2009 New York State SHRM Conference

Mary A. Rizzuti is a Principal and Senior Consultant with CRI. Ms. Rizzuti has over fifteen (15) years of compensation and job description experience. She serves as Project Manager for consulting projects with extensive experience with the not-for-profit and private company sectors, relative to Salary Administration, Sales Compensation, Performance Management, and Litigation Support.Ms. Rizzuti manages the Litigation Support Practice function at CRI, and is responsible for overseeing activities relating to research, analysis & Expert Report development, as well as developing litigation support case methodologies.Ms. Rizzuti has specific legal experience, as well as experience in policy development, training, recruiting, conducting performance appraisals and implementing human resources procedures. Prior to her assignment with CRI, she was employed by Brown & Wood in New York City as a training coordinator and paralegal.Ms. Rizzuti graduated Magna Cum Laude with a Bachelor of Science (BS) in Management with a concentration in Human Resource Management from Dominican College. Ms. Rizzuti holds the Professional in Human Resources (PHR) certification and is a member of the Society of Human Resource Management (SHRM). She is also a member of WorldatWork and has earned the designation of Certified Compensation Professional (CCP).

About Mary Rizzuti

How To Write Effective Job Descriptions

Presented by:Mary Rizzuti

March 29, 2012

CRI and HRTMSCompensation Resources is a boutique compensation consulting firm specializing in the design, development, review and audit of compensation programs, and other related human resources initiatives. HRTMS is the leader in Job Description Management. HRTMS Jobs allows HR to easily collaborate with managers to create, maintain and enable a repository of effective job descriptions.CRI is using HRTMS Jobs for all upcoming Job Description projects.Screenshots used in this presentation are from HRTMS Jobs.*

Session GoalsWhat a Job Description ISWhat a Job Description IS NOTBasic elements of a Job DescriptionHow to write an effective Job SummaryIdentifying key duties and responsibilitiesFLSA analysisIssues with across the board titlingPosition matrix as a toolHistorical RecordsAddress Specific Questions*

What a Job Description Is:Summary of essential duties, responsibilities and functions of a positionBe specific: Example: good interpersonal skills vs. ability to manage and motivate staff. good communication skills vs. ability to write persuasive memoranda for town hall meetingsLegal documentCan be used in courtTool for:Benchmarking salariesRecruitingStrategic Human Resources planningCompetency structure built from JDs*

What a Job Description Is NotNot an exhaustive list of duties and responsibilities required to adequately execute tasksNot a bio of the incumbentSkills and abilitiesEducationCertificationNot a contract of employment

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*Basic Elements of a Job DescriptionJob Title (gender neutral)Grade (salary structure)DepartmentLocationSalary (range is acceptable)Reporting relationshipFLSA classification (imperative)Job summarySupervision exercised

*Basic Elements of a Job DescriptionJob Title (gender neutral)Grade (salary structure)DepartmentLocationSalary (range is acceptable)Reporting relationshipFLSA classification (imperative)Job summarySupervision exercised

*Basic Elements of a Job DescriptionJob Title (gender neutral)Grade (salary structure)DepartmentLocationSalary (range is acceptable)Reporting relationshipFLSA classification (imperative)Job summarySupervision exercised

*Basic Elements of a Job DescriptionJob Title (gender neutral)Grade (salary structure)DepartmentLocationSalary (range is acceptable)Reporting relationshipFLSA classification (imperative)Job summarySupervision exercised

*Basic Elements of a Job DescriptionJob Title (gender neutral)Grade (salary structure)DepartmentLocationSalary (range is acceptable)Reporting relationshipFLSA classification (imperative)Job summarySupervision exercised

*Basic Elements of a Job DescriptionJob Title (gender neutral)Grade (salary structure)DepartmentLocationSalary (range is acceptable)Reporting relationshipFLSA classification (imperative)Job summarySupervision exercised

*Basic Elements of a Job DescriptionJob Title (gender neutral)Grade (salary structure)DepartmentLocationSalary (range is acceptable)Reporting relationshipFLSA classification (imperative)Job summarySupervision exercised

*Basic Elements of a Job DescriptionJob Title (gender neutral)Grade (salary structure)DepartmentLocationSalary (range is acceptable)Reporting relationshipFLSA classification (imperative)Job summarySupervision exercised

