Job Descriptions Training for Supervisors Reviewed April 2013

INTRODUCTION Job descriptions can be very useful to employers, employees and job applicants when carefully written and kept up-to-date. Job descriptions outline the responsibilities for an employee’s work. They also serve as a tool to help employers gauge employee performance and for recruiting/selecting candidates. This presentation will address the importance of having job descriptions, what to include and tips for writing job descriptions. This sample presentation is intended for presentation to new supervisors and to experienced supervisors who need refresher training.  It is designed to be presented by an individual who is knowledgeable in developing job descriptions.  This is a sample presentation that must be customized to include and match the employer’s own policies and practices.

OBJECTIVES At the close of this session you will be able to: State what a job description is. State what job specifications are. Explain the difference between job descriptions and position descriptions. Cite tips for writing job descriptions. Outline what should be included in a job description. Cite the reasons why it is important to have well-written and updated job descriptions.

WHAT IS A JOB DESCRIPTION? A job description is a written description of a job which includes information regarding the general nature of the work to be performed, specific responsibilities and duties and the employee characteristics required to perform the job.

WHAT ARE JOB SPECIFICATIONS? Job specifications are the personal/individual requirements expected from the employee. They list any educational requirements, desired experience and specialized skills or knowledge required. Job specifications complement job descriptions.

JOB DESCRIPTIONS VS. POSITION DESCRIPTIONS Job descriptions document the general nature of the work to be performed.  They include general responsibilities and duties as well as the employee characteristics required.  They are used for job classification and as a basis for position descriptions. Position descriptions customize responsibilities to departmental needs including supervisory relationships.  They focus on outcomes and accountabilities rather than duties.  They define the employee’s specific duties and are used to manage performance.

TIPS FOR WRITING JOB DESCRIPTIONS Focus solely on the job. Avoid the “wish list” of skills or personality traits. Focus on the work not the person. Use action verbs (See examples in Appendix A) Use clear, concise and easily understood language Allow for flexibility. Consider future department/company needs: Keep in mind the changing needs of the department/company to help identify gaps in workforce. Speak with managers/department heads/major decision makers to determine future hiring needs. List job tasks by priority. Organize the list from most essential tasks to least essential tasks.

TIPS FOR WRITING JOB DESCRPTIONS (CONT’D) Be specific. Avoid any reference to protected class or prejudicial language (i.e., race, color, gender, nation origin, disability, etc.). Example of what to avoid: Heavy lifting required - only male candidates will be considered for heavy lifting positions or bilingual ability required – only Hispanics will be considered. Have reasonable expectations. Setting the “bar” too high or too low can affect candidate pool. Be consistent. Define terms like “may,” “occasionally,” and “periodically”. Obtain input from others. Solicit information from employees, managers/supervisors, etc. Include a miscellaneous clause (i.e., other duties as assigned).

WHAT IS INCLUDED IN A JOB DESCRIPTION? Title Communicates the level, responsibility and type of work. Use titles that are common in your industry. Classification - FLSA status (exempt or nonexempt) Salary Grade/Level/Family/Range What the position is paid Reports To Title of position this job reports to, not name of current manager Date Date the job description was created or last reviewed

WHAT IS INCLUDED IN A JOB DESCRIPTION? (CONT’D) Summary/Objective Summary of overall objective of the position Essential Functions List essential functions How the person is to perform them, including frequency of task(s) Competencies Knowledge Skills Abilities to do the job Supervisory responsibilities Work environment Describe the working environment. (e.g., outside, indoors, noise level, lighting, other work conditions) Physical Demands Describe the physical demands of the job(like bending, sitting, kneeling, lifting, driving, etc.)

WHAT IS INCLUDED IN A JOB DESCRIPTION (CONT’D) Position Type and Expected hours of work (FT, PT, days of the week, etc.) Travel Percentage of time travel occurs and where (locally, domestically, internationally) Required Education and Experience Preferred Education and Experience Additional Eligibility Requirements Certifications, industry experience, etc. Work Authorization/Security Clearance List visa requirements, sponsorships, special clearances AAP/EEO Statement

WHAT IS INCLUDED IN A JOB DESCRIPTION (CONT’D) Other Duties Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice. Signatures Manager HR employee

IMPORTANCE OF A WELL-WRITTEN AND UPDATED JOB DESCRIPTION Establishes responsibilities. Establishes performance guidelines. Limits legal exposure to issues such as equal opportunity and discrimination laws. Aids in the establishment of the Fair Labor Standards Act (FLSA) classification (exempt vs. nonexempt). Helps to establish pay levels. Helps to manage employee expectations. Serves as tool for recruitment and employee selection. Assists in determinations of American with Disabilities Act (ADA) reasonable accommodation. Assists with employee career development. Supports the succession planning process.

SUMMARY A job description is a written description of a job which includes information regarding the general nature of the work to be performed, specific responsibilities and duties, and the employee characteristics required to perform the job. Job specifications are the personal/individual requirements expected from the employee. They list any educational requirements, desired experience and specialized skills or knowledge required. Job specifications complement job descriptions. Position descriptions differ from job descriptions in that they customize responsibilities to departmental needs including supervisory relationships.  They focus on outcomes and accountabilities rather than duties.  They define the employee’s specific duties and are used to manage performance.

SUMMARY (CONT’D) Tips for writing job descriptions pertain to using effective and appropriate language, including accurate information, and organizing the information by order of priority. The following items should be included in a job description – title, employment status, FLSA classification, location, duties, qualifications and special considerations. Well-written and updated job descriptions serve as tools to help an employer with recruitment, evaluate employee performance, and comply with Equal Employment Opportunity (EEO) and non-discrimination laws.

ACTION VERBS - APPENDIX A Accumulate Administer Advise Allocate Approve Collaborate Collect Communicate Compile Conduct Consult Counsel Create Delegate Deliver Develop Direct Distribute Draft Edit Educate Establish Estimate Formulate Furnish Gather

ACTION VERBS - APPENDIX A (CONT’D) Guide Interact Invent Issue Manage Market Motivate Negotiate Obtain Order Participate Plan Present Provide Reconcile Recruit Research Review Solicit Solve Submit Supervise Supply Test Train Translate

QUIZ What is a job description? What are some tips to follow when writing a job description? What is included in a job description? Why it is important to have well-written and updated job descriptions?

QUIZ ANSWERS What is a job description? A job description is a written description of a job which includes information regarding the general nature of the work to be performed, specific responsibilities and duties and the employee characteristics required to perform the job. What are some tips to consider when writing a job description? Focus on the job, use action verbs, allow flexibility, consider future department needs, avoid reference to protected class or prejudicial language, etc.

QUIZ ANSWERS (CONT’D) What is included in a job description? Title, Employment Status, FLSA Classification, Location, Duties, Qualifications, Education, Certification, Licenses and Special Considerations. Why it is important to have well-written and updated job descriptions? To help establish duties, performance guidelines, recruit for vacancies, establish pay levels, limit legal exposure, career development, etc.

QUESTIONS? COMMENTS?

COURSE EVALUATION Please be sure to complete and leave the course evaluation you received with your handouts. Thank you for your attention and interest!