Job Analysis - Guidelines for Completing the Job Description Form

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1. General Information

Provide general, organizational information about the position, including department, proposed working title, job family, zone, job category, FLSA exemption, etc.  NOTE:  Only those individuals identified as Hiring Managers in this information area will receive an electronic notice of classification approval.

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2. Job Summary

Summarize the basic functions and responsibilities.  Applicants will see this summary as the Description of Work on a Job Posting.  It may be easier to write the summary after completing the other sections of the job description.

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3. Salary Considerations

When preparing the job description the hiring manager should indicate salary action requested - hiring range for new/vacant position, salary increase for reclassification, or no change in salary for an update of description.  Hiring managers should indicate the desired hiring rate/range, or the desired salary for an employee.  Include rationale, when appropriate.  Department Heads/Chairs and Dean/Directors may indicate their concurrence on the form.  Consultation with HR is encouraged when setting a hiring rate/range or increase.  Advance consultation with HR is required if the classification of the position will result in a decrease in salary.

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4. Duties and Responsibilities

In order of importance, describe the principle responsibilities.  Include the percentage of time devoted to each responsibility.  The total percentage must equal 100 percent.  The described duties must correlate with the other sections of the description, i.e., Job Summary, Salary, Zone Definition Factors, Minimum Qualification Requirements and Physical Requirements.

  • Write in a consistent format.
  • Use clear and concise language.
  • Use present tense, action verbs to begin each item.
  • Avoid gender-based language.
  • Avoid unnecessary words.
    Example: “Transports inter-office mail to locations throughout facility.”

To meet the legal requirements of ADA, identify essential functions of the job. ADA defines essential functions as:

  1. the reason the job exists,
  2. a limited number of employees available to distribute work, or
  3. functions are highly specialized and require expertise.

As a general guideline, any single duty/task that occupies 20 percent or more of the incumbent's time is considered essential. Place an asterisk “*” next to all duties considered to be essential.

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5. Zone Definition Factors

The information provided in these factors is used to determine zone placement.  Provide information not contained in either Duties and Responsibilities or Qualification Requirements.  Factor descriptions for each zone are described in the Zone Placement Matrix and defined in Zone Assignment Matrix Factor Definitions.

The completion of this section as it relates to a specific job will enable the organizational unit leadership to match the job to a zone in the appropriate job family. The five zone definition factors are:

Knowledge, Skills and Abilities (KSAs)

  1. Factors to Consider
    KSAs are those special qualifications and personal attributes that are needed to be successful in a particular job.  Describe here the level that an experienced, proficient job holder would have.  Knowledge refers to an organized body of information usually of a factual or procedural nature.  Skills refer to the proficient manual, verbal or mental manipulation of data or things.  Abilities refer to the power to perform an observable activity.
  2. Example Descriptions
    • Knowledge of project organization management and control.
    • Knowledge of the hazards of working on or near energized lines and equipment and of necessary safety precautions.
    • Skill in analyzing information, problems, situations, practices or procedures.
    • Skill in organizing material, information, people in a systematic way to optimize efficiency and minimize duplication of effort.
    • Ability to analyze problems quickly and accurately and adopt effective courses of action.
    • Ability to prepare budgets and cost estimates.
    • Ability to review or check the work products of others to ensure conformance to standards.

Problem-Solving/Decision-Making

Indicate to what degree this job will exercise these skills.

  1. Factors to Consider
    • How much authoritative advice will be given?
    • What level of analysis or information gathering will be needed?
    • How much freedom will the incumbent have?
  2. Example Descriptions
    • Makes decisions or judgments covering routine situations, within established guidelines.  If problem is beyond this scope, seeks advice or resolution from manager / supervisor.
    • Many problem-solving situations will require independent analysis of relevant information from multiple sources.
    • Analyzes job responsibilities, recommends and implements approved changes.

Interactions

Describe the frequency and nature / purpose of contact with other people.

  1. Factors to Consider
    How much and what kind of contact will the incumbent have with co-workers, University employees outside the unit, people outside the University, customers?
  2. Example Descriptions
    • Daily interaction with co-workers to gather or provide information needed to accomplish tasks.
    • Daily interaction with other University units to exchange information and schedule meetings.
    • Occasional interaction with individuals at peer institutions of higher education to gather or provide information.
    • Daily interaction with customers who order products or services, in order to provide information such as pricing, availability and shipping alternatives.

Nature of Supervision

Identify how much supervision the job will both give and receive. Indicate whether supervision will be given over regular staff, temporary staff/student or none at all. Indicate whether supervision received by this job will be close, moderate or none at all.

Impact

Describe how influential this position is within the institution.

  1. Factors to Consider
    • How much is the incumbent involved within the institution, based on the importance of the decisions or final recommendations typically rendered?
    • What is the likely effect of potential errors made by the incumbent in the regular course of work?
    • How much impact does an incumbent have on the fiscal affairs of the institution?
    • How important is the impact of the work of this position to the operations, activities and future of the entire institution?
  2. Example Descriptions
    • Decisions and influence are limited to short-range decisions and planning within a small group or activity.
    • Errors may result in significant disruption of operations or services or damage to individuals or activities.
    • There is responsibility for budget development, expense control, and/or revenue generation usually covering one or more areas within a large organizational unit, or an organizational unit or university activity of moderate size.
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6. Minimum Qualifications

Identify the minimum education, knowledge, skills and abilities (KSAs) and experience necessary for entry into the job, including:

  • Level of education (such as high school, Bachelor's degree, Master's degree), and specific degree requirements.
  • Work experience, both type and amount.
  • Special training, certification or licensure (such as LPN or CPA)
  • Special knowledge, skills or abilities (such as PC skills, Spanish language)

Factors to Consider

  • Make sure KSAs represent bona fide occupational qualifications.
  • Be specific and realistic to ensure legal defensibility.
  • Relate job specifications to what, why and how work is done. Guard against inflated specifications.
  • List the education, work experience, and technical/professional skills required to be able to perform the job rather than those that describe the ideal candidate.
  • Specify if education is required or if equivalent experience can be substituted.

For positions that require patient care/contact, the Joint Commission on Accreditation of Healthcare Organizations (JCAHO) requires the following special qualification be identified:

  • Include age specific population (s) served.
  • Include the appropriate technical expertise competency statement

Criminal History Background Check:  Indicate if a criminal history background check is required.  See criteria in Criminal Background Check Investigation Policy for Non-academic Positions.

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7. Physical Requirements

Complete the General Physical Requirements Section describing the work environment and physical demands (i.e., environmental elements, travel, irregular hours, hazardous/unpleasant working conditions, etc.) of the position.  Indicate if a physical examination is required before entrance to this position.  Complete the remaining parts if the job requires at least occasional manual effort, climbing, lifting, reaching, exposure to harsh conditions, exposure to dangerous chemicals, and so forth.  The identification and explanation of the physical requirements of a job have legal ramifications related to ADA, and therefore should be prepared thoughtfully.