Writing EffectiveWriting EffectiveJob DescriptionsJob Descriptions

Donna VanRooyDonna VanRooy

Sam RamirezSam Ramirez

What is a job What is a job description?description?

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

A communication tool that tells A communication tool that tells employees where their jobs leave off employees where their jobs leave off and another’s beginsand another’s begins

A document that tells employees where A document that tells employees where their position fits within the their position fits within the department and within the department and within the organizationorganization

What are the primary uses What are the primary uses of a job description?of a job description?

RecruitingRecruiting Job Vacancy PostingJob Vacancy Posting

Job ClassificationJob Classification Classification codeClassification code Exempt/non-exemptExempt/non-exempt

Legal ComplianceLegal Compliance ADA adherenceADA adherence Applicable employment Applicable employment

lawslaws

Performance Performance ManagementManagement

Performance standardsPerformance standards Career development Career development

discussionsdiscussions

Errors and consequences Errors and consequences of poor job descriptionsof poor job descriptions

Exaggerates or downplays the Exaggerates or downplays the importance of the job. importance of the job.

Lists qualifications that are not Lists qualifications that are not really needed for the job really needed for the job

Underestimates the qualifications Underestimates the qualifications necessary to be successful on the jobnecessary to be successful on the job

Job description is out-of-date Job description is out-of-date because the job has changedbecause the job has changed

Errors and consequences Errors and consequences of poor job descriptionsof poor job descriptions

Candidates without proper qualifications Candidates without proper qualifications may be hired. may be hired.

Recruitment and retention problems may Recruitment and retention problems may occur because the employer is not accurate occur because the employer is not accurate in their assessment of the qualifications in their assessment of the qualifications necessary to successfully perform the jobnecessary to successfully perform the job

Prospective and current employees may Prospective and current employees may not have an accurate perception of the not have an accurate perception of the job’s duties and responsibilities and may job’s duties and responsibilities and may experience performance problems or experience performance problems or problems with prioritization. problems with prioritization.

What are the major What are the major components of a job components of a job

description?description? Job Heading Job Heading Job Summary Job Summary Essential Duties, Tasks and Essential Duties, Tasks and

ResponsibilitiesResponsibilities Qualifications (Education, Knowledge, Qualifications (Education, Knowledge,

Skills, Abilities, Special Skills, Skills, Abilities, Special Skills, Licensures and Certifications)Licensures and Certifications)

Working Conditions & Physical Working Conditions & Physical RequirementsRequirements

What are some What are some characteristics of a good characteristics of a good

job description?job description? A short story, not a novel, 1 to 2 pages topsA short story, not a novel, 1 to 2 pages tops Focus on position, not person/performanceFocus on position, not person/performance Focus on present, not past or future dutiesFocus on present, not past or future duties The best job descriptions do not limit The best job descriptions do not limit

employees, but rather, cause them to employees, but rather, cause them to stretch their experience, grow their skills, stretch their experience, grow their skills, and develop their abilities to support and develop their abilities to support organizationorganization

Dynamic rather than static, should be Dynamic rather than static, should be updated as requirements changeupdated as requirements change

How do you create a job How do you create a job description?description?

Use secondary sources – research Use secondary sources – research (Google it)(Google it)

Have incumbent draft a job Have incumbent draft a job descriptiondescription

Contact Human ResourcesContact Human Resources D.O.T. Dictionary of Occupational D.O.T. Dictionary of Occupational

Titles - Titles - http://http://online.onetcenter.orgonline.onetcenter.org//

First, develop a job First, develop a job headingheading

Dept./Div.:Dept./Div.: Human Resources/FinanceHuman Resources/Finance Title:Title: Asst. VP for Human Asst. VP for Human

ResourcesResources Incumbent:Incumbent: Salvador RamirezSalvador Ramirez Classification:Classification: Senior Manager - QSenior Manager - Q Status:Status: Full-time, exemptFull-time, exempt Schedule:Schedule: M – F, 8:30 a.m. – 5:00 p.m.M – F, 8:30 a.m. – 5:00 p.m. Control #:Control #: FAF001FAF001 Date:Date: January 10, 2008January 10, 2008

Next, create a job Next, create a job summarysummary

Two to three sentences that describe Two to three sentences that describe positionposition

Indicate reporting relationship Indicate reporting relationship Indicate level of direction receivedIndicate level of direction received Example: Example: Under the general direction of Under the general direction of

the VP for Finance, the AVP for HRthe VP for Finance, the AVP for HR serves serves as the college’s chief HR officer. The AVP as the college’s chief HR officer. The AVP for HR is responsible for managing all HR for HR is responsible for managing all HR and Payroll functions in support the and Payroll functions in support the College’s mission.College’s mission.

