A job description is a useful, plain-language tool that explains the tasks, duties, function and responsibilities of a position. It details who performs a specific type of work, how that work is to be completed, and the frequency and the purpose of the work as it relates to the organization's mission and goals. Job descriptions are used for a variety of reasons, such as determining salary levels, conducting performance reviews, clarifying missions, establishing titles and pay grades, and creating reasonable accommodation controls, and as a tool for recruiting. Job descriptions are useful in career planning, offering training exercises and establishing legal requirements for compliance purposes. A job description gives an employee a clear and concise resource to be used as a guide for job performance. Likewise, a supervisor can use a job description as a measuring tool to ensure that the employee is meeting job expectations.
Step 1: Perform a Job Analysis
This process of gathering, examining and interpreting data about the job's tasks will supply accurate information about the job so that an organization can perform efficiently. Performing a job analysis includes the following steps:
- Interviewing employees to find out exactly what tasks are being performed.
- Observing how tasks are performed.
- Having employees fill out questionnaires or worksheets.
- Collecting data on jobs from other resources such as salary surveys and the Occupational Outlook Handbook.
The results should be documented and reviewed by the employee who is currently in the position—and his or her supervisor—for any changes regarding the knowledge, skills, abilities, physical characteristics, environmental factors and credentials/experience of the position:
- Knowledge—comprehension of a body of information acquired by experience or study.
- Skill—a present, observable competence to perform a learned activity.
- Ability—competence to perform an observable behavior or a behavior that results in an observable product.
- Physical characteristics—the physical attributes an employee must have to perform the job duties with or without a reasonable accommodation.
- Environmental factors—working conditions (inside or outside the office).
- Credentials/experience—the minimum level of education, experience and certifications acceptable for the position.
Step 2: Establish the Essential Functions
Once the performance standard for a particular job has been made, essential functions of the position must be defined. This will provide a better avenue for evaluating Americans with Disabilities Act (ADA) accommodation requests. Defining the essential functions encompasses the following steps:
- Ensure that the tasks as part of the job function are truly necessary or a requirement to perform the job.
- Determine the frequency at which the task is performed or how much time is spent performing a task.
- Determine the consequences of not performing the function and whether this would be detrimental to the employer's operation or result in severe consequences.
- Determine if the tasks can be redesigned or performed in another manner.
- Determine if the tasks can be reassigned to another employee.
Once the essential functions are defined, the employer can make a determination as to whether the functions are essential or marginal. The use of the term "essential function" should be part of the job description, and it should explicitly state how an individual is to perform the job. This will provide future guidance as to whether the job can be performed with or without an accommodation.
Step 3: Organize the Data Concisely
The structure of the job description may vary from company to company; however, all the job descriptions within an organization should be standardized so that they have the same appearance.
The following topics should be included:
- Job title—name of the position.
- Classification—exempt or nonexempt under the Fair Labor Standards Act (FLSA).
- Salary grade/level/family/range—compensation levels, groups or pay ranges into which jobs of the same or similar worth are placed, including minimum and maximum pay bands.
- Reports to—title of the position this job reports to.
- Date—date when the job description was written or last reviewed.
- Summary/objective—summary and overall objectives of the job.
- Essential functions—essential functions, including how an individual is to perform them and the frequency with which the tasks are performed; the tasks must be part of the job function and truly necessary or required to perform the job.
- Competency—knowledge, skills and abilities.
- Supervisory responsibilities—direct reports, if any, and the level of supervision.
- Work environment—the work environment; temperature, noise level, inside or outside, or other factors that will affect the person's working conditions while performing the job.
- Physical demands—the physical demands of the job, including bending, sitting, lifting and driving.
- Position type and expected hours of work—full time or part time, typical work hours and shifts, days of week, and whether overtime is expected.
- Travel—percentage of travel time expected for the position, where the travel occurs, such as locally or in specific countries or states, and whether the travel is overnight.
- Required education and experience—education and experience based on requirements that are job-related and consistent with business necessity.
- Preferred education and experience—preferred education and experience based on requirements that are job-related and consistent with business necessity.
- Additional eligibility qualifications—additional requirements such as certifications, industry-specific experience and the experience working with certain equipment.
- Affirmative action plan/equal employment opportunity (AAP/EEO) statement—clause(s) that outlines federal contractor requirements and practices and/or equal employer opportunity statement.
- Other duties—disclaimer, see Step 4.
Step 4: Add the Disclaimer
It is a good idea to add a statement that indicates that the job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Duties, responsibilities and activities may change or new ones may be assigned at any time with or without notice.
Step 5: Add the Signature Lines
Signatures are an important part of validating the job description. They show that the job description has been approved and that the employee understands the requirements, essential functions and duties of the position. Signatures should include those of the supervisor and of the employee.
