.

Why do we need them???

Writing Job Descriptions

Objectives of our unitUnderstand how the job description

process worksKnow the legal ins and outs of

writing job descriptionsBe 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

Avoiding DiscriminationBe aware of employment lawsCivil Rights ActAge Discrimination in Employment ActAmericans with Disabilities Act

Prohibits employment-related discrimination against persons with disabilities

Established concept of “reasonable accommodation”

Use Job DescriptionAs 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 Position Title & Department Job SummaryEssential Functions Minimum Requirements Additional Desirable Qualifications Working Conditions

Position Title Clearly define the position in as few words as

possible.

ExamplesComputer Service TechnicianSales AssociateCustomer Service Associate

Job Summary Brief overview of why the position exists Written in broad terms to identify 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

Writing Essential Functions Use clear and concise language; Avoid

unnecessary words Use examples / explanations for words which

have varying interpretations Use non-technical language whenever

possible. A good job description explains objectives,

duties, and responsibilities so they are understandable even to a layperson.

Bad Example:The job incumbent transports all company mail

to various locations throughout the entire facility

Better Worded ExampleThe employee delivers company mail to all

employees

Writing Essential Functions -ContKeep sentence structure as simple as

possible; omit all unnecessary wordsBegin each sentence with an active verb,

always use the present tense. For example, instead of “writes down phone

messages”- a task-oriented approach - you might say

“accurately records phone messages”

Examples of Action Verbs Provides

Reviews Assists

Designs Schedules Prepares Manages Develops Reports Enters

Directs Counsel

Coordinates 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 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 modifiers such as high level, which have a different meaning for each individual.

Examples of KSAs Ability to interact effectively customers,

suppliers and staff Knowledge of store inventory in order to

effectively market our productSkills in computer hardware repair and

troubleshooting

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

Resourceswww.oalj.dol.gov/libdot.htm www.mhsqic.org/psam/humanresource/

jobdescriptions/jobdescrip4.htm