Job Descriptions A Catalyst for Job Performance Peggy

Job Descriptions: A Catalyst for Job Performance Peggy Stock, Director of Labor Services Oregon School Personnel Association April 22, 2018

Introduction

Workshop Overview • Group discussion on the current state of job descriptions in our Districts • Components of effective job descriptions • Drafting job descriptions for new positions

Workshop Overview • Planning a job description review/re-write • Need to knows • Questions • Practice Time

Around the Room • Say hello to four people in the room and ask, • “When you hear the term ‘job description, ’ what is the first thing that comes to mind? ” • “How does your District use job descriptions? ”

Let’s Keep the Discussion Going • How old are the job descriptions your District is currently using? • What is the craziest thing you have seen in a job description? • How does your District from maintain up-to-date job descriptions?

Let’s Keep the Discussion Going • Finally, how can Districts benefit from current and accurate job descriptions?

Let’s Get to Work on the Components • What are the components of an effective job description? • What is the best format?

Let’s Get to Work on the Components • Essential Duties of the Position • List of position responsibilities that account for 5% or more of the employees comprehensive work time. • Do not use judgmental or vague language • Avoid philosophical statements • Determine how specific the language will be in naming assessments, computer programs, etc.

Let’s Get to Work on the Components • Activity: • You are drafting a job description for a high school Chemistry teacher. You want the teacher to properly label and store chemicals in the secured cabinet in his office and keep an updated list of what is in the cabinet. • Write a one sentence essential duty for this expectation.

Let’s Get to Work on the Components • Activity: • You have an extra-duty position of Yearbook Advisor. • What are some duties we can presume the Advisor does during the year? (If not sure, think about what duties an administrator may want to base performance on or what needs to be done for students to be successful) • How can we turn those expectations into essential duties?

Let’s Get to Work on the Components • Job Summary: • • This is a one-two sentence overview of the position Describe the purpose of the job Do not use jargon Be brief, do not list essential duties in the summary

Let’s Get to Work on the Components • Activity: • Using the list of essential duties for Yearbook Advisor, draft a one to two sentence job summary for the position.

Let’s Get to Work on the Components • Qualifications: • These are the minimum requirements of skills, knowledge and abilities • True requirements and not preferences • Licenses and certifications that are listed need to be required and not just nice to have

Let’s Get to Work • Activity: • Using the matrix for Physical Requirements for Essential Functions, mark it based on what you believe would be required for a Yearbook Advisor. • Once the grid is completed, write a brief statement for the Physical Demands of the position.

Let’s Get to Work on the Components • Activity: • Using the second job description sample, go through on your own over the next 5 minutes and try to find the intentional errors. • When the timer goes off, turn to a partner and see if you found the same errors and discuss.

New Position Process

New Job Descriptions/No Contract Language • • District has right to create new positions Must provide notice to Association Can assign a wage or salary Can post and hire

New Job Description/Contract Language • New employee may start working • The Association may demand to bargain over the wage/salary • Current contract language may alter this process

Planning a Job Description Rewrite or Reclassification of Existing Job Description

Planning a Job Description Review • Enabling Board policy • Scope of the project • Identify who has administrative responsibility

When to Review • Annually or every other year • If more than five years – extensive review or rewrite may be necessary. • Schedules for meeting objectives

Planning a Job Description Review • • • Communication with Association Communication with the Staff Schedule meetings with employee groups Gather and analyze data Determine style and format for the document

Modifying Existing Job Descriptions • Provisions in the Agreement: • Follow the provisions • If there is not mutual agreement on changes, the Association may demand to bargain unless there is clear language that the Association waives it right to bargain the impacts. • Final decision making authority

Modifying Existing Job Descriptions • No Provisions in the Agreement • • Evaluate past practices District may modify the job description Notice to the Association If changes have an impact on a mandatory subject of bargaining, the Association can demand to bargain

Questions ?

We’re here to help Peggy Stock pstock@osba. org Sherisa Davis-Larry sdavislarry@osba. org 503 -588 -2800 or 800 -578 -6722 info@osba. org www. facebook. com/osba. org www. twitter. com/OSBANews