Developing Job Descriptions

7/27/2019 Developing Job Descriptions

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DevelopingJob

Descriptions

and

PerformanceEvaluations

August 31, 2010

Carolyn Phillips, Pass It On Center

Trish Redmon, Pass It On Center

Cathy Valdez, Project MEND

Joanne Willis, Touch the Future


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2

GetCEUs

or

CRCs

CEUs VisittheAACInstitute

www.aacinstitute.org

CRCs Toreceiveyourverification

form,send

an

email

with

your

name,organization,city,stateande

mailaddressto

[email protected]

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DownloadWorkPackage

Working documents for this Webinar areavailable at:

http://www.passitoncenter.org/content/

Download the package for

Developing Job DescriptionsUnder New to the Knowledge Base

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http://www.passitoncenter.org/content/http://www.passitoncenter.org/content/


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LearningObjectives

AftercompletingthisWebinar,participantsshould:

Understandthe

need

for

job

descriptions

and

performanceevaluations

Beabletoprepareprofessionaljobdescriptionsusinga

questionnairetogatherinformation

Bepreparedtousejobdescriptionstofacilitate

programperformance

improvement

Beabletotransformthejobdescriptionintoa

customizedperformanceevaluationformforthe

positionPass It On Center


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TwoReuseProgramStaffingModels

ProjectMEND,anonprofitorganizationbasedinSan

Antonio,TX,providesdurablemedicalequipmentand

fittedmobilityservicestoalargeportionofsouthTexas.

TouchtheFuture,anonprofitorganizationbasedin

Tucker,GA,providescomputers,ATreuseitems,durable

medicalequipment

and

assistive

technology

services

throughoutGeorgia(andtootherareasintheSoutheast

throughSTARNetwork)

Pass It On Center


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ProjectMEND:Services

DurableMedicalEquipment(DME) ProvidesDMEto

eligibleclients.

Donated

DME

is

received,

then

refurbished,repairedandsanitizedpriortodistribution

toclients.

FittedMobility(FM) Providesfinancialassistanceto

eligibleclientsneedingtopurchasespecializedorfitted

devices,suchas,orthotics;prostheses;cranialhelmets;

andotherassistivedevicesnecessaryforrehabilitation.

Pass It On Center


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ProjectMENDOrganizationChart

Pass It On Center

ProjectMENDBoardofDirectors

Warehouse

Manager

Warehouse

TechnicianI

WarehouseTechnicianI

I(vacant)

Warehouse

TechnicianII

Volunteers

ProgramManager

CaseManagerI

CaseManagerII(vacant)

Intake

Specialist

Volunteers

Accountant

AccountingAssistant

DevelopmentDirector(vacant)

OutreachSpecialist(vacant)

ExecutiveDirector

Rev. June 2010


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ProjectMEND:Staffing

CASEMANAGEMENTSTAFF

Primaryresponsibilityistotakecareofclientsandtheirserviceneeds(CaseManagers;

Program

Manager;

Intake

Specialist)

Scheduleclients

ManageclientsthroughentireprocessofreceivingProjectMENDservicesaswellasotherservicestheymayneed

WAREHOUSESTAFF

PrimaryresponsibilityistoprepareDMEfordistributiontoclients

(WarehouseTechnicians;

Bio

Medical

Technician;

Warehouse

Manager)

Sanitize/refurbish/repairDME

DeliverDMEtoclientshomes

PickupdonatedDME

Pass It On Center


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VolunteersProvideKeySupport

WAREHOUSEVOLUNTEERS

Handcleanandhandsanitizemedicalequipmentitems

Completeminor

repairs

on

medical

equipment

Keepwarehousecleanandorderly

Helptomaintaingroundsandofficeareas

Clean

out

trucks

and

vans Storemedicalequipmentitemsonracks(noheavylifting)

OFFICEVOLUNTEERS

Provideclerical

support

to

staff

Answerphones

Assistclientswithpaperwork;answerquestions

Pass It On Center


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TouchtheFuture:Services

10

ATRC

Informationandassistance

Demonstrations Loanlibrary

Assessmentandtraining

Products,newandused

ReBoot

Computerrefurbishment

ElectronicAT

refurbishment

OtherreuseAT

STARNetwork

Recycling(endoflife)

ConsumerNeeds, Abilities, Challenges

Consumer

ATRC ReBoot

OutcomesGreater Independence

Education, Work & Community ParticipationImproved Health both Consumer & Environment

Pass It On Center


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TouchtheFuture:Staffing

11

Manpower Resources3Employees =3.00FTEs

2

Office

Contractors

=

1.33

FTEs3ReBootContractors =1.50FTEs

3ATRCContractors =0.75FTEs

Volunteers(average) =1.50FTEs(13/mo=250hrs/mo)

Staffing SpecialtiesOccupationalTherapist

MechanicalEngineer

A+Certified

Technicians

ComputerSoftwareEduc.Specialists

RecyclingSpecialist

Pass It On Center


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TTFOrganizationChart

12

Touch theFuture, Inc.

