Creating or Updating Job Descriptions

Agenda Requesting a new position and updating a current position Position Evaluation Questionnaire (PEQ) Compensable factors Job Description Job Description Template What are essential functions? Functional and Technical Competencies Minimum qualifications vs. preferred qualifications Job description Example

Requesting a new position Creating a brand new position Department/College has been given permission to create a new position from the Dean, Provost or Vice President. Requesting department sends a completed Position Evaluation Questionnaire (PEQ) and Job Description to the Director of Compensation for appropriate compensation band placement and job classification according to the Fair Labor Standards Act. The director will assign the appropriate job title, job classification, position code, and market salary range.

Updating a current position Requesting job reevaluations Requests for reevaluation can be made after 12 months or if significant changes have been made to the position. Employee and supervisor agree that an evaluation is necessary. Employee must complete the PEQ and submit an updated Job Description to his/her supervisor. The supervisor reviews and signs the PEQ and submits it to HR. If there is no incumbent in the position, the supervisor should complete. HR will review the request and notify the supervisor of the results. The job will be assigned to a salary range within the band based on market data.

Position Evaluation Questionnaire (PEQ) The purpose of this document is to aid in describing your PRESENT position in terms of its duties, responsibilities, and other requirements. HR evaluates the PEQ’s Compensable factors Compensable factors were identified for the evaluation and classification of positions and weighted to reflect Marquette's mission and values

Compensable factors Education--Minimum level of education or formal training required Work Experience--Minimum level of related work experience Job Complexity--evaluates the complexity of duties and the extent to which the duties are standardized vs. non-standardized Decision Making--evaluates the frequency and authority of decision making Impact of Decisions--evaluates the impact of a job's decisions and probable consequences of errors Contacts--evaluates the type, variety and purpose of work contacts Technological proficiency--evaluates the degree of technical skill necessary to successfully and competently perform the job Supervision exercised--evaluates the extent to which the job incumbent is required to explain, direct, prioritize, monitor, guide or perform traditional supervisory duties for others Confidential information--evaluates the degree to which a job is required to handle confidential information Working conditions--evaluates the frequency/exposure type to which a job involves exposure to conditions that tend to be hazardous/undesirable

Job Descriptions A position description serves as a formal document that summarizes the important functions and responsibilities of a specific job in which the university uses as a tool for: Recruiting Determining salary levels Conducting performance reviews Establishing titles and pay grades Creating reasonable accommodation controls Career planning Training exercises Legal requirements for compliance purposes

Job Descriptions Cont. Job descriptions should accurately represent actual duties and responsibilities as well as job specifications. Job descriptions are not based on personal achievements or individual qualifications. A job description gives an employee a very clear and concise resource to be used as a guide for job performance. Likewise, a supervisor can use a job description as a measuring tool to ensure that the employee is meeting job expectations.

Job Description Template Job Summary Brief description Why does job exist? Contribution to organization? Essential Functions Core duties Must be job related and based on business necessities Identify the task to be performed and the expected results of that performance Duties and Responsibilities Both essential and nonessential functions Functional and Technical Competencies Critical knowledge, skills and/or abilities needed to perform the job

Job Description Template Cont. Education/Training and Certification, Licensure, Registration Requirements Minimum education needed to perform job Experience Minimum relevant experience needed to perform job Environment and/or Physical Factors Unusual conditions that may be involved in a particular job Examples: physical effort, dexterity, environment exposure, performing under time/resource constraints Desired Qualifications Preferred education, knowledge, skills, abilities, and/or experience

What are essential functions? Essential functions are the “fundamental job duties of the employment position.” Whether a particular job function is essential also depends on the following: The amount of time spent performing the function. The consequences if the function is not required to be performed. The experience of current incumbents in similar jobs. EEOC regulations also provide that several other factors should be considered when distinguishing between essential and marginal job functions, including whether: The performance of the function is the reason the position exists. There are a limited number of employees available to perform the particular job functions. The function is so highly specialized that the incumbent must have certain expertise to perform the function.

Functional and Technical Competencies Specialized skills, knowledge and abilities required to perform the essential functions of the role  Examples of functional and technical competencies include: Ability to work in a high volume, fast paced, customer service-oriented environment; Excellent oral and written communication skills, interpersonal skills, and the ability to deal with diverse constituencies; Strong computer competency, to include proficiency in Microsoft Word, Excel, and PowerPoint, and web-based and social media applications; Demonstrated attention to detail, professional attitude, and ability to maintain confidentiality.

Minimum qualifications vs. preferred qualifications Factors to consider in determining qualifications: Combination of experience, training, and education External market comparison Occupational information Minimum qualifications Number of years of relevant experience and education required to perform the essential functions of the role Preferred qualifications Education and experience that the hiring department has added as additional qualifications to the minimum qualifications. Desired skills, knowledge, and abilities

Job Description Section Example Position Information Title, Department, Reporting Position Overview This position provides administrative support to the Department of Human Resources. Essential Functions 1.Oversee general office activities such as answering and routing phone calls, handling correspondence, and providing information to visitors. 2. Compile data and generate various reports. 3. Organize and maintain database and files. 4. Order office supplies. Duties and Responsibilities 1. Assist with Department of Human Resources projects as needed. Functional and Technical Competencies Demonstrated attention to detail, professional attitude, and ability to maintain confidentiality.

Job Description Section Example Education/Training and Certification, Licensure, Registration Requirements High school diploma or equivalent is required.   Experience Two or more years of related experience in administrative work. Environment and/or Physical Factors Work is generally performed within an office environment, with standard office equipment available. Desired Qualifications Bachelor’s Degree and work experience in a higher education environment.

Questions….

Resources Writing a Job Description http://www.marquette.edu/hr/WritingaJobDescription.shtml Position and Compensation Procedures http://www.marquette.edu/hr/AdministrativeCompensationGuidelinesNon-Faculty.shtml Compensation Forms http://www.marquette.edu/hr/CompensationForms.shtml

Contact Information Jennifer Burns Director of Compensation 414.288-7935 jennifer.burns@marquette.edu Lynn Mellantine Assistant Vice President of HR 414.288.3430 lynn.mellantine@marquette.edu