Job Descriptions Training for Supervisors

INTRODUCTION

Job descriptions can be very useful to employers, employees

and job applicants when carefully written and kept up-to-date.
Job descriptions outline the responsibilities for an employees
work. They also serve as a tool to help employers gauge
employee performance and for recruiting/selecting candidates.
This presentation will address the importance of having job
descriptions, what to include and tips for writing job descriptions.
This sample presentation is intended for presentation to new
supervisors and to experienced supervisors who need refresher
training. It is designed to be presented by an individual who is
knowledgeable in developing job descriptions. This is a sample
presentation that must be customized to include and match the
employers own policies and practices.

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OBJECTIVES

At the close of this session you will be able to:

State what a job description is.
State what job specifications are.
Explain the difference between job descriptions and position
descriptions.
Cite tips for writing job descriptions.
Outline what should be included in a job description.
Cite the reasons why it is important to have well-written and
updated job descriptions.

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WHAT IS A JOB DESCRIPTION?

A job description is a written description of a job which includes

information regarding the general nature of the work to be
performed, specific responsibilities and duties and the employee
characteristics required to perform the job.

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WHAT ARE JOB SPECIFICATIONS?

Job specifications are the personal/individual requirements

expected from the employee. They list any educational
requirements, desired experience and specialized skills or
knowledge required. Job specifications complement job
descriptions.

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JOB DESCRIPTIONS VS. POSITION

DESCRIPTIONS

Job descriptions document the general nature of the work to be

performed. They include general responsibilities and duties as
well as the employee characteristics required. They are used
for job classification and as a basis for position descriptions.

Position descriptions customize responsibilities to departmental

needs including supervisory relationships. They focus on
outcomes and accountabilities rather than duties. They define
the employees specific duties and are used to manage
performance.

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TIPS FOR WRITING JOB DESCRIPTIONS

Focus solely on the job.

Avoid the wish list of skills or personality traits.
> Focus on the work not the person.
>

Use action verbs (See examples in Appendix A)

Use clear, concise and easily understood language
Allow for flexibility.
Consider future department/company needs:
Keep in mind the changing needs of the department/company to
help identify gaps in workforce.
> Speak with managers/department heads/major decision makers to
determine future hiring needs.
>

List job tasks by priority.

>

Organize the list from most essential tasks to least essential tasks.

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TIPS FOR WRITING JOB DESCRPTIONS

(CONTD)

Be specific.
Avoid any reference to protected class or prejudicial language
(i.e., race, color, gender, nation origin, disability, etc.).
>

Have reasonable expectations.

>

Define terms like may, occasionally, and periodically.

Obtain input from others.

>

Setting the bar too high or too low can affect candidate pool.

Be consistent.
>

Example of what to avoid: Heavy lifting required - only male

candidates will be considered for heavy lifting positions or bilingual
ability required only Hispanics will be considered.

Solicit information from employees, managers/supervisors, etc.

Include a miscellaneous clause (i.e., other duties as assigned).

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WHAT IS INCLUDED IN A JOB DESCRIPTION?

Title
Communicates the level, responsibility and type of work.
> Use titles that are common in your industry.
>

Employment status
>

Full-time, Part-time, Temporary.

FLSA status (exempt or nonexempt)

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WHAT IS INCLUDED IN A JOB DESCRIPTION?

(CONTD)

Location:
Address and/or city where job will be located.
> Include information if position does not report to a specific location.
>

Duties/responsibilities:
>

List duties/tasks:
Major or minor
Include essential functions of the job

Include knowledge, skills and abilities necessary to perform job.

> Incorporate decision-making requirements.
> Add scope of authority (i.e., hiring/firing).
> Include description of complex tasks.
>

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WHAT IS INCLUDED IN A JOB DESCRIPTION

(CONTD)

Qualifications
>

Work experience:
Years in field required.
Include information if years of experience in other industries will be
considered.

>

Education:
High School Diploma or equivalent, BA/BS, MBA, PhD, etc.
Include information if equivalent combination of education and/or work
experience (as opposed to education only) will be considered.

