Job Description Questionnaire (JDQ) Instructions

Purpose

The purpose of the Job Description Questionnaire (JDQ) is to gather information about the duties and responsibilities that are assigned to a staff job.  The JDQ information will be used to evaluate the responsibilities of the job and to determine FLSA classification, appropriate job title, and pay band. 

  1. Read the entire form before answering any questions.
  2. Answer each question thoughtfully, thoroughly, and frankly.  Use your own words when filling out the form.  Please do not copy other JDQs unless the positions are identical and in the same organizational unit. 
  3. The job responsibilities should be considered based on the job requirements, not the incumbent’s skills and abilities. 
  4. Be sure to consider job responsibilities and duties over a sufficient period of time to cover all regular assignments.  Do not include any temporary, non-permanent duties such as those performed for cross-training purposes or on a fill-in basis to cover for an absent staff member.
  5. If you have questions concerning any item on the form, consult your Human Resource Services Manager.

 

Who should prepare the JDQ?

For currently filled positions, the form should be completed jointly by both the incumbent and the supervisor.  Both parties should agree with the final JDQ content.  The supervisor is responsible to ensure the accuracy of the information provided in the JDQ.  If the JDQ is being completed for a new or vacant position, the supervisor and/or department head should complete the JDQ.  It is important that the essential functions of the job be clearly identified (see below for guidance on describing essential functions.)

 

Sending the form to HR

The supervisor or department head should email the completed JDQ in WORD format to their HR Services Manager.   

 

Completing the JDQ

REQUESTED POSITION TITLE
The manager may provide a position title, however Human Resources may recommend changes to the title to ensure consistency with RIT titling structures.

COLLEGE/DIVISION/DEPARTMENT
Please list the College/Division and Organization name from the HR system that the position will be associated with.

POSITION CONROL NUMBER (if known)
If you are completing the JDQ for an existing job, please state the PC number.

POSITION SUMMARY
Brief overview of job purpose. (Why does the job exist? What is the main function or overall purpose of the job?)  In 1-3 sentences, briefly describe the main purpose of the job beginning with an action verb.   

Examples:

  • "Applies principles of accounting to analyze financial information and prepare financial reports. Responsible for day-to-day operation of the general ledger including review and posting of all journals entries input into Oracle by departmental users and for providing excellent service while responding to inquiries regarding journal transactions and accounting procedures."
  • "Manage the day to day operations of the catering department.  Responsible for campus, local and statewide events (approximately 2000 annually) which generate annual revenue of $xxxx."

MAJOR RESPONSIBILITIES
Identify 4 to 6 major job responsibilities.  Within this section, specify physical requirements, environmental work conditions and any situations where the job requires the handling of sensitive or protected information/materials.  If the majority of the job involves physical activities, complete the optional Physical Requirements Form.

% OF TIME ANNUALLY
Indicate the amount of time spent annually on each responsibility – use increments of 5%, totaling 100%.

ESSENTIAL FLAG
Indicate responsibilities that are considered essential (see below for guidance).

 

Essential Job Functions

Essential job functions are those duties and responsibilities that an individual in this position must be able to perform unaided or with the assistance of reasonable accommodations.  A job function may be considered essential for several reasons, including:

  1. Job tasks that are fundamental and not marginal, or the reason the position exists is to perform that function, OR 
  2. The number of employees available to perform that function is limited; OR
  1. The function may be so highly specialized that the person in the position is hired for his / her expertise or ability to perform the particular function.

Essential job functions may involve specific physical capabilities (i.e. ability to lift 50 lbs. or more).  These should be listed as a major responsibility, as appropriate.

 

Is it essential?

Is this duty a main reason for the job's existence?

  • Example: "Answers incoming telephone calls and greets department visitors" is the basic reason that a Receptionist position exists. Similarly, a Proofreader "reads department manuscripts to detect and correct typographical errors."

Does this duty require a large percentage of time?

  • Example: An Administrative Assistant spends approximately 40% of his/her time "composing, preparing and processing department correspondence."

Will there be serious consequences if this duty is not performed?

  • Examples:  A Machine Shop Foreman "maintains machines and equipment in safe, operating order" only 5% of the time, but failure to do so could result in significant machine down time, lost productivity and/or possible injury to self or others.

Does this duty require highly specialized training, education, skills or experience?

QUALIFICATIONS
Educational background, experience, knowledge and skills should reflect the requirements of the POSITION and not of the incumbent.

EDUCATION
Indicate the minimal educational background, certification and licensure required to competently perform the essential responsibilities of the job.

EXPERIENCE
Indicate the minimum number of years of experience required to satisfactorily perform the essential responsibilities of the job.

SPECIALIZED SKILLS
List special skills and/or behavioral competencies required to perform the essential responsibilities of the job.

OPTIONAL
Indicate preferred education, experience or specialized skills

SUPERVISION
Please select the statement that most closely reflects your role in supervisor and indicate the number of regular employees and students the position supervises.