Training for Hiring Managers:

Performing a Job Analysis

168 West Alisal Street, 3rd Floor, Salinas, CA 93901

Telephone: (831) 755-5115 Facsimile: (831) 757-5792
 Course Objectives
1. Develop an understanding of the job analysis
and its application within the County of
Monterey.
2. State the qualifications and role of the Subject
Matter Expert (SME) in the job analysis process.
3. Be able to identify the following associated with
a position:
• Basic duties and responsibilities.
• Knowledge, skills, and abilities.
• Physical and sensory working conditions.
4. Be able to accurately complete the job analysis
form according to standards and practices set
forth by the County of Monterey, State, and
Federal agencies.
Job Analysis
 What is a Job Analysis

• Detailed statement of work behaviors and other information

relative to a job.
• Critical component of the recruitment process.
• Recruitment selection, ranking for open positions, and
competitive promotions MUST be based on a job analysis.
• Subject Matter Experts (SMEs) assist in performing the analysis.
Relevance to County of Monterey

• Identify critical duties, knowledge,

skills, and abilities for a position.
• Determines class specifications,
position description questionnaire,
and minimum qualifications.
• Job duties, physical and sensory
requirements.
• American Disabilities Act (ADA)
compliance.
 The
Job Analysis
Form
 Subject Matter Expert Certification

Subject Matter Expert (SME)

• Possesses a full knowledge and understanding of job requirements and skills
for the job to be analyzed.
Role of the SME
• Ability to identify the following associated with the position:
• Basic duties and responsibilities.
• Knowledge, skills, and abilities.
• Physical and sensory working conditions.
 Subject Matter Expert Certification

Basic Identifying Information SME Qualification

• Name and job title
• Department
• Contact information
• Ethnicity (statistical reporting
purposes only)
• Gender(statistical reporting
purposes only)
• Incumbent in the position
• Supervisory experience in the
position
• Qualification Narrative
• Training, education, and/or
experience that would establish
SME to perform job analysis.
 Part I:
Duty Statements

• Analyzes the importance of the duties performed.

• If a job classification already exists:
• HR will provide the duty statements to be reviewed.
• Column 1 will be completed by HR and SME completes remaining
columns.
• If no existing job classification exists:
• SME will fill in and evaluate duties associated with the job.
• SME completes all columns of part 1.
 Part I:
Column 1: Duty Statements

Column 1: Duty Statements

• Lists the duties performed in the job
classification.
• SME will review and modify the duty
statements listed (existing
classification).
• List any additional duties that are not
listed.
• If new classification, list all duties
required for classification.
 Part I:
Column 2: Frequency

• Estimate the percent (%) of time spent on each job duty.

 Part I:
Column 3: Task Importance

• Categorize the degree of importance of each duty function.

• C = Critical element of the job.
• I = Important element of the job.
• M = Moderately important element of the job.
 Part I:
Column 4: Criticality of Functions

Considerations Essential Function (EF) Marginal Function (MF)

% time spent on task 20% or more time spent on task Less than 10% of time spent on task

Frequency of task Task is performed at regular intervals Task performed infrequently or while
(e.g., daily, weekly, or monthly) substituting in another job.

Importance of task Task affects other parts of the job as Task unrelated to job. Few
well as other jobs. consequences if task not performed.
 Part I: Critical Function Example

Job Classification: Supervising Personnel Analyst

• Duty Statement: Plans, coordinates, executes, and manages a full
range of human resource services for departments utilizing
professional and technical level human resources teams.
• Frequency: 20% of time
• Task Importance: Critical task (C)
• Criticality of Functions: Essential function (EF)
 Part I: Marginal Function Example

Job Classification: Supervising Personnel Analyst

• Duty Statement: Direct the work of consultants as assigned.
• Frequency: 2% of time.
• Task Importance: Important task (I)
• Criticality of Functions: Marginal function (MF)
Group Practice
Part I
• Duty statements
• Frequency
• Task Importance
• Criticality of Functions

Group Practice 1
 Part II:
Knowledge and Skill Assessment

• List of knowledge and skills required to perform duties of the

classification.
• HR will provide knowledge and skill statements for existing
classifications.
• SME reviews the statements to ensure:
• Accuracy.
• Linkage to duty statements from part I.
 Part II:
Linkage to Duty Statements

• Linkage of the knowledge and skills statements (K & S) to duty

statements is critical.
• Identify duty statement associated with the knowledge or skill
listed in the “Needed for Duty Statements” column.
• If no linkage, the K & S may need to be reviewed and removed.
 Part II:
Minimum or Desirable Qualifications

• Key component of building job flyer.

• Minimum Qualification
• The knowledge or skill is required prior to hire.
• Desirable Qualification
• Not required to be met at time of hire.
• May be attained through on-the-job training.
Part II: Knowledge and Skill Assessment
Examples
Group Practice
Part II
• Knowledge and Skill Statements
• Linkage to Duty Statements
• Minimum or Desirable
Qualifications

Group Practice 2
 Part III:
Physical and Sensory Requirements

• Required for Americans with Disabilities Act (ADA) compliance.

• SME must thoroughly evaluate the requirements in this section.
 Part III:
Physical and Sensory Requirements
Section I

• A list of common physical and sensory requirements is provided.

• Evaluate each and check the box for each that is required.
• List the number of the duty statement that corresponds with
each physical and sensory requirement selected.
 Part III:
Physical and Sensory Requirements
Section II

• Additional more thorough evaluation.

• Play a critical role in ADA accommodations.

Example: If an employee has a doctors note and cannot perform a

task this list may be used to determine ADA accommodations.
Group Practice
Part III
• Physical and Sensory Requirements

Group Practice 3
Wrap Up
• Job Analysis form determines a
job classification’s:
• Basic skills and responsibilities
• Knowledge, skills, and abilities.
• Physical and sensory working
conditions.
• Job analysis is critical to the
recruitment process.
• Required by Monterey County.
• ADA Compliance.
• SMEs play an important role in
the process.
 Resources

WHO CAN HELP? REFERENCE

MATERIALS
Biddle Consulting Group. (2018). Uniform guidelines on employee selection procedures. Retrieved from
http://www.uniformguidelines.com/
Harasim, L. (2017). Learning theory and online technologies (2nd ed.). New York: Routledge.
Monterey County Human Resources. (2018). Job analysis form. Retrieved from
https://drive.google.com/open?id=0B7MMLKwnNu3dcUhHcDB4aXY3aW4xc01OZ2pwM2xpWjB0clNJ&a
uthuser=rcobb@csumb.edu
Office of Personnel Management. (n.d.). Six steps to conducting a job analysis for multiple grades. Retrieved from
https://www.opm.gov/policy-data-oversight/assessment-and-selection/job-analysis/six-steps-to-
conducting-a-job-analysis-for-multiple-grades.pdf
Office of Personnel Management (2007). Delegated operations examining handbook: A guide for federal agency
examining offices. Retrieved from https://www.opm.gov/policy-data-oversight/hiring-
information/competitive-hiring/deo_handbook.pdf
Office of Personnel Management (2018). Job analysis presentation. Retrieved from https://www.opm.gov/policy-
data-oversight/assessment-and-selection/job-analysis/job_analysis_presentation.pdf

References