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Writing Job

Descriptions
Objectives
 Understand how the job
description process works
 Know the legal ins and outs of
writing job descriptions
 Be able to successfully write job
description for your position(s)
under your supervision
Why do we need them?
 Communication
– Employees know what is expected in
job
– Defines accountability
 Organizational Efficiency
– Helps eliminate duplication of
responsibilities
– Identifies hiring criteria
Americans with
Disabilities Act
 Signed into law in 1990
 Enforced by EEOC
– 5 Titles
 Title I: Employment Provisions
 Prohibits employment-related
discrimination against persons with
disabilities
 Established concept of “reasonable
accommodation”
Use Job Description….
 As main source of information
 To define minimum requirements
of a job
 To focus on essential functions
and specific knowledge,
experience skills needed to
perform the job
Sections on Job
Description
 FLSA Classification
 Position Title
 Department
 Position Summary
 Essential Functions
 “Other” – Non-essential Functions
 Organizational Reporting
Sections on Job
Description, Cont.
 Minimum Requirements
 Additional Desirable Qualifications
 Working Conditions
FLSA Classification
 Exempt
 Nonexempt

For details on FLSA classification


see:
www.dol.gov/dol/compliance/comp-
flsa.htm
Position Title

Clearly define the position in as few


words as possible.
Job Summary
 Brief overview of the reason the position
exists
 Written in broad terms identifying
functions of job, but not the specifics
 Easier to write after the essential
functions are determined
 Think of as an essay question:
“Describe the essence of the job in 30
words or less
Essential Functions
 Identifies the functions that are
essential to the existence of the
position
 Functions should be arranged in
order of importance
 Use action verbs to begin each
function
Determining Essential
Functions
 The position exists to perform the
function
 There are a limited number of
employees available to perform the
function
 The function is highly specialized
 A large amount of time will be spent
performing the function
Writing Essential
Functions
– Use clear and concise language. When possible,
use words that have a single meaning.
Use examples / explanations for words which
have varying interpretations
– Use non-technical language whenever possible.
A good job description explains the objectives,
duties, and responsibilities of a job so that they
are understandable even to a layperson.
– Use telegraphic sentence style (implied subject /
verb / object / explanatory phrase). Avoid
unnecessary words
Example: The job incumbent transports all
company mail to various locations throughout the
entire facility.
Writing Essential
Functions, Cont.
– Keep sentence structure as simple as
possible; omit all words that do not
contribute necessary information.
– Begin each sentence with an active verb,
always use the present tense.
– Whenever possible, describe the desired
outcome of the work, rather than the
method for accomplishing that outcome.
For example, instead of "writes down phone
messages"- a task-oriented approach - you
might say "accurately records phone
messages.
– Avoid words, such as "handles," that does not tell
specifically what the employee does.
Others you may want to avoid: "checks," "prepares,"
"examines," "sends." If these words are the most accurate
and specific ones available, it may be acceptable to use
them. But if a more specific term would describe the task
more clearly, use it.
– Use generic terms instead of proprietary names
("Microsoft," "Xerox," "Macintosh," etc.).
– Avoid using gender based language.
– Qualify whenever possible.
Don't just say that a file clerk "files" materials; say that
s/he "files alphabetically."
Examples of Action
Verbs
 Reports
 Provides
 Reviews
 Creates
 Assists
 Enters
 Designs  Directs
 Schedules  Counsels
 Prepares  Coordinates
 Manages
 Develops
 Maintains
 Writes
Organizational
Relationships
 Identify positions reporting directly
and indirectly to the position
 To what position(s) does this
position report
 List frequent and occasional
contact, i.e., employees, outside
agencies.
Minimum
Requirements
 Education/Experience
– Identify what education and
experience are minimally required to
successfully carry out the essential
function of the job
– Remember to think in terms of the
“position” not the “person”
 Licenses, Certifications, etc.
Knowledge, Skills and
Abilities
 Identify specific KSAs needed to successfully
perform the essential functions of the job
 Only list the KSAs needed to achieve the
desired results, not those the ideal candidate
might possess
 Use examples from the job to help define the
KSAs concisely.
 Avoid using subjective modifiers, e.g., high
level, which have a different meaning for each
individual.
Examples of KSAs
 Ability to interact effectively with
visitors, administration, faculty and
staff
 Knowledge of applicable state and
federal laws and regulations
governing post-secondary
education
 Skills in computer hardware repair
and troubleshooting
Knowledge, Skills, and
Abilities
For detailed information and
examples of how to write
knowledge, skills and abilities, go
to ?
Additional Desirable
Qualifications
 Qualifications in addition to the
minimum requirements that
would be beneficial in
successfully performing the job
Working Conditions
 Physical Demands
– Physical activities
– Lifting weight and exerting force
– Vision requirements
 Work Environment
– Exposure to extreme conditions, i.e.
weather, chemicals
– Noise level
Resources
 www.oalj.dol.gov/libdot.htm
 www.mhsqic.org/psam/humanres
ource/jobdescriptions/jobdescrip4.
htm

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