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Job descriptions, together with class specifications, are the cornerstone of a classification program. The purpose is to ensure that the majority of all positions are correctly classified at all times. The following guidelines for the preparation and maintenance of job descriptions shall be followed at all times:
For encumbered positions, job descriptions shall be prepared, signed and dated by the position's incumbent. The incumbent's supervisor should subsequently review, sign and date the document indicating his/her concurrence as to the assigned duties.
Job descriptions for newly established or vacant positions must, by necessity, be prepared by the supervisor. Once filled, the incumbent shall, by the completion of the probationary period, review the job description, and acknowledge concurrence of the accuracy of the document by signature and date.
Standard, or generic job descriptions may be prepared by supervisory personnel in the case of positions in which the work of the class is sufficiently prescribed so as to preclude an incumbent from performing duties outside of the class (e.g., craft and trade classes, building service classes, and many food service classes). Such descriptions must be signed and dated by both the incumbent and supervisor.
In all of the above examples, all employees shall be provided with a copy of the current, approved job description of their position. All job descriptions shall be reviewed and updated at least every three years, including the signatures of the incumbent and supervisor.