.

Include physical, mental, and environmental factors such as lifting,
pushing, pulling, frequent reaching over shoulder, etc. Based on your
description a health assessment may be required.

Example:
Work requires frequent pushing, pulling, lifting over 45, and bending.

Include machines and equipment used regularly with % time for
non-exempt positions only.

Example:
Computer: 75%
Printers/photocopiers: 5%








Clarify level of responsibility in each of the areas that is applicable to the
position. Positions are classified as exempt partially because of their
responsibilities in one or more the following areas:

Policy Making and/or Interpretation
Level of responsibility for policy interpretation and changes within unit or
department.

Example:
Recommends changes of and additions to the established policies and
procedures of the department and provides documentation of policy and
procedures relating to operations. Interprets and applies University
guidelines as they apply to personnel and other operations.








Program Direction and Development
Level of responsibility for programmatic changes and direction of the
department or unit.

Example:
Responsible for recommending changes in project design and
development to assure adherence to best practices as well as efficient
use of time and resources. Assists in identifying potential projects and
funding sources relevant to the mission of the Libraries. Introduces new
concepts and approaches to departmental projects for review.








Communication
Statement of internal or external business contact, including frequency
and scope.

Example:
Frequent contact with members of the University of Florida research and
teaching faculty and with vendors for outsourcing selected projects or
services.

Monetary Responsibility
Amount and consequence of error.

Example:
Assists with coordination of departmental budgets for review. Provides
routine status reports. The failure to perform these duties effectively
would result in substantial operational, fiscal and fiduciary consequences.








Creativity, Strategy and Leadership

This is normally for IT type position that may require a considerable level
of creativity and strategizing to solve problems and provide leadership to
projects.

Example:
Ability to think critically about new ways to solve a wide variety of prob-
lems. Considerable creativity required to adapt new technology to local
needs and provide leadership to new endeavors.





S.e and Suprio Information


Employee Name: Name

Immediate Supervisor: Name and working title

Reviewing authority name and title:





Poito Chng Actio


Indicate specifically how this position has changed since it was last
updated. If requesting a reclassification, include a full justification for the
requested title.

Examples:
The essential functions of the position remain unchanged. The PD is
being updated for posting to reflect new processes.

The position reporting structure has changed with no change in
classification or essential job duties.

Job duties have changed substantially to reflect the loss of one
departmental staff member The classification remains the same.






Procedure for Processing Position^^^


For reclassifications or to process a new position Associate Dean level
approval must be secured prior to proceeding.

* Supervisor reviews and updates the PD
* Supervisor forwards PD to Library HR for review
* Library HR provides updated version to supervisor
* Supervisor and/or 2nd level supervisor secure Associate Dean/
Dean approval
* Library HR submits to UF Classification and Compensation
* Library HR processes new PD through UF HR
* Library HR will keep supervisor informed of developments







Answers


Responds
Replies
Explains


Compiles


Collects
Collates
Puts together
Composes
Arranges


Assists Aids Helps Computes Calculates
Supports Counts
Promote Estimates
Reinforces Determines
Sustains Evaluates
Calculates Predicts Confers Discusses
Projects Consults
Estimates Talks
Counts
Determines
Checks Verifies Coordinates Organizes
Confirms Arranges
Audits Plans
Reviews Administers
Inspects
Codes Programs Demonstrates Shows Exhibits
Encodes Displays
Encrypts Explains
Illustrates
Educates
~____~_____________ _______ Guides


B^^I Keywords OptMions Keyword OptionsJ^







Compiles


Collects
Collates
Puts together
Composes
Arranges


Designs


Plans
Creates
Invents
Produces
Develops


Computes Calculates Determines Decides
Counts Concludes
Estimates Resolves
Determines Ascertains
Evaluates Detects Devises
Confers Discusses Directs Controls
Consults Manages
Talks Influences
Guides
Coordinates Organizes Enters Types
Arranges Logs
Plans Records
Administers Inputs
Demonstrates Shows Establishes Verifies
Exhibits Proves
Displays Confirms
Explains Substantiates
Illustrates Determines
Educates Begins
Guides Originates


