Writing Job Writing Job DescriptionsDescriptions

DESINGED BY,MR.SUNIL KUMAR

ObjectivesObjectives

Understand how the job Understand how the job description process worksdescription process works

Know the legal ins and outs of Know the legal ins and outs of writing job descriptionswriting job descriptions

Be able to successfully write job Be able to successfully write job description for your position(s) description for your position(s) under your supervisionunder your supervision

Why do we need them?Why do we need them?

CommunicationCommunication– Employees know what is expected in Employees know what is expected in

jobjob– Defines accountabilityDefines accountability

Organizational EfficiencyOrganizational Efficiency– Helps eliminate duplication of Helps eliminate duplication of

responsibilitiesresponsibilities– Identifies hiring criteriaIdentifies hiring criteria

Americans with Americans with Disabilities ActDisabilities Act

Signed into law in 1990 Signed into law in 1990 Enforced by EEOC Enforced by EEOC

– 5 Titles 5 Titles Title I: Employment Provisions Title I: Employment Provisions Prohibits employment-related Prohibits employment-related

discrimination against persons with discrimination against persons with disabilities disabilities

Established concept of “reasonable Established concept of “reasonable accommodation”accommodation”

Use Job Description….Use Job Description….

As main source of informationAs main source of information To define minimum requirements To define minimum requirements

of a jobof a job To focus on essential functions To focus on essential functions

and specific knowledge, and specific knowledge, experience skills needed to experience skills needed to perform the jobperform the job

Sections on Job Sections on Job DescriptionDescription

FLSA ClassificationFLSA Classification Position TitlePosition Title DepartmentDepartment Position SummaryPosition Summary Essential FunctionsEssential Functions ““Other” – Non-essential FunctionsOther” – Non-essential Functions Organizational ReportingOrganizational Reporting

Sections on Job Sections on Job Description, Cont.Description, Cont. Minimum RequirementsMinimum Requirements Additional Desirable QualificationsAdditional Desirable Qualifications Working ConditionsWorking Conditions

FLSA ClassificationFLSA Classification

ExemptExempt NonexemptNonexempt

For details on FLSA classification For details on FLSA classification see:see:

www.dol.gov/dol/compliance/comp-www.dol.gov/dol/compliance/comp-flsa.htmflsa.htm

Position TitlePosition Title

Clearly define the position in as few Clearly define the position in as few words as possible.words as possible.

Job SummaryJob Summary

Brief overview of the reason the Brief overview of the reason the position existsposition exists

Written in broad terms identifying Written in broad terms identifying functions of job, but not the specificsfunctions of job, but not the specifics

Easier to write after the essential Easier to write after the essential functions are determinedfunctions are determined

Think of as an essay question: Think of as an essay question: “Describe the essence of the job in 30 “Describe the essence of the job in 30 words or lesswords or less

Essential FunctionsEssential Functions

Identifies the functions that are Identifies the functions that are essential to the existence of the essential to the existence of the positionposition

Functions should be arranged in Functions should be arranged in order of importanceorder of importance

Use action verbs to begin each Use action verbs to begin each functionfunction

Determining Essential Determining Essential FunctionsFunctions The position exists to perform the The position exists to perform the

functionfunction There are a limited number of There are a limited number of

employees available to perform employees available to perform the functionthe function

The function is highly specializedThe function is highly specialized A large amount of time will be A large amount of time will be

spent performing the functionspent performing the function

Writing Essential Writing Essential FunctionsFunctions

– Use clear and concise language. When possible, Use clear and concise language. When possible, use words that have a single meaning.use words that have a single meaning.Use examples / explanations for words which Use examples / explanations for words which have varying interpretations have varying interpretations

– Use non-technical language whenever possible. Use non-technical language whenever possible. A good job description explains the objectives, A good job description explains the objectives, duties, and responsibilities of a job so that they duties, and responsibilities of a job so that they are understandable even to a layperson. are understandable even to a layperson.

– Use telegraphic sentence style (implied subject / Use telegraphic sentence style (implied subject / verb / object / explanatory phrase). Avoid verb / object / explanatory phrase). Avoid unnecessary words unnecessary words Example: The job incumbent transports all Example: The job incumbent transports all company mail to various locations throughout the company mail to various locations throughout the entire facility. entire facility.

Writing Essential Writing Essential Functions, Cont.Functions, Cont.

– Keep sentence structure as simple as Keep sentence structure as simple as possible; omit all words that do not possible; omit all words that do not contribute necessary information. contribute necessary information.

– Begin each sentence with an active verb, Begin each sentence with an active verb, always use the present tense. always use the present tense.