Step 6: Finalize
A draft of the job description should be presented to upper management and the position supervisor for review and approval. A draft allows a chance to review, add or subtract any detail before the final job description is approved.
The final job descriptions should be kept in a secure location, and copies should be used for job postings, interviews, accommodation requests, compensation reviews and performance appraisals. Employers may also wish to post them on their intranet.
Maelezo ya kazi ni zana muhimu, ya lugha ya kawaida ambayo inaelezea kazi, majukumu, kazi na majukumu ya nafasi. Inaelezea ni nani anayefanya aina fulani ya kazi, jinsi kazi hiyo itakavyokamilika, na mzunguko na kusudi la kazi hiyo kwa sababu inahusiana na utume na malengo ya shirika. Maelezo ya kazi hutumiwa kwa sababu mbalimbali, kama vile kuamua viwango vya mshahara, kufanya ukaguzi wa utendaji, kufafanua misheni, kuanzisha vyeo na viwango vya kulipa, na kuunda udhibiti wa makazi ya busara, na kama chombo cha kuajiri. Maelezo ya kazi ni muhimu katika mipango ya kazi, kutoa mazoezi ya mafunzo na kuanzisha mahitaji ya kisheria kwa madhumuni ya kufuata. Maelezo ya kazi hutoa mfanyakazi rasilimali wazi na fupi kutumika kama mwongozo kwa ajili ya utendaji wa kazi. Vivyo hivyo, msimamizi anaweza kutumia maelezo ya kazi kama chombo cha kupima ili kuhakikisha kwamba mfanyakazi anakidhi matarajio ya kazi. Hatua ya kwanza: Fanya Uchambuzi wa Kazi: Utaratibu huu wa kukusanya, kuchunguza na kutafsiri data kuhusu kazi ya kazi utatoa habari sahihi kuhusu kazi ili shirika liweze kufanya kazi kwa ufanisi. Kufanya uchambuzi wa kazi ni pamoja na hatua zifuatazo: - Kuhoji wafanyakazi ili kujua hasa nini kazi ni kufanyika. - Kuchunguza jinsi kazi zinavyofanywa. - Kuwa na wafanyakazi kujaza maswali au karatasi za kazi. - Kukusanya data juu ya kazi kutoka vyanzo vingine kama vile tafiti ya mshahara na Mwongozo wa Matarajio ya Utafiti. Matokeo yanapaswa kuandikwa na kuchunguzwa na mfanyakazi ambaye kwa sasa yuko katika nafasi hiyo na msimamizi wake kwa mabadiliko yoyote kuhusu maarifa, ujuzi, uwezo, sifa za kimwili, mambo ya mazingira na sifa za nafasi hiyo: - Ujuzi - uelewa wa mwili wa habari iliyopatikana kwa uzoefu au utafiti. - Skill<unk> sasa, observable uwezo wa kufanya shughuli kujifunza. - Uwezo <unk> uwezo wa kufanya tabia observable au tabia ambayo husababisha bidhaa observable. - Sifa za kimwili <unk> sifa za kimwili mfanyakazi lazima awe nazo kufanya majukumu ya kazi na au bila ukarabati wa busara. - Mambo ya mazingira <unk> hali ya kazi (ndani au nje ya ofisi). - Credentials/experiencekiwango cha chini cha elimu, uzoefu na vyeti kukubalika kwa nafasi. Hatua ya 2: Kuanzisha kazi muhimu Mara baada ya kiwango cha utendaji kwa ajili ya kazi fulani imefanywa, kazi muhimu ya nafasi lazima kufafanuliwa. Hii itatoa njia bora ya kutathmini maombi ya malezi ya Wamarekani wenye Ulemavu (ADA). Kufafanua kazi muhimu inajumuisha hatua zifuatazo: - Hakikisha kwamba kazi kama sehemu ya kazi kazi ni kweli muhimu au mahitaji ya kufanya kazi. - Kuamua mara ngapi kazi hiyo inafanywa au ni muda gani unaotumiwa kufanya kazi hiyo. - Kuamua matokeo ya kutofanya kazi na kama hii itakuwa na madhara kwa shughuli ya mwajiri au kusababisha matokeo mabaya. - Kuamua kama kazi inaweza kuwa redesigned au kufanyika kwa njia nyingine. - Kuamua kama kazi inaweza kupewa tena kwa mfanyakazi mwingine. Mara baada ya kazi muhimu ni kufafanuliwa, mwajiri anaweza kufanya uamuzi kama kazi ni muhimu au marginal. "Utumizi wa neno ""kazi muhimu"" inapaswa kuwa sehemu ya maelezo ya kazi, na inapaswa wazi