Keywordst Opt^^KMions Keyword OptionsJ^







Examines


Inspects
Checks
Explores
Audits
Investiaates


Maintains


Saves
Provides
Continues


Explains Clarifies Manages Directs
Illustrates Monitors
Defines Oversees
Demonstrates Supervises
Coordinates
Administers
Formulates Defines Meets Achieves
Frames Accomplishes
Prepares Completes
Forms Fulfills
Drafts Satisfies
Specifies
Devises
Issues Releases Modifies Converts
Circulates Changes
Distributes Adjusts
Alters Varies
Leads Guides Monitors Observes Oversees
Directs Controls
Influences Audits
Conducts Examines Checks


B^^ItjKeywords Options Keyword Options^^^^







Performs


Carries out
Executes
Accomplishes
Completes
Achieves


Researches


Investigates
Studies
Examines
Analyzes
Scrutinizes


Plans Prepares Resolves Solves
Arranges Proves
Prioritizes Determines
Forecasts Decides
Designs Establishes
Formulates
Prepares Plans Reviews Evaluates
Arranges Appraises
Composes Assesses
Makes Examines
Inspects
Investigates
Processes Handles Selects Chooses
Reviews Prefers
Prepares Decides
Records Documents Sorts Classifies
Writes Arranges
Registers Orders
Monitors Groups
Audits
Copies


Keywordst Opt^^KMions Keyword OptionsJ^








Specifies



Supervises


Details
Names
Defines
Manages


Controls
Monitors
Administers
Directs
Oversees
Tests Investigates
Inspects
Analyzes
Examines
Trains Instructs
Teaches
Educates
Explains
Prepares
Updates Informs
Notifies
Advises
Revises
Upgrades
Recreates


Keywordsl O^^ptionsn^^^^



























Position Description Toolkit
Last update February 2014




Full Text

PAGE 1

TOOLKIT Position Description

PAGE 2

or 273-2595 or 273-2595 Contacts Library HR Website PD Template Exempt Non Exempt Library HR Competencies Training Matrix Resources

PAGE 3

Position Number: Exempt Non Exempt Working Title: Example: Access Support Assistant Department: Example: Marston Science Library Top Section of Position Description Summary of Position Description

PAGE 4

Example: 30% Gifts Management List duties and responsibilities Essential Functions of the Job and Percentage of Time Spent on each Function Example: 5% Other Duties as Assigned Serves on library committees, participates in special projects, and attends training as needed. Marginal Functions of the Job and Percentage of Time Spent on each Function

PAGE 5

Received Example: Detailed procedures are explained as new responsibilities are added. Supervisor is available for solving problems and maintaining quality priorities. Exercised Supervision Example: Normal Work Schedule

PAGE 6

Exempt Non Exempt Education, Training and Experience Education, Training and Experience

PAGE 7

Competencies Education, Training and Experience Y/N Example: Drivers License. Y This is YES

PAGE 8

Y/N If YES Example: Incumbent will have access to library patron personal data (UF status, system and ILLiad database. Include Example: Include for non-exempt positions only. Example: Printers/photocopiers: 5%

PAGE 9

Policy Making and/or Interpretation Example: Recommends changes of and additions to the established policies and procedures of the department and provides documentation of policy and procedures relating to operations. Interprets and applies University guidelines as they apply to personnel and other operations. Program Direction and Development Example: Responsible for recommending changes in project design and use of time and resources. Assists in identifying potential projects and funding sources relevant to the mission of the Libraries. Introduces new concepts and approaches to departmental projects for review.

PAGE 10

Communication Example: Frequent contact with members of the University of Florida research and teaching faculty and with vendors for outsourcing selected projects or services. Monetary Responsibility Example: routine status reports. The failure to perform these duties effectively Creativity, Strategy and Leadership Example: problems. Considerable creativity required to adapt new technology to local needs and provide leadership to new endeavors.

