HOW TO WRITE A JOB DESCRIPTION Presented by Metropolitan State University of Denver Human Resources Department January 10, 2011

AGENDA The need for job descriptions What is included in a job description Who is responsible for preparation When do we revise/update What is the process in preparing and reviewing a job description Job descriptions and Performance

WHY DO WE NEED THEM? WORKFORCE PLANNING COMPENSATION AND BUDGETING LEGAL COMPLIANCE PERFORMANCE MANAGEMENT

CLASS SPECIFICATION VS. JOB DESCRIPTION Class Specification: A broad or general description of work assigned which may include several titles and levels of responsibility. Job Description: Specifically describes individual position duties and responsibilities. Written to address the uniqueness of the position responsibility rather than generalities.

WHAT IS INCLUDED? Job Title vs. Position Title Administrative Assistant III – Art Summary or Duty Statement Tasks Assigned Time Spent Performing Individual Tasks Minimum and Preferred Qualifications

PREPARATION Log daily activities for 2-3 weeks Identify primary responsibilities Group individual daily tasks into specific task areas Incumbent prepares DRAFT job description for review by supervisor

WHAT IS INCLUDED? Imagine the position is vacant and you have been asked to identify the basic position requirements These may be different than your own personal skills and qualifications Do not describe the position on what you think it “should be”. Don’t overstate or understate

WHAT IS INCLUDED (Continued) Think of primary responsibilities in terms of end results for the job responsibility Avoid listing detailed tasks or activities performed to accomplish the end result What is done: “word processes documents from drafts” (Duty statement) How it is done: “organizes document, brings up software, enters document, prints and proofs” (Task statement)

WHAT IS INCLUDED (Continued) Begin each statement with an action verb Limit duty statements to four to six primary job responsibilities More words is not always more responsibility Increased volume does not necessarily mean more responsibility

JOB DESCRIPTION REVIEW Supervisor reviews DRAFT job description Supervisor makes necessary revisions Supervisor meets with incumbent to discuss final job description Supervisor submits job description for review and approval at next level

APPROVAL Supervisor and Vice President are solely responsible for approval of final job description based on needs of the department Once approved, job description is submitted for Budget approval After Budget approval, job description is submitted to Human Resources for review and classification

REQUIRED DOCUMENTATION FINAL JOB DESCRIPTION WITH ALL SIGNATURES Classified require PDQ in addition to job description CURRENT ORGANIZATION CHART SUBMIT TO HUMAN RESOURCES USING PeopleAdmin (electronic position control system) Attach PDQ and Org Chart under Required Documents

WHAT’S NEXT? Human Resources reviews Proper classification Proper salary comparison Sustain or reclassify Notifies supervisor of outcome

JOB DESCRIPTIONS AND PERFORMANCE MANAGEMENT Primary source for establishing job expectations Performance goals must apply to duties and responsibilities assigned Performance goals can address special projects or issues such as attendance, etc.

LET’S TRY IT! Using the Administrative Assistant classification: Write a job description Summary (limit to no more than 5-6 sentences) Identify one duty assigned Write 2-3 tasks related to that duty USE YOUR TOOLKIT!

QUESTIONS?