Mergenthaler hrm315 1201 b-07 ph 2 ip
•Download as PPTX, PDF•
1 like•134 views
This document discusses the process of creating job descriptions through job analysis. It begins by outlining the advantages and methods of job analysis, including determining compensation and developing job descriptions for recruiting, selecting, and assessing performance. It then details the steps to developing job descriptions, including planning, preparing, conducting analysis, and developing and maintaining descriptions. Components of complete job descriptions like duties, qualifications, and work conditions are examined. An example administrative assistant job description is provided to demonstrate these components.
Recommended
Recommended
More Related Content
Viewers also liked
Viewers also liked (20)
Similar to Mergenthaler hrm315 1201 b-07 ph 2 ip
Similar to Mergenthaler hrm315 1201 b-07 ph 2 ip (20)
More from Sabrina Mergenthaler
More from Sabrina Mergenthaler (20)
Recently uploaded
Recently uploaded (20)
Mergenthaler hrm315 1201 b-07 ph 2 ip
- 1. HRM315-1201B-07 Phase 2 Individual Project Sabrina Mergenthaler Colorado Technical University Professor Bryan Forsyth March 5, 2011 From Analysis to Description: Human Resources Process of Creating Positions
- 2. Introduction to the Job Analysis Advantages •Provides understanding of job •Adds value to the job •Determines employee compensation Methods •Questionnaires •Interviews •Observations •Logs and Diaries Purpose •Development of job description •Recruiting •Selecting •Assessing job performance
- 3. Development of the Job Description Steps I. Planning the Job Analysis -- Indentify objectives of job Analysis -- Obtain management support II. Preparing and Introducing Job Analysis -- Identify jobs and methodology -- Review current job documentation -- Communicate process to managers and employees III. Conducting the Job Analysis -- Gather job analysis data --Review and compile data IV. Develop Job Descriptions & Job Specifications -- Draft job descriptions and specifications -- Review drafts with managers and employees -- Finalize job descriptions and recommendations V. Maintaining & Updating Job Descriptions & Job Specifications -- Update job descriptions and specifications as company changes -- Periodically review all jobs (Forsyth, 2012)
- 4. Inclusions of a Complete Job Description 1. Mental Functions Comparing, copying, computing, compiling, analyzing, coordinating, synthesizing 2. Relations with Others Supervision, negotiating, communicating, instructing, interpersonal skills/behaviors, managing 3.Physical Demands (strength/movement/auditory/visual) Sedentary, light, medium, heavy, very heavy, climbing, stooping, kneeling, crouching, crawling, hearing, talking, color vision, acuity 4. Environmental Conditions & Surroundings Weather exposure, noise, confinement 5. Equipment Used Office tools, hand tools, power tools 6. Hazards Exposure to risks, material waste, toxic chemicals 7. Compensation and Benefits 8. Work Schedule (HR, 2001) What Is Included In A Complete Job Description
- 5. Recruiting, Selection, and Employee Performance Selection -- Objective selection -- Based on qualifications and skills -- Chooses the right candidate for the right job --magazines --newspapers --fliers --television --internet Recruiting *Creation of job ads Employee Performance -- Measure of employee training -- Ensures compliance of employee with work objectives and duties -- Enables the ability to address changes
- 6. Example of a Job Description: Administrative Assistant Duties Provide administrative support to ensure that municipal operations are maintained in an effective, up to date and accurate manner Provide receptionist services Provide support to supervisors to ensure they are provided with the resources to make effective decisions Performance Standards Type correspondence, reports and other documents; Maintain office files; Open and distribute the mail; Take minutes at meetings; Distribute minutes; Coordinate repairs to office equipment Greet and assist visitors; Answer phones; Direct calls and respond to inquiries Maintain confidential records and files; Maintain records of decisions; Arrange for payment of honorariums; Research and assist with the preparation of motions, policies and procedures; Review and edit reports to the Board; Prepare correspondence for Board members; Prepare documents and reports on the computer; Schedule Board meetings; Prepare agendas for Board meeting Job Title: Administrative Assistant Supervisor: Executive Administrative Assistant (Administrative Assistant, 2003)
- 7. Example of a Job Description: Administrative Assistant, continued General Summary: The Administrative Clerk is responsible for providing administrative and clerical services in order to ensure effective and efficient operations ____________________________________________________________________________________ Essential Job Functions: Incumbents routinely perform approximately 80% of the duties below. 1. Performs various administrative tasks related to an assigned department; organizes, prioritizes, and completes tasks in a timely manner. 2. Answers questions and explains District policies and procedures related to the assigned area. 3. Keyboards reports, correspondence, memos, forms, agendas, faculty evaluations, meeting minutes, purchase requisitions, directories, and tables; proofreads documents for accuracy, completeness, and conformity to established formats. 4. Enters course outline submissions and revisions into the College curriculum database from material provided by faculty. 5. Schedules meetings, conferences, committees, as required; attends meetings, takes notes and prepares minutes. 6. Monitors a budget; prepares purchase requisitions and budget transfers electronically. 7. Maintains spreadsheets and data bases. 8. Compiles statistical information and prepares reports as requested (Job Description, 2005)
