1november 14 writing a position description. 2november 14 who what is a position description?...
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1Apr 11, 2023
Writing a
Position Description
2Apr 11, 2023
Who
What is a Position Description?
Position Descriptions outline:• Major functions and duties• Responsibilities• Knowledge, skills and abilities (KSAs)• Effort• Working conditions
When/How OftenWhyHow
Where Does What Work
3Apr 11, 2023
Why Position Descriptions?
Position descriptions can be used to:• Assign work and document work assignments.• Help clarify and align with the organization’s mission & values.• Establish performance requirements.• Determine classification and benchmark to the external job market.• Recruit for vacancies.• Explore reasonable accommodations.• Counsel employees on career opportunities and vocational interests.• Train employees.• Comply with legal requirements related to equal opportunity, equal pay, overtime eligibility, etc.• Make decisions on job restructuring.• Suggest ways to enrich the work experience.• Support and inform succession planning efforts.
4Apr 11, 2023
When Do I Write or Review Position Descriptions?
A Supervisor or Unit HR professional or an Employee writes, reviews, and/or revises a Position Description when:
Changing/Adjusting job duties and/or responsibilities. Requiring additional and/or new qualifications. Creating a new position. During an established annual review process (Performance Evaluations/Merit Cycle). Recruiting for a replacement in an established position. During re-design/re-organization efforts. Identifying revisions based on Exploring reasonable accommodations. Development of other HR-related programs such as:
• Work Planning• Performance Management• Work Re-Design• Succession Planning
5Apr 11, 2023
Ask Yourself:
In the past, have you started with:what you want to pay?what salary grade you want?which FLSA status you need
(exempt/non-exempt)a desire to give someone a raise?
FOCUS ON THE WORK, NOT THE PERSON
6Apr 11, 2023
UM Position Description Form
PART ONE – Employee (Incumbent) Information
PART TWO – Department and Immediate Supervisor Information
PART THREE – Proposed New Classification Information
PART FOUR – Supervision Responsibilities
CHECK ONE – Existing Position, New Position/Job Code Change, or Job
Code Change for Employee
7Apr 11, 2023
UM Position Description Form (con’t)
PART SIX – Duties, Percentage (%) of Time (Effort), & Essential
Functions (for ADA Compliance)
PART SEVEN – Position Qualifications (Department Specific)
PART FIVE – Other Employees in Benchmark (Like) Positions
8Apr 11, 2023
Employee and Supervisory Signatures = Agreement
UM Position Description Form (con’t)
PART EIGHT – Additional Comments
• Accountabilities
• Relationships
• Working Conditions
PART NINE
•Funding Plan
•Business Case
9Apr 11, 2023
Exercise – Why Position Descriptions?
In summary, position descriptions document: •Work design in alignment with business of the organization
•Information used for recruitment job postings, interview questions, reference checks, etc.
•Work outcomes, performance, competencies, etc.
•Information to measure performance - work plan, evaluation, etc.
•Articulate differences between levels within a classification series.
10Apr 11, 2023
Position Descriptions and the ADA
Under the Americans with Disabilities Act (ADA), job functions
are categorized as either essential or marginal.
A job function may be considered essential if:
•The position exists primarily to perform that function•The function is highly specialized•There are a limited number of employees among whom the job
function can be distributed
A job function may be considered marginal if: •The function(s) can be eliminated or assigned to another
employee
11Apr 11, 2023
Position Descriptions and the ADA (con’t)
According to the ADA, use these items to determine whether a function is essential:(To be captured on page two, part six of the position description form)
• Written job descriptions prepared before advertising or interviewing
• The amount of time an employee must spend performing the function• The consequences of not requiring the function be performed• The terms of a collective bargaining agreement • The work experience of incumbents and/or past incumbents in the job, or in similar jobs• The nature of the operation and organizational structure
ADA Coordinator: 734-763-0235
12Apr 11, 2023
PHYSICAL DEMAND CATEGORY HELPFUL VERBS
Strength Moves/transports Puts Installs/takes outRemoves/replaces Positions/places transfers
Climbing or balancing Ascends/descends Works atop Traverses
Walking/running/stooping, kneeling, crouching, crawling
Moves (about or to) Traverses Positions self (to)
Reaching, handling, fingering and/or feeling
Diagnoses Installs/places Serves/servicesRemoves/replaces Operates AdjustsAttaches Positions Sets upHandles/tends Applies Activates, feeds or controlsMeasures Uses ModifiesSignals Inputs Drafts/writesCompiles/retrieves Makes/constructs Creates/fabricatesCollects Inspects Prepares
Talking and/or hearing Communicates Detects Converses withDiscerns Conveys Expresses oneselfDiscusses Exchanges information
Seeing Detects Determines DistinguishesIdentifies Recognizes PerceivesEstimates Judges DiscernsInspects Compares ObservesAssesses
Other demands Detects Uses PerceivesDiscerns
Position Descriptions and the ADA (con’t)
13Apr 11, 2023
• 5 – 7 major sets of duties
• % effort > 10 or < 50, as a guideline
• Transactional ….. Larger “chunks” (%s)
• Complex ….. Smaller “chunks” (%s)
• More important, higher level listed first
• Update often
Tips for Writing Position Descriptions
14Apr 11, 2023
•the data (object)
When writing duties, structure sentences in the format of verb / object / explanatory phrase.