>

Certifications:
Examples: PHR/SPHR/GPHR, Certified Nursing Assistant, Certified
Public Accountant, Certified Compensation Professional, Certified
Financial Planner, Certified National Real Estate Agent, Electrician, etc.

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WHAT IS INCLUDED IN A JOB DESCRIPTION

(CONTD)

Qualifications (contd):
>

Licenses:
Examples: Doctors, Nurses, Lawyers, Dietician/Nutritionist, etc.

Desired work traits (ability to work independently, etc)

> Computer skills
> Communication/Interpersonal skills
>

Special considerations (working conditions):

Physical requirements
> Travel
> Work hours (on-call, overtime consideration, etc)
>

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IMPORTANCE OF A WELL-WRITTEN AND

UPDATED JOB DESCRIPTION

Establishes responsibilities.
Establishes performance guidelines.
Limits legal exposure to issues such as equal opportunity and
discrimination laws.
Aids in the establishment of the Fair Labor Standards Act
(FLSA) classification (exempt vs. nonexempt).
Helps to establish pay levels.
Helps to manage employee expectations.
Serves as tool for recruitment and employee selection.
Assists in determinations of American with Disabilities Act (ADA)
reasonable accommodation.
Assists with employee career development.
Supports the succession planning process.

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SUMMARY

A job description is a written description of a job which includes

information regarding the general nature of the work to be
performed, specific responsibilities and duties, and the
employee characteristics required to perform the job.
Job specifications are the personal/individual requirements
expected from the employee. They list any educational
requirements, desired experience and specialized skills or
knowledge required. Job specifications complement job
descriptions.
Position descriptions differ from job descriptions in that they
customize responsibilities to departmental needs including
supervisory relationships. They focus on outcomes and
accountabilities rather than duties. They define the employees
specific duties and are used to manage performance.

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SUMMARY (CONTD)

Tips for writing job descriptions pertain to using effective and

appropriate language, including accurate information, and
organizing the information by order of priority.
The following items should be included in a job description
title, employment status, FLSA classification, location, duties,
qualifications and special considerations.
Well-written and updated job descriptions serve as tools to help
an employer with recruitment, evaluate employee performance,
and comply with Equal Employment Opportunity (EEO) and
non-discrimination laws.

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ACTION VERBS - APPENDIX A

Accumulate
Administer
Advise
Allocate
Approve
Collaborate
Collect
Communicate
Compile
Conduct
Consult
Counsel
Create

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Delegate
Deliver
Develop
Direct
Distribute
Draft
Edit
Educate
Establish
Estimate
Formulate
Furnish
Gather

ACTION VERBS - APPENDIX A (CONTD)

Guide
Interact
Invent
Issue
Manage
Market
Motivate
Negotiate
Obtain
Order
Participate
Plan
Present

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Provide
Reconcile
Recruit
Research
Review
Solicit
Solve
Submit
Supervise
Supply
Test
Train
Translate

QUIZ

1. What is a job description?

2. What are some tips to follow when writing a job description?
3. What is included in a job description?
4. Why it is important to have well-written and updated job
descriptions?

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QUIZ ANSWERS

1. What is a job description? A job description is a written

description of a job which includes information regarding the
general nature of the work to be performed, specific
responsibilities and duties and the employee characteristics
required to perform the job.
2. What are some tips to consider when writing a job description?
Focus on the job, use action verbs, allow flexibility, consider
future department needs, avoid reference to protected class or
prejudicial language, etc.

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QUIZ ANSWERS (CONTD)

3. What is included in a job description? Title, Employment Status,

FLSA Classification, Location, Duties, Qualifications, Education,
Certification, Licenses and Special Considerations.
4. Why it is important to have well-written and updated job
descriptions? To help establish duties, performance guidelines,
recruit for vacancies, establish pay levels, limit legal exposure,
career development, etc.

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QUESTIONS? COMMENTS?

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COURSE EVALUATION

Please be sure to complete and leave the course evaluation you

received with your handouts.

Thank you for your attention and interest!

SHRM 2008