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Page | 1 Human Resources & Risk Management January 1, 2019 HARRIS COUNTY JOB DESCRIPTION Job Title: Receptionist Job Code: 6182 Department: Facilities & Property Management Creation Date: February 1, 2019 FLSA Status: Non-Exempt Revision Date: General Summary Under general supervision, the Receptionist is primarily responsible for occupying the front desk to answer the telephone, greet and direct clientele to correct area needed and perform various administrative duties for the Department. Duties, Responsibilities and Percent of Time Spent On Each Responsibility (5% or Greater) Greets visitors, determines nature of business, and announces visitors to appropriate personnel 30% Distributes inter-office mail daily to various County departments in downtown complex 20% Receives, sorts, date stamps and routes U.S. mail and parcels daily 20% Schedules meetings for Department, as necessary 15% Orders, receives, and processes paperwork for frequently used office supplies 10% Reports office maintenance issues to Harris County Facility and Property Management 5% Knowledge, Skills and Abilities Basic Computer Skills Knowledge of Microsoft Office Programs Ability to establish and maintain effective working relationships and foster teamwork in a diverse environment Ability to maintain confidentiality when dealing with sensitive information Ability to work well with public and staff members Work Environment This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. Physical Demands This is largely a sedentary role; however, some filing is required. This would require the ability to lift files up to 10 pounds, open filing cabinets and bend or stand as necessary.

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Page 1: HARRIS COUNTY JOB DESCRIPTION · 2018-12-13 · HARRIS COUNTY JOB DESCRIPTION 1. JOB DESCRIPTION OVERVIEW A job description is a summary of the most important features of a job. It

Page | 1 Human Resources & Risk Management January 1, 2019

HARRIS COUNTY JOB DESCRIPTION

Job Title: Receptionist Job Code: 6182

Department: Facilities & Property Management

Creation Date:

February 1, 2019

FLSA Status: Non-Exempt Revision Date:

General Summary

Under general supervision, the Receptionist is primarily responsible for occupying the front desk to answer the telephone, greet and direct clientele to correct area needed and perform various administrative duties for the Department.

Duties, Responsibilities and Percent of Time Spent On Each Responsibility (5% or Greater)

Greets visitors, determines nature of business, and announces visitors to appropriate personnel 30%

Distributes inter-office mail daily to various County departments in downtown complex 20%

Receives, sorts, date stamps and routes U.S. mail and parcels daily 20%

Schedules meetings for Department, as necessary 15%

Orders, receives, and processes paperwork for frequently used office supplies 10%

Reports office maintenance issues to Harris County Facility and Property Management 5%

Knowledge, Skills and Abilities

Basic Computer Skills

Knowledge of Microsoft Office Programs

Ability to establish and maintain effective working relationships and foster teamwork in a diverse environment

Ability to maintain confidentiality when dealing with sensitive information

Ability to work well with public and staff members

Work Environment This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Physical Demands This is largely a sedentary role; however, some filing is required. This would require the ability to lift files up to 10 pounds, open filing cabinets and bend or stand as necessary.

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Position Type and Typical Hours of Work This is a full time position. Days and hours of work are typically Monday through Friday, 8:00 a.m. to 5:00 p.m. Hours may vary based on the business needs of the department.

Required Education / Experience

High School Diploma or G.E.D

One (1) year of clerical office experience

Other Duties

This Job Description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this position. Management may, at its discretion, assign, or reassign duties and responsibilities to this job at any time.

Reporting Relationships

Reports To Position: Manager, Administration

Supervises Positions: None

Equal Opportunity Statement

Harris County is an Equal Opportunity Employer and is committed to providing equal employment opportunities to all employees and applicants without regard to race, color, religion, sex, national origin, age, pregnancy, disability, genetic information, or any other protected class in accordance with applicable federal and state laws.

Job Description Approval

This Job Description has been approved by the appropriate levels of management. Manager: _____________________________________________ Date: _______________________ HR Representative: _____________________________________ Date: _______________________ Employee signature below constitutes employee’s understanding of the requirements, essential duties and responsibilities of the position.

Employee: ____________________________________________ Date: _______________________

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Page | 1                                                            Human Resources ϧ Risk Management               January 1, 2019 

HARRIS COUNTY JOB DESCRIPTION

Job Title:

Job Code:

Department:

Creation Date:

FLSA Status:

Revision Date:

General Summary Duties & Responsibilities % of Time Spent (5% or Greater)

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Knowledge, Skills and Abilities

Work Environment Physical Demands Position Type and Typical Hours of Work Required Education / Experience

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Other Duties Reporting Relationships Equal Opportunity Statement Harris County is an Equal Opportunity Employer and is committed to providing equal employment opportunities to all employees and applicants without regard to race, color, religion, sex, national origin, age, pregnancy, disability, genetic information, or any other protected class in accordance with applicable federal and state laws. Job Description Approval This Job Description has been approved by the appropriate levels of management. Manager: _____________________________________________ Date: _______________________ HR Representative: _____________________________________ Date: _______________________ Employee signature below constitutes employee’s understanding of the requirements, essential duties and responsibilities of the position. Employee: ____________________________________________ Date: _______________________      

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HARRIS COUNTY

HUMAN RESOURCES &

RISK MANAGEMENT

JOB DESCRIPTION

JOB AIDE

January 1, 2019

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CONTENTS

1. JOB DESCRIPTION OVERVIEW……………………………………..

Page 2

2. JOB DESCRIPTION COMPONENTS………………………………...

Page 2

a. JOB TITLE……………………………………………………

Page 2

b. FLSA CLASSIFICATION…………………………..............

