1. Strengthening the Library Workforce: Finding, Keeping, and Developing Great Employees Infopeople Webcast Series: Strengthening the Library Workforce: Finding, Keeping, and Developing Great Employees

2. Effective Library Job Descriptions An Infopeople Webcast December 19, 2005 12:00 noon to 1:00 p.m. Presenter: Paula M. Singer, PhD Pmsinger@singergrp.com Pmsinger@singergrp.com

3. Agenda: Job Descriptions Why Important How to Write What to Include Compliance

4. Why Job Descriptions are Important Help applicants, employees, supervisors, and HR Clarify responsibilities Understand what’s needed Prevent misunderstandings Objective and impersonal May describe expected outcomes

5. And What are They, Exactly? Most important features Required tasks, knowledge, skills, abilities, responsibilities, and reporting structure Physical requirements (ADA compliance)

6. Components of a Job Description 1. Job title 2. Exemption status 3. Reporting relationships 4. Summary 5. Essential duties & responsibilities 6. Nonessential duties 7. Job requirements 8. Supervisory responsibility 9. Working conditions and physical demands 10. Disclaimer statement 11. Dates and approvals (supervisor and HR)

7. Job Title 1. Job Title Realistic, descriptive Acceptable and “politically correct” Avoid title inflation Consider internal and external status issues Published resources can help www.ala.org/ala/ors/reports/librarysupportstaffjobtitles/ libsupjobtitles.htm

8. 10 PR Specialist Senior Staff LibrarianSenior Librarian Sr Catalog LibrarianSr Librarian Program Specialist, Children’s ServicesSenior Librarian Automated Systems LibrarianSenior Librarian Community Network Specialist Coordinator, YA Services Coordinator, Sub Pool Senior Librarian

10. 2. Exemption Status Pertains to Fair Labor Standards Act (FLSA) Exempt: not subject to overtime pay requirements Non Exempt 1 ½ x hour over 40 http://www.dol.gov/elaws/esa/flsa/scope/scre en9.asp http://www.dol.gov/elaws/esa/flsa/scope/scre en9.asp

11. Exempt Executive Administrative Professional Learned: Requires highly advanced knowledge & education Creative: Artistic, creative or original Computer: Application, design, development, analysis and/or modification of systems, networks, database, and/or programs

12. 3. Reporting Relationships … reports to the Circulation Supervisor

13. 4. Job Summary 1, not more than 2 sentences Performs professional librarian services by assisting customers in locating and using library resources & providing timely and accurate information and answers to research questions; develops and presents programs; selects/orders materials as directed; performs other duties as assigned.

14. 5. Essential Duties ADA Compliance To be successful knowledge, skill, and/or ability required Note: Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions

15. Characteristics of Essential Functions: % of Time = more than 20% Frequency = Performed regularly – daily, weekly, monthly Importance = Impacts other parts of the job as well as other jobs, and there is no one else to do it

16. 6. Non-essential Duties Nice to have

17. “Level Cutters” Information which differentiates one level of the position from another Sample level cutters: Education/TrainingContacts with Others Work ExperienceSupervisory Responsibility Technical ProficiencyWorking Conditions Computer SkillsComplexity Mental EffortIndependent Judgment Direction Received

18. Examples: Library Associate I and II Level I: Entry level work assisting customers in performing reference searches and locating materials; requires Bachelor’s degree and no previous experience. Level II: Assists customers in performing reference searches and locating materials; oversees an assigned program such as Head Start; trains Library Assistants; requires Bachelor’s degree and 3 or more years of public library or related experience.

19. 7. Job Requirements To be successful  Education  Experience  Specific skills  Competencies

20. 8. Supervisory Responsibility Supervises all circulation clerks in the branch

21. 9. Working Conditions and Physical Requirements May be required to lift up to 25 pounds May be assigned to the Central Library or to a Branch

22. Disclaimer and Sign-Offs Approved by: EMPLOYEE & SUPV BUY IN Disclaimer: other duties as assigned

23. How to Get this Info Job Analysis: process of collecting relevant, work related information as to the nature, scope & responsibilities of your library’s jobs. HOW? Direct Observation Individual Interviews Open-ended to highly structured Questionnaires Group Interviews Work Diary or Log

24. General Guidelines in Drafting Job Descriptions – Duties & Responsibilities Include - 5% + Present in logical order Write in standard format: use present tense, action verbs Typically contains three parts: o Verb - should be action-oriented o Object - what the verb is performing action on o Purpose - what result is achieved?

25. Verb/object/purpose Example: Library Clerk: Assist customers by locating and retrieving materials and demonstrating and providing instruction in the use of library equipment, including computers. Identify essential functions of the job Focus on the job itself – NOT any specific individual who might fill the job

27. Tip on Language* Values Be smart! City/County/Universi ty “Right” terminology Customize to your values

28. Establishing Career Paths/ Succession Planning Developing a Job Worth Hierarchy Salary Survey Exchanges Recruiting Organizational Design Assigning Employees to Appropriate Jobs Legal Defense Establishing Performance Standards Job Descriptions

29. Think beyond the job Think tasks and responsibilities / library goals Determine which competencies and skills are necessary

30. The Future of Job Descriptions? Narrow + Pro Clearly outline expectations Determine compensation levels Address legal issues Address union concerns Guide employees in “other duties as assigned” - Con Lack flexibility May not promote job growth, development May get outdated quickly No time to maintain them Too narrow; not enough focus on pitching in wherever needed

31. Additional Resources Handouts: Job Analysis Questionnaire Job Description Designing a Compensation Program for your Library, by Paula Singer (ALA)

33. THANK YOU! Paula M. Singer, Ph.D. The Singer Group, Inc. 12915 Dover Road Reisterstown, MD 21136 410-561-7561 Pmsinger@singergrp.com www.singergrp.com