Is the statement of duties and responsibilities of a specific job which contains the information of work to be performed?
Job descriptions are used for a variety of reasons. They are a tool for recruiting, determining salary ranges and levels or grades, establishing job titles, creating employee’s job goals and objectives, and conducting performance reviews.
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They can also be used for career planning, creating reasonable accommodations, and meeting legal requirements for compliance purposes. Because of this, it is imperative to have written job descriptions that accurately reflect the employees’ current job duties and responsibilities. The record that keeps all the relevant information about a job is called a job description. It is a written statement of what a jobholder does, how it is done, and why it is done. It should accurately portray job content, environment, and conditions of employment. A common format for a job description includes:
It must be kept in mind that the working environment changes because of changes in production technology, market demand, and customer choices, and competitors’ strategies. So job description needs to be reviewed and updated. HR managers must appraise the changes that are likely to occur over time. Job Description DefinitionA job description is a written statement of what the worker actually does, how he or she does it, and what the job’s working conditions are. It lists a job’s duties, responsibilities, reporting relationships, working conditions, and supervisory responsibilities—one product of a job analysis. “A job description is an organized, factual statement of the duties and responsibilities of a specific job.” – Edwin B. Flippo. “A job description indicates the tasks, duties, and responsibilities of a job. It identifies what is done, why it is done, where it is done, and briefly, how it is done.” – Decenzo and Robbins. Sections of a typical job description include;
Importance of Job DescriptionJob descriptions are usually essential for managing people in organizations. Job descriptions are required for recruitment so that managers and applicants can understand the job role. Job descriptions are necessary for most people at work. A job description defines a person’s role and accountability. Without a job description, it is usually challenging for a person to commit to or be held accountable for a role properly. This is especially so in large organizations. Job descriptions improve an organization’s ability to manage people and play roles in the following ways:
Limitations of Job DescriptionsPrescriptive job descriptions may be seen as a hindrance in certain circumstances:
Difference between Job Description and Job SpecificationBoth the Job description and Job specification are two integral parts of job analysis. They define a job fully and guide both employer and employee on how to go about the whole process of recruitment.
Steps of Writing Job DescriptionsThe following steps are required to write or prepare a job description;
1. Start with a job analysisWriting the job description is normally preceded by a job analysis. The job analysis is a study of the job or role that helps the employer identify and describe the essential functions of a position and the competencies, knowledge, skills, and abilities needed to fulfill the functions. 2. Identify essential rather than marginal functionsthe next step is to identify the job’s essential functions, the purpose of the job, and the importance of actual job functions in achieving this purpose. In evaluating the importance of job functions, consider, among other things, the frequency with which a function is performed, the amount of time spent in the function, and the consequences if the function is not performed. In defining the essential functions of a job, it is important to distinguish between methods and results. While essential functions need to be performed, they often do not need to be performed in one particular manner. 3. Cover the key areasJob descriptions describe the job and not the individual who fills the job. They are written narratives of the major duties and responsibilities of a job position or job role. The job description also states the results expected of anyone in the job. There are many formats used in preparing job descriptions. Typically, the key areas to include are:
4. Write in a simple styleJob descriptions should be written in brief and clear sentences. Let’s look at the job description sample; Job Description Writing GuideThis guide provides the basics of writing a job description and covers the following sections of the job description:
For more comprehensive instruction, the Compensation Department offers Job Description workshops to provide administrators, managers, supervisors, and staff employees with the necessary tools to write effective job descriptions. Please see the Compensation Main page or FSDP page on the Organization Development website for dates and times of the next Job Description Workshop available to you. Position DetailsThis Position Details section contains general information about the job – the current or requested classification, working title, pay range, exemption status, department name and number, position number, percentage of effort, the job description summary, comparable positions, etc. Working Title The working title for a job should be based upon the main function or role of the job. It is important to stray away from vague and particular job titles instead create a working title that appropriately describes both the level of responsibility and role of the job. Here are some examples of good working titles and those that need some improvement: Job Description Summary The job description summary:
Comparable Positions Use this section to list any positions in the department that have a similar role or level of responsibility. It is useful to the Compensation Analyst during the classification process and helps to ensure positions are classified consistently. Example of the Position Details. Job DutiesThe Job Duties section is the foundation of the Job Description. It conveys the complexity, scope, and level of responsibility of a job. Due to the significance of this section, it is important to accurately, concisely, and completely describe the duties and responsibilities of a job. This section of the Job Description is comprised of three main elements: Key Accountabilities The main areas of responsibility within a job or “buckets of work.” Job description usually contains three to five Key Accountabilities. Duty Statements Sentences that provide additional information about the tasks associated with Key Accountability. Percentage of Time Estimates the portion of the job that is spent on a particular Key Accountability. Job Duties Writing MethodsWhen the Job Duties are well written and organized, they can accurately convey the complexity, scope, and responsibility of a job. To assist in the organization and writing of the Job Duties, two writing methods have been developed: Method # 1:
Method # 2:
Here is an example of a well written and organized Key Accountability Section in a Job Description:
To summarize, here are some things to remember when completing the Job Duties section of the job description:
Performance StandardsThe Performance Standards section:
This section is typically completed by either the supervisor, hiring manager, or designated administrator in the department. There is a Performance Standards section associated with each Key Accountability, which provides information about the performance expectations of that particular area of responsibility. Here is an example of a Performance Standard for the “Event Coordination” example in the Job Content Section:
Job FactorsThe Job Factors section of the job description outlines the job’s knowledge and skills to function successfully. The Job Factors cover various areas of the job, for example, the level of education/experience required, supervision received, and analytical skills and ability required for the job. The assignment of Job Factors should be completed by the supervisor, hiring manager, or departmental administrator and should reflect the general responsibility level of that position. For example, an employee in an Administrator classification would not be expected to be responsible for interviewing, selecting, and hiring someone into an Administrator IV position but may be responsible for interviewing, selecting, and hiring a student worker. It is important to remember to include only information that pertains to the position and not specific to the skills, experience, and education of the incumbent. The following are all the Job Factors listed in a job description and examples of responses:
Job Description dos and Don’tsBefore writing a job description, here are some helpful hints to consider: DO:
DON’T:
Job Description Action Verbs
What describes the duties and responsibilities of a specific job?A job description is a document listing the tasks, duties, and responsibilities of a specific job.
What is a statement of duty?Specifically, the duty statement is a personnel management tool which describes the overall intent or purpose of a position, the tasks being performed by that position, the purpose of why those tasks are performed, and the manner in which they are performed.
Is a written statement showing job title tasks duties and responsibilities involved in a job?Job description is a broad, general, and written statement of a specific job, based on the findings of a job analysis. It generally includes duties, purpose, responsibilities, scope, and working conditions of a job along with the job's title, and the name or designation of the person to whom the employee reports.
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