How to Write Online Job Descriptions

How to Write Online Job Descriptions NEUROSCIENCES November 15, 2003 The Purpose and Use of Job Descriptions  A job description is a word picture of the responsibilities, specific duties, and organizational relationships that constitute a given job. Identifies the specific knowledge, skills, and abilities required. Evaluates the importance of each position relative to others in the organization   The Purpose and Use of Job Descriptions (cont’d) Provides:  Objective framework for decision-making  Objective basis for selection criteria  Focuses on JOB CONTENT vs. PERSON  Legal Defense  Primary tool in classification and reclassification  Price comparison with jobs in the external marketplace  Specific definitions of departmental roles The Purpose and Use of Job Descriptions (cont’d)      Helps to promote understanding between the manager and the incumbent of the position responsibilities and expectations Helps to identify and resolve workflow issues & duplication or absence of efforts Helps to ensure internal controls and control segregation of duties Serves as a basis for making specific assessments about how each of the assigned responsibilities is being carried out Should be updated when supervisor, shift, functional areas or duties change Roles/Responsibilities HUMAN RESOUCES  Establish policies, procedures, tools  Provide training and consultation  Classification of positions (DBO, VC or Central HR) DEPT HEAD  Establish and maintain JD’s  Identify essential functions  Ensure KSA’s are related to satisfactory performance HR CONTACT  Provide training  Assist with job description development and review Job Evaluation        Definition: The method of determining the value of a job, relative to all other jobs within an organization. Focus is on job content Focus is on the work the person does Systematic and consistent Objective procedure Cornerstone of pay system Necessary tool to achieve internally equitable and externally competitive pay program Policy 36 Classification of Positions     Positions are established and assigned to salary structures based on the level and scope of duties and/or responsibility assigned. Classification = process of gathering information about a job and describing it in terms of its functions and tasks as well as identifying the skill and knowledge required Reclassification review when functional areas change Preponderance of work in determining level Classification Process       Written job description prepared When appropriate, discussed with incumbent Reviewed and approved by Department management Sent to HR Contact in Business Office Classification or Reclassification Review If reclassification, effective on 1st of month following date of receipt by Dept/Central HR Internal Review Procedures   Department and VC procedures Options:    Centralized or decentralized initial draft Temporary Save and Route w/ email Route paper copies for handwritten correction  Tracking Feature Job Description Preparation Blink Tools “People” Tab - Classification Main Menu  Direct links to:  How to Classify or Reclassify chart  Link to Reclassification Process Overview  Job Description Library  Job Description Tracking System  Job Description Form and Supplements  Classification criteria / matrixes  http://www-hr.ucsd.edu/~classification/caguide/ Job Description Library   Search criteria Use to:    View similar job descriptions in other depts Draft a new description using an approved description as a template View job descriptions for posted vacancies Hints for Creating a Job Description  USE INTERNET EXPLORER – Resolves problems with:      Proper Sequence:   Font size Margins Word wrap Printing  Job Description Supplements (Request for Classification Review or Computer-Related) Requisition Hints (continued)      Be sure reason for submitting job description matches requisition information Designated authority must complete section if decentralized classification decision HR Contact completes blue box above conditions of employment Phone directory in Blink Create bullets with hard return and * or – Hints (continued)     Cut and paste from/to other documents Compare format of Task and KSA sections Enter your email address when logging in to receive email notifications of work saved/routed No spell-check feature for web-based forms Saving and Routing   SAVE YOUR WORK FREQUENTLY! Temporary Save    Temporary Save and Route   Drafts while in progress When supplements are required  Permanent Save    Internal review and editing Linear progression vs. multiple recipients When submitting final copy to the HR Dept No longer able to edit If sent by mistake, HR can release Printing     After work is saved, Print option Select Print option from menu for formatted copy with signature block Click “Refresh/Reload” then Print to ensure latest version Retain signed hardcopies of the final document in your dept. Job Description Aids    Other descriptions in the library. Job Builder = Task inventories to help build Job Description Generic job descriptions in Library for use without requiring classification For problems with Online Job Description system, contact Susan Reba, Classification Assistant directly atsreba@ucsd.edu OR (858) 534-0281  Position Overview       Summarizes the position Provides department information Establishes context of position Describes essential functions Used for creating recruitment announcement Does not include KSA’s Special Conditions of Employment       Unique aspects of position Licensure or certification requirements Work schedule Work location Pre-employment physical, drug testing, background check, conflict of interest disclosure Environmental disclosure Supervision Received  Indicate the type of supervision the incumbent will receive after the training / orientation period. Close Supervision:  Assigned duties according to specified procedures  Work is checked frequently  There may be formal training Supervision:  Performs a variety of routine duties within established policies and procedures or by referral to the supervisor's guidelines. Supervision Received General Supervision:  Develops procedures a variety of duties or  Performs complex duties within established policy guidelines Direction:  Establishes procedures for specific goals and objectives in a broad area of work  Only the final results of work done are typically reviewed  Typically develops procedures within the limits of established policy guidelines Supervision Received General Direction: • Receives guidance in terms of broad goals and overall objectives • Responsible