Page 2

c. GENERAL SUMMARY……………………………………...

Page 3

d. PRINCIPAL DUTIES AND RESPONSIBILITIES………...

Page 3

e. JOB SPECIFICATIONS…………………………………….

Page 4

f. WORK ENVIRONMENT..……………………….................

Page 4

g. PHYSICAL DEMANDS……………………………………...

Page 5

h. OTHER DUTIES………………………...…………………...

Page 5

i. REPORTING RELATIONSHIPS…………………………... Page 5

j. EQUAL EMPLOYMENT OPPORTUNITY………………… Page 5

k. SIGNATURE LINES…………………………………………

Page 6

3. ACTION WORDS FOR JOB DESCRIPTIONS………………………

Page 7

4. HARRIS COUNTY JOB DESCRIPTION – TEMPLATE……………

Page 13

5. COMPLETED JOB DESCRIPTION – EXAMPLE……….………….. Page 16

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HARRIS COUNTY JOB DESCRIPTION

1. JOB DESCRIPTION OVERVIEW

A job description is a summary of the most important features of a job. It is used to document what a job is, why it exists and what education, experience and skill sets are required to satisfactorily perform the work. Job descriptions informs employees of the major duties required for a position, assist in the evaluation of employee performance, maintains compliance with Department of Labor requirements, and ensures the accurate matching of positions in salary surveys and gathering other salary market data. It should describe and focus on the job itself and not on any specific individual who might fill the job as well as describe the job as it exist now, not what it will be in the future. NOTE: Please refer to the “Job Analysis Questionnaire” process before creating or modifying a Job Description.

2. JOB DESCRIPTION COMPONENTS a. Job Title

A Job Title is the specific descriptive name assigned to the

particular duties and responsibilities of a position. It includes the nature and level of the position; and is typically included on business cards and/or letterhead.

Examples:

Translation Coordinator Court Clerk I Payroll Clerk II Administrative Manager Manager, Construction

b. FLSA Classification

The Federal Labor Standards Act is federal legislation that governs

minimum wage, overtime pay, child labor, and recordkeeping requirements for employees. The FLSA divides all employees into two major categories, Non-Exempt and Exempt, based upon salary and duties tests.

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c. General Summary

The summary should be no longer than four sentences and should

provide a general overview of the job in a few words as possible.

State the general nature, level and purpose of the job.

Indicate responsibility level of the job by the incumbent's freedom to act (“works independently” or “works under close supervision”).

Example:

Under general direction, responsible for analysis of sales record and market trends. Explores new markets and estimates their potential. Supplies senior management with market data for use in estimating market share and controlling market conditions.

d. Principal Duties and Responsibilities

The Job Description should include duties and/or responsibilities

which accounts for a least 5% of the incumbent’s time or are critical to the successful performance of the job.

Arrange job duties and responsibilities in some logical order, such

as: The sequence in which the job duties are performed The order of importance The percent of time the incumbent(s) devote to each item

Use the Harris County Job Description Template

Use clear and concise language. Where possible, use words that

have a single meaning. Use examples and explanations for words which have varying interpretations.

Use present tense and action words.

Avoid unnecessary words

Replace proprietary names with generic terms

Avoid gender-based language

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e. Job Specifications

Job Specifications identifies the minimum knowledge, skills, abilities, and behavior required to satisfactory perform the job.

Examples:

Education, Specialized Training, Licenses and/or Certifications Relevant work experience Analytical/interpersonal skills Physical or mental abilities Demonstrated competencies

NOTE:

Bona Fide Occupational Qualifications (BFOQs) – It is important to include qualifications that are relevant to the job and cannot include language relative to religion, sex, national origin unless that limitation is a reasonable necessity to the normal operation of the business.

Avoid using race as a BFOQ Be specific and realistic to ensure defensibility Relate job specification to what, why and how work is done Requirements should be imposed on all employees equally Ensure applicable and regulatory requirements are met Avoid arbitrary education and experience requirements which cannot be validated

f. Work Environment

Working Environment refers to the conditions in which the work is

performed.

Examples: Typical Workdays

Monday – Friday, Weekends, etc. Typical Work Hours Full Time, Part Time, etc. Shifts – Day, Evening, Nights, Weekends, etc. Working in an office Working outdoors Temperature Noise level

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g. Physical Demands

The physical demands of the job.

Examples: Sitting Bending Lifting Driving

h. Other Duties

Other Duties is a disclaimer statement that indicates that the Job

Description is not all inclusive of the duties and responsibilities that may be required of the employee at some point in time.

Example:

This Job Description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this position. Management may, at its discretion, assign, or reassign duties and responsibilities to this job at any time.

i. Reporting Relationship

A Reporting Relationship describes the hierarchical structure of a position relative to its position within the organizational reporting configuration. It includes the names of the “Reports To” and “Supervises” positions.

Examples:

Reports To: Manager, Administration Supervises: Translation Coordinator, Court Clerk I

j. Equal Opportunity Statement

Example:

Harris County is an Equal Opportunity Employer and is committed to providing equal employment opportunities to all employees and applicants without regard to race, color, religion, sex, national origin, age, pregnancy, disability, genetic information, or any other protected class in accordance with applicable federal and state laws.

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k. Signature Lines

The Signature Lines serves as a validation of the Job Description.

