JOB DESCRIPTIONS

What is a job description?

A formal statement of duties,

qualifications, and responsibilities

associated with a job.
A communication tool that tells employees
where their jobs leave off and anothers
begins
A document that tells employees where
their position fits within the department
and within the organization

Errors and consequences of poor job

descriptions
Exaggerates or downplays the importance of the job.

Lists qualifications that are not really needed for the job
Underestimates the qualifications necessary to be

successful on the job

Job description is out-of-date because the job has
changed

Errors and consequences of poor job

descriptions
Candidates without proper qualifications may be hired.

Recruitment and retention problems may occur because

the employer is not accurate in their assessment of the

qualifications necessary to successfully perform the job
Prospective and current employees may not have an
accurate perception of the jobs duties and responsibilities
and may experience performance problems or problems
with prioritization.

What are the major components of a job

description?
Job Heading

Job Summary
Essential Duties, Tasks and

Responsibilities
Qualifications (Education, Knowledge,
Skills, Abilities, Special Skills, Licensures
and Certifications)
Working Conditions & Physical
Requirements

What are some characteristics of a good

job description?
A short story, not a novel, 1 to 2 pages tops

Focus on position, not person/performance

Focus on present, not past or future duties
The best job descriptions do not limit

employees, but rather, cause them to stretch

their experience, grow their skills, and
develop their abilities to support organization
Dynamic rather than static, should be
updated as requirements change

How do you create a job description?

Use secondary sources research (Google it)

Have incumbent draft a job description

Contact Human Resources
D.O.T. Dictionary of Occupational Titles -

http://online.onetcenter.org/

First, develop a job heading

Dept./Div.: Human Resources/Finance

Title:

Asst. VP for Human Resources

Incumbent: Salvador Ramirez
Classification:
Senior Manager - Q
Status:
Full-time, exempt
Schedule: M F, 8:30 a.m. 5:00 p.m.
Control #: FAF001
Date:
January 10, 2008

Next, create a job summary

Two to three sentences that describe position

Indicate reporting relationship

Indicate level of direction received
Example: Under the general direction of the VP for

Finance, the AVP for HR serves as the colleges chief HR

officer. The AVP for HR is responsible for managing all
HR and Payroll functions in support the Colleges mission.

Types of supervision received

General Direction (incumbent receives guidance of broad

goals and overall objectives and is responsible for

establishing methods to attain them. Generally incumbent
is in charge of an area and typically formulates policy, but
does not necessarily have final authority)
Direction (establishes procedures for attaining specific
goals in a broad area of work. Only results are typically
reviewed. Develops procedures within limits of policy
guidelines)

Types of supervision received -contd

General Supervision (incumbent develops procedures for

performance of variety of duties; or performs complex

duties within established guidelines)
Supervision (indicates that the incumbent performs a
variety of routine duties within established policies)
Close Supervision (indicates that the incumbent is
assigned duties according to specific procedures, work is
checked frequently)

Then, identify major job functions

Oversight of benefits programs

Oversight of monthly, biweekly and student payrolls

Oversight of employment processes
Interprets personnel policies
Oversight of employee relations

Oversight of compliance issues

Supervises five (5) staff members

Identify job duties within functions

Manage health and dental plans, including retiree health

care plans
Administer 403 (b) RA and SRA retirement plans, as well
as Colleges 457 (b) plan
Manage colleges self-funded workers compensation
program
Administer colleges tuition remission program
Manage colleges life insurance, supplemental life
insurance and AD & D, short and LTD programs,
unemployment compensation

Tips for writing job duties

Duties describe what, how and why? Schedules

speakers for bi-monthly departmental seminars by calling

individuals from established listings, ascertaining
availability, determining event dates and composing
confirming correspondence.
Start with action verbs-Answers telephone.
Duties should be essential to the position; avoid listing
marginal duties - Conducts orientation sessions. Yes Uses staple remover. - No

Tips for writing job duties

Always use disclaimer -The following duties are not to be

considered a complete list of duties and responsibilities

assigned to this position.
How to determine essential duties - ADA
job exists to perform duty proofreader

frequency of duty widget maker

importance of duty airline pilot
apply the walk like a duck test

Identify qualifications
Identify minimum qualifications to help broaden pool

http://online.onetcenter.org/
Make sure qualifications relate to job duties
AVP HR - Bachelors required, masters preferred. SPHR
certification preferred. At least 7 years of progressively
responsible supervisory experience in higher education
human resources. Knowledge of federal and state
employment laws. Able to use computers. Strong written
and oral communication skills.

Working conditions & physical

requirements
HR will handle these requirements

Should be ADA compliant - essential

Examples walking, talking, bending, reaching,

understand language, speaking, climbing, crawling

Working Conditions & Physical Requirements
Work is normally performed in a typical interior/office work

environment. No or very limited physical effort required. No or

very limited exposure to physical risk.

Pulling it all together

Combine job heading, job summary, duties and

qualifications (HR will do physical requirements)

Date it
Review with your supervisor and with employee
Update it as needed, review at least annually
Submit electronic Word copy to Human Resources who
will place in database

Other resources
Blank template will be on-line

Generic sample job descriptions will be on-line

HR has 100 electronic job descriptions on file
Job Description Lab Sessions
Repeat of this presentation

D.O.T. Dictionary of Occupational Titles -

http://online.onetcenter.org/
http://jobdescriptions.unm.edu/jdeweb.cfm

Next steps
Identify which job descriptions need to be done and who

will do them
Involve employees in creating job descriptions
Give each employee a copy of their job description
Develop a timeline so that all descriptions are completed
and submitted to HR by March 31, 2008
If multiple employees will be covered by same job
description list employees

Financial Aid Office example

VP, Enrollment Services
Director of Financial Aid
Assistant Director Assistant Director Assistant Director of
of Financial
Financial Aid
Aid
Financial Aid
Office Specialist
Counselor
Financial Aid
Counselor

Data Entry/ Office

Specialist

Financial Aid Office example

VP, Enrollment Management
Director of Financial Aid
Assistant Director

5 job descriptions
for the department

Assistant Director Assistant Director of

of Financial
Financial Aid
Aid
Financial Aid
Office Specialist
Counselor
Financial Aid
Counselor

Data Entry/Office
Specialist

Questions?
??????????????????????????????????????????????