- 8. Example of a Job Description: Administrative Assistant, continued Knowledge, Skills And Abilities •Knowledge of office administration and bookkeeping procedures •Ability to maintain a high level of accuracy confidentiality concerning financial and employee files •Excellent interpersonal skills •Team building skills •Analytical and problem solving skills •Decision making skills •Effective verbal and listening communications skills •Attention to detail and high level of accuracy •Very effective organizational skills •Effective written communications skills •Computer skills including the ability to operate spreadsheet and word processing programs •Stress management skills •Time management skills •Ability to speak the local language •Be honest and trustworthy •Be respectful •Possess cultural awareness and sensitivity •Be flexible •Demonstrate sound work ethics Education and Experience: Graduation from high school. Two years secretarial, administrative assistant or office management experience. Working knowledge of numerous software programs such as Microsoft Outlook, Microsoft Word, and an Internet navigation program. (Administrative Assistant, 2003)
- 9. Example of a Job Description: Administrative Assistant, continued Work Conditions __________________________________________________________________________________ Physical Demands The Administrative Assistant will spend long hours sitting and using office equipment and computers, which can cause muscle strain. The Administrative Assistant will also have to do some lifting of supplies and materials from time to time. Environmental Conditions The incumbent is located in a busy, open area office. The incumbent is faced with constant interruptions and must meet with others on a regular basis. Sensory Demands The incumbent must spend long hours in intense concentration. The incumbent must also spend long hours on the computer entering financial information which requires attention to detail and high levels of accuracy. Mental Demands There are a number of deadlines associated with this position, which may cause significant stress. The incumbent must also deal with a wide variety of people on various issues. (Administrative Assistant, 2003)
- 10. References Editorial Board. (2011). Introduction to Human Resource Management. (1 ed.). Words of Wisdom, LLC. M.U.S.E. (n.d.). Job Analysis and Design. Human Resources Management. Colorado Technical University. Retrieved from https://campus.ctuonline.edu/courses/HRM315/p2/hub1/23111.pdf Forsyth, B. (2012). Live Chat 3. Human Resources Management. Colorado Technical University Job Analysis - Job Description and Job Specification. (n.d.). Management Study Guide. Retrieved from http://www.managementstudyguide.com/job-analysis.htm HR Guide to the Internet: Job Analysis: Job Descriptions. (2001). HR-Guide. Retrieved from https://campus.ctuonline. edu/courses/HRM315/p2/hub1/23111.pdf How to Write a Job Analysis and Description. (n.d.). Entrepreneur. Retrieved from http://www.entrepreneur.com/humanresources/hiring/article56490.html Administrative Assistant. (2005). Maca. Retrieved from http://www.maca.gov.nt.ca/school/tools/JD_docs/Administrative%20Assistant%20J.pdf Job Description. (2003). Santa Rosa Junior College. Retrieved from http://www.santarosa.edu/hr/JobDesc- Classified/Administrative%20Assistant%20I.pdf
Editor's Notes
- As we dive deeper into the significance of the Human Resources professional, we consider one major function as that of recruiting. However, guaranteeing the right match between employee and position demands is not only a meticulous assessment of prospective candidates, but an examination of the job itself. This process is referred to as job analysis (Editorial Board, 2011). The performance of a job analysis allows HR professionals to create a job description, which is used in recruiting, selecting, and maintaining job standards (Job Analysis, n.d.). However, the advantages of performing a job analysis do not end there. The job analysis provides the following advantages: Assists the personnel manager at the time of recruitment and selection of right man on right job by providing an in-depth understanding of the extent and scope of training required in the job Adds value to jobs Assists with determining employee compensation Human Resource professionals have a variety of methods with which they use to conduct job analyses. These methods include questionnaires, interviews, observations, and logs and diaries (Forsyth, 2012). While methods used may vary from analyst to analyst, it is not uncommon for analysts to use multiples methods for conducting this research (Editorial Board, 2011). Throughout this presentation the components for performing a job analysis will be assessed and used to generate a job description. We will understand the product of the job analysis as the job description which is vital to finding the right people for the right job. We will conclude by providing an example of the job description of an administrative assistant. In bestowing this information, the true strategy behind HR will be more fully understood.
