Why do we need them???

Objectives of our unit Understand how the job description process works Know the legal ins and outs of writing job descriptions Be able to successfully write job description for your position(s) under your supervision

Why do we need them? Communication Employees know what is expected in job Defines accountability Organizational Efficiency Helps eliminate duplication of responsibilities Identifies hiring criteria

Avoiding Discrimination Be aware of employment laws Civil Rights Act Age Discrimination in Employment Act Americans with Disabilities Act Prohibits employment-related discrimination against persons with disabilities Established concept of “reasonable accommodation”

Americans with Disabilities Act Signed into law in 1990 Enforced by EEOC 5 Titles Title I: Employment Provisions

Use Job Description As main source of information To define minimum requirements of a job To focus on essential functions and specific knowledge, experience skills needed to perform the job

Sections on Job Description Position Title & Department Job Summary Essential Functions Minimum Requirements Additional Desirable Qualifications Working Conditions

Position Title Clearly define the position in as few words as possible. Examples Computer Service Technician Sales Associate Customer Service Associate

Job Summary Brief overview of why the position exists Written in broad terms to identify functions of job, but not the specifics Easier to write after the essential functions are determined Think of as an essay question: “Describe the essence of the job in 30 words or less

Essential Functions Identifies the functions that are essential to the existence of the position Functions should be arranged in order of importance Use action verbs to begin each function

Determining Essential Functions The position exists to perform the function There are a limited number of employees available to perform the function The function is highly specialized A large amount of time will be spent performing the function

Writing Essential Functions Use clear and concise language; Avoid unnecessary words Use examples / explanations for words which have varying interpretations Use non-technical language whenever possible. A good job description explains objectives, duties, and responsibilities so they are understandable even to a layperson.

Bad Example: The job incumbent transports all company mail to various locations throughout the entire facility Better Worded Example The employee delivers company mail to all employees

Writing Essential Functions -Cont Keep sentence structure as simple as possible; omit all unnecessary words Begin each sentence with an active verb, always use the present tense. For example, instead of “writes down phone messages”- a task-oriented approach - you might say “accurately records phone messages”

Examples of Action Verbs Provides Reviews Assists Designs Schedules Prepares Manages Develops Reports Enters Directs Counsel Coordinates Maintains Writes

Organizational Relationships Identify positions Reporting directly and indirectly to the position To what position(s) does this position report List frequent and occasional contact, i.e., employees, outside agencies.

Minimum Requirements Identify what education and experience are minimally required to successfully carry out the essential function of the job Remember to think in terms of the “position” not the “person” Licenses, Certifications, etc.

Knowledge, Skills and Abilities Identify specific KSAs needed to successfully perform the essential functions of the job Only list the KSAs needed to achieve the desired results, not those the ideal candidate might possess Use examples from the job to help define the KSAs concisely. Avoid using modifiers such as high level, which have a different meaning for each individual.

Examples of KSAs Ability to interact effectively customers, suppliers and staff Knowledge of store inventory in order to effectively market our product Skills in computer hardware repair and troubleshooting

Additional Desirable Qualifications Qualifications in addition to the minimum requirements that would be beneficial in successfully performing the job

Working Conditions Physical Demands Physical activities Lifting weight and exerting force Vision requirements Work Environment Exposure to extreme conditions, i.e. weather, chemicals Noise level

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