(TTF)

ReBootComputer and

AT Reut il izat ion

Demo

ATRCIndividuals and

Groups

Loans

ScreensAssessment

Training

Link

ComputerRefurbishment

Assist iveTechnology

Reuse

TechnologyEnd of Life

Consumers Organizations STAR NetworkOutreach

New & Used ATSales Program

TTF Board ofDirectors

TTF

South CarolinaBranch

Pass It On Center


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StaffingDevelopmentandChallenges

Service Demand determines Human Resource NeedsFunding determines Potential and Abil ityMarketing supports Services and Funding

AgencySizeandPotential

Options employees,contractors,volunteers

Skills

of

staff

Environmentalavailability

Policies&proceduresfororienting,trainingandsupervisingstaff

Safetyandlegalrequirements

Abilityto

train

and

supervise

Activitiesandtaskassignmentcapabilities/crosstraining

Qualityassurancemeasuresinplace

Availabilityofproduct

Fundingand

sustainability

of

base

and

special

grant

funding

Pass It On Center

13


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14Jobdescriptionshelpto:

Facilitate

staffing

structure

Mitigate

legal

risks*

Definemanagementstructure

Analyzecompensationplan

Supportrecruitment

Increaseawarenessofcompliance

withemploymentlaws

Developpolicies

and

procedures

Identifyaccommodations

*HaveanattorneyoranHRprofessionalreviewjobdescriptions

Pass It On Center


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DefineManagementStructure

Jobdescriptionsspecifyrelationshipsbyindicating

reportingchannels

and

supervisory

responsibilities.

Theserelationshipsaredisplayedvisuallyon

organization

charts.

DMERefurbishing

Supervisor

SanitizationTechnician

RepairTechnician

InventoryClerk

Pass It On Center


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ProvideBasisforCompensationAnalysis

Comprehensivejobdescriptionspermitthecomparison

ofthe

position

to

similar

jobs

in

the

market,

and

facilitatedeterminationofreasonablecompensation.

Recruitingqualifiedworkersusuallyrequiressalaries

comparabletothelocaljobmarket.

IRSrules

do

not

permit

nonprofits

to

pay

more

than

reasonablecompensation.*Pass It On Center


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AssistwithRecruiting

Accuratejobdescriptionsassistwithrecruitingby

providingspecificinformationthatcanbeusedto

prepareinternalpostingsforvacancies,onlinejobpostingsanddetailstoadvertisethejob.

Pass It On Center


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MitigateRisk

of

Violating

Employment

Laws

Writtenjob

descriptions

may

help

to

complywithlaws*concerning:

Nondiscrimination(race,

color,

religion,sexornationalorigin)

Equalpay(menandwomen)

Agediscrimination

(>40)

Personswithdisabilities

Vietnamveterans

(if

contractor)

*Statelawsand/orlocalordinancesmaygobeyondthesefederalstatutes.

Pass It On Center


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HowJobDescriptionsMitigateRisk

Jobdescriptionsmaybeusedincourttodetermine

whetherdiscrimination

occurred(EEOC).

Theymaybeusedtodetermineifaninjured

workerwas

returned

to

his/herformerposition(FMLA).

Theymaybeconsideredtodeterminewhetheranemployeequalifiedasexemptfromovertimepay

(FLSA).

Jobdescriptionsmaybeusedtodeterminewhether

reasonableaccommo

dationsweremade(ADA).

Theymaybeconsideredinuniongrievancesorin

determiningwho

is

left

out

ofthebargainingunit.

Theycanbeusedbymedicalpersonneltodeterminewhetheranemployeereturningtoworkcanperformthe

essentialjob

functions.

Pass It On Center


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JobDescriptionsClarifyOperationalIssues:

Detailduties

and

responsibilities

Specifysupervisoryandreportingrelationships

Definestandardsforperformanceassessment

Assistinanalysisandimprovementofprogram

operations

Pass It On Center


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DetailDutiesandResponsibilities

Jobdescriptionshelpadministratorsclarifytheresponsibilitiesto

bedelegatedtoeachspecificposition.