kueleza jinsi mtu binafsi ni kufanya kazi." Hii itatoa mwongozo wa baadaye kama kazi inaweza kufanywa na au bila malazi. Hatua ya 3: Panga data kwa ufupi: Muundo wa maelezo ya kazi inaweza kutofautiana kutoka kampuni moja hadi nyingine, hata hivyo, maelezo yote ya kazi ndani ya shirika lazima yawe ya kawaida ili wawe na muonekano sawa. Mada zifuatazo zinapaswa kujumuishwa: - Jina la kazi <unk> jina la nafasi. - Classification <unk> exempt au nonexempt chini ya Sheria ya Fair Labor Standards (FLSA). - Kiwango cha mshahara, kiwango cha mshahara, familia, kiwango cha mshahara - ngazi za malipo, vikundi au viwango vya mshahara ambavyo kazi zenye thamani sawa au sawa huwekwa, pamoja na makundi ya mshahara wa chini na wa juu. - Ripoti kwa <unk> kichwa cha nafasi hii kazi ripoti kwa. - Tarehe <unk> tarehe wakati maelezo ya kazi iliandikwa au mwisho kukaguliwa. - muhtasari/lengo <unk> muhtasari na malengo ya jumla ya kazi. - kazi muhimu - kazi muhimu, ikiwa ni pamoja na jinsi mtu ni kufanya yao na mara kwa mara ambayo kazi ni kufanyika; kazi lazima kuwa sehemu ya kazi kazi na kweli muhimu au required kufanya kazi. - Uwezo <unk> maarifa, ujuzi na uwezo. - Usimamizi wajibu - moja kwa moja ripoti, kama kuna, na ngazi ya usimamizi. - Mazingira ya kazi <unk> mazingira ya kazi; joto, kiwango cha kelele, ndani au nje, au mambo mengine ambayo yatathmini hali ya kazi ya mtu wakati wa kufanya kazi. - Mahitaji ya kimwili - mahitaji ya kimwili ya kazi, ikiwa ni pamoja na bending, kukaa, kuinua na kuendesha gari. - aina ya nafasi na saa inatarajiwa ya kazi - wakati kamili au sehemu ya muda, kawaida masaa ya kazi na shifts, siku za wiki, na kama overtime inatarajiwa. - Safari <unk> asilimia ya muda wa kusafiri inatarajiwa kwa nafasi, ambapo kusafiri hutokea, kama vile ndani ya nchi au katika nchi maalum au majimbo, na kama kusafiri ni usiku. - Inahitajika elimu na uzoefu - elimu na uzoefu kulingana na mahitaji ambayo ni kazi-kuhusiana na sambamba na mahitaji ya biashara. - Mafunzo na uzoefu preferred-mafunzo na uzoefu preferred kulingana na mahitaji ambayo ni kazi-kuhusiana na sambamba na mahitaji ya biashara. - sifa za ziada za kustahili - mahitaji ya ziada kama vile vyeti, uzoefu maalum wa sekta na uzoefu wa kufanya kazi na vifaa fulani. -Mipango ya hatua za utetezi (AAPEEO) taarifa - kifungu (s) ambacho kinaelezea mahitaji na mazoea ya mkandarasi wa shirikisho na (au) taarifa ya fursa sawa ya mwajiri. - Majukumu mengine <unk> disclaimer, angalia Hatua ya 4. Hatua ya 4: Ongeza Utoaji wa Dhima: Ni wazo nzuri kuongeza taarifa ambayo inaonyesha kwamba maelezo ya kazi haikusudiwa kufunika au kuwa na orodha kamili ya shughuli, majukumu au majukumu ambayo yanahitajika kwa mfanyakazi. Majukumu, majukumu na shughuli zinaweza kubadilika au mpya zinaweza kupewa wakati wowote na au bila taarifa. Hatua ya 5: Kuongeza safu ya saini: Saini ni sehemu muhimu ya kuthibitisha maelezo ya kazi. Inaonyesha kwamba maelezo ya kazi imekubaliwa na kwamba mfanyakazi anaelewa mahitaji, kazi muhimu na majukumu ya nafasi. Saini zinapaswa kutia ndani zile za msimamizi na za mfanyakazi. Hatua ya 6: Mwisho: Rasimu ya maelezo ya kazi inapaswa kuwasilishwa kwa usimamizi wa juu na msimamizi wa nafasi kwa ajili ya ukaguzi na idhini. Rasimu inaruhusu nafasi ya kukagua, kuongeza au kuondoa maelezo yoyote kabla ya maelezo ya mwisho ya kazi kupitishwa. Maelezo ya kazi ya mwisho yanapaswa kuhifadhiwa mahali salama, na nakala zinapaswa kutumika kwa matangazo ya kazi, mahojiano, maombi ya malazi, ukaguzi wa fidia na tathmini ya utendaji. Waajiri wanaweza pia kutaka kuziweka kwenye mtandao wao wa ndani.