Transcript Writing Effective Job Descriptions

Writing Effective
Job Descriptions
Donna VanRooy
Sam Ramirez
What is a job description?
A
formal statement of duties, qualifications,
and responsibilities associated with a job.
 A communication tool that tells employees
where their jobs leave off and another’s
begins
 A document that tells employees where their
position fits within the department and within
the organization
What are the primary uses of a job
description?
Recruiting
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Job Vacancy Posting
Job Classification
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Performance Management
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Performance standards
Career development discussions
Classification code
Exempt/non-exempt
Legal Compliance
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ADA adherence
Applicable employment laws
Errors and consequences of poor
job descriptions
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Exaggerates or downplays the importance of
the job.
Lists qualifications that are not really needed for
the job
Underestimates the qualifications necessary to
be successful on the job
Job description is out-of-date because the job
has changed
Errors and consequences of poor
job descriptions
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Candidates without proper qualifications may be
hired.
Recruitment and retention problems may occur
because the employer is not accurate in their
assessment of the qualifications necessary to
successfully perform the job
Prospective and current employees may not have
an accurate perception of the job’s duties and
responsibilities and may experience performance
problems or problems with prioritization.
What are the major components of a
job description?
 Job
Heading
 Job Summary
 Essential Duties, Tasks and Responsibilities
 Qualifications (Education, Knowledge, Skills,
Abilities, Special Skills, Licensures and
Certifications)
 Working Conditions & Physical Requirements
What are some characteristics of a
good job description?
A
short story, not a novel, 1 to 2 pages tops
 Focus on position, not person/performance
 Focus on present, not past or future duties
 The best job descriptions do not limit
employees, but rather, cause them to stretch
their experience, grow their skills, and develop
their abilities to support organization
 Dynamic rather than static, should be updated
as requirements change
How do you create a job description?
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Use secondary sources – research (Google it)
Have incumbent draft a job description
Contact Human Resources
D.O.T. Dictionary of Occupational Titles http://online.onetcenter.org/
First, develop a job heading
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Dept./Div.:
Title:
Incumbent:
Classification:
Status:
Schedule:
Control #:
Date:
Human Resources/Finance
Asst. VP for Human Resources
Salvador Ramirez
Senior Manager - Q
Full-time, exempt
M – F, 8:30 a.m. – 5:00 p.m.
FAF001
January 10, 2008
Next, create a job summary
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Two to three sentences that describe position
Indicate reporting relationship
Indicate level of direction received
Example: Under the general direction of the VP for
Finance, the AVP for HR serves as the college’s chief
HR officer. The AVP for HR is responsible for
managing all HR and Payroll functions in support the
College’s mission.
Types of supervision received
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General Direction (incumbent receives guidance
of broad goals and overall objectives and is
responsible for establishing methods to attain
them. Generally incumbent is in charge of an
area and typically formulates policy, but does not
necessarily have final authority)
Direction (establishes procedures for attaining
specific goals in a broad area of work. Only
results are typically reviewed. Develops
procedures within limits of policy guidelines)
Types of supervision received cont’d
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General Supervision (incumbent develops
procedures for performance of variety of duties;
or performs complex duties within established
guidelines)
Supervision (indicates that the incumbent
performs a variety of routine duties within
established policies)
Close Supervision (indicates that the incumbent
is assigned duties according to specific
procedures, work is checked frequently)
Then, identify major job functions
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Oversight of benefits programs
Oversight of monthly, biweekly and student
payrolls
Oversight of employment processes
Interprets personnel policies
Oversight of employee relations
Oversight of compliance issues
Supervises five (5) staff members
Identify job duties within functions
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Manage health and dental plans, including retiree
health care plans
Administer 403 (b) RA and SRA retirement
plans, as well as College’s 457 (b) plan
Manage college’s self-funded workers’
compensation program
Administer college’s tuition remission program
Manage college’s life insurance, supplemental life
insurance and AD & D, short and LTD
programs, unemployment compensation
Tips for writing job duties
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Duties describe what, how and why? “Schedules
speakers for bi-monthly departmental seminars by calling
individuals from established listings, ascertaining
availability, determining event dates and composing
confirming correspondence.”
Start with action verbs-“Answers telephone.”
Duties should be essential to the position; avoid
listing marginal duties - “Conducts orientation
sessions.” –Yes - “Uses staple remover.” - No
Tips for writing job duties
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Always use disclaimer -“The following duties are not
to be considered a complete list of duties and
responsibilities assigned to this position.”
How to determine essential duties - ADA
job exists to perform duty – “proofreader”
 frequency of duty – “widget maker”
 importance of duty – “airline pilot”
 apply the walk like a duck test
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Identify qualifications
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Identify minimum qualifications to help broaden
pool – http://online.onetcenter.org/
Make sure qualifications relate to job duties
AVP HR - Bachelor’s required, masters’ preferred.
SPHR certification preferred. At least 7 years of
progressively responsible supervisory experience in higher
education human resources. Knowledge of federal and
state employment laws. Able to use computers. Strong
written and oral communication skills.
Working conditions & physical
requirements
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HR will handle these requirements
Should be ADA compliant - essential
Examples – walking, talking, bending, reaching,
understand language, speaking, climbing,
crawling
Working Conditions & Physical Requirements
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Work is normally performed in a typical
interior/office work environment. No or very
limited physical effort required. No or very limited
exposure to physical risk.
Pulling it all together
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Combine job heading, job summary, duties and
qualifications (HR will do physical requirements)
Date it
Review with your supervisor and with employee
Update it as needed, review at least annually
Submit electronic Word copy to Human
Resources who will place in database
Other resources
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Blank template will be on-line
Generic sample job descriptions will be on-line
HR has 100 electronic job descriptions on file
Job Description Lab Sessions
Repeat of this presentation
D.O.T. Dictionary of Occupational Titles http://online.onetcenter.org/
http://jobdescriptions.unm.edu/jdeweb.cfm
Next steps
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Identify which job descriptions need to be done
and who will do them
Involve employees in creating job descriptions
Give each employee a copy of their job
description
Develop a timeline so that all descriptions are
completed and submitted to HR by March 31,
2008
If multiple employees will be covered by same
job description – list employees
Financial Aid Office example
VP, Enrollment Services
Director of Financial Aid
Assistant Director
Assistant Director of Assistant Director of
Financial Aid
Financial Aid
Financial Aid
Counselor
Financial Aid
Counselor
Office Specialist
Data Entry/ Office
Specialist
Financial Aid Office example
VP, Enrollment Management
Director of Financial Aid
Assistant Director
5 job descriptions
for the department
Assistant Director of Assistant Director of
Financial Aid
Financial Aid
Financial Aid
Counselor
Financial Aid
Counselor
Office Specialist
Data Entry/Office
Specialist
Questions?
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