Job Descriptions - a guide for managers

Job Descriptions – a guide for managers

              This is a guide for managers to understand the importance of Job Descriptions and to provide
              support in creating a job description.

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Job descriptions are an essential part of defining the purpose and responsibilities of a position.
Job descriptions improve an organization’s ability to manage people and roles in the following
ways:

                         clarifies employer expectations for employee
                         provides basis of measuring job performance
                         provides clear description of role for job candidates
                         provides a structure and discipline for company to understand and
                          structure all jobs and ensure necessary activities, duties and
                          responsibilities are covered by one job or another
                         provides continuity of role parameters irrespective of manager
                          interpretation
                         enables pay and grading systems to be structured fairly and logically
                         prevents arbitrary interpretation of role content and limit by employee
                          and employer and manager
                         essential reference tool in issues of employee/employer dispute
                         essential reference tool for discipline issues
                         provides important reference points for training and development areas
                         provides neutral and objective (as opposed to subjective or arbitrary)
                          reference points for appraisals, performance reviews and counseling
                         enables formulation of skill set and behavior set requirements per role
                         enables organization to structure and manage roles in a uniform way,
                          thus increasing efficiency and effectiveness of recruitment, training and
                          development, organizational structure, work flow and activities,
                          customer service, etc
                         enables factual view (as opposed to instinctual) to be taken by
                          employees and managers in career progression and succession planning

                   JOB DESCRIPTION – Managers Guide

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Job Title:

Department:                                        Date Created:
Reports To: Position, not person                   Date Revised:
Supervises:     Position(s), not person

Position Summary:
Brief narrative that highlights the purpose of the job, including the reason the job exists but
refraining from including specific details about the job. It should also refrain from using
technical and job-specific jargon.

Duties and Responsibilities:
  1. List primary tasks which must be accomplished in the job, ordered in descending order of
      time required to complete the task, starting with the tasks that take up the most time and
      ending with tasks that take up the least amount of time.
  2. Provides basis for performance review and discussion (can the incumbent see him/herself
      performing these tasks on a regular basis?).
  3. Be as specific as possible when describing the duties.
  4. Begin each duty or responsibility with an “action verb” (e.g. develop, manage, create,
      revise, provide, etc.).
  5. Omit temporary or minor tasks.
  6. Describe all tasks in the present tense and refrain from including acronyms and
      abbreviations, unless previously written out.
  7. Place , “Other duties and tasks, as assigned” at the end of the list to let the incumbent
      know that those tasks listed are not the only ones which they are expected to perform.

Job Specifications: Note anything about the job that is not a duty/education/experience/skill
requirement, such as: “Job requires high degree of professionalism and discretion. Must be able
to build and maintain good working relationships with team members. Frequent international
travel required.”

Education Required: Consider the level of education/training required of a person successfully
performing this job. In addition to the “required”/”essential” education/training, “desirable”
education/training can also be listed; however, be sure to clearly differentiate between the two.
For example, “Bachelors in Engineering is required; Ph.D. in Engineering is desirable.”
Also include any licenses and certifications needed for the job.

Experience Required: Be as specific as possible when including the type of experience
necessary and the number of years required. List the minimum experience required to perform
the job. For instance, use “3-5 years experience” rather than “5 years experience”. Indicate
whether the type and level of experience is desirable or essential.

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Skills Required: Record any special skills or knowledge that the incumbent must possess in
order to adequately perform the job. Common examples of required skills included in job
descriptions are: “fluency in English essential,” “Spanish a plus” “familiarity with web based
design programs desirable.” Indicate whether the skill listed is desirable or essential to
completing the job.

Essential Job Functions:
The Americans with Disabilities Act requires that the essential job functions are documented.
These are the fundamental or bottom- line functions that are required to do the job and cannot be
compromised. Review the examples below to assess which tasks are essential within the job
under consideration and include any others relevant to the specific job, but not listed here. The
essential functions must be reviewed for each job.

       Example 1: Office-based essential functions:
        Must possess - sufficient mobility, strength, or dexterity in both arms and hands and both
       legs to a) reach upward, sideways, downward to work with paper files; b) sufficient
       mobility and dexterity to utilize computer systems, fax machines, copiers, and other
       office machines.

       Example - generic essential functions
        Must possess – 1) ability to read and understand instructions, drawings, safety guides,
       and other written materials necessary to perform job; 2) sufficient visual capacity to
       perform the applicable functions without assistance of visual aids other than eye contacts
       or eye glasses; 3) sufficient spoken aural capacity to hear and understand instructions,
       warning bells, fire alarms, or shouted instructions without assistance of auditory aids
       other than a hearing aid; and 4) ability to impart information orally so that others
       understand and can respond appropriately

       Example:, operational essential functions:
        Must possess sufficient mobility, strength or dexterity in both arms and hands and both
       legs to a) grasp, push, pull, turn or otherwise manipulate those tools and mechanisms; b)
       push, shove, pull or otherwise safely and efficiently manipulate tools or mechanisms; c)
       lift, hold, maneuver, objects of 50 lbs or more; d) maintain balance while performing
       work; e) remove parts, systems, tools of 50 lbs or more

       Example 3: for a job requiring the driving of company vehicles and working at one
       of the summits.
       Must be able to sit for long periods of time; to drive various company vehicles and
       possess valid license plus a clean driving record. (Only valid if job requires individual to
       drive.) Must be able to work at high altitudes of ______ feet. (Depending on which
       summit the position must work at, Mauna Kea or Cerro Pachon/Tololo and applicable
       only if working at the summit is a job requirement)

The job description should be signed by the Manager and the incumbent when there has been a
sustentative change in responsibilities; for examples the addition or taking away of fundamental
changes in responsibility that change the nature of the position or that require the incumbent

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to work in new areas, not previously defined.

APPROVALS:

Department Manager

Incumbent

HR USE ONLY:
Job Code:
Generic Title:
Salary Grade:
Exempt/Non Exempt Status:

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