They shows that the Job Description has been approved and that the employee understands the requirements, duties and responsibilities of the job. Signatures and date of management and the employee are required on the Job Description.

Example:

This Job Description has been approved by the appropriate levels of management. Manager: _________________________________ Date: _________ HR Representative: _________________________ Date: _________ Employee signature below constitutes employee’s understanding of the requirements, essential duties and responsibilities of the position.

Employee: ________________________________ Date: _________

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3. ACTION WORDS FOR JOB DESCRIPTIONS

The following is a glossary of commonly used action words to be used as an aide when creating or modifying a Job Description. It includes examples of action words and is not intended to be a comprehensive list.

ACKNOWLEDGES: Recognizes as true or pertinent; admits obligation; reports receipt of (a letter, check, etc.)

ACTS: To exercise the power of the position specified, often in absence of the individual usually performing duties of the position.

ADMINISTER: To provide or apply something; to put something into effect.

ADVISES: To offer advice with responsibility for some interpretation and decision making.

ANALYZES: Studies parts, elements, or factors of a situation or problem in detail to determine course of action, solution, or outcome; examines critically for understanding the organization or nature of, (e.g., analyzes malfunction of computing circuits.)

ANSWERS: To speak or write in reply.

APPRAISES: To evaluate in order to determine the extent of accomplishment or to judge the value of.

APPROVES: To sanction officially; to accept.

ARRANGES FOR: To take appropriate measures to see whatever may be needed is available for use when needed.

ASSEMBLES: To collect or gather together in a predetermined order from various sources.

ASSESSES: Same as Reviews.

ASSIGNS: Appoints, prescribes a course of action; specifies, selects, or designates, (e.g., assigns responsibilities to subordinate personnel).

ASSISTS: To help other persons in the performance of some task for which the group being assisted has prime responsibility.

ATTENDS: To be present.

AUDITS: To examine officially with intent to verify.

AUTHORIZES: To grant permission to conduct an activity.

BALANCES: To compute the difference between the debits and credits of an account; to reconcile accounts.

BUDGETS: To plan expenditures.

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CALCULATES: To determine by mathematical process. (Implies simple mathematical processes and exact results.)

CHECKS: Examines to find out whether something is being done correctly, and reports as necessary. (Contrast with “Monitors”.)

COLLABORATES: To work or act jointly with another equally responsibility party.

COLLECTS: Bring or gather things together, typically when scattered or widespread.

COMPILES: To put together information; to collect from other documents or sources.

COMPLIES: Collects into proper or designated form, (e.g., complies data into a report.) Composes out of materials from other documents, such as summary reports and statistical summaries, from several individual reports.

COMPOSES: To make by putting parts together, to create; to write an original letter, report, instructions.

COMPUTES: Determines an exact result by mathematical processes; reckons or counts; takes account (e.g., computes a payroll).

CONDUCTS: To carry out work in a situation where leadership and guidance must be given to those cooperating in the performance of the work.

CONSOLIDATES: To join or combine together into one thing; to make something stronger or more secure.

CONSULT To talk about something in order to make a decision.

CONTROLS: To regulate performance in order to ensure fulfillment of that which is prescribed.

COORDINATES: To bring into common action, condition, or harmony with others (generally with equal ranks, not direct subordinates.) To provide a smooth operation (e.g., to coordinate the work of keypunching and tabulating to meet production schedule deadlines.)

COUNSEL: Advice given especially as a result of a consultation.

CREATES: Makes, plans, designs, or generally brings about something new and original in thought and imagination.

DECIDES: To render judgment or settle on an action to be taken when there is a choice to be made.

DELEGATES: Assigns a function and the authority (and possible power) needed to fulfill a function, and also specify the kinds of decisions to be made.

DEMONSTRATES: To illustrate and explain, especially with examples.

DESIGNS: To conceive, create and execute according to plan.

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DEVELOPS: To go through the process of evolving the specified action or plan.

DIRECTS: To guide work operations through the establishment of objectives, policies, rules, practices, methods and standards.

DISSEMINATES: To cause to be brought to the attention of others.

DISTRIBUTES: Divides, deals out, portions, administers, dispenses (e.g., distributes incoming mail to divisions.)

DRAFTS: To prepare papers, documents or sketches in preliminary form.

ENSURES To make sure, certain or safe; to guarantee.

ESTABLISHES: To secure permanent acceptance for a specified action or requirement; to set up.

ESTIMATES: To calculate approximately.

EVALUATES: To ascertain the value, or judge the relative value or worth of.

EXAMINES: To inspect closely.

FACILITATES: To make easier.

FILES: To arrange in a methodical manner; to rub smooth or cut away with a tool.

FORECASTS: To predict realistically future events or possible results of actions, usually by making comparison with past events.

FORMULATES: To reduce to, and express in, a systematic statement.

FOSTERS: To promote the growth and development of.

GATHERS: To collect; to accumulate and place I order.

GENERATES: To bring into existence; to originate by a vital or chemical process.

IMPLEMENTS: To fulfill or put into practice management policies or decisions (executes and decides means).

INFORMS: Counsels others about issues which may be useful now or in the future.

INITIATES: Brings into practice or use, introduces by first doing or using (e.g., initiates routine correspondence.)

INSTALLS: To place in office; to establish in an indicated place, condition or status; to set up for use.

INTERPRETS: To explain or tell the meaning of with some responsibility for accuracy of information given.

INVENTORIES: To catalog or to count and list.

INVESTIGATES: To inquire into, observe and search, in order to ascertain the facts. The action also may involve examination of acts for the purpose of drawing conclusions.

