Job Analysis & Job Descriptions Fall 2018 Regional Training

Who here has … … developed a job description? … done a job analysis? … a job description?

Look at from 2 points of view

Why are job descriptions important?

A Few Good Reasons Include… Defines position & qualification requirements Employee recruiting and selection   Employee training and development   Establishing job performance standards  

More Good Reasons Include… Developing compensation programs   Performance evaluation and reviews   Goal setting and performance management   Meeting legal requirements    Defense

So how do you create a quality description?

Job Analysis… A detailed study of the work performed, the facilities required, the working conditions, and the skills required to complete a specific job.

Areas to Consider… General Purpose of Position Summary of Responsibilities/Duties Education Type of Experience Needed Type of Skills and/or Licensing/Certification Required Supervisory Responsibilities Physical Demands & Working Conditions Review (Staff, Supervisor, Administrator)

So how do you do a job analysis?

Elements of a Job Description… Job Title Reports To General Summary Essential Functions of the Position Additional Duties Knowledge, Skills, and Abilities Minimum Qualifications Preferred Qualifications Physical, Emotional, & Intellectual Demands Working Conditions Equipment Used Date

What Are Essential Functions? Essential functions are the fundamental job duties performed in a position, with or without reasonable accommodation. The term "essential functions" does not include the marginal functions of the position. Two basic considerations: Are employees in the position actually required to perform the function? Would removing that function fundamentally change the job?

A Function May Be Essential Because… The position exists to perform the function. There are a limited number of other employees available to perform the function, or among whom the function can be distributed. A function is highly specialized, and the person in the position is hired for special expertise or ability to perform it.

Questions to Consider… Does the job exist to do this function? How much time per week is spent doing this function? What are the minimum qualifications and job standards? What critical skills, experience, training, education, and/or license are needed? What equipment is used to do this function?  How frequently is the equipment used? What are the physical elements of this function? What are the mental elements of this function?

More Questions to Consider… Can other current employees do this function if necessary? Would taking this function from the job significantly change the job? Would there be significant consequences if this function were not performed? Could this function be redesigned or performed in another way? Did the previous employee do this function? Do people in similar positions elsewhere do this function? Is this function essential, as opposed to marginal? 

A Receptionist Position Essential job functions might include: Answering the telephone and assisting callers. Recording messages for department personnel. Greeting clients and customers. Marginal job functions might include: Serving coffee to clients and customers. Escorting clients to staff offices.

Now let’s practice…