job desc workshop

8/13/2019 Job Desc Workshop

1/23

Writing Effective

Job Descriptions


2/23

What is a job description?

A formal statement of duties, qualifications,and responsibilities associated with a job.

A communication tool that tells employeeswhere their jobs leave off and anothers

begins

A document that tells employees where theirposition fits within the department and withinthe organization


3/23

What are the primary uses of a job

description?

Recruiting

Job Vacancy Posting

Job Classification

Classification code Exempt/non-exempt

Legal Compliance ADA adherence

Applicable employment laws

Performance Management Performance standards

Career development discussions


4/23

Errors and consequences of poor

job descriptions

Exaggerates or downplays the importance of thejob.

Lists qualifications that are not really needed forthe job

Underestimates the qualifications necessary tobe successful on the job

Job description is out-of-date because the jobhas changed


5/23

Errors and consequences of poor

job descriptions

Candidates without proper qualifications may behired.

Recruitment and retention problems may occur

because the employer is not accurate in theirassessment of the qualifications necessary tosuccessfully perform the job

Prospective and current employees may nothave an accurate perception of the jobs dutiesand responsibilities and may experienceperformance problems or problems with

prioritization.


6/23

What are the major components of a

job description?

Job Heading

Job Summary

Essential Duties, Tasks and ResponsibilitiesQualifications (Education, Knowledge, Skills,Abilities, Special Skills, Licensures and

Certifications)Working Conditions & Physical Requirements


7/23

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 limitemployees, but rather, cause them to stretchtheir experience, grow their skills, and develop

their abilities to support organizationDynamic rather than static, should be updated

as requirements change


8/23


9/23

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: MF, 8:30 a.m.5:00 p.m.

Control #: FAF001

Date: January 10, 2008


10/23


11/23

Types of supervision received

General Direction (incumbent receives guidanceof broad goals and overall objectives and isresponsible for establishing methods to attain

them. Generally incumbent is in charge of anarea and typically formulates policy, but doesnot necessarily have final authority)

Direction (establishes procedures for attainingspecific goals in a broad area of work. Onlyresults are typically reviewed. Develops

procedures within limits of policy guidelines)


12/23

Types of supervision received -contd

General Supervision (incumbent developsprocedures for performance of variety of duties;or performs complex duties within established

guidelines)

Supervision (indicates that the incumbentperforms a variety of routine duties within

established policies)

Close Supervision (indicates that the incumbentis assigned duties according to specific

procedures, work is checked frequently)


13/23

Then, identify major job functions

Oversight of benefits programs

Oversight of monthly, biweekly and studentpayrolls

Oversight of employment processes

Interprets personnel policies

Oversight of employee relations

Oversight of compliance issues

Supervises five (5) staff members


14/23

Identify job duties within functions

Manage health and dental plans, including retireehealth 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 LTDprograms, unemployment compensation


15/23

Tips for writing job duties

Duties describe what, how and why? Schedulesspeakers 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; avoidlisting marginal duties - Conducts orientationsessions. Yes - Uses staple remover. - No


16/23

Tips for writing job duties

Always use disclaimer -The following duties are notto be considered a complete list of duties and

responsibilities assigned to this position.

How to determine essential duties - ADA

job exists to perform dutyproofreader

frequency of dutywidget maker

importance of dutyairline pilot

apply the walk like a duck test


17/23

Identify qualifications

Identify minimum qualifications to help broadenpoolhttp://online.onetcenter.org/

Make sure qualifications relate to job duties

AVP HR - Bachelors required, masters preferred.SPHR certification preferred. At least 7 years ofprogressively responsible supervisory experience in higher

education human resources. Knowledge of federal andstate employment laws. Able to use computers. Strongwritten and oral communication skills.
http://online.onetcenter.org/http://online.onetcenter.org/


18/23

Working conditions & physical

requirements

HR will handle these requirements

Should be ADA compliant - essential

Exampleswalking, talking, bending, reaching,understand language, speaking, climbing,crawling

Working Conditions & Physical Requirements

Work is normally performed in a typicalinterior/office work environment. No or verylimited physical effort required. No or very limitedexposure to physical risk.


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20/23

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
http://online.onetcenter.org/http://jobdescriptions.unm.edu/jdeweb.cfmhttp://jobdescriptions.unm.edu/jdeweb.cfmhttp://online.onetcenter.org/


21/23

Next steps

Identify which job descriptions need to be doneand who will do them

Involve employees in creating job descriptions

Give each employee a copy of their jobdescription

Develop a timeline so that all descriptions arecompleted and submitted to HR by March 31,2008

If multiple employees will be covered by sameob descri tionlist em lo ees


22/23

Financial Aid Office example

VP, Enrollment Services

Assistant Director

Director of Financial Aid

Assistant Director ofFinancial Aid

Financial AidCounselor



Office Specialist

Data Entry/ OfficeSpecialist


23/23

Financial Aid Office example

VP, Enrollment Management

Assistant Director

Director of Financial Aid





Office Specialist

Data Entry/OfficeSpecialist

5 job descriptions

for the department

job desc workshop

Documents