Transcript Job Description Overview - Oklahoma City University

A job description is a document describing the nature, scope and
responsibilities of a job and the environment in which it operates. Each
job description summarizes the major responsibilities of a job and
provides information on decision making, the type of supervision
received and exercised, the minimum education and experience
required to perform the work, any unusual working conditions under
which the work is performed and the organizational structure in which
the job operates.
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Clearly define the roles and responsibilities of
staff members.
Determine appropriate pay grades and
classifications.
Aid in pay equity studies.
Maintain compliance with federal regulations.
Recruit qualified candidates to fill vacancies.
Evaluate staff performance against established
standards.
Develop career paths and opportunities for job
growth.
Perform organization analysis and planning.
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Job descriptions should be updated on a regular
basis to avoid inaccuracies. Supervisors and/or
employees should review the accuracy of job
descriptions in the following instances:
◦ during an employee’s annual performance evaluation
◦ before the advertisement of a vacant position
◦ whenever there have been significant changes to the
scope of duties and responsibilities
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All revisions to current job descriptions must be
coordinated with Human Resources
(Compensation and Classification) and reviewed
with the incumbent to assure the employee’s
acknowledgement and understanding of the
changes and current job expectations.
Classification Title
Required Licenses or Certifications
Class Code / Position Type
Knowledge, Skills and Abilities
(KSAs)
Working Title
Minimum Required Experience
Position Number
Communication
Grade
Position Summary
Department
Supervisor/Reporting Information
FLSA
Duties and Responsibilities
Required Education
Leadership
Desired Education
Physical Demands and Working
Conditions
Supervisors should complete the sections of
the job description covering minimum
education required, preferred education,
required licenses and/or certifications,
minimum amount of experience required,
knowledge, skills and abilities required, and
length of time and amount of on the job
training for a new employee to learn all major
duties.
It is important to include only information that pertains to the
position and not to the specific education, experience or skills of
the incumbent.
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Education: Include the minimum level of formal education
required for satisfactory performance of the position. Choices
include:
◦ No education requirements
◦ High School Diploma or Equivalent
◦ HS Diploma plus specialized courses related to job or one year technical
school
◦ Associate Degree or four year technical training
◦ Bachelor’s Degree
◦ Master’s Degree
◦ Professional Degree
◦ Doctorate
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Can equivalent experience substitute for the degree and/or area
of study requirement? If so, use the space provided in the form
to outline equivalent or combined experience and education.
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Identify specific KSAs needed to
successfully perform the essential functions
of the job
Only list the KSAs needed to achieve the
desired results, not those the ideal
candidate might possess
Use examples from the job to help define
the KSAs concisely
Avoid using subjective modifiers, e.g., high
level, which have a different meaning for
each individual
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Ability to interact effectively with visitors,
administration, faculty and staff
Knowledge of applicable state and federal
laws and regulations governing postsecondary education
Skills in computer hardware repair and
troubleshooting
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Experience
◦ Identify how many years and what kind of
experience (if any) are minimally required to
successfully carry out the essential function of the
job
◦ Remember to think in terms of the “position” not
the “person”
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Brief overview of the reason the position
exists
Written in broad terms identifying functions
of job, but not the specifics
Easier to write after the essential functions
are determined
Think of the summary as an essay
question:“Describe the essence of the job in
30 words or less
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Identifies the functions that are essential to
the existence of the position
Duties and responsibilities should be
arranged in order of importance
Use action verbs to begin each function
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The position exists to perform the function
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There are a limited number of employees
available to perform the function
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The function is highly specialized
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A large amount of time will be spent
performing the function
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Use clear and concise language. When possible, use
words that have a single meaning.
Use examples/explanations for words which have
varying interpretations .
Use non-technical language whenever possible.
A good job description explains the objectives, duties,
and responsibilities of a job so that they are
understandable even to a layperson.
Use telegraphic sentence style (implied
subject/verb/object/explanatory phrase). Avoid
unnecessary words.
Example: The job incumbent transports all company mail
to various locations throughout the entire facility.
◦ Keep sentence structure as simple as possible; omit all
words that do not contribute necessary information.
◦ Begin each sentence with an active verb, always use the
present tense.
◦ Whenever possible, describe the desired outcome of the
work, rather than the method for accomplishing that
outcome.
For example, instead of "writes down phone messages"- a
task-oriented approach - you might say "accurately records
phone messages.
◦ Avoid words, such as "handles," that does not tell
specifically what the employee does.
Others you may want to avoid: "checks," "prepares,"
"examines," "sends." If these words are the most accurate
and specific ones available, it may be acceptable to use
them. But if a more specific term would describe the task
more clearly, use it.
◦ Use generic terms instead of proprietary names
("Microsoft," "Xerox," "Macintosh," etc.).
◦ Avoid using gender based language.
◦ Qualify whenever possible.
Don't just say that a file clerk "files" materials; say that s/he
"files alphabetically."
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Identify positions reporting directly and
indirectly to the position
To what position(s) does this position report
List frequent and occasional contact, i.e.,
employees, outside agencies.
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Physical Demands
◦ Physical activities
◦ Lifting weight and exerting force
◦ Vision requirements
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Work Environment
◦ Exposure to extreme conditions, i.e. weather,
chemicals
◦ Noise level
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Employee and/or supervisor requests most recent version of job
description on file from HR if unable to locate within their
department.
Employee and/or supervisor reviews current job description to
determine if significant changes to the content have occurred
since last revision or initial job description.
Supervisor contacts HR (Compensation and Classification) to
initiate the job description review process.
Supervisor and employee collaborate to review, assess and
record significant changes to job description and submit
revisions to HR for review and approval.
HR (Comp and Class) reviews job description, follows up with
supervisor and/or employee for additional information if
necessary then approves revisions. HR (Comp and Class) retains
electronic copy in job description bank, forwards hard copy to
supervisor and employee for signature.
Supervisor and employee sign, retain copies for department files
and returns the original for HR to include in the employee file.