Types of supervision Types of supervision receivedreceived

General DirectionGeneral Direction (incumbent receives (incumbent receives guidance of broad goals and overall objectives guidance of broad goals and overall objectives and is responsible for establishing methods to and is responsible for establishing methods to attain them. Generally incumbent is in charge attain them. Generally incumbent is in charge of an area and typically formulates policy, but of an area and typically formulates policy, but does not necessarily have final authority)does not necessarily have final authority)

DirectionDirection (establishes procedures for attaining (establishes procedures for attaining specific goals in a broad area of work. Only specific goals in a broad area of work. Only results are typically reviewed. Develops results are typically reviewed. Develops procedures within limits of policy guidelines)procedures within limits of policy guidelines)

Types of supervision Types of supervision received -cont’dreceived -cont’d

General SupervisionGeneral Supervision (incumbent develops (incumbent develops procedures for performance of variety of procedures for performance of variety of duties; or performs complex duties within duties; or performs complex duties within established guidelines)established guidelines)

SupervisionSupervision (indicates that the incumbent (indicates that the incumbent performs a variety of routine duties within performs a variety of routine duties within established policies)established policies)

Close SupervisionClose Supervision (indicates that the (indicates that the incumbent is assigned duties according to incumbent is assigned duties according to specific procedures, work is checked specific procedures, work is checked frequently)frequently)

Then, identify major job Then, identify major job functionsfunctions

Oversight of benefits programsOversight of benefits programs Oversight of monthly, biweekly and Oversight of monthly, biweekly and

student payrollsstudent payrolls Oversight of employment processesOversight of employment processes Interprets personnel policiesInterprets personnel policies Oversight of employee relationsOversight of employee relations Oversight of compliance issuesOversight of compliance issues Supervises five (5) staff membersSupervises five (5) staff members

Identify job duties within Identify job duties within functionsfunctions

Manage health and dental plans, including Manage health and dental plans, including retiree health care plansretiree health care plans

Administer 403 (b) RA and SRA retirement Administer 403 (b) RA and SRA retirement plans, as well as College’s 457 (b) planplans, as well as College’s 457 (b) plan

Manage college’s self-funded workers’ Manage college’s self-funded workers’ compensation programcompensation program

Administer college’s tuition remission Administer college’s tuition remission programprogram

Manage college’s life insurance, supplemental Manage college’s life insurance, supplemental life insurance and AD & D, short and LTD life insurance and AD & D, short and LTD programs, unemployment compensationprograms, unemployment compensation

Tips for writing job Tips for writing job dutiesduties

Duties describe what, how and why? Duties describe what, how and why? “Schedules speakers for bi-monthly “Schedules speakers for bi-monthly departmental seminars by calling individuals departmental seminars by calling individuals from established listings, ascertaining from established listings, ascertaining availability, determining event dates and availability, determining event dates and composing confirming correspondence.”composing confirming correspondence.”

Start with action verbs-Start with action verbs-“Answers telephone.”“Answers telephone.” Duties should be essential to the position; Duties should be essential to the position;

avoid listing marginal duties - avoid listing marginal duties - “Conducts “Conducts orientation sessions.” –Yes - “Uses staple orientation sessions.” –Yes - “Uses staple remover.” - Noremover.” - No

Tips for writing job Tips for writing job dutiesduties

Always use disclaimer -Always use disclaimer -“The following “The following duties are not to be considered a duties are not to be considered a complete list of duties and complete list of duties and responsibilities assigned to this position.”responsibilities assigned to this position.”

