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Job-Descriptions PPSX

The document discusses job descriptions, their purpose, and how to write them. It explains that job descriptions should (1) define the job duties and qualifications, (2) communicate how the job fits in the organization, and (3) be used for recruitment, performance management, and compensation. It outlines the steps to write a job description including analyzing duties, writing concise statements, listing requirements, and identifying physical demands. The document provides tips to avoid common issues and resources for job description assistance.

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ABIR D
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85 views19 pages

Job-Descriptions PPSX

The document discusses job descriptions, their purpose, and how to write them. It explains that job descriptions should (1) define the job duties and qualifications, (2) communicate how the job fits in the organization, and (3) be used for recruitment, performance management, and compensation. It outlines the steps to write a job description including analyzing duties, writing concise statements, listing requirements, and identifying physical demands. The document provides tips to avoid common issues and resources for job description assistance.

Uploaded by

ABIR D
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PPSX, PDF, TXT or read online on Scribd
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Job

Descriptions

1
What is a Job Description?

• A formal statement of duties, qualifications


and, responsibilities associated with a job.
• A document that tells employees where
their position fits within the department
and within the organization.

2
Job Descriptions – Purpose

Communication
Tool

Legal
Recruitment
Compliance

Job
Description

Performance
Compensation
Management
Decisions

Training &
Development

3
Functions of a Good Job Description

• Describes skills & competencies needed to


perform the role
• Defines where the job fits within the overall
hierarchy
• Help attract right job candidates
• Serves as a basis for outlining performance
expectations, job training, & career
advancement.
• Key to determining appropriate classification
& compensation.

4
Consequences & Errors of Poorly Written
Job Descriptions

• Exaggerates or downplays the importance of the job.


• Recruitment and retention problems may occur
because the hiring official is not accurate in their
assessment of the qualifications necessary to
successfully perform the job.
– Lists qualifications that are not really needed for the job
– Underestimates the qualifications necessary to be
successful on the job.
• Out of date because the job has changed.
• Performance problems or problems with prioritization
may be experienced because current employees may
not have an accurate perception of the job’s duties
and responsibilities.

5
Steps in Writing a Job Description

Step 1: Job Analysis

Step 2: Determine core functions

Step 3: For each core function, determine


the essential duties – what, how, & why

Step 4: Determine the frequency and


assign percentages (no less than 5%)

6
Steps in Writing a Job Description

Step 5: Determine
requirements of position – tie
them directly to the core duties

Step 6: Determine if there are


any physical, environmental or
special demands

Step 7: Write position


summary

7
Position Information

• Position Title (Working Title)


– Accurately reflects the nature of the job and
duties being performed.
– Does not exaggerate the importance of the
role.
– Free of gender or age implications.
– Generic enough that it can be compared to
similar jobs for purposes of equity.
– Self-explanatory for recruitment purposes
(most online job searches use the job title as
the key word searched).

8
Working Titles – Common Pitfalls
Accounts Payable Technician

Common Pitfalls Working Titles that Need


Improvement
Using state role title and not a Administrative & Office Specialist
working title III
Using previous state classification Fiscal Technician Senior
titles
Using elevated titles Accountant

9
Determine core functions

• Identify the core functions or main


responsibilities. Typically 3 – 5 core
functions. Examples:
Budget Management
Administrative Support
Event Coordination

10
Determine core functions

• After establishing the core functions,


identify specific job duties associated with
each. These are individual tasks that
correspond to the core functions.
Examples for Budget Management:
Prepare budgetary reports
Analyze expenditures
Monitor levels

11
Tips for Writing Job Duties

• Condense the specific job duties into two


to three concise “Duty Statements”,
beginning each with an present-tense
action verb*. Use Verb/Object/Explanatory
Phrase structure. Example:
– Audits documents for mathematical and data
entry accuracy

*See List of Action Verbs


12
Determine Requirements of Job

• List all qualifications and competencies that are required.


These are the minimum requirements to be successful in the
job and may include knowledge, skills, abilities, education,
experience, certification, and/or licensure. These should be
tied directly to the job duties & responsibilities. Avoid using a
specific number of years of experience, instead use one of the
following qualifiers:
• Knowledge of = Up to 1 year of experience or education and
training
• Working knowledge = 1 to 3 years of experience
• Experience = 2 to 4 years of experience
• Significant experience = 4 to 8 years of experience
• Extensive experience = 8 years or more of experience

13
Identify Preferred Qualifications

• List qualifications that are preferred but not


required. These are used to narrow the
pool of applicants - What the ideal
candidate should possess.

14
Physical Demands

• Types of Physical Activities

• Degree of Physical Activity

• Visual Demands

• Physical Conditions of Work

15
Organization Charts

• Shows reporting relationships

• Include:
– Working title
– Position number
– Incumbent’s name (optional – more labor
intensive to keep up-to-date)

16
Additional Resources

17
Classification/Compensation Analysts
• Debi Jarvis ([email protected]) 221-1260

• Elizabeth MacAleese ([email protected]) 221-3154

• Liz Robbins ([email protected]) 221-3157

18
Summary

 Job Descriptions & their purpose

 What constitutes a “Good” job description & consequences of a poorly


written job description?

 Steps in writing a job description

 Major components of job description


 Working Titles – Common Pitfalls
 Tips for Writing Job Duties
 Determining Requirements

 Organization Charts

 Useful resources available on HR web site

19

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