•Collects (action verb)
•key job information (object)
•from various sources, e.g., work interviews and direct observation
(explanatory), •Analyzes (action verb)
•to identify job content and critical evaluation issues (explanatory),
•Prepares or revises (action verbs)
•position descriptions (object).
Tips for Writing Position Descriptions
15Apr 11, 2023
When writing a position description, beware of the “inflationary effect” that can occur
when describing the extent of responsibilities or scope inherent in a task.
CAUTIONCAUTION
Tips for Writing Position Descriptions
16Apr 11, 2023
No need to re-create the wheel!No need to re-create the wheel!Referring to “good examples” can ease the time-consuming task of
writing position descriptions. Sample materials used in position descriptions are readily available online at
Occupational Information Network http://online.onetcenter.org
OR Bureau of Labor Statistics http://www.bls.gov/oco/home.htm
One temptation is to rely solely on these samples which can result in a position description not accurately describing the work.
Be sure to involve both the employee and supervisor in the development process.
BewareBeware
Tips for Writing Position Descriptions
17Apr 11, 2023
Achievement Action Verbs
Activate Check Decide Delete
Determine Encourage Enforce Execute Expedite
Further Implement Initiate Maintain
Motivate Organize Prevent
Return Stop
The terms reflect typical achievement activities whose definitions can be found
on the Note Page form of this slide.
18Apr 11, 2023
Activity Action Verbs
Accept Accumulate Acquire Allocate Buy Collect
Compile Deliver Distribute Exchange Forward
Furnish Gather Get Give Issue
Keep Obtain Pick-up Procure Provide Purchase
Receive Render Secure Solve Submit Supply
Take Transfer Withdraw
The terms reflect typical activity actions whose definitions can be found on the
Note Page form of this slide.
19Apr 11, 2023
Administrative Action Verbs
Adapt Administer Appoint Approve Arrange
Authorize Control Coordinate Consult
Delegate Direct Establish Manage Order Plan Require
Review Supervise Train
The terms reflect typical administrative activities whose definitions can be found
on the Note Page form of this slide.
20Apr 11, 2023
Assistance Action Verbs
Advise Aid Conduct Cooperate Counsel
Explain Guide Instruct Participate Protect Serve
Show
The terms reflect typical assistance activities whose definitions can be found
on the Note Page form of this slide.
21Apr 11, 2023
Communication Action Verbs
Inform Inquire Interview Mail Negotiate
Notify Pull Recall Recruit Report
Request Sell Send Solicit
The terms reflect typical communication activities whose definitions can be found
on the Note Page form of this slide.
22Apr 11, 2023
Control Action Verbs
Allocate Assign Audit
Commit Conserve Edit
Ensure Evaluate Guarantee
Regulate Restrict Verify
The terms reflect typical control activities whose definitions can be found on the
Note Page form of this slide.
23Apr 11, 2023
Creativity Action Verbs
Create Design Devise
Develop Estimate Forecast
Formulate Install Originate
Project Schedule
The terms reflect typical creative activities whose definitions can be found
on the Note Page form of this slide.
24Apr 11, 2023
Evaluative Action Verbs
Appraise Analyze Ascertain Check Compare
Consider Criticize Evaluate Examine Identify
Inspect
Interpret Investigate Measure Rate
Research Resolve Study Summarize Survey
Test Weigh
The terms reflect typical evaluation activities whose
definitions can be found on the Note Page form of this slide.
25Apr 11, 2023
Online Resources
Web Walk Through…
http://online.onetcenter.org
http://www.bls.gov/oco/home.htm
26Apr 11, 2023
For more information, please contact your unit’s HR professional.
Other available resources include UHR’s…
• Employment Process Coordinators
• Staff HR Services Representatives
• Compensation & Classification
Call (76)3-2387
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