Human resource aspect

Job Descriptions Employee job descriptions are written statements that describe the duties, responsibilities, required qualifications, and reporting relationships of a particular job. Employee job descriptions are based on objective information obtained through job analysis , an understanding of the competencies and skills required to accomplish needed tasks, and the needs of the organization to produce

Job Descriptions Employee job descriptions clearly identify and spell out the responsibilities of a specific job Employee job descriptions also include information about working conditions, tools, equipment used, knowledge and skills needed, and relationships with other positions.

Categories of a Job Descriptions Title of the position Department Reports to (to whom the person directly reports) Overall responsibility Key areas of responsibility Consults with (those who the person works with on a regular basis) Term of employment Qualifications (necessary skills and experience required)

Categories of a Job Descriptions Title of the position Senior Mailroom Clerk Department Operations Reports to Building Services Supervisor Overall responsibility Supervise mailroom staff and interface with all levels of management regarding mail and supply deliveries

Categories of a Job Descriptions Overall responsibility Key areas of responsibility Maintain established shipping/receiving procedures Sort and distribute mail on a timely basis Maintain all photocopiers, fax machines, and postage meters Order, store, and distribute supplies

Categories of a Job Descriptions Overall responsibility Key areas of responsibility Facilitate all off-site storage, inventory, and record management requests Document current policies and procedures in the COS Department as well as implement new procedures for improvement Oversee the use of a company van when needed Ensure that water and paper is available for customers on a continuous basis

Categories of a Job Descriptions Consults with Building Services Supervisor Mailroom staff All levels of management Term of employment 12 months Qualifications Strong sense of customer service Good organizational skills Ability to lift a minimum of 25 pounds Supervisory experience in a corporate mailroom environment Good driving record

Tips: Don’t rely solely on a job’s history as you’re putting together a job description for today. Focus instead on what the job needs to be in light of the organization’s current needs and long-term objectives. A task is what the person in the job will actually do. Qualifications are the skills, attributes, or credentials a person needs to perform each task. Clarify the actual tasks and responsibilities before you start thinking about what special attributes will be needed by the person who will be fulfilling those responsibilities.

Tips: A well-written job description consists of more than a laundry list of the tasks and responsibilities that the job entails. It reflects a sense of priorities. Credentials (such as degrees and licenses) are absolute necessities in some jobs. The thing you want to make sure of, however, is that whatever credentials you establish have a direct bearing on the candidate’s ability to become a top performer.

Tips: The job you describe must be truly doable. When you’re lumping several tasks into the same job description, make sure that you’re not creating a job that very few people could fill. Use specific language. For example: Too General Specific Computer literate Proficient with Microsoft Word, Excel, QuickBooks Good communication skills Ability to communicate technical information to nontechnical audiences Handles administrative chores Receives, sorts, and files monthly personnel action reports