Title: Writing Effective Job Descriptions
1Writing EffectiveJob Descriptions
- Donna VanRooy
- Sam Ramirez
2What 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
3What 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
4Errors 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successful on the job - Job description is out-of-date because the job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
5Errors 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.
6What 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
7What 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
8How 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/
9First, 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
10Next, 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.
11Types 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)
12Types 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)
13Then, 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
14Identify 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
15Tips 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
16Tips 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
17Identify 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.
18Working 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.
19Pulling 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
20Other 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
21Next 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
22Financial Aid Office example
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
23Financial 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
24Questions?
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