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PREPARING JOB DESCRIPTIONS

Certificated and classified jobs are a collection of tasks and responsibilities. The County Office
collects and compiles information about jobs to evaluate candidates, determine what training or
experience a jobholder needs, learn how tasks can be made safer or more productive, and
determine the amount of compensation warranted.

Information about a job, including its duties and responsibilities, is summarized in a job
description. At the County Office, a job description includes:

1. Title – Name of position

2. Definition – a brief description of the purpose served by the position in the organization.

3. Distinguishing Characteristics – a listing of responsibilities that show how this job is related
to, or dissimilar from, other positions.

4. Supervision Exercised and Received – the immediate supervisor’s title and a brief description
of any supervisory responsibilities.

5. Examples of Duties and Responsibilities – a listing of duties, in order of frequency, which is

intended to be representative rather than specific.

6. Employment Standards – specific information about qualifications, including knowledge, and

skills abilities, and if applicable, computer skills
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7. Education and Experience – specific education that is required for the position, i.e., formal
education, credentials, etc., i.e. “completion of high school; one year of business school
or equivalent preferred”; and specific experience that is required for the position, i.e.,
“four years of increasingly responsible secretarial work for senior-level
manager/director/department head, preferably in an education or public service
environment.” Classified positions also list technical skills required.

7. Education and Experience – specific education that is required for the position, i.e., formal
education, credentials, etc., i.e. “completion of high school; one year of business school
or equivalent preferred”; and specific experience that is required for the position, i.e.,
“four years of increasingly responsible secretarial work for senior-level
manager/director/department head, preferably in an education or public service
environment.” Classified positions also list technical skills required.

8. Physical Demands - list of physical demands that are representative of those that must be met
by an employee to successfully perform the essential functions of this job. The Redwood
Empire Schools Insurance Group determines physical demands for Teachers and
Instructional Assistants, with additional demands being determined by the program.

OP 4311.1.03(b)

PREPARING JOB DESCRIPTIONS (continued)

9. Work Environment – list of conditions that may be present at the worksite

10. Other Requirements – list of other requirements needed for employment

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11. Additional Information – list any other pertinent information not included above.

An administrator may recommend the need for a position, but the supervisor is the best source of
information about the work to be done and the duties to be assigned. Once the job description is
drafted, the Assistant Superintendent, Human Resources, assumes responsibility for editing the
draft. If the position is classified, the Assistant Superintendent, Human Resources, must also take
the position before the Personnel Commission.

The County Superintendent approves the development, creation and filling of all positions.

Purpose: To delineate a process that ensures the uniformity, accuracy and legality of all job
descriptions.

Timeline: Periodic - Job descriptions are written prior to establishing new positions and/or
updated for existing positions prior to recruitment.

Procedures:

1. Supervisor assigned to write a job description first determines why the position should exist by
answering questions such as:

a. How much responsibility will the position involve?

b. What will the position spend the majority of time doing?

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c. What will be the unique or special duties that distinguish this position from others in
the department or organization?

2. Supervisor uses the following format to prepare a list of duties associated with the position:

a. Starts with duties performed on a daily basis and moves to duties performed less
frequently

b. Includes duties performed on an as-needed basis, such as repairing equipment, filling in

for absent employee, overseeing committee

c. Breaks a duty into component tasks only when a different employee accomplishes
different steps in the overall task

OP 4311.1.03(c)

PREPARING JOB DESCRIPTIONS (continued)

3. Supervisor uses the following format to draft duties:

a. Starts with an action verb and tells what the position does. (Examples include:
“Respond to questions and inquiries...” “Conduct training and....,” or “Load films
into trucks....”)
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b. Indicates how a task is performed. (For example, “using a computer,” “using adaptive
technology” or “using a hand truck.”)

c. States objective to the task with phrases such as “to meet client needs” or “to fill district
orders.”

4. Supervisor edits the list of duties:

a. Removes unnecessary words or details

b. Adds information, if needed, about the jobholder’s freedom to act (Phrases that
indicate if the jobholder uses own initiative, works under general supervision or
with restrictions and special supervision.)

c. Replaces vague terms with specific and precise ones (For example, “Maintains paper
inventory” is imprecise; “Monitors customer orders, keeps adequate supply of
commonly used products, processes purchase orders....” offers a much clearer
picture of what is to be done.)

5. Supervisor, once the duties are edited, writes the “Definition” section by summarizing the job
description. The definition starts with an action verb and includes only the most critical
duties, not how the duty is accomplished.

6. Supervisor considers possible job titles:

a. Compares list of duties to existing positions and the title of current positions;

b. Compares level of responsibility in the organizational chart, noting particularly

supervisory and budget responsibility, if any;
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c. Compares, in the case of Department of Education funded positions, comparable

positions in other county offices.

7. Supervisor selects a title that accurately reflects the tasks and responsibilities of the position.
For example, a director in one department may have an enhanced role with more
responsibilities than a project director or a director of a single program or

in another department.

OP 4311.1.03(d)

PREPARING JOB DESCRIPTIONS (continued)

8. Supervisor adapts or writes the “Distinguishing Characteristics,” working with the department
director and/or the Assistant Superintendent, Human Resources. This section helps to fit
the position into the organizational chart, determines the job family and is critical in
establishing level of compensation.

9. Supervisor completes the draft by suggesting appropriate supervision given and received, and
possible qualifications and experience. Final draft is forwarded to the Assistant
Superintendent, Human Resources.

10. The Assistant Superintendent, Human Resources, reviews the job description and makes any
changes that may be required. The job description is put into County Office format by the
Human Resources Department.
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11. Human Resources Department sends completed job description to the Deputy Superintendent
and department director for approval prior to publishing.

Updating Job Descriptions

1. Department director reviews job description duties annually for positions in her/his area of
responsibility and/or prior to requesting that a specific position be filled.

2. Department director revises job description as appropriate to reflect changes in duties or

distinguishing characteristics.

3. Department director forwards revisions to the appropriate assistant superintendent for review
and approval.

4. Assistant Superintendent, Human Resources, edits, as appropriate, and forwards to the

Personnel Commission.

5. Assistant Superintendent, Human Resources, makes changes, obtaining Personnel

Commission review and approval as appropriate.

6. Current job descriptions are located on the SCOE website.

Note: Classified job descriptions require Personnel Commission review. The Personnel
Commission may amend a job description to add experience or skills required and to
adjust placement in a job family.
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SONOMA COUNTY OFFICE OF EDUCATION

Policy Reference: SP 4111.1/4211.1/4311.1, Job Analysis, Description, New Positions

Procedure approved: April 23, 2014 (2410.01)