HOW TO WRITE EFFECTIVE POSITION DESCRIPTIONS

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					HOW TO WRITE
EFFECTIVE POSITION
DESCRIPTIONS

               Bernadette Cioffi
      Human Resources Generalist
               February 7, 2008
STEPS IN WRITING
EFFECTIVE POSITION
DESCRIPTIONS
   Goal:
    – Write an effective position description that accurately
      describes the general purpose, essential duties,
      experience and training, skills and abilities
   Job Analysis/Collecting Information
   Preparing Position Descriptions
   When should position descriptions be updated?
WHAT IS JOB ANALYSIS?

   Gather and analyze information
   Identify the existing job tasks, duties and
    responsibilities
   Collect information
   Assess and prioritize relevance of
    information
    THE ROLE OF JOB
    ANALYSIS AND POSITION
    DESCRIPTIONS
   Staffing and selection
   Performance management
   Legal Compliance
   Labor Relations
   Compensation
   Training and development
WHAT ARE THE RESULTS
OF JOB ANALYSIS?
   Job analysis results in:
    –   Communication
    –   Job documentation/description
    –   Job specifications/requirements
    –   Job evaluation
KEY COMPONENTS OF
JOB ANALYSIS
   Identify organizational design elements
   Determine if job should exist in current
    form or be changed or updated
   Develop/determine compensation level
   Determine union classification
   Document detailed work procedures for
    training
KEY COMPONENTS OF
JOB ANALYSIS (Cont’d)
   Provide a basis for performance standards
   Identify job families and career paths
   Identify candidate qualifications
   Identify essential elements
   Determine legal category (OT, EEO)
WHAT DOES JOB
ANALYSIS INVOLVE?
   Collects information on the proposed position as
    it relates to:
    –   Work activities/essential duties
    –   Interaction with others
    –   Performance standards
    –   Supervision given and received
    –   Knowledge, skills, abilities & behaviors required
    –   Equipment and machines used
    –   Working conditions
   Comparison to generic job descriptions
TASK, DUTIES,
RESPONSIBILITIES…
WHAT’S THE DIFFERENCE?
   Task – a discrete activity performed by an
    individual to produce a specific product or
    service
   Duty – a larger work segment composed
    of several tasks or group of activities that
    are performed by an individual
   Responsibility – the major purpose or
    reasons for the job to exist
METHODS OF COLLECTING
JOB INFORMATION
   Job analysis requires that a knowledgeable
    person provide information about the job
    activities & requirements

   Information about jobs can be divided into
    two major categories – the critical data:
    – Nature of work
    – Level of work
ANATOMY OF A POSITION
DESCRIPTION
   Identification
   General Summary or Overview
   Key, Priority or “Essential” Functions and
    Duties
   Job Requirements or Specifications
ANATOMY OF POSITION
DESCRIPTION (Cont’d)
   General Purpose
   Essential Duties/Responsibilities
   Position Qualifications and Requirements
     – Experience and Training
     – Skills and Abilities
   Scope/Dimensions
   Work Environment/Equipment
FINAL WORD:
THE ROLE OF JOB ANALYSIS
   Staffing and selection
   Performance management
   Legal Compliance
   Labor Relations
   Compensation
   Training and development

				
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posted:10/17/2008
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