1 Job Description l The reviewed, edited, and reformatted product of the job analysis. l Attempts to provide statements of fact that describe the job as

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Job DescriptionJob Description

The reviewed, edited, and reformatted product of the job analysis.

Attempts to provide statements of fact that describe the job as it is.

Acts as a job contract that conveys employee rights and establishes corresponding obligations.

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It protects the employee and the employer by letting the employee know what is expected and what must be accomplished.

Comes in a variety of forms.

May be used as a substitute for / or by the job analysis.

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While not universally accepted it continues to be viewed by many organizations as a valuable multipurpose personnel and management tool.

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Definition Of TermsDefinition Of Terms

Position Work consisting of responsibilities and duties assignable to one employee. (There are as many positions as there are employees - sometime even more).

Example: M. Jones, Secretary-purchasing

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Job Work consisting of responsibilities and duties that are sufficiently alike to justify being covered by a single job analysis / job description. Assignable to one or more employees.

Example: Secretary-purchasing

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Class A group of jobs sufficiently similar as to kinds of subject matter; education and experience requirements; levels of difficulty, complexity, and responsibility; and qualification requirements of the work.

Example: Secretary II.

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Class-Series

A grouping of job classes having similar job content but differing in degree of difficulty, complexity , and responsibility; level of skill; knowledge; and qualification requirements. The jobs within a class-series can form a career ladder.

Example: Secretarial Series I-IV

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Family Two or more class-series within an organization that have related or common work content.

Example: Administrative Occupation (Secretary/Clerical).

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Occupation

A grouping of jobs or job classes within a number of different organizations that have similar skill, effort, and responsibility requirements.

Example: Administrative Occupation (Secretarial / Clerical)

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Job Description Job Description Multipurpose ApplicationsMultipurpose Applications

Planning

It provides data for establishing internal equity and external competitiveness.

Organization Design

Staffing Levels

Career Ladder

Career Pathing

Job Design

Pay System Design

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Operations Recruiting And Screening

Test Design

Hiring And Placement

Job Orientation

Developing Operating Procedures

Training And Development


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Control» Performance Standards

Identifies acceptable levels of performance.

» Legal Requirements Establishes valid, non-discriminatory

standards for each applicant or incumbent.

» Collective Bargaining Sets the starting point for management to

establish valid pay differentials.


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Elements Of The Job Elements Of The Job DescriptionDescription

Job Identification

Job Summary

Job Identification

Accountabilities

Job Specifications

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Job IdentificationJob Identification

Job Title

Status (Exempt Vs Nonexempt)

Job Code (Referencing System)

Document Author, Approvals, And Date

Job Location

Job Grade

Evaluation Points

Title Of Supervisor

Pay Range

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Job SummaryJob Summary

A "word picture" of the job that delineates its general characteristics, listing only major functions or activities.

It is valuable to those who need a quick overview of the job. It is especially useful in job matching when an organization is participating in a pay survey.

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Job SummaryJob Summary

It is important that a high level of clarity be

conveyed in a few words. Code words are

often used to accomplish this goal, but

they must be used with a great deal of

care to avoid a mischaractorization of the

job.

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Common Job Common Job Summary Code WordsSummary Code Words

Under Immediate Direction

The incumbent normally

performs the duty

assignment after

receiving detailed

instructions as to the

methods, procedures,

and desired end results.

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Under General Direction


performs the duty

assignment after

receiving general

instructions as to the

methods, procedures,

and desired end results.

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COMMON JOB COMMON JOB SUMMARY CODE WORDSSUMMARY CODE WORDS

Under Direction


performs the duties

assignment according to

his or her own judgement

requesting supervisory

experience only when

necessary.

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Common job Common job summary code wordssummary code words

Under Administrative Direction


performs the duty

assignment within broad

parameters defined by

general organizational

requirements and

accepted practice.

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Under Guidelines Set By Policy


performs the duty

assignment at his or her

discretion and is

limited only by policies

set by administrative or

legislative authority.

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The Job DefinitionThe Job Definition

Responsibilities and Duties

This section identifies the primary reasons for the existence of the job.