Thisgives

aclear

picture

of

the

functions

of

each

position

in

the

organization.

Pass It On Center


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SpecifyDuties

andExpectations

Who is responsible for

the key factors in

using promising

practices?

Doall

key

responsibilities

appear

on

someonesjobdescription?

Pass It On Center


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ReviewIndicatorsofQuality

Use Indicators of Quality

list to cross reference

responsibilities to job

titles in the reuse

program.

*Worksheet in package

Pass It On Center


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GuideInterviewingandSelection

Writtenjobdescriptionsprovideabasisfor

questioningcandidatestodeterminewhicharebest

qualifiedforthejob.

Reviewingthemajordutiesshouldpromptquestionsaboutexperienceandaptitudetoperformthosetasks.

Pass It On Center


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AnalyzeandImproveProgramPerformance

Job

descriptions

can

be

used

to: Identifygapsinresponsibilityforprogramactivities

Identifytasksandactivitiesthatneedtobeperformed

Analyzethelogicofreportingrelationships

Pass It On Center


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Jobdescriptionsforeveryone?

Employees?

Contractors? Volunteers?

Pass It On Center


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WritingtheJobDescription

Thefirsttaskinwritingajobdescriptionistogather

preciseinformation.

Ajobquestionnaire isausefultoolforthistask.(Seethedocumentsinthedownloadpackage.)

Ifthepositionexistsandisfilled,theincumbent(s)maybe

askedtocompletethequestionnaire.Thiswillhighlight

differencesin

perception

and

reality.

Anadministratormustcompletethequestionnaire

independently

and

compare

with

incumbent

responses.Pass It On Center


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TheBasics

Title

Department

SupervisorsTitle

(reportingrelationship)

Location

Title: IntakeClerk

Dept.:

User

ServicesSupv.: ClientServicesMgr.

Location: CentralOffice

Pass It On Center


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SpecifyFunction

Purposeofthisjob:

Essentialjobfunctions

areacriticalfactorin

disabilitydiscrimination

claims.Specify

clearly.

Example:

AT REPAIR TECHNICIAN: Repairs medical equipment

Disassembles and inspects

equipment Replace parts as needed

Replaces defective parts, and

solders, tightens and aligns parts

Installs modified parts Cleans, lubricates and polishes

equipment components

Pass It On Center


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ScopeofResponsibility

Factorstoconsider:

Supervisory(How

manypeople?)

Financial(Size

of

budget?Assets

managed?)

Degreeof

impact

Example:

Supervises twotechnicians

Manages $150K budget

Oversees all refurbishingoperations

Pass It On Center


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IdentifytheMajorResponsibilities

Listtheprimaryactivitiesthatwillbeperformed.

Specifywhich

are

aprimary

responsibility

and

which

areshared.

Identifythepercentageoftimedevotedtotheactivity

inanaverageweek.

Identifyfivemajoractivitiesandlistinorderof

importance.Emphasizetheseininterviews.

Describetwoofthemostcomplexordifficult

problemsthatmaybeencounteredinayear.Ask candidates how they would handle these!

Pass It On Center


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FocusonPrimaryDutiesandResponsibilities

Pass It On Center


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ListOccasionalDuties

Identifyoccasionaldutiesandspecialassignments

Estimatethe

time

required

Specifyfrequencyofthesetasks

Example:

Employeemaybeaskedtoparticipateinthreeorfourdonation

driveseachyear.TheseeventstypicallytakeplaceonSaturday

andlastapproximately6hours.

Pass It On Center


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AnalyzeCustomerRelationships

Public(donors,prospectivedonors)

Customers(AT

users)

Vendors

Other

organizationsPosition

Donors

Vendors

Other

orgs

AT

users

Pass It On Center


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DefineKnowledgeandSkillsRequired

Specifyknowledgeneededtoperformjob

Acceptableformofacquisition:education,formaltraining,OJT

Specifyskillsneeded

Howwillskillsbeverified?Credentials?Test?

Whyare

they

needed?

Notlegaltorequireknowledgeandskillsnotrequiredtodothework

Pass It On Center


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SpecifySupervisoryResponsibility

Listtitlesofposition(s)supervised

Indicatethe

number

in

each

role

(and

whether

employees,contractorsorvolunteers)

Definelevelofresponsibility

Pass It On Center


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DescribeOperatingResponsibility

Describedecisionmakingandauthorityinimmediate

area.