ITEMIZES: To list; to write down in detail.

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KEEPS INFORMED: To maintain awareness of all important facts of a subject, in order to be able to evaluate them.

LEADS: To guide or direct on a course of action or in the direction of; to direct the operations of.

MAINTAINS: To carry on; keep a document, record, or condition up to date.

MANAGES: To handle or direct with a degree of skill; to succeed in accomplishing or achieving.

MODIFIES: To change some parts of something, while not changing other parts.

MONITORS: Examines the work of juniors to see that the desired end is being achieved, and takes corrective action, if necessary.

NEGOTIATES: To confer or exchange views regarding a basis of agreement, and to come to terms subject to approval by final authorities for each side.

ORDERS: An authoritative direction or instruction; command; mandate.

ORGANIZES: To arrange systematically the interdependent parts of an activity or work of a group.

ORIGINATES: To produce as new, or to begin the use of.

OVERSEES: To watch over and direct (insure work is done correctly, but does not complete the work themselves)

PARTICIPATES: To have a share, in common with the others, in acting, as specified.

PLANS: To devise or project, a method or course of action.

POSTS: To record information in ledgers or other forms from another source.

PREPARES: To go through the process of making the specified item, or initially filling out required forms where several more specific actions (such as investigate, develop, determine, write, type, etc.) may be involved.

PRESENTS: To formally talk about something you have written, studied, etc. to a person or group of people.

PRESIDES: To occupy the place of authority, to direct for the purpose of regulating proceedings.

PROCESSES: To subject to some special treatment; to handle in accordance with a prescribed procedure.

PROGRAMS: Works out a sequence of operations to be performed (as an electronic computer).

PROVIDES: To supply what is needed.

QUESTIONS: To interrogate; to inquire.

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RECEIVES: To acquire, come into possession of.

RECOMMENDS: To suggest or propose that specified action be taken.

RECONCILES: To find a way of making different ideas, facts, etc. exist or be true at the same time.

REFERS: To send, or otherwise bring to the attention of another, something which requires action on his/her part.

REMITS: To send money in payment of; to submit or refer for consideration, judgement, decision or action.

REPORTS: To give an account of; to furnish information or data.

RESEARCHES: Conducts investigation or experimentation aimed at the discovery and interpretation of facts.

REVIEWS: To go over or examine deliberately for the official purpose of taking or recommending appropriate action.

SEARCHES: To seek by looking over and through, to be subject to a thorough inspection for the purpose of finding something or to probe into what is specified.

SELECTS: To take as preference from among others, to pick out.

SERVES: To participate actively in the performance of an assignment made to a group.

SCHEDULES: To plan something at a specific time.

SCREENS: To examine in an orderly fashion to determine suitability or acceptability.

SELECTS: To choose the best suited.

SUBMITS: To offer or put forward, for consideration and judgment or decision of another.

SUMMARIZES: To restate materials (facts, figures, etc.) briefly.

SUPERVISES: To exercise active direction over, and critically evaluate; having effective control over their employment relationship.

SUPPLIES: To furnish something that is needed, to provide; to equip.

TRANSCRIBES: To transfer data from one form of record to another or from one method of preparation to another, without changing the nature of the data.

TRANSLATES: To turn into one’s own or another language.

UNDERSTANDS: To grasp the meaning of; to have through or technical acquaintance with or expertness in the practice of.

UPDATES: To bring current.

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VERIFIES: Proves, confirms, substantiates; authenticates; checks or tests the accuracy or exactness of (e.g., verifies by comparing payroll to draft payroll.)

WRITES:

To set down letters, words, sentences or figures on paper or other suitable material; to author; to draft.

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4. HARRIS COUNTY JOB DESCRIPTION TEMPLATE

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HARRIS COUNTY JOB DESCRIPTION

EXAMPLE

Job Title: Receptionist Job Code: 6182

Department: Facilities & Property Management

Creation Date:

February 1, 2019

FLSA Status: Non-Exempt Revision Date:

General Summary

Under general supervision, the Receptionist is primarily responsible for occupying the front desk to answer the telephone, greet and direct clientele to correct area needed and perform various administrative duties for the Department.

Duties, Responsibilities and Percent of Time Spent On Each Responsibility (5% or Greater)

Greets visitors, determines nature of business, and announces visitors to appropriate personnel 30%

Distributes inter-office mail daily to various County departments in downtown complex 20%

Receives, sorts, date stamps and routes U.S. mail and parcels daily 20%

Schedules meetings for Department, as necessary 15%

Orders, receives, and processes paperwork for frequently used office supplies 10%

Reports office maintenance issues to Harris County Facility and Property Management 5%

Knowledge, Skills and Abilities

Basic Computer Skills

Knowledge of Microsoft Office Programs

Ability to establish and maintain effective working relationships and foster teamwork in a diverse environment

Ability to maintain confidentiality when dealing with sensitive information

Ability to work well with public and staff members

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Work Environment This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Physical Demands This is largely a sedentary role; however, some filing is required. This would require the ability to lift files up to 10 pounds, open filing cabinets and bend or stand as necessary.

Position Type and Typical Hours of Work This is a full time position. Days and hours of work are typically Monday through Friday, 8:00 a.m. to 5:00 p.m. Hours may vary based on the business needs of the department.

Required Education / Experience

High School Diploma or G.E.D

One (1) year of clerical office experience

Other Duties

This Job Description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this position. Management may, at its discretion, assign, or reassign duties and responsibilities to this job at any time.

