Job Descriptions 1 What is a Job Description
Job Descriptions 1
What is a Job Description? • A formal statement of duties, qualifications and, responsibilities associated with a job. • A document that tells employees where their position fits within the department and within the organization. 2
Job Descriptions – Purpose Communication Tool Legal Compliance Recruitment Job Description Performance Management Compensation Decisions Training & Development 3
Functions of a Good Job Description • Describes skills & competencies needed to perform the role • Defines where the job fits within the overall hierarchy • Help attract right job candidates • Serves as a basis for outlining performance expectations, job training, & career advancement. • Key to determining appropriate classification & compensation. 4
Consequences & Errors of Poorly Written Job Descriptions • Exaggerates or downplays the importance of the job. • Recruitment and retention problems may occur because the hiring official is not accurate in their assessment of the qualifications necessary to successfully perform the job. – Lists qualifications that are not really needed for the job – Underestimates the qualifications necessary to be successful on the job. • Out of date because the job has changed. • Performance problems or problems with prioritization may be experienced because current employees may not have an accurate perception of the job’s duties and responsibilities. 5
Steps in Writing a Job Description Step 1: Job Analysis Step 2: Determine core functions Step 3: For each core function, determine the essential duties – what, how, & why Step 4: Determine the frequency and assign percentages (no less than 5%) 6
Steps in Writing a Job Description Step 5: Determine requirements of position – tie them directly to the core duties Step 6: Determine if there any physical, environmental or special demands Step 7: Write position summary 7
Position Information • Position Title (Working Title) – Accurately reflects the nature of the job and duties being performed. – Does not exaggerate the importance of the role. – Free of gender or age implications. – Generic enough that it can be compared to similar jobs for purposes of equity. – Self-explanatory for recruitment purposes (most online job searches use the job title as the key word searched). 8
Working Titles – Common Pitfalls Accounts Payable Technician Common Pitfalls Working Titles that Need Improvement Using state role title and not a working title Administrative & Office Specialist III Using previous state classification titles Fiscal Technician Senior Using elevated titles Accountant 9
Determine core functions • Identify the core functions or main responsibilities. Typically 3 – 5 core functions. Examples: ØBudget Management ØAdministrative Support ØEvent Coordination 10
Determine core functions • After establishing the core functions, identify specific job duties associated with each. These are individual tasks that correspond to the core functions. Examples for Budget Management: ØPrepare budgetary reports ØAnalyze expenditures ØMonitor levels 11
Tips for Writing Job Duties • Condense the specific job duties into two to three concise “Duty Statements”, beginning each with an present-tense action verb*. Use Verb/Object/Explanatory Phrase structure. Example: – Audits documents for mathematical and data entry accuracy *See List of Action Verbs 12
Determine Requirements of Job • List all qualifications and competencies that are required. These are the minimum requirements to be successful in the job and may include knowledge, skills, abilities, education, experience, certification, and/or licensure. These should be tied directly to the job duties & responsibilities. Avoid using a specific number of years of experience, instead use one of the following qualifiers: • Knowledge of = Up to 1 year of experience or education and training • Working knowledge = 1 to 3 years of experience • Experience = 2 to 4 years of experience • Significant experience = 4 to 8 years of experience • Extensive experience = 8 years or more of experience 13
Identify Preferred Qualifications • List qualifications that are preferred but not required. These are used to narrow the pool of applicants - What the ideal candidate should possess. 14
Physical Demands • Types of Physical Activities • Degree of Physical Activity • Visual Demands • Physical Conditions of Work 15
Organization Charts • Shows reporting relationships • Include: – Working title – Position number – Incumbent’s name (optional – more labor intensive to keep up-to-date) 16
Additional Resources 17
Classification/Compensation Analysts • Debi Jarvis (dpjarvis@wm. edu) 221 -1260 • Elizabeth Mac. Aleese (eamacaleese@wm. edu) 221 -3154 • Liz Robbins (earobbins@wm. edu) 221 -3157 18
Summary ü Job Descriptions & their purpose ü What constitutes a “Good” job description & consequences of a poorly written job description? ü Steps in writing a job description ü Major components of job description ü Working Titles – Common Pitfalls ü Tips for Writing Job Duties ü Determining Requirements ü Organization Charts ü Useful resources available on HR web site 19
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