PAGE 11

Employee Name: Immediate Supervisor: Employee and Supervisor Information Examples: The position reporting structure has changed with no change in Position Change Action

PAGE 12

approval must be secured prior to proceeding. Procedure for Processing Position Descriptions Compiles Assists Computes Calculates Confers Checks Coordinates Inspects Codes Demonstrates Action Verbs

PAGE 13

Compiles Designs Computes Determines Confers Directs Coordinates Enters Demonstrates Establishes Examines Inspects Maintains Explains Manages Directs Formulates Meets Issues Leads Monitors Action Verbs Action Verbs

PAGE 14

Performs Researches Plans Prepares Resolves Prepares Inspects Processes Selects Chooses Records Sorts Copies Supervises Monitors Directs Tests Inspects Trains Teaches Prepares Updates Action Verbs Action Verbs



PAGE 1

TOOLKIT Position Description

PAGE 2

or 273-2595 or 273-2595 Contacts

PAGE 3

Library HR Website PD Template Exempt Non Exempt Library HR Competencies Training Matrix Resources

PAGE 4

Position Number: Exempt Non Exempt Working Title: Example: Access Support Assistant Department: Example: Marston Science Library Top Section of Position Description

PAGE 5

Summary of Position Description

PAGE 6

Example: 30% Gifts Management List duties and responsibilities Essential Functions of the Job and Percentage of Time Spent on each Function

PAGE 7

Example: 5% Other Duties as Assigned Serves on library committees, participates in special projects, and attends training as needed. Marginal Functions of the Job and Percentage of Time Spent on each Function

PAGE 8

Received Example: Detailed procedures are explained as new responsibilities are added. Supervisor is available for solving problems and maintaining quality priorities. Exercised Supervision

PAGE 9

Example: Normal Work Schedule

PAGE 10

Exempt Non Exempt Education, Training and Experience

PAGE 11

Education, Training and Experience

PAGE 12

Competencies Education, Training and Experience

PAGE 13

Y/N Example: Drivers License. Y This is YES

PAGE 14

Y/N If YES Example: Incumbent will have access to library patron personal data (UF status, system and ILLiad database.

PAGE 15

Include Example: Include for non-exempt positions only. Example: Printers/photocopiers: 5%

PAGE 16

Policy Making and/or Interpretation Example: Recommends changes of and additions to the established policies and procedures of the department and provides documentation of policy and procedures relating to operations. Interprets and applies University guidelines as they apply to personnel and other operations.

PAGE 17

Program Direction and Development Example: Responsible for recommending changes in project design and use of time and resources. Assists in identifying potential projects and funding sources relevant to the mission of the Libraries. Introduces new concepts and approaches to departmental projects for review.

PAGE 18

Communication Example: Frequent contact with members of the University of Florida research and teaching faculty and with vendors for outsourcing selected projects or services. Monetary Responsibility Example: routine status reports. The failure to perform these duties effectively

PAGE 19

Creativity, Strategy and Leadership Example: lems. Considerable creativity required to adapt new technology to local needs and provide leadership to new endeavors.

PAGE 20

Employee Name: Immediate Supervisor: Employee and Supervisor Information

PAGE 21

Examples: The position reporting structure has changed with no change in Position Change Action

PAGE 22

approval must be secured prior to proceeding. Procedure for Processing Position Descriptions

PAGE 23

Compiles Assists Computes Calculates Confers Checks Coordinates Inspects Codes Demonstrates Action Verbs

PAGE 24

Compiles Designs Computes Determines Confers Directs Coordinates Enters Demonstrates Establishes Action Verbs

PAGE 25

Examines Inspects Maintains Explains Manages Directs Formulates Meets Issues Leads Monitors Action Verbs

PAGE 26

Performs Researches Plans Prepares Resolves Prepares Inspects Processes Selects Chooses Records Sorts Copies Action Verbs

PAGE 27

Supervises Monitors Directs Tests Inspects Trains Teaches Prepares Updates Action Verbs