Job Profile Selection

The Job Profile is the basic building block of the HRCA structure. All job descriptions are defined related to a Job Profile. Use these questions to identify which Job Profile to use for a position:

• Is the position focused on HR? If not, HRCA profiles will not be fully applicable. For hybrid positions between HR and other functions, consult with your unit’s IHR Matrix Team for classification options. Consider incorporating language from the HR Generalist duties spectrum for the HR duties even for cross-functional positions.
• Does the position work 80% or more in a single functional area of HR? If yes, use the Specialist and Specialist Leadership tracks. If no, this job aid is not applicable; use the Generalist and Leadership tracks.
• Does the position have a focus on managing a team of specialists and/or representing the unit at a leadership level for this specialty? If yes, use the Specialist Leadership track. If no, use the Specialist track. ( Note: Supervision especially of a small 1-2 person team is an option in the Specialist track as well. It is not required that supervising full-time staff result in a Manager/Director title.)
• What general level of responsibility and experience do you expect for this position? If you’re unsure of the level within the indicated track, review the Job Profiles for which sounds the closest to your need. Review the Work Dimensions chart to consider the level of independence and abilities associated with each level.
• There are two Job Profiles with the same working title but different civil service classifications listed in parentheses—what’s the difference? Some job titles within HRCA can fall into two SUCSS (State Universities Civil Service System) classifications. If you’re unsure, consult with your unit’s IHR Matrix Team for classification options and how they might impact your recruitment needs.

Job Description Elements

Title: The Job Profile title is carried forward into each job description matching the profile.

Function: You will use the function statement from the Job Profile.

Duties & Responsibilities: This is where the majority of decisions occur in defining a job description. Start by assembling your resources: The Job Profile selected above in Job Profile Selection, Work Dimensions, any previous version(s) of this job description, and any notes or drafts of duties contemplated for the proposed position.

For the Specialist and Specialist Leadership tracks that are the scope of this job aid, your final job description will contain all the duties listed in the Job Profile. You will not remove any of these duties; they are essential to the definition of the level. Because of this, the key question for every duty you want to write or add is: Is this already covered under the Job Profile duties?

Is this already covered under the Job Profile duties?

1. Yes, the duty in the Job Profile covers it. → No edit needed. Include this in your estimate of the percentage of time assigned to this duty.
2. Partially—the duty in the Job Profile is generally on-point but omits a key detail I want to include. → Add a bullet point under the most related duty from the Job Profile that covers what you need. You can do this more than once for each Job Profile duty until you’ve covered all the content you need.
3. No, this is different from all the Job Profile duties. → This prompts the follow-up question: Is this duty within the same functional specialty described in this Job Profile?
   1. Yes, it’s part of the functional specialty. → It’s fine to add more duties to your job description. The goal is for the Job Profile duties and related duties listed under them to be at least the majority of the position, and added duties within the specialty to bring the total duties within the specialty to 80% or more. (See below for how to decide whether a duty is within the specialty and at the right level for this Job Profile.)
   2. No, it’s not part of the functional specialty. → It’s fine to add more duties to your job description. The expectation is that duties outside this Job Profile’s specialty are no more than 20% of its responsibilities.

How do I decide if a duty is part of this specialty?

The clearest connection is for duties that can be grouped under the ones in the Job Profile. For other duties, consider why the duty is proposed to be part of this position:

• The duty is logically performed by the same employee as the rest of the job description. → This is fine but doesn’t prove that the work is part of the specialty. (Example: The employee who onboards new hires is also responsible for FMLA records because they already work with and
• respond to questions about the Vacation/Sick Leave system, but that doesn’t make FMLA leave management part of the Talent Acquisition specialty.)
• The duty relies on the specific experience and skillset expected for this Job Profile. → This is a strong sign, especially if the skillset is uncommon among generalists, but the details matter.
• The duty is parallel to the Job Profile duties but a significant, distinct role that would be confusing to list under the pre-supplied duties. → This is almost certainly appropriate for the specialty.
• This work could be construed in different ways, but the intent is related to this specialty. → You can use the phrasing of the duty to describe and reinforce the connection to this specialty. (Example: Responsibility for advising employees and supervisors about employee time reporting policies and processes could be related to payroll & leave management, but also could be related to labor & employee relations to address attendance-based performance issues.)

How do I decide if a duty is appropriate for this level of the specialty?

Use the Job Profile itself and the Work Dimensions document for comparison. Does this duty align with the generalized description of the criteria for same level? Remember to keep duties focused on the overall responsibility of the position rather than itemizing all the tasks, process steps, and/or systems needed to carry out that responsibility. If you find the job description is describing how someone accomplishes their work instead of what they are responsible for, consider rephrasing. The ‘how’ of an employee’s tasks is the part that will be out-of-date fastest and is least informative in identifying the level of the work.

Last Modified: May 13, 2025