*Basic Elements of a Job DescriptionJob Title (gender neutral)Grade (salary structure)DepartmentLocationSalary (range is acceptable)Reporting relationshipFLSA classification (imperative)Job summarySupervision exercised

Basic Elements of a Job Description (Cont.)Primary (essential) duties and responsibilitiesHow to evaluate essential:Reason the position existsTime spent performing a functionConsequence of not performing that functionSome employers list non-essential duties as well, but in a separate section (ADA)

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Basic Elements of a Job Description (Cont.)Minimum QualificationsEducation/TrainingExperience (significant experience vs. 10 years)License/CertificationsKnowledge, Skills and Abilities

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Basic Elements of a Job Description (Cont.)Physical DemandsThe physical demands are minimal and typical of similar jobs in comparable organizations

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Basic Elements of a Job Description (Cont.)Work EnvironmentThe work environment is representative and typical of similar jobs in comparable organizations.Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

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Basic Elements of a Job Description (Cont.)Managerial ApprovalHR Approval

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Basic Elements of a Job Description (Cont.)DisclaimerThe statements herein are intended to describe the general nature and level of work being performed by employees, and are not to be construed as an exhaustive list of responsibilities, duties, and skills required of personnel so classified. Furthermore, they do not establish a contract for employment and are subject to change at the discretion of the Company.

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Job SummaryThe Accounts Payable Clerk is responsible for performing diversified clerical duties to support the Accounts Payable Department, and other areas of Accounting.

Employees of Company XYZ will recognize the following core values in fulfilling their job responsibilities: honesty, trust, respect, communication, teamwork, personal accountability, and a positive attitude.*

Job Summary (Using Content)*Using Content -- O*Net and your own content

Identifying Key Duties and ResponsibilitiesPosition Description Questionnaire (PDQ)Reporting RelationshipPrimary RoleDuties and Responsibilities with percentagesSurvey dataContains job summariesShadowingHybrid positionsLean organization with little internal support

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Identifying Key Duties and ResponsibilitiesUsing Content -- O*Net and your own content

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Using Collaboration To Get Accurate Information About JobsManagers and other stakeholdersContribute contentCorrect contentProvide unique perspectiveApprove content

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FLSA GuidanceExempt:Salaried at least $455 per week ($27.63 per hour)Any employee earning less than $455 is automatically non-exemptExemptionsExecutiveManagementHire, fire, interview, set pay, performance appraisals, etc.Impact on operationsPlanning and controlling budgetMonitoring or implementing legal compliance measures

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FLSA GuidanceAdministrativeWork in functional areasTax, finance, accounting, auditing, procurement, legal and regulatory compliance, etc.Discretion and independent judgment; impact decision-makingProfessionalLawLawyer: yesSecretary: noMedicineRegistered nurse: yesLicensed practical nurse: most times, noAccountingEngineeringArchitecturePhysical, chemical and biological sciences

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FLSA GuidanceComputerHighly specialized knowledgeCreativeActorsMusiciansComposersNovelistsOutside SalesNot at employers office (inside sales)No salary test*

FLSA GuidanceNon-exemptHourly rate of payMinimum wage Overtime eligible Not less than one and one-half times an employees regular rate of pay after 40 hours in a workweekSome states have a daily overtime standardOvertime pay after 8 hours in one day*

Across the Board TitlingAre essential functions truly the same?Housekeeping positionDifferent propertiesVarying levelsAdministrative assistantManagerialExecutiveCustomer service vs. technicalPosition matrix would be ineffective*

Keep a Record of Historical Job DescriptionsDefend Hiring DecisionsProtect yourself against Regulatory Audit*

Remember to.Review JDs annuallyInside HR DepartmentInside or outside counselOutside HR consultantHave essential functions changed?Has that change affected FLSA status?Is salary range on JD accurate?

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Questions & Answers*

Contact Information*HRTMS, Inc.3434 Edwards Mill Rd., Ste. 112-137 Raleigh, NC 27612 919.351.JOBS (5627)Bill Rostbrost@hrtms.comwww.hrtms.comCompensation Resources, Inc.310 Route 17 NorthUpper Saddle River, NJ 07458(201) 934-0505, x107Mary Rizzutimar@compensationresources.comwww.compensationresources.com