Job Analysis

Job DescriptionJob Title

Job LocationJob SummaryReporting To

Working ConditionsJob Duties

Machines to be usedHazards

Job SpecificationQualificationsExperiences

TrainingsSkills

ResponsibilitiesEmotional Characteristics

Sensory Demands

WHAT IS A JOB DESCRIPTION?

Defines the essential function of a job as well as worker requirements for successful job performance. (Aganon, 2008)

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

WHAT ARE THE MAJOR COMPONENTS OF A JOB DESCRIPTION?

Job Title A brief description (1-3 words) of the job which reflects the content, purpose, and scope of the job, and is consistent with job titles of similar jobs at the Company.

Position Summary

Defines the purpose of the job and summarizes the duties and responsibilities of the job

Job Requirements & Qualifications

Education Required – Designates the minimum level and type of education needed to be successful at the job as well as any acceptable substitutions (i.e. additional experience in lieu of the required degree).

Experience Required – Designates the minimum level and type of experience needed to be successful at the job as well as any acceptable substitutions (i.e. additional education in lieu of the required experience).

License/Certification Required - Designates any licenses or certifications necessary to do the job (i.e. Bus Driver must have a valid Texas Driver’s License).

Other Skills Required - List any skills, abilities, or knowledge that an incumbent must have to be successful in the job.

WHAT ARE THE MAJOR COMPONENTS OF A JOB DESCRIPTION?

Supervisory Responsibilities

Describes: • The supervision exercised by the position • The number, type, and titles of employees supervised • The hire/fire authority of the job incumbent • The supervision or guidance the position typically receives (general direction, close supervision, etc.)

Fiscal Responsibilities

Describes the level and type of budgetary or financial responsibilities of the position.

Internal/ External Contacts

Describes the nature of contact, the people contacted, and the extent to which the incumbent has / makes contact with others within and outside of the Company.

Physical Demands

Describes the type, intensity (how much), frequency (how often), and duration (how long) of physical demands or mental capabilities required by the job.

Working Conditions/ Environment

Describes irregular or unusual work schedules and any conditions of the physical environment that an employee may find unpleasant or hazardous.

Job Duties/ Responsibilities

Conveys the job expectations, role, and scope by describing the essential tasks, duties, and responsibilities of the job.

COMPETENCY-BASED JOB DESCRIPTION

Apart from the list of duties assigned to a position, the skills and behaviors required to successfully perform these duties are also included. Enables the recruiters to fully describe job

requirements Helps supervisors adequately explain areas for

improvement during reviews Lets employees understand skills they must

acquire if they are interested in other positions within the organization.

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

Candidates without proper qualifications may be hired.

ERRORS AND CONSEQUENCES OF POOR JOB DESCRIPTIONS 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 job’s duties and responsibilities and may experience performance problems or problems with prioritization.

TIPS IN WRITING JOB DESCRIPTIONS

Be specific and direct to the point. Use clear and concise language. Use non-technical language as much as

possible. If technical words cannot be avoided, be sure to define them.

Be brief and avoid unnecessary words. Use simple sentences.

Use action words (example: directs, supervises, calculates, calls applicants, etc.)

Always use present tense. Whenever possible, describe the desired

outcome of the work rather than the method accomplishing that outcome.

TIPS IN WRITING JOB DESCRIPTIONS

Avoid words such as “handles” that do not tell specifically what an employee does.

Use generic terms (e.g. photocopying machine) instead of propriety names (e.g. Xerox).

Avoid using gender-based language. Qualify whenever possible. Group tasks with common purpose or

objectives into categories. Some do this by key result areas.

OTHER RESOURCES 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/

JOB DESCRIPTION FORMATS

Please refer to your hand outs

WHAT IS JOB PROFILING

The job profile outlines the details of an employee's job. These are the key components that you hired the employee to accomplish. In a straight-forward, actionable format, the job profile presents a picture of an employee's key job duties.

A job profile allows more latitude for current goals and expectations.

IN SUMMARY….

Recruiting Performance Management

Training & Employee

DevelopmentCompensatio

nRecognition &

Awards Discipline