A responsibility is of sufficient importance that "not" carrying out the duties within it or performing them below a minimally established standard will critically affect the required results and demand remedial actions by management.

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The Job DefinitionThe Job Definition

Responsibility statements are analyzed and listed separately and each is subsequently supported by a list of duties that further describe the responsibilities.

The commonly accepted limit of responsibilities per job is seven (7) but it will vary with the complexity of the job.

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Job Responsibility / Duty Job Responsibility / Duty StatementsStatements

Job Analysis-Provided Job Content Data

The job responsibility

and duty statements are

typically, at this stage in

the process, the product

of edited job analysis

data.

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Ranking Responsibility and Duty Statements

After identifying the responsibilities and duties of a job, the next step is to place them in some kind of order so that the reader can obtain a clear and concise picture of the content of the job.

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Activity-Worth Dimensions and Rating

Scales

A computer assisted process in which the

organization attempts to identify, quantify, and

rank the frequency, duration, criticality,

complexity, and etc, of job responsibilities and

duties.

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Activity-Worth Dimensions and Rating Scales

Responsibilities should be listed in order of importance and duties listed under each responsibility should follow the same order.

The input of the incumbents as well as others familiar with the work should be solicited when responsibilities and duties are given some order of importance.

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Describing Jobs of Different Levels of Complexity

The higher the level of the job, the more complex the job requirements and associated incumbent activities.

The more complex the requirements and activities, the more difficult it is to describe them in clear, unambiguous terms.


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Describing Jobs Of Different Levels Of Complexity

The more complex the activities, the more difficult it is to identify relevant activities that are observable and measurable in quantitative terms, although qualitative measurements are certainly possible and applicable.


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The higher the level of the job, the greater

the likelihood that the way identified job

activities are performed will vary

significantly among incumbents.

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As jobs increase in importance, the

cognitive and affective domains become

more important, and the psychomotor

domains become less important.

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Special Notations"Performs other duties as assigned" should never be on any individual's job description.

It is unnecessary to start an activity statement with the words "responsible for".

The format of the activity statement may take either the outline or paragraph form. The author recommends the outline form.

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AccountabilitiesAccountabilities

Briefly describes the major results achieved in the satisfactory performance of the job responsibilities and duties.

It acts as a guide for the goal-setting process that integrates job requirements with job-holder contributions.

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Job SpecificationsJob Specifications

Identifies the knowledge and skill demands made on the incumbent and the physical and emotional conditions under which the incumbent must work.

The design of the job specification section and the information it provides relate to the kind of job evaluation plan used by the organization.

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Job SpecificationsJob Specifications

When writing managerial job descriptions,

the specification section may include such

items as people and dollar impact.

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Other Kinds Of Information Used Other Kinds Of Information Used In Describing JobsIn Describing Jobs

Conditions of Employment

» Environmental

» Reasonable Accommodations

» Knowledge, Skills, and Abilities

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Other Ways OfOther Ways OfDescribing Job FactsDescribing Job Facts

Position Description

Standing Operating Procedures

Class Description

Performance Standards

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Class Specification

Job Description

Position Description

SOP

Performance Standards

Other Ways of Describing Job Facts

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Revising The Job Revising The Job DescriptionsDescriptions

The first rule in writing a job description is that it must describe the job as it is. However, as the job changes it must be updated.

Much of the resistance experienced with the use of job descriptions has its genesis in organizations' failure to stay abreast of job content changes.

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The person who should be given primary responsibility for maintaining the job description is the incumbent.

Incumbent inputs to the revision of a job description should be on an as needed basis, with the major monitoring responsibilities falling on the immediate supervisor.

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All jobs should be reviewed at least once a year, preferably in conjunction with the annual performance review.

Audits should be scheduled once every three to five years and that responsibility lies with the human resources department.

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The job description should never be

considered a straitjacket as to what can be

done by the jobholder.

Documents

1 Job Description l The reviewed, edited, and reformatted product of the job analysis. l Attempts to provide statements of fact that describe the job as