Reporting Relationships

Reports To Position: Manager, Administration

Supervises Positions: None

Equal Opportunity Statement

Harris County is an Equal Opportunity Employer and is committed to providing equal employment opportunities to all employees and applicants without regard to race, color, religion, sex, national origin, age, pregnancy, disability, genetic information, or any other protected class in accordance with applicable federal and state laws.

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Job Description Approval

This Job Description has been approved by the appropriate levels of management. Manager: _____________________________________________ Date: ____________ HR Representative: _____________________________________ Date: ____________ Employee signature below constitutes employee’s understanding of the requirements, essential duties and responsibilities of the position.

Employee: ____________________________________________ Date: ____________

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HARRIS COUNTY HUMAN RESOURCES &

RISK MANAGMENT

JOB ANALYSIS QUESTIONNAIRE

January 1, 2019

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CONTENTS

1. INSTRUCTIONS AND TIPS…….……………………………………… Page 2

a. GENERAL BACKGROUND………………………………… Page 3

b. JOB SUMMARY……………………………………………… Page 3

c. ESSENTIAL DUTIES AND RESPONSIBILITIES………… Page 4

d. BUDGET RESPONSIBILITIES…...………………………… Page 5

e. MINIMUM REQUIREMENTS (JOB SPECIFICATIONS)... Page 5

f. NATURE OF WORK (JOB SPECIFICATIONS CONTIUED)…………………………………………………… Page 8

g. SUPERVISORY/MANAGEMENT RESPONSIBILITIES…. Page 9

h. WORK ENVIRONMENT AND PHYSICAL DEMANDS…………………………………………...………… Page 10

2. SIGNATURES…….…………………………......................................... Page 11

3. COMPLETED JAQ - EXAMPLE……………………………………… Page 12

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JOB ANALYSIS QUESTIONNAIRE

INSTRUCTIONS

The purpose of this Job Analysis Questionnaire (JAQ) is to gather information about a job, its duties, responsibilities and minimum educational/experience requirements. This information will be used to ensure the job is properly classified and evaluated through the job evaluation process, and to create or modify the Job Description for the position. This JAQ can be completed by the employee or supervisor. The employee and supervisor are encouraged to discuss the information on the JAQ to ensure a mutual understanding. If the job is vacant or the employee has occupied the position for less than six months, it is suggested the supervisor complete the JAQ. Once it has been completed, please return it to the HR Representative for your department.

TIPS FOR COMPLETING THE JAQ

Write so that a person unfamiliar with the job will be able to understand it.

Describe the job as it is now, not as it may become in the future or as you think it should be.

Be objective and accurate in your answers. Consider normal day to day responsibilities.

When indicating the percentage of time spent on each duty (SECTION C), consider what is performed over a twelve month period. For example, if you perform a duty that consumes virtually all of your time but for only one month out of twelve, then that duty would occupy a small percentage of your time when averaged over the entire year.

All questions must be answered completely when applicable. If a section is not applicable to the job, please explain.

Do not overstate duties/responsibilities; state duties clearly and concisely.

If you are completing the JAQ for a job you currently occupy, keep in mind, you are considering the position and the requirements for the job, not your personal background. For example, if the duties could be competently performed by someone with two years of experience, but you have six years of experience, indicate two years of experience required.

If you have questions, contact your HR Representative.

If you are revising an existing Job Description, please make the changes on the JAQ and attach the existing Job Description.

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A. GENERAL BACKGROUND INFORMATION

Date Completed Title

Department: Office Location

HR Representative:

New Position or Existing Position (check one):

Work status (check one):

Position reports to:

Name of person completing questionnaire:

Does this job require driving?

Percentage:________

Does this job require

other travel?

Percentage:__________

B. JOB SUMMARY

In the box below, briefly describe the job’s primary purpose in two to four sentences.

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C. ESSENTIAL DUTIES AND RESPONSIBILITIES

Think about the duties that are performed regularly in the job. In the space below, in column A, list those duties that require at least five percent of your time in order of priority. For each duty listed in column A indicate the percent of time spent on each item in column B. Sample duty statements are provided below.

Sample Duties and Responsibilities % of Time

1. Maintains an electronic database, enters and retrieves information, writes queries to produce special reports

25%

2. Prepares correspondence, graphs, charts and reports using various software 20%

3. Provides factual information concerning department policies and procedures to staff and other departments

15%

4. Files correspondence and records 10%

5. Duplicates reports, documents and related materials 10%

6. Orders and receives supplies and maintains inventory 10%

7. Monitors department budgets and prepares monthly updates 10%

100%

List 4 - 8 duties, responsibilities, and percent of time

COLUMN A COLUMN B

1. %

2. %

3. %

4. %

5. %

6. %

7. %

8. %

Total of all percentages must equal 100% 100%

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D. BUDGET RESPONSIBILITIES

Check the ONE statement that best describes the level of financial/budgetary responsibilities of the job.

E. MINIMUM REQUIREMENTS (JOB SPECIFICATIONS)

Think about what it takes to perform the job. Look at the table A, check the minimum education and knowledge requirements needed to perform the job (only check one). Then go to table B. Look at the table B and check the minimum years and areas of experience necessary to perform the job (only check one). Indicate the minimum qualifications and not the preferred or desired qualifications.

SECTION A

Minimum Knowledge Required For The Job

If a degree is required (Associates through Doctorate), indicate the required field of study.

List below any type of certifications, license, or registration REQUIRED to perform the job.

