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Writing Effective Job Descriptions

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The best job descriptions do not limit employees, but rather, cause them to ... Identify which job descriptions need to be done and who will do them ... – PowerPoint PPT presentation

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Title: Writing Effective Job Descriptions


1
Writing EffectiveJob Descriptions
  • Donna VanRooy
  • Sam Ramirez

2
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

3
What are the primary uses of a job description?
  • Job Classification
  • Classification code
  • Exempt/non-exempt
  • Recruiting
  • Job Vacancy Posting

Job Descriptions
  • Legal Compliance
  • ADA adherence
  • Applicable employment laws
  • Performance Management
  • Performance standards
  • Career development discussions

4
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  • Job description is out-of-date because the job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

5
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.

6
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

7
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

8
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/

9
First, develop a job heading
  • Dept./Div. Human Resources/Finance
  • Title Asst. VP for Human Resources
  • Incumbent Salvador Ramirez
  • Classification Senior Manager - Q
  • Status Full-time, exempt
  • Schedule M F, 830 a.m. 500 p.m.
  • Control FAF001
  • Date January 10, 2008

10
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.

11
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)

12
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)

13
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

14
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

15
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

16
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

17
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.

18
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.

19
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

20
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

21
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

22
Financial Aid Office example
  • VP, Enrollment Services

Director of Financial Aid
Assistant Director
Assistant Director of Financial Aid
Assistant Director of Financial Aid
Financial Aid Counselor
Office Specialist
Data Entry/ Office Specialist
Financial Aid Counselor
23
Financial Aid Office example
VP, Enrollment Management
Director of Financial Aid
Assistant Director
Assistant Director of Financial Aid
Assistant Director of Financial Aid
Financial Aid Counselor
Office Specialist
5 job descriptions for the department
Data Entry/Office Specialist
Financial Aid Counselor
24
Questions?
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