HOW TO WRITE A JOB DESCRIPTION Presented by Metropolitan State University of Denver Human Resources Department January 10, 2011 AGENDA The need for job descriptions What is included in a job description Who is responsible for preparation
When do we revise/update What is the process in preparing and reviewing a job description Job descriptions and Performance WHY DO WE NEED THEM? WORKFORCE PLANNING COMPENSATION AND BUDGETING LEGAL COMPLIANCE
PERFORMANCE MANAGEMENT CLASS SPECIFICATION VS. JOB DESCRIPTION Class Specification: A broad or general description of work assigned which may include several titles and levels of responsibility. Job Description: Specifically describes
individual position duties and responsibilities. Written to address the uniqueness of the position responsibility rather than generalities. WHAT IS INCLUDED? Job Title vs. Position Title Administrative Assistant III Art Summary or Duty Statement Tasks Assigned Time Spent Performing Individual Tasks
Minimum and Preferred Qualifications PREPARATION Log daily activities for 2-3 weeks Identify primary responsibilities Group individual daily tasks into specific task areas Incumbent prepares DRAFT job description
for review by supervisor WHAT IS INCLUDED? Imagine the position is vacant and you have been asked to identify the basic position requirements These may be different than your own personal skills and qualifications Do not describe the position on what you
think it should be. Dont overstate or understate WHAT IS INCLUDED (Continued) Think of primary responsibilities in terms of end results for the job responsibility Avoid listing detailed tasks or activities
performed to accomplish the end result What is done: word processes documents from drafts (Duty statement) How it is done: organizes document, brings up software, enters document, prints and proofs (Task statement) WHAT IS INCLUDED (Continued) Begin each statement with an action verb
Limit duty statements to four to six primary job responsibilities More words is not always more responsibility Increased volume does not necessarily mean more responsibility JOB DESCRIPTION
REVIEW Supervisor reviews DRAFT job description Supervisor makes necessary revisions Supervisor meets with incumbent to discuss final job description Supervisor submits job description for review and approval at next level APPROVAL
Supervisor and Vice President are solely responsible for approval of final job description based on needs of the department Once approved, job description is submitted for Budget approval After Budget approval, job description is submitted to Human Resources for review
and classification REQUIRED DOCUMENTATION FINAL JOB DESCRIPTION WITH ALL SIGNATURES Classified require PDQ in addition to job description CURRENT ORGANIZATION CHART SUBMIT TO HUMAN RESOURCES USING
PeopleAdmin (electronic position control system) Attach PDQ and Org Chart under Required Documents WHATS NEXT? Human Resources reviews Proper classification Proper salary comparison Sustain or reclassify
Notifies supervisor of outcome JOB DESCRIPTIONS AND PERFORMANCE MANAGEMENT Primary source for establishing job expectations Performance goals must apply to duties and responsibilities assigned
Performance goals can address special projects or issues such as attendance, etc. LETS TRY IT! Using the Administrative Assistant classification: Write a job description Summary (limit to no more than 5-6 sentences)
Identify one duty assigned Write 2-3 tasks related to that duty USE YOUR TOOLKIT! QUESTIONS?
Steps for creating an outline/draft, 4. Lastly, create the bibliography page, also known as the Works Cited Page. You do this by copying and pasting the entire bibliography card for all the details that you used in the paper.
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