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COMPUTER SKILLS

a) Does your job require the use of a computer? ( ) Yes ( ) No

If no, please skip to the next section. If yes, indicate which of the following applications you use and describe the types of tasks that you perform.

SOFTWARE TASKS PERFORMED

Word Processing

( ) Microsoft Word

( ) Other:

Spreadsheets

( ) Microsoft Excel

( ) Other:

Databases

( ) Microsoft Access

( ) Other:

( ) Other:

( ) Entering data and running reports. ( ) Writing queries.

( ) Writing code to relate tables to one another.

( ) Use VB.NET or JavaScript to develop relational databases for use by yourself or others.

( ) Other: ( )

Other: :

Email

( ) Microsoft Outlook

( ) Other:

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b) Does your job require the use of computer languages? ( ) Yes ( ) No

Indicate the level of proficiency required: basic understanding, working knowledge, or expert.

COMPUTER LANGUAGE PROFICIENCY LEVEL

Examples: Java, Python, C#

Working Knowledge

SECTION B

Minimum Experience Required For The Job

YEARS OF EXPERIENCE AREAS OF EXPERIENCE

Choose an item.

Choose an item.

Choose an item.

List the type of experience that is required to perform the job. (Ex: Law Enforcement, Health Care, Administrative, Payroll)

List any additional skills or abilities that are required for this position (Ex: good written communication skills, ability to handle multiple tasks, languages.)

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F. NATURE OF WORK (JOB SPECIFICATIONS CONTINUED)

PROBLEM SOLVING

Check the one statement that best describes the level of problem solving typically required in the job.

Solves problems in situations where most problems have occurred before and their solutions are familiar

Solves a variety of problems in situations where only limited standardization exists

Solves a variety of complex problems in the absence of technical guidelines and when creative thinking is required

Solves a wide range of complex, multi-disciplinary problems which must consider short and intermediate term company-wide planning

Solves a wide range of highly complex, multi-disciplinary problems which must consider long-term company-wide planning

DECISION MAKING

Check the one statement that best describes the level of decision making required in the job.

Tasks follow set guidelines or procedures

Tasks require comparing alternative courses of action and making a decision, subject to approval from supervisor

Tasks require making decisions for a department/district (formulating, directing or interpreting policy)

Incumbent typically has authority to make significant choices and decisions without specific guidance or direction from supervisor

SUPERVISION AND DIRECTION RECEIVED

Check the one statement that best describes the level of supervision and direction typically required in the job.

Receives clear and specific instructions, follows standardized instructions or procedures.

Receives moderate supervision working from objectives set by supervisor.

Receives general direction working from established policies and objectives.

Receives only broad guidance. Assignments are in terms of setting objectives within strategic goals.

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G. SUPERVISORY/MANAGEMENT RESPONSIBILITIES

This section should only be completed if the position requires supervisory or management responsibilities.

NOTE: PLEASE ATTACH AN ORGANIZATIONAL CHART, IF AVAILABLE.

Indicate what decisions and/or recommendations are made while performing the job. Look at each responsibility below. For each responsibility listed, if it must be approved by a manager before being carried out, please check “Recommendation.” If it can be acted on without a manager’s review, please check “Decision.” Mark only one column per responsibility.

Responsibilities Recommendation Decision Determine work assignments; providing work direction and review

Recruiting/interviewing new employees

Setting work goals, objectives and standards

Establish work unit budget

Approving unbudgeted expenditures

Promoting, demoting, discharging employees

Taking disciplinary action as appropriate

Preparing performance evaluation

Position Supervises: Number of Direct Reports

Number of Indirect Reports

Full time Title:

Part time Title:

Temporary Job Title: (employee of Harris County)

Contractor Job Title: (not an employee of Harris County)

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H. WORK ENVIRONMENT AND PHYSICAL DEMANDS

The following section will be used in assessing physical job requirements and exposures when hiring new employees and/or when placing employees in a modified work program and determining what equipment may need to be available to assist the employee in performing his/her job.

1. WORK ENVIRONMENT – Check all that applies.

Typical Workday: Monday-Friday; Weekends (if necessary).

Typical Workday: Shifts - Day, Evening, Nights, Weekends, etc.

Working in an office environment

Working in an outdoor environment

Temperature: Possible exposure to inclement weather or various temperature changes

Noise Level: Possible exposure to loud noises in the environment

Chemicals: Possible exposure to dangerous chemicals

Population: Exposure to dangerous or aggressive/adverse populations

2. PHYSICAL DEMANDS - First, assess the nature of the work. Check only one box.

Sedentary work - Exerting up to 10 pounds of force occasionally, and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally, and all other sedentary criteria are met.

Light work - Exerting up to 20 pounds of force frequently, and/or a negligible amount of force constantly to move objects. If the use of arm and/or leg control requires exertion of forces greater than that of sedentary work and if the worker sits most of the time, the job is considered light work.

Medium work - Exerting up to 50 pounds of force occasionally, and/or up to 20 pounds of force frequently, and/or up to 10 pounds of force constantly to move objects.

Heavy work - Exerting up to 100 pounds of force occasionally, and/or up to 50 pounds or force frequently, and/or up to 20 pounds of force constantly to move objects.

Very heavy work - Exerting in excess of 100 pounds of force occasionally, and/or in excess of 50

pounds of force constantly to move objects.

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Are there any adverse or potential safety-related concerns/conditions that are expected in the job not mentioned in the above options?