for establishing the methods to attain goals • Generally in charge of an area of work • Typically formulates policy for this area • Does not necessarily have final authority for policy approval. Supervision Received Close Supervision Supervision General Supervision Direction General Direction Non-exempt Non-exempt Non-exempt Exempt Exempt Supervision Exercised     “Employees Directly Supervised” online jd Must be officially designated as supervisor For official designation:  Supervises at least 2 career employees  Duties must be substantially different  Supervisory language present on job card (under Functions) Names of employees, etc. Employees Supervised through Others   List employees who are supervised by a designated supervisor who reports to this position The designated supervisor should be listed under “Employees Directly Supervised” Functions        Major areas of the job that are distinctly different from one another Most positions have 4-8 functions Online jd allows maximum of 10 Use a word or phrase Descending order of importance Essential vs. Non-Essential Percentage of time Essential Functions per ADA      Job exists to perform the function Significant consequences if not performed Taking function away would fundamentally change the job Limited number of employees available to perform the function Highly specialized, requires a unique skill, experience, educational background or license Essential Functions   Qualified if can perform the essential functions with or without accommodation Cannot disqualify if unable to perform the marginal functions due to disability Task Statements Create a clear, complete picture of:  What is being done – What action?  How it is being done - Using what tools, equipment, work aids, processes?  Why it is being done - To produce what? Why is it necessary? (Expected output) Tips to Writing Task Statements      Begin with a verb Use verbs that convey specifics Do not use abbreviations Use common terms Make statements clear Example of Task Statement “Assists with the inspections of construction projects.”    Action is vague Expected output unclear No process explanation Better Example of Task Statement “Inspects construction operations including erosion control, concrete paving, painting, and fencing to insure compliance with construction plans and specifications.” Task Statement Example Assist in the preparation of teaching materials and weekly seminars by typing and formatting presentation materials, developing Power Point presentations, developing agendas, preparing copies and handouts, etc. Task Statement Example Work with fund manager to prepare the budget to accompany the proposal (first year, multiple year budgets, direct and indirect costs budgets) using an electronic spreadsheet program with multiple worksheet links. Modify spreadsheets as required to meet agency requirements. Assist with salary projections and include coordinating requests with other UC Departments. Example of Task Statement Obtain authorizations for surgical procedures, which entails interacting closely and communicating clearly with a variety of private and government agencies such as health insurance companies, physician groups, Medicare, Medi-Cal, CMS, etc. Apply knowledge of various insurance products in order to obtain authorization for surgical procedures and ensure payment/reimbursement for surgery. Supervisory Language  Screen applications, interview candidates and either make selection decisions or recommend individuals for hire. Train and assign work to new and continuing employees. Provide guidance on performance standards and University procedure. Independently conduct performance evaluations, including communication with subordinate.   Supervisory Language (cont’d)  Make recommendations for employee incentive awards and salary increases including merits and reclassifications. Determine what discipline should be imposed for subordinates, with authority to apply such, and/or submits/recommends same to higher level management.  Knowledge, Skills and Abilities “KSA’s”  Knowledge = body of learned information Skill = present, observable competence to perform a psych-motor act Ability = present, observable behavior   Knowledge, Skills and Abilities “KSA’s”      Limit to those directly related to satisfactory performance of the position Online jd allows maximum of 20 Avoid worker characteristics common to all positions “… as typically acquired through education and experience” “… or an equivalent combination of education and experience” KSA Statement Formula What kind of KSA is needed? 2)At what level is the KSA needed? 3)How is the KSA used to do the tasks? 1) Think about the highest level required on the job. KSA Examples “Knowledge of budget process.” VS “Knowledge to forecast income and expenditures, develop an annual department budget, monitor and reconcile monthly ledger activity, and recommend actions to resolve discrepancies.” KSA Importance Level  Required    Must be possessed prior to employment Use in identifying referral pool Preferential rehire Viewed as more qualified Used as screening framework To be gained once on the job Typically unique to UCSD  Preferred    Acquired   Using Master Job Descriptions    Allowable when multiple incumbents have the same duties, responsibilities, and supervisor Must adequately capture all essential functions and job requirements to support HR processes When master isn’t appropriate…   Use portions where applicable (modular approach) Customize where different (template) Pros and Cons of Master JD’s PROS Consistency Convenience CONS Individual not recognized as unique May not adequately communicate specific assignment May not differentiate KSA’s when layoff out of seniority order Essential functions and KSA’s may not be adequately covered for HR purposes Ease of comparison Removes personal bias Blink Tools  Class specifications   Job family matrices (clerical/admin, SAO)  Contain level of supervision, typical tasks, requirements  Job Description Library – copy and customize Sample completed job description (NOTE: Some are better than others!) Contain classification criteria and typical tasks  Job Builder Tools from UCSD & Other Locations  UCSD Job Builder: http://joblink.ucsd.edu/mwb/jdbuilder/index.html  UCR Job Description Builder http://humanresources.ucr.edu/jdb/   UCLA Functional Dictionary (Word document) DOL Occupational Outlook Handbook: http://stats.bls.gov/oco/home.htm Discussion   Questions? Share Your Experience    Problems you are having Share with others lessons you’ve learned Resources/tools/tips you’ve discovered