– Whenever possible, describe the desired Whenever possible, describe the desired outcome of the work, rather than the outcome of the work, rather than the method for accomplishing that outcome.method for accomplishing that outcome.For example, instead of "writes down For example, instead of "writes down phone messages"- a task-oriented phone messages"- a task-oriented approach - you might say "accurately approach - you might say "accurately records phone messages. records phone messages.

– Avoid words, such as "handles," that does not tell Avoid words, such as "handles," that does not tell specifically what the employee does. specifically what the employee does. Others you may want to avoid: "checks," Others you may want to avoid: "checks," "prepares," "examines," "sends." If these words are "prepares," "examines," "sends." If these words are the most accurate and specific ones available, it the most accurate and specific ones available, it may be acceptable to use them. But if a more may be acceptable to use them. But if a more specific term would describe the task more clearly, specific term would describe the task more clearly, use it. use it.

– Use generic terms instead of proprietary names Use generic terms instead of proprietary names ("Microsoft," "Xerox," "Macintosh," etc.). ("Microsoft," "Xerox," "Macintosh," etc.).

– Avoid using gender based language. Avoid using gender based language. – Qualify whenever possible. Qualify whenever possible.

Don't just say that a file clerk "files" materials; say Don't just say that a file clerk "files" materials; say that s/he "files alphabetically." that s/he "files alphabetically."

Examples of Action Examples of Action VerbsVerbs

ProvidesProvides ReviewsReviews AssistsAssists Designs Designs SchedulesSchedules PreparesPrepares ManagesManages DevelopsDevelops

ReportsReports CreatesCreates EntersEnters DirectsDirects CounselsCounsels CoordinatesCoordinates MaintainsMaintains WritesWrites

Organizational Organizational RelationshipsRelationships Identify positions reporting Identify positions reporting

directly and indirectly to the directly and indirectly to the positionposition

To what position(s) does this To what position(s) does this position reportposition report

List frequent and occasional List frequent and occasional contact, i.e., employees, outside contact, i.e., employees, outside agencies.agencies.

Minimum Minimum RequirementsRequirements Education/ExperienceEducation/Experience

– Identify what education and Identify what education and experience are minimally required to experience are minimally required to successfully carry out the essential successfully carry out the essential function of the jobfunction of the job

– Remember to think in terms of the Remember to think in terms of the “position”“position” not the not the “person”“person”

Licenses, Certifications, etc.Licenses, Certifications, etc.

Knowledge, Skills and Knowledge, Skills and AbilitiesAbilities Identify specific KSAs needed to Identify specific KSAs needed to

successfully perform the essential successfully perform the essential functions of the jobfunctions of the job

Only list the KSAs needed to achieve the Only list the KSAs needed to achieve the desired results, not those the ideal desired results, not those the ideal candidate might possesscandidate might possess

Use examples from the job to help Use examples from the job to help define the KSAs concisely.define the KSAs concisely.

Avoid using subjective modifiers, e.g., Avoid using subjective modifiers, e.g., high level, which have a different high level, which have a different meaning for each individual.meaning for each individual.

Examples of KSAsExamples of KSAs

Ability to interact effectively with Ability to interact effectively with visitors, administration, faculty visitors, administration, faculty and staffand staff

Knowledge of applicable state Knowledge of applicable state and federal laws and regulations and federal laws and regulations governing post-secondary governing post-secondary educationeducation

Skills in computer hardware Skills in computer hardware repair and troubleshootingrepair and troubleshooting

Knowledge, Skills, and Knowledge, Skills, and AbilitiesAbilities

For detailed information and For detailed information and examples of how to write examples of how to write knowledge, skills and abilities, go knowledge, skills and abilities, go to ?to ?

Additional Desirable Additional Desirable QualificationsQualifications Qualifications in addition to the Qualifications in addition to the

minimum requirements that minimum requirements that would be beneficial in would be beneficial in successfully performing the jobsuccessfully performing the job

Working ConditionsWorking Conditions

Physical DemandsPhysical Demands– Physical activitiesPhysical activities– Lifting weight and exerting forceLifting weight and exerting force– Vision requirementsVision requirements

Work EnvironmentWork Environment– Exposure to extreme conditions, i.e. Exposure to extreme conditions, i.e.

weather, chemicalsweather, chemicals– Noise levelNoise level

ResourcesResources

www.oalj.dol.gov/libdot.htm www.mhsqic.org/psam/www.mhsqic.org/psam/

humanresource/jobdescriptions/humanresource/jobdescriptions/jobdescrip4.htmjobdescrip4.htm