( ) Yes ( ) No If yes, please explain

This Job Analysis Questionnaire is not designed to cover or contain a comprehensive listing of

activities, duties or responsibilities that are required of the employee for this position.

Management may, at its discretion, assign or reassign duties and responsibilities to this position

at any time.

SIGNATURES

This Job Analysis Questionnaire has been approved by the appropriate levels of management.

Manager: _____________________________________________ Date: _______________________

HR Representative: _____________________________________ Date: _______________________

Completed by: _________________________________________ Date: _______________________

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JOB ANALYSIS QUESTIONNAIRE

EXAMPLE

INSTRUCTIONS

The purpose of this Job Analysis Questionnaire (JAQ) is to gather information about a job, its duties, responsibilities and minimum educational/experience requirements. This information will be used to ensure the job is properly classified and evaluated through the job evaluation process, and to create or modify the Job Description for the position. This JAQ can be completed by the employee or supervisor. The employee and supervisor are encouraged to discuss the information on the JAQ to ensure a mutual understanding. If the job is vacant or the employee has occupied the position for less than six months, it is suggested the supervisor complete the JAQ. Once it has been completed, please return it to the HR Representative for your department.

TIPS FOR COMPLETING THE JAQ

Write so that a person unfamiliar with the job will be able to understand it.

Describe the job as it is now, not as it may become in the future or as you think it should be.

Be objective and accurate in your answers. Consider normal day to day responsibilities.

When indicating the percentage of time spent on each duty (SECTION C), consider what is performed over a twelve month period. For example, if you perform a duty that consumes virtually all of your time but for only one month out of twelve, then that duty would occupy a small percentage of your time when averaged over the entire year.

All questions must be answered completely when applicable. If a section is not applicable to the job, please explain.

Do not overstate duties/responsibilities; state duties clearly and concisely.

If you are completing the JAQ for a job you currently occupy, keep in mind, you are considering the position and the requirements for the job, not your personal background. For example, if the duties could be competently performed by someone with two years of experience, but you have six years of experience, indicate two years of experience required.

If you have questions, contact your HR Representative.

If you are revising an existing Job Description, please make the changes on the JAQ and attach the existing Job Description.

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A. GENERAL BACKGROUND INFORMATION

Date Completed 01/02/19 Title Receptionist

Department: Facilities & Property Management

Office Location

1001 Preston Street, Houston, TX

HR Representative: Jane Representative

New Position or Existing Position (check one):

Work status (check one):

Position reports to: Manager, Administration

Name of person completing questionnaire:

Jane Manager

Does this job require driving?

Percentage:________

Does this job require

other travel?

Percentage:__________

B. JOB SUMMARY

In the box below, briefly describe the job’s primary purpose in two to four sentences.

Under general supervision, the Receptionist is primarily responsible for occupying the front desk to answer the telephone, greet and direct clientele to correct area needed and perform various administrative duties for the Department.

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C. ESSENTIAL DUTIES AND RESPONSIBILITIES

Think about the duties that are performed regularly in the job. In the space below, in column A, list those duties that require at least five percent of your time in order of priority. For each duty listed in column A indicate the percent of time spent on each item in column B. Sample duty statements are provided below.

Sample Duties and Responsibilities % of Time

1. Maintains an electronic database, enters and retrieves information, writes queries to produce special reports

25%

2. Prepares correspondence, graphs, charts and reports using various software 20%

3. Provides factual information concerning department policies and procedures to staff and other departments

15%

4. Files correspondence and records 10%

5. Duplicates reports, documents and related materials 10%

6. Orders and receives supplies and maintains inventory 10%

7. Monitors department budgets and prepares monthly updates 10%

100%

List 4 - 8 duties, responsibilities, and percent of time

COLUMN A COLUMN B

1. Greets visitors, determines nature of business, and announces visitors to

appropriate personnel

30%

2. Distributes inter-office mail daily to various County departments in downtown complex

20%

3. Receives, sorts, date stamps and routes U.S. mail and parcels daily 20%

4. Schedules meetings for Department, as necessary 15%

5. Orders, receives, and processes paperwork for frequently used office supplies 10%

6. Reports office maintenance issues to Harris County Facility and Property

Management

5%

7. %

8. %

Total of all percentages must equal 100% 100%

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D. BUDGET RESPONSIBILITIES

Check the ONE statement that best describes the level of financial/budgetary responsibilities of the job.

E. MINIMUM REQUIREMENTS (JOB SPECIFICATIONS)

Think about what it takes to perform the job. Look at the table A, check the minimum education and knowledge requirements needed to perform the job (only check one). Then go to table B. Look at the table B and check the minimum years and areas of experience necessary to perform the job (only check one). Indicate the minimum qualifications and not the preferred or desired qualifications.

SECTION A

Minimum Knowledge Required For The Job

If a degree is required (Associates through Doctorate), indicate the required field of study.

List below any type of certifications, license, or registration REQUIRED to perform the job.

N/A

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COMPUTER SKILLS

a) Does your job require the use of a computer? ( X ) Yes ( ) No

If no, please skip to the next section. If yes, indicate which of the following applications you use and describe the types of tasks that you perform.

SOFTWARE TASKS PERFORMED

Word Processing

( X ) Microsoft Word

( ) Other:

Performing various reports.

Spreadsheets

( ) Microsoft Excel

( ) Other:

Databases

( ) Microsoft Access

( ) Other:

( ) Other:

( ) Entering data and running reports. ( ) Writing queries.

( ) Writing code to relate tables to one another.

