Writing Effective Job Descriptions

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Writing EffectiveJob Descriptions

• Donna VanRooy
• Sam Ramirez

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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

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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

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• Job description is out-of-date because the job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

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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.

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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

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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

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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/

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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

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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.

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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)

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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)

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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

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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

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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

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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

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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.

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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.

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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

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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

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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

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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
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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
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Questions?

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