Job Analysis

Job Description Job Title Job Location Job Summary Reporting To Working Conditions Job Duties Machines to be used Hazards

Job Specification Qualifications Experiences Trainings Skills Responsibilities Emotional Characteristics Sensory Demands

WHAT IS A JOB DESCRIPTION?

Defines

the essential function of a job as well as worker requirements for successful job performance. 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. Defines the purpose of the job and summarizes the duties and responsibilities of the job 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). Job Requirements & Qualifications 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 Drivers License). Other Skills Required - List any skills, abilities, or knowledge that an incumbent must have to be successful in the job.

Position Summary

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.) Describes the level and type of budgetary or financial responsibilities of the position. 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. Describes the type, intensity (how much), frequency (how often), and duration (how long) of physical demands or mental capabilities required by the job. Describes irregular or unusual work schedules and any conditions of the physical environment that an employee may find unpleasant or hazardous. Conveys the job expectations, role, and scope by describing the essential tasks, duties, and responsibilities of the job.

Fiscal Responsibilities Internal/ External Contacts Physical Demands

Working Conditions/ Environment Job Duties/ Responsibilities

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 jobs 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/

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 Development

Compensation

Recognition & Awards

Discipline