( ) Use VB.NET or JavaScript to develop relational databases for use by yourself or others.

( ) Other: ( )

Other: :

Email

( X ) Microsoft Outlook

( ) Other:

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b) Does your job require the use of computer languages? ( ) Yes ( X ) No

Indicate the level of proficiency required: basic understanding, working knowledge, or expert.

COMPUTER LANGUAGE PROFICIENCY LEVEL

Examples: Java, Python, C#

Working Knowledge

SECTION B

Minimum Experience Required For The Job

YEARS OF EXPERIENCE AREAS OF EXPERIENCE

1 year Clerical

Choose an item.

Choose an item.

List the type of experience that is required to perform the job. (Ex: Law Enforcement, Health Care, Administrative, Payroll)

Working knowledge of clerical office experience and phone etiquette.

List any additional skills or abilities that are required for this position (Ex: good written communication skills, ability to handle multiple tasks, languages.)

Ability to communicate effectively verbally and in writing.

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F. NATURE OF WORK (JOB SPECIFICATIONS CONTINUED)

PROBLEM SOLVING

Check the one statement that best describes the level of problem solving typically required in the job.

Solves problems in situations where most problems have occurred before and their solutions are familiar

Solves a variety of problems in situations where only limited standardization exists

Solves a variety of complex problems in the absence of technical guidelines and when creative thinking is required

Solves a wide range of complex, multi-disciplinary problems which must consider short and intermediate term company-wide planning

Solves a wide range of highly complex, multi-disciplinary problems which must consider long-term company-wide planning

DECISION MAKING

Check the one statement that best describes the level of decision making required in the job.

Tasks follow set guidelines or procedures

Tasks require comparing alternative courses of action and making a decision, subject to approval from supervisor

Tasks require making decisions for a department/district (formulating, directing or interpreting policy)

Incumbent typically has authority to make significant choices and decisions without specific guidance or direction from supervisor

SUPERVISION AND DIRECTION RECEIVED

Check the one statement that best describes the level of supervision and direction typically required in the job.

Receives clear and specific instructions, follows standardized instructions or procedures.

Receives moderate supervision working from objectives set by supervisor.

Receives general direction working from established policies and objectives.

Receives only broad guidance. Assignments are in terms of setting objectives within strategic goals.

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G. SUPERVISORY/MANAGEMENT RESPONSIBILITIES

This section should only be completed if the position requires supervisory or management responsibilities.

NOTE: PLEASE ATTACH AN ORGANIZATIONAL CHART, IF AVAILABLE.

Indicate what decisions and/or recommendations are made while performing the job. Look at each responsibility below. For each responsibility listed, if it must be approved by a manager before being carried out, please check “Recommendation.” If it can be acted on without a manager’s review, please check “Decision.” Mark only one column per responsibility.

Responsibilities Recommendation Decision Determine work assignments; providing work direction and review

Recruiting/interviewing new employees

Setting work goals, objectives and standards

Establish work unit budget

Approving unbudgeted expenditures

Promoting, demoting, discharging employees

Taking disciplinary action as appropriate

Preparing performance evaluation

Position Supervises: Number of Direct Reports

Number of Indirect Reports

Full time Title:

Part time Title:

Temporary Job Title: (employee of Harris County)

Contractor Job Title: (not an employee of Harris County)

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H. WORK ENVIRONMENT AND PHYSICAL DEMANDS

The following section will be used in assessing physical job requirements and exposures when hiring new employees and/or when placing employees in a modified work program and determining what equipment may need to be available to assist the employee in performing his/her job.

3. WORK ENVIRONMENT – Check all that applies.

Typical Workday: Monday-Friday; Weekends (if necessary).

Typical Workday: Shifts - Day, Evening, Nights, Weekends, etc.

Working in an office environment

Working in an outdoor environment

Temperature: Possible exposure to inclement weather or various temperature changes

Noise Level: Possible exposure to loud noises in the environment

Chemicals: Possible exposure to dangerous chemicals

Population: Exposure to dangerous or aggressive/adverse populations

4. PHYSICAL DEMANDS - First, assess the nature of the work. Check only one box.

Sedentary work - Exerting up to 10 pounds of force occasionally, and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally, and all other sedentary criteria are met.

Light work - Exerting up to 20 pounds of force frequently, and/or a negligible amount of force constantly to move objects. If the use of arm and/or leg control requires exertion of forces greater than that of sedentary work and if the worker sits most of the time, the job is considered light work.

Medium work - Exerting up to 50 pounds of force occasionally, and/or up to 20 pounds of force

frequently, and/or up to 10 pounds of force constantly to move objects.

Heavy work - Exerting up to 100 pounds of force occasionally, and/or up to 50 pounds or force frequently, and/or up to 20 pounds of force constantly to move objects.

Very heavy work - Exerting in excess of 100 pounds of force occasionally, and/or in excess of 50 pounds of force constantly to move objects.

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Are there any adverse or potential safety-related concerns/conditions that are normal and expected in the job not mentioned in the above options?

( ) Yes (X) No If yes, please explain

This Job Analysis Questionnaire is not designed to cover or contain a comprehensive listing of

activities, duties or responsibilities that are required of the employee for this position.

Management may, at its discretion, assign or reassign duties and responsibilities to this job at any

time.

SIGNATURES

This Job Analysis Questionnaire has been approved by the appropriate levels of management.

Manager: _____________________________________________ Date: _______________________

HR Representative: _____________________________________ Date: _______________________

Completed by: _________________________________________ Date: _______________________