Module 3--Job Documentation Flashcards
What are the three types of Job Documentation?
■ Job analysis questionnaires
* In many cases, questionnaires completed by incumbents and/or supervisors, may contain more specific and extensive data about a particular job than a formal job description.
■ Job family matrices
* Information on multiple levels within the same job family.
■ Job descriptions
* A formal documentation of duties and responsibilities as well as job specifications.
What is a Job Description?
A job description is a summary of the most important features of a job. A job description should describe and focus on the job itself and not on any specific individual who might fill the job.
Important features included on a job description:
■ The general nature of the work
* Duties
* Responsibilities
■ The level of the work performed
* SERWC (skill, effort, responsibility, working conditions)
■ The specifications for the job
* Employee characteristics required for competent performance of the job.
What is the role of a Job Description in a Pay Program?
From a pay standpoint, job documentation is needed to evaluate the content of a job in relation to other jobs in the organization. When jobs are being evaluated on the basis of their content, an individual or committee must study the jobs and reach a decision as to the jobs’ relative worth. Job descriptions are also needed for other human resources administration uses. These include:
■ Developing a job worth hierarchy
■ Identification of performance standards
■ Organizational design uses
■ Salary survey exchanges
■ Legal defenses
■ Job assignments
■ Selection / recruitment
■ Establishment of career paths and succession planning
What is in the Job Description Format?
■ Job Titles
■ Job Group Category
■ Reporting Relationships
■ General Summary
■ Priciple Duties and Responsibilities
■ Job Specifications
■ Working Conditions
■ Disclaimer Statement
■ Dates and approvals
Job titles
- Reflect nature / level of work
- Are “politically correct”
- Avoid unnecessary inflation
- Avoid discrimination
- Consider internal and external status issues
- Consider HRIS Capabilities – and/or Limitations
Job Group Category
typically indicates whether the job is exempt from, or not exempt from overtime requirements.
What is a Level Cutter?
A level cutter usually indicates a change in compensable factors from the lowest job level to the highest (EPS Intern vs EPS III).
Education:
Work Experience
Computer Skills
Mental Effort
Direction
Contact with Others
Working Condtions
What is on the Job Specification Section of Job Description?
- Knowledge, skills, abilities and behaviors required
- Bona fide occupational qualifications
–Specific and realistic
–Relate to what, why and how work is done
–Guard against inflated specifications
–Requirements imposed on all employees
–Legal and regulatory requirements
What is on the Working Conditions Section of the Job Description?
Physical environment
* Hazardous
* Adverse
* Unpleasant
Working conditions
* Level / intensity
* Frequency
* Duration
What is Disclaimer Statement?
■ Use a disclaimer statement to point out that job descriptions typically do not include every duty or responsibility that a job incumbent may be asked to perform.
What Approvals and Dates?
■ Approvals
* Manager – The manager’s approval signifies that the job description is an accurate representation of the job and requirements.
* HR – The human resources department review indicates that the job has been reviewed for exemption status as well as generally accepted standards.
■ Dates
* Indicate date of each signature
* Including dates on the job description will provide an accurate record of the review dates
Who should Prepare Job Description?
Who should write job descriptions?
* Job analyst from human resources
* Incumbent in job / team members
* Supervisor of job
Guidelines for job descriptions
* Implement after reorganization
* Be unbiased
* Kept up to date
- What are the principal types of job documentation?
A. Employee handbooks and job posting data files
B. Job analysis questionnaires, job family matrices and job descriptions
C. Market-based and job content-based
B. Job analysis questionnaires, job family matrices and job descriptions
- Which of the following is the most appropriate use for a job description?
A. To assist with exit interviews
B. To train temporary workers
C. To evaluate job content
D. To eliminate level cutters
C. To evaluate job content
- What would typically be included under “nature of work” on a job description?
A. Knowledge, skills and abilities
B. Effort and behaviors
C. Duties and responsibilities
D. Working conditions
C. Duties and responsibilities