How to determine essential duties - ADAHow to determine essential duties - ADA job exists to perform duty – “proofreader”job exists to perform duty – “proofreader” frequency of duty – “widget maker”frequency of duty – “widget maker” importance of duty – “airline pilot”importance of duty – “airline pilot” apply the walk like a duck test apply the walk like a duck test

Identify qualificationsIdentify qualifications Identify minimum qualifications to help Identify minimum qualifications to help

broaden pool – broaden pool – http://http://online.onetcenter.orgonline.onetcenter.org// Make sure qualifications relate to job dutiesMake sure qualifications relate to job duties AVP HR - AVP HR - Bachelor’s required, masters’ Bachelor’s required, masters’

preferred. SPHR certification preferred. At preferred. SPHR certification preferred. At least 7 years of progressively responsible least 7 years of progressively responsible supervisory experience in higher education supervisory experience in higher education human resources. Knowledge of federal human resources. Knowledge of federal and state employment laws. Able to use and state employment laws. Able to use computers. Strong written and oral computers. Strong written and oral communication skills.communication skills.

Working conditions & Working conditions & physical requirementsphysical requirements

HR will handle these requirementsHR will handle these requirements Should be ADA compliant - essentialShould be ADA compliant - essential Examples – walking, talking, bending, Examples – walking, talking, bending,

reaching, understand language, speaking, reaching, understand language, speaking, climbing, crawlingclimbing, crawling

Working Conditions & Physical Working Conditions & Physical RequirementsRequirements Work is normally performed in a typical Work is normally performed in a typical

interior/office work environment. No or very interior/office work environment. No or very limited physical effort required. No or very limited physical effort required. No or very limited exposure to physical risk. limited exposure to physical risk.

Pulling it all togetherPulling it all together

Combine job heading, job summary, duties Combine job heading, job summary, duties and qualifications (HR will do physical and qualifications (HR will do physical requirements)requirements)

Date itDate it Review with your supervisor and with Review with your supervisor and with

employeeemployee Update it as needed, review at least Update it as needed, review at least

annuallyannually Submit electronic Word copy to Human Submit electronic Word copy to Human

Resources who will place in databaseResources who will place in database

Other resourcesOther resources Blank template will be on-lineBlank template will be on-line Generic sample job descriptions will be Generic sample job descriptions will be

on-lineon-line HR has 100 electronic job descriptions HR has 100 electronic job descriptions

on fileon file Job Description Lab SessionsJob Description Lab Sessions Repeat of this presentationRepeat of this presentation D.O.T. Dictionary of Occupational Titles D.O.T. Dictionary of Occupational Titles

- - http://online.onetcenter.org/http://online.onetcenter.org/ http://jobdescriptions.unm.edu/jdeweb.chttp://jobdescriptions.unm.edu/jdeweb.c

fmfm

Next stepsNext steps

Identify which job descriptions need to be Identify which job descriptions need to be done and who will do themdone and who will do them

Involve employees in creating job descriptionsInvolve employees in creating job descriptions Give each employee a copy of their job Give each employee a copy of their job

descriptiondescription Develop a timeline so that all descriptions are Develop a timeline so that all descriptions are

completed and submitted to completed and submitted to HR by March 31, HR by March 31, 20082008

If multiple employees will be covered by same If multiple employees will be covered by same job description – list employeesjob description – list employees

Financial Aid Office Financial Aid Office exampleexample

VP, Enrollment ServicesVP, Enrollment Services

Assistant DirectorAssistant Director

Director of Financial AidDirector of Financial Aid

Assistant Assistant Director of Director of

Financial AidFinancial AidFinancial Aid Financial Aid

CounselorCounselor

Assistant Director Assistant Director of Financial Aidof Financial Aid

Financial Aid Financial Aid CounselorCounselor

Office SpecialistOffice Specialist

Data Entry/ Data Entry/ Office Office

SpecialistSpecialist

Financial Aid Office Financial Aid Office exampleexample

VP, Enrollment ManagementVP, Enrollment Management

Assistant DirectorAssistant Director

Director of Financial AidDirector of Financial Aid

Assistant Assistant Director of Director of

Financial AidFinancial AidFinancial Aid Financial Aid

CounselorCounselor

Assistant Director Assistant Director of Financial Aidof Financial Aid

Financial Aid Financial Aid CounselorCounselor

Office SpecialistOffice Specialist

Data Data Entry/Office Entry/Office SpecialistSpecialist

5 job descriptions for the department

Questions?Questions?

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