SCHRMAHR for Non-profits

Valerie Schuette, Executive DirectorHuman Resources & Workforce Development

Overview…

Position Descriptions Purpose Tips Samples

Job Advertisements/Recruitment Best Practices Samples

Position Descriptions

Sample Descriptions

Position Descriptions

Purpose: delineate tasks & set clear expectations for

employees determine pay levels & establish exemption

status defend against complaints regarding pay,

performance, promotion and discrimination

Position Descriptions

Establishing a position description compiles information about the content, context and human requirement of a job: Work activities and behaviors Interactions with others Performance standards Financial and budgeting impact Machines and equipment used Working conditions Supervision given and received Knowledge, skills and abilities

Position Descriptions

Include Job Title Supervisor Exempt Status (eligible for overtime pay) Pay Grade A 2-3 sentence overview of the position Bulleted list of responsibilities Minimum requirements to perform the job Physical Demands

Position Descriptions

Americans with Disabilities (ADA) Essential job functions

Fundamental duties Performed regularly Significant amount of time (20%or more) Cannot be easily reassigned Necessary to accomplish job

Exempt Vs. Non-Exempt

Directed by the Fair Labor Standards Act (FLSA) Federal Minimum Wage (Exceeded by State’s

minimum wage) Child labor restrictions Equal Pay for equal work Overtime provisions / Exempt vs. Non-Exempt

Exempt Vs. Non-Exempt

Exempt: Salaried employee that is not eligible for over time pay (time and a half of base salary)

Non-Exempt: Hourly employee that is eligible for overtime pay when working more than 40 hours in a single workweek Define Workweek May not flex hours between weeks Comp time optional, payment not optional

Enforcement

2 years of back pay (3 years if willful) Liquidated damages $10,000 fine Imprisonment

Test for Exemption

1. Salary Level

2. Salary Basis

3. Job Duties

Test for Exemption

1. Salary Level $455/week Total annual compensation includes

commissions and bonuses

2. Salary Basis Regularly receives a predetermined amount of

compensation each pay No reduction related to performance (unless

disciplined based on policy) Must be paid full salary for any week in which

employee performs any work Ready, able and willing to work

Test for Exemption

3. Job Duties / 5 possible ways to be exempt

1. Executive Primary duty is management of enterprise or

customarily recognized department Customarily and regularly directs work of

two or more employees AND Authority to hire or fire other employees or

whose suggestions and recommendations as to hiring, firing, advancement, promotion or other change of status is given particular weight

Test for Exemption

3. Job Duties / 5 possible ways to be exempt

2. Administrative Primary duty is the performance of office or

manual work directly related to the management or general business operation AND

Exercise discretion and independent judgment with respect to matters of significance

3. Outside Sales Customarily and regularly engage away

from the employer’s place of business

Test for Exemption

3. Job Duties / 5 possible ways to be exempt

4. Professional Learned (i.e., Teacher)

Employee’s primary duty must be the performance of work requiring advanced knowledge

In a field of science or learning Customarily acquired by a prolonged course of

specialized intellectual instruction Creative (i.e., musician)

The employee’s primary duty must be the performance of work requiring invention, imagination, originality or talent in a recognized field of artistic or creative endeavor

5. Some computer employees

Position Descriptions

Tips Use templates Construct sentences to describe why, how,

where and how often Avoid gender-specific pronouns Be practical, flexible and current

Job Advertisements

Align the employer’s business strategy to the recruitment strategy What skills are you seeking How many employees do you need

Know the labor market Tight markets = very competitive Loose market = lots of applications, but lower

skill levels

Recruitment Decisions…

Recruitment Method Database of internal employees & applicants

Benefits of internal hires Simple search of past applicants for KSAs

Advertising medium Message / what is said & how Qualifications required

Job Advertisements

WHERE & HOW…

Placing ads outside of the Classifieds attracts those not actively seeking employment

How often do you communicate with the editorial staff? Articles about your company and its employment practices can provide good exposure and help build your image as a great place to work.

Include special benefits your company may provide (such as on-site day care, concierge services, etc.)

Local College: Build relationships with job placement offices

Job Advertisements

WHERE & HOW…

Temporary services – receive assistance in identifying candidates and try out employees before permanently hiring.

Your customers as potential employees - retail businesses often post help-wanted signs.

Job Advertisements

Sample…

Resources…

Society for Human Resources Management

Michigan State University Human Resources Education & Training Center