Writing Effective Job Descriptions

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 anothers 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

Job Classification

Job Vacancy Posting

Classification code Exempt/non-exempt

Performance Management

Legal Compliance

Performance standards Career development discussions

ADA adherence Applicable employment laws

Errors and consequences of poor job descriptions

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really needed for the job Underestimates the qualifications necessary to be successful on the job Job description is out-of-date because the job has changed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

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 jobs 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?

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

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

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 colleges chief HR officer. The AVP for HR is responsible for managing all HR and Payroll functions in support the Colleges mission.

Types of supervision received

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 -contd

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

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

Manage health and dental plans, including retiree health care plans Administer 403 (b) RA and SRA retirement plans, as well as Colleges 457 (b) plan Manage colleges self-funded workers compensation program Administer colleges tuition remission program Manage colleges life insurance, supplemental life insurance and AD & D, short and LTD programs, unemployment compensation

Tips for writing job duties

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

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

Identify qualifications

Identify minimum qualifications to help broaden pool http://online.onetcenter.org/ Make sure qualifications relate to job duties AVP HR - Bachelors 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

HR will handle these requirements Should be ADA compliant - essential Examples walking, talking, bending, reaching, understand language, speaking, climbing, crawling Working Conditions & Physical Requirements

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

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

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

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 Assistant Director of Assistant Director of Financial Aid Financial Aid Financial Aid Counselor Financial Aid Counselor Office Specialist

5 job descriptions for the department

Data Entry/Office Specialist