Darlene Mack from HR Partners International presented for our Webinar Series on How To Define Essential Functions in a Job Description. If you are having trouble writing job descriptions look no further than this presentation.

1. July 2014 -
Webinar with HR Profile
HR Partners International, Inc.
www.HRPIInc.com
all rights reserved 1

2. Job Analysis
Focuses on the delineation of job duties and responsibilities, essential
knowledge, skills and abilities (ksa’s)
Job Evaluation (NOT a Performance Evaluation)
Systematic determination of the relative worth and value of jobs within an
organization. Established a hierarchy of jobs within an organization.
Follows from a formal Job Analysis
July 2014 -
Webinar with HR Profile
HR Partners International, Inc.
www.HRPIInc.com
all rights reserved 2

3. Job Analysis
Systematic study of a job to determine:
what activities and responsibilities it includes
its relative importance in comparison with other jobs
the personal qualifications necessary for performance of the job &
the conditions under which the work is performed
NOT the person doing the job
Starts with a Job Analysis Questionnaire and Data Gathering – end product is
a Job Description, inclusive of clearly defined Job Specifications (both
required and preferred)
Recommended to review as part of Performance Evaluations; never more than
a year between analyses. Critical to keep current.
July 2014 -
Webinar with HR Profile
HR Partners International, Inc.
www.HRPIInc.com
all rights reserved 3

4. Job Analysis – Critical Uses
 Establishes similarities and differences in relation
to the content of jobs
 Helps establish the internal equity and relative
worth of like jobs
 Clearly measures Essential Functions and duties
of each “Job”
July 2014 -
Webinar with HR Profile
HR Partners International, Inc.
www.HRPIInc.com
all rights reserved 4

5. “Essential Function”– the main purpose of the
position that must be fulfilled; cannot be fulfilled on a regular
basis by another incumbent/position
 Has become a legal term, but undefined
 Why is defining EF’s so critical?
 HR Workforce Planning
 Performance Management
 Recruiting and Selection
 Career and Advancement Planning
 Training and Development
 Compensation Administration
 Health, Safety, and Security
 Reasonable Accommodation (ADA)
 Determining exempt vs. non-exempt (FLSA)
July 2014 -
Webinar with HR Profile
HR Partners International, Inc.
www.HRPIInc.com
all rights reserved 5

6. Data Collection
 KSAs – Knowledge, Skills, and Abilities
 MINIMAL levels required
 COMPLETE listing
 Supervision given and received
 Work activities and behaviors
 Interactions with others (internal and external)
 Performance Standards
 Financial budgeting and impact
 Working conditions
 Machines and equipment used
July 2014 -
Webinar with HR Profile
HR Partners International, Inc.
www.HRPIInc.com
all rights reserved 6

7. Job Analysis/Data Gathering Methods
 Open Ended Questionnaire
 Filled out by incumbent and their manager
 Good choice as input is solicited directly from those who do the work
 Highly Structured Questionnaire
 Allows only specific responses
 Fairly objective approach, which enables analysis to be performed using a
computer
 Interview
 Face-to-face from incumbent
 Uses predetermined questions, new ones added based on incumbent responses
 Observation
 Record observations and later translating them
 Realistic view of daily tasks and activities
 Work Diary or Log
 Maintained by employee
 Includes estimates of frequency and timing of tasks
July 2014 -
Webinar with HR Profile
HR Partners International, Inc.
www.HRPIInc.com
all rights reserved 7

8. Job Analysis provides the data for Job Descriptions complete with
defined Essential Functions & BFOQs (Bona Fide Occupational
Qualification)
Specifications/Sections
 Identification
 Title
 Job Code (if used)
 Reporting Relationships
 Department
 Location
 Date
 Incumbent
 Location
 Exempt/nonexempt status
July 2014 -
Webinar with HR Profile
HR Partners International, Inc.
www.HRPIInc.com
all rights reserved 8

9. Specifications/Sections (con’t)
 Job Summary – descriptive Summary, a concise statement of the
general duties and responsibilities that make the job unique
 Duties and Responsibilities - essential duties and responsibilities of
the position. Clear, declarative, behavioral descriptions, in priority
order. Always include “and other duties as assigned”
 Job Specifications – essential skills and experience, as well as the
preferred qualifications. Should provide all knowledge necessary to
determine any accommodations which might/might not be possible
under the ADA
 KSAs
 Education and experience
 Physical demands and work environment
 Disclaimer and Approvals/Signatures
July 2014 -
Webinar with HR Profile
HR Partners International, Inc.
www.HRPIInc.com
all rights reserved 9

10. Darlene R. Mack, MA,CMP, SPHR
CEO & Managing Partner
HR Partners International, Inc.
darlene@HRPIInc.com
www.HRPIInc.com
513.456.1030
July 2014 -
Webinar with HR Profile
HR Partners International, Inc.
www.HRPIInc.com
all rights reserved 10