How to Write Online Job Descriptions

1
How to Write Online Job Descriptions

• NEUROSCIENCES
• November 15, 2003

2
The Purpose and Use of Job Descriptions

• A job description is a word picture of the
  responsibilities, specific duties, and
  organizational relationships that constitute a
  given job.
• Identifies the specific knowledge, skills, and
  abilities required.
• Evaluates the importance of each position
  relative to others in the organization

3
The Purpose and Use of Job Descriptions (contd)

• Provides
• Objective framework for decision-making
• Objective basis for selection criteria
• Focuses on JOB CONTENT vs. PERSON
• Legal Defense
• Primary tool in classification and
  reclassification
• Price comparison with jobs in the external
  marketplace
• Specific definitions of departmental roles

4
The Purpose and Use of Job Descriptions (contd)

• Helps to promote understanding between the
  manager and the incumbent of the position
  responsibilities and expectations
• Helps to identify and resolve workflow issues
  duplication or absence of efforts
• Helps to ensure internal controls and control
  segregation of duties
• Serves as a basis for making specific assessments
  about how each of the assigned responsibilities
  is being carried out
• Should be updated when supervisor, shift,
  functional areas or duties change

5
Roles/Responsibilities

• HUMAN RESOUCES
• Establish policies, procedures, tools
• Provide training and consultation
• Classification of positions (DBO, VC or Central
  HR)
• DEPT HEAD
• Establish and maintain JDs
• Identify essential functions
• Ensure KSAs are related to satisfactory
  performance
• HR CONTACT
• Provide training
• Assist with job description development and review

6
Job Evaluation

• Definition The method of determining the value
  of a job, relative to all other jobs within an
  organization.
• Focus is on job content
• Focus is on the work the person does
• Systematic and consistent
• Objective procedure
• Cornerstone of pay system
• Necessary tool to achieve internally equitable
  and externally competitive pay program

7
Policy 36Classification of Positions

• Positions are established and assigned to salary
  structures based on the level and scope of duties
  and/or responsibility assigned.
• Classification process of gathering information
  about a job and describing it in terms of its
  functions and tasks as well as identifying the
  skill and knowledge required
• Reclassification review when functional areas
  change
• Preponderance of work in determining level

8
Classification Process

• Written job description prepared
• When appropriate, discussed with incumbent
• Reviewed and approved by Department management
• Sent to HR Contact in Business Office
• Classification or Reclassification Review
• If reclassification, effective on 1st of month
  following date of receipt by Dept/Central HR

9
Internal Review Procedures

• Department and VC procedures
• Options
• Centralized or decentralized initial draft
• Temporary Save and Route w/ email
• Route paper copies for handwritten correction
• Tracking Feature

10
Job Description PreparationBlink Tools

• People Tab - Classification Main Menu
• Direct links to
• How to Classify or Reclassify chart
• Link to Reclassification Process Overview
• Job Description Library
• Job Description Tracking System
• Job Description Form and Supplements
• Classification criteria / matrixes
• http//www-hr.ucsd.edu/classification/caguide/

11
Job Description Library

• Search criteria
• Use to
• View similar job descriptions in other depts
• Draft a new description using an approved
  description as a template
• View job descriptions for posted vacancies

12
Hints for Creating a Job Description

• USE INTERNET EXPLORER Resolves problems with
• Font size
• Margins
• Word wrap
• Printing
• Proper Sequence
• Job Description
• Supplements (Request for Classification Review or
  Computer-Related)
• Requisition

13
Hints (continued)

• Be sure reason for submitting job description
  matches requisition information
• Designated authority must complete section if
  decentralized classification decision
• HR Contact completes blue box above conditions of
  employment
• Phone directory in Blink
• Create bullets with hard return and or

14
Hints (continued)

• Cut and paste from/to other documents
• Compare format of Task and KSA sections
• Enter your email address when logging in to
  receive email notifications of work saved/routed
• No spell-check feature for web-based forms

15
Saving and Routing

• SAVE YOUR WORK FREQUENTLY!
• Temporary Save
• Drafts while in progress
• When supplements are required
• Temporary Save and Route
• Internal review and editing
• Linear progression vs. multiple recipients
• Permanent Save
• When submitting final copy to the HR Dept
• No longer able to edit
• If sent by mistake, HR can release

16
Printing

• After work is saved, Print option
• Select Print option from menu for formatted copy
  with signature block
• Click Refresh/Reload then Print to ensure
  latest version
• Retain signed hardcopies of the final document in
  your dept.

17
Job Description Aids

• Other descriptions in the library.
• Job Builder Task inventories to help build Job
  Description
• Generic job descriptions in Library for use
  without requiring classification
• For problems with Online Job Description system,
  contact Susan Reba, Classification Assistant
  directly atsreba_at_ucsd.edu OR [phone]

18
Position Overview

• Summarizes the position
• Provides department information
• Establishes context of position
• Describes essential functions
• Used for creating recruitment announcement
• Does not include KSAs

19
Special Conditions of Employment

• Unique aspects of position
• Licensure or certification requirements
• Work schedule
• Work location
• Pre-employment physical, drug testing, background
  check, conflict of interest disclosure
• Environmental disclosure

20
Supervision Received

• Indicate the type of supervision the incumbent
  will receive after the training / orientation
  period.
• Close Supervision
• Assigned duties according to specified
  procedures
• Work is checked frequently
• There may be formal training
• Supervision
• Performs a variety of routine duties within
  established policies and procedures or by
  referral to the supervisor's guidelines.

