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Writing Effective
Job Descriptions
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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 employeeswhere their jobs leave off and anothers
begins
A document that tells employees where theirposition fits within the department and withinthe organization
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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
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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Job description is out-of-date because the jobhas changed
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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.
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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
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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 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
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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: MF, 8:30 a.m.5:00 p.m.
Control #: FAF001
Date: January 10, 2008
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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)
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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)
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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
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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
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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
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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
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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.
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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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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/8/13/2019 Job Desc Workshop
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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
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Financial Aid Office example
VP, Enrollment Services
Assistant Director
Director of Financial Aid
Assistant Director ofFinancial Aid
Financial AidCounselor
Assistant Director ofFinancial Aid
Financial AidCounselor
Office Specialist
Data Entry/ OfficeSpecialist
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Financial Aid Office example
VP, Enrollment Management
Assistant Director
Director of Financial Aid
Assistant Director ofFinancial Aid
Financial AidCounselor
Assistant Director ofFinancial Aid
Financial AidCounselor
Office Specialist
Data Entry/OfficeSpecialist
5 job descriptions
for the department