Listprogramfunctionsforwhichthepositionisresponsible

Indicate

types

of

decisions

person

must

make

to

fulfill

job

functions

Describedecisionmakingrelatedtootherdepartments

or

functions. Workswith_____to

Participatesinselectionof_______

Pass It On Center


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DescribeFinancialResponsibility

Definesumsofmoneyforwhichthis

positionis

directly

responsible:

Budgetedamountsforsalariesorsupplies

Paymentsforservices

Cashdonations

Defineotherresponsibilitieswith

financialimplications:

Inventorymanagement

Negotiationofleases

Purchasingapprovals

Pass It On Center


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ExplainPersonnel/AdministrativeResponsibility

Participatesin?

Recruitment

Interviewing

Selection

Performanceevaluation

Termination

decision

Pass It On Center


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FromQuestionnairetoJobDescription

Reviewand

modify

as

needed

Transferinformationtotheformallanguageofthejob

description(seeexamples)

Afterthe

job

descriptions

are

complete,

have

an

HR

professionaloranattorneyreviewthem

Therearemanyappropriateformatsforjobdescriptions.

Thisisonlyone.Focusontheusage.

Pass It On Center


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Dontjustfileit!

Usethejobdescriptiontowritethelanguagethatwill

beused

to

run

an

ad,

list

the

job

opening

on

aweb

site

orposttheposition.

Sharethejobdescriptionwithallmanagers.

Giveacopy

to

the

incumbent

(if

one

or

more

exists)

and

discusschanges,ifany,indutiesandexpectations.

Create

interview

questions

based

on

the

document. Useittocreateacustomizedperformanceevaluation

tool.

Reviewpolicies

and

procedures.

Pass It On Center


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PerformanceEvaluation:Why?

To develop employees

To

contribute

to

m i ssi o n

achievement

th ro u gh p erfo rm a n ce enhancement

To document p erfo rm a n ce

managementsteps

Pass It On Center


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Developing

aBasicForm

for

the

Program

Identifyelements

for

cover

sheet.

Determineascaleforevaluation.

Definewhateachpointonthe

scalemeans

(how

it

is

met)

Identifytheskillsandbehaviors

thatwill

be

universally

evaluated

forallworkers.

Pass It On Center


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Usethe

Job

Description

toCreate

a

Customized

Evaluation

Form

Usethemajorresponsibilitiesto

definethepositionduties.

Identifythe

five

(or

more)

major

responsibilitiesascore.

Definewhatmustbedoneto

meetexpectations.

Pass It On Center


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Whatmightchangeajobdescription?

Changesinprogramactivities

Newactivities

Newmethodsofperformingexistingactivities

Changesinmarketbeingserved

Changeingeographicterritoryserved

Changeincustomergroupsserved

Expansionofstaff

Growthin

volume

drives

structural

change

Additionalresourcespermitsexpansion

Pass It On Center

45


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Whathappensifajobchanges?

Reviewthejobdescription:

Lookfor

changes

in

job

duties,

responsibilities

or

reporting

relationships

Ifthepositionisfilled,therevisedjobdescriptionshouldbe

discussedwiththeincumbent.Ifthepersondoesntmeetthenew

requirements,explainwhatassistancewillbegiventofacilitatethe

necessarysteps.

Updatetheorganizationchartifnecessary.

Reviewthecompensationplan.

Pass It On Center


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Summary:ApplyingtheProcess

Developjobdescriptionsthataccuratelyreflectwhatthe

workerisexpectedtodoandtherequirementsforthe

position.

Comparethedutiesinthejobdescriptionstofactorsfor

consideration

in

the

Indicators

of

Quality

and

ensure

that

keyresponsibilitiesappearonthejobdescriptions.

Usejobdescriptionstobuildareasonablecompensation

plan,to

recruit

workers

who

meet

the

needs,

and

to

drive

performancemanagementintheorganization.

Usejobdescriptionstofacilitatecompliancewith

employmentlaws.

Pass It On Center

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TimetoEvaluateOurPerformance,Please

Please complete a brief evaluation oftodays Pass It On Center Webinar at:

http://www.surveymonkey.com/s/R325KJX

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ThankYou http://www.passitoncenter.org

Contact us:

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of

Special

Education

and

Rehabilitative

Services,andisadministeredbythePassItOnCenteroftheGeorgiaDepartmentofLabor ToolsforLife. However,thecontentsofthispublicationdonotnecessarilyrepresentthepolicyoropinionsoftheU.S.DepartmentofEducation,ortheGeorgiaDepartmentofLabor,andthereadershouldnotassumeendorsementofthisdocumentbytheFederalgovernmentortheGeorgiaDepartmentofLabor.
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Developing Job Descriptions

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