21
Supervision Received

• General Supervision
• Develops procedures a variety of duties or
• Performs complex duties within established policy
  guidelines
• Direction
• Establishes procedures for specific goals and
  objectives in a broad area of work
• Only the final results of work done are typically
  reviewed
• Typically develops procedures within the limits
  of established policy guidelines

22
Supervision Received

• General Direction
• Receives guidance in terms of broad goals and
  overall objectives
• Responsible for establishing the methods to
  attain goals
• Generally in charge of an area of work
• Typically formulates policy for this area
• Does not necessarily have final authority for
  policy approval.

23
Supervision Received

24
Supervision Exercised

• Employees Directly Supervised online jd
• Must be officially designated as supervisor
• For official designation
• Supervises at least 2 career employees
• Duties must be substantially different
• Supervisory language present on job card (under
  Functions)
• Names of employees, etc.

25
Employees Supervised through Others

• List employees who are supervised by a designated
  supervisor who reports to this position
• The designated supervisor should be listed under
  Employees Directly Supervised

26
Functions

• Major areas of the job that are distinctly
  different from one another
• Most positions have 4-8 functions
• Online jd allows maximum of 10
• Use a word or phrase
• Descending order of importance
• Essential vs. Non-Essential
• Percentage of time

27
Essential Functions per ADA

• Job exists to perform the function
• Significant consequences if not performed
• Taking function away would fundamentally change
  the job
• Limited number of employees available to perform
  the function
• Highly specialized, requires a unique skill,
  experience, educational background or license

28
Essential Functions

• Qualified if can perform the essential functions
  with or without accommodation
• Cannot disqualify if unable to perform the
  marginal functions due to disability

29
Task Statements

• Create a clear, complete picture of
• What is being done What action?
• How it is being done - Using what tools,
  equipment, work aids, processes?
• Why it is being done - To produce what? Why is it
  necessary? (Expected output)

30
Tips to WritingTask Statements

• Begin with a verb
• Use verbs that convey specifics
• Do not use abbreviations
• Use common terms
• Make statements clear

31
Example of Task Statement

• Assists with the inspections of construction
  projects.
• Action is vague
• Expected output unclear
• No process explanation

32
Better Example of Task Statement

• Inspects construction operations including
  erosion control, concrete paving, painting, and
  fencing to insure compliance with construction
  plans and specifications.

33
Task Statement Example

• Assist in the preparation of teaching materials
  and weekly seminars by typing and formatting
  presentation materials, developing Power Point
  presentations, developing agendas, preparing
  copies and handouts, etc.

34
Task Statement Example

• Work with fund manager to prepare the budget to
  accompany the proposal (first year, multiple year
  budgets, direct and indirect costs budgets) using
  an electronic spreadsheet program with multiple
  worksheet links. Modify spreadsheets as required
  to meet agency requirements. Assist with salary
  projections and include coordinating requests
  with other UC Departments.

35
Example of Task Statement

• Obtain authorizations for surgical procedures,
  which entails interacting closely and
  communicating clearly with a variety of private
  and government agencies such as health insurance
  companies, physician groups, Medicare, Medi-Cal,
  CMS, etc. Apply knowledge of various insurance
  products in order to obtain authorization for
  surgical procedures and ensure payment/reimburseme
  nt for surgery.

36
Supervisory Language

• Screen applications, interview candidates and
  either make selection decisions or recommend
  individuals for hire.
• Train and assign work to new and continuing
  employees. Provide guidance on performance
  standards and University procedure.
•  
• Independently conduct performance evaluations,
  including communication with subordinate.

37
Supervisory Language (contd)

•  
• Make recommendations for employee incentive
  awards and salary increases including merits and
  reclassifications.
• Determine what discipline should be imposed for
  subordinates, with authority to apply such,
  and/or submits/recommends same to higher level
  management.

38
Knowledge, Skills and Abilities KSAs

• Knowledge body of learned information
• Skill present, observable competence to perform
  a psych-motor act
• Ability present, observable behavior

39
Knowledge, Skills and AbilitiesKSAs

• Limit to those directly related to satisfactory
  performance of the position
• Online jd allows maximum of 20
• Avoid worker characteristics common to all
  positions
• as typically acquired through education and
  experience
• or an equivalent combination of education and
  experience

40
KSA Statement Formula

• What kind of KSA is needed?
• At what level is the KSA needed?
• How is the KSA used to do the tasks?
• Think about the highest level required on the job.

41
KSA Examples

• Knowledge of budget process.
• VS
• Knowledge to forecast income and expenditures,
  develop an annual department budget, monitor and
  reconcile monthly ledger activity, and recommend
  actions to resolve discrepancies.

42
KSA Importance Level

• Required
• Must be possessed prior to employment
• Use in identifying referral pool
• Preferential rehire
• Preferred
• Viewed as more qualified
• Used as screening framework
• Acquired
• To be gained once on the job
• Typically unique to UCSD

43
Using Master Job Descriptions

• Allowable when multiple incumbents have the same
  duties, responsibilities, and supervisor
• Must adequately capture all essential functions
  and job requirements to support HR processes
• When master isnt appropriate
• Use portions where applicable (modular approach)
• Customize where different (template)

44
Pros and Cons of Master JDs
45
Blink Tools

• Class specifications
• Contain level of supervision, typical tasks,
  requirements
• Job family matrices (clerical/admin, SAO)
• Contain classification criteria and typical tasks
• Job Description Library copy and customize
• (NOTE Some are better than others!)
• Sample completed job description

46
Job Builder Tools from UCSD Other Locations

• UCSD Job Builder http//joblink.ucsd.edu/mwb/jdbu
  ilder/index.html
• UCR Job Description Builder
• http//humanresources.ucr.edu/jdb/
• UCLA Functional Dictionary (Word document)
• DOL Occupational Outlook Handbook
  http//stats.bls.gov/oco/home.htm

47
Discussion

• Questions?
• Share Your Experience
• Problems you are having
• Share with others lessons youve learned
• Resources/tools/tips youve discovered