- To facilitate the needs of the job analysis, HR professionals follow a series of steps to ensure the satisfaction of the purpose. These steps include: I. Planning the Job Analysis This includes identifying the job to be analyzed. HR professionals determine there is need for a job in a particular area of the company, based on a multitude of factors (HR, 2001). This step also involves obtaining the support of management (Forsyth, 2012). II. Preparing and Introducing Job Analysis This entails deciding the type of data to be collected and the method with which it will be collected. For instance, if the analysis will be task-competence focused or otherwise and then how the relating information will be obtained (e.g.—observing, questionnaire, interview, etc.) (HR, 2001). The analyst will want to review current information on the job at this stage, as well as make managers and staff aware of the ongoing research (Forsyth, 2012). III. Conducting the Job Analysis During this step, analysts will implement the desired methods for obtaining the info (e.g.—interviewing employees, reviewing questionnaires, and observing, then recording collected data) (HR, 2001). The data will then be compiled and reviewed for accuracies and changes (Forsyth, 2012). IV. Develop Job Descriptions & Job Specifications Using the collected information, analysts will draft the initial job description. Most companies use specific templates for producing the job description. This report will be reviewed by managers and staff to ensure complete accuracy (Forsyth, 2012). V. Maintaining & Updating Job Descriptions & Job Specifications Finally, these reports will be regularly assessed for potential changes (Forsyth, 2012). When these steps are followed accordingly, companies are provided with a very beneficial tool in which they will use to conduct recruiting, selecting, and performance evaluations in the future (Job Analysis, n.d.).
- Due to the significance of the job description to the company and present and future employees, there are particular components the should be contained in each job description. Above you will notice the breakdown of information contained in job descriptions. Keep in mind that the job description should provide detailed information on: The mental/physical tasks involved (ranging from judging, planning and managing to cleaning, lifting and welding) How the job will be done (the methods and equipment to be used) The reason the job exists (including an explanation of job goals and how they relate to other positions in the company), and The qualifications needed (training, knowledge, skills and personality traits) (How to, n.d.) Some job descriptions may use percentages to address the amount of the job that each task requires regularly. Analysts use considerations such as percentage of time spent on tasks, frequency of the task, and importance of the task to determine these percentages. The frequency in which these tasks occur determine whether that task is an essential function or a marginal function of the job (Forsyth, 2012). Not all job descriptions will contain these percentages, though. Other methods may use various tools to describe the intensity of the work involved.
- Job descriptions are an essential part of the employee recruitment process. The job description is often the base for creating positions and advertising for that position. Recruiters can use the information to design a tailored-fit ad for a variety of media including: magazines, newspapers, fliers, television, and the internet to name a few. Recruiters may also use this information at job fairs or on school campuses that cater to the diverse needs of the company (M.U.S.E., n.d.). Well-structured job descriptions indicate that management is aware of specific labor needs as well as the qualifications and skills that the right candidate will possess. Position descriptions highlight the specific duties that are required of employees and help candidates to decide if the job will be a good fit for them. With the required qualifications and duties clearly specified in the job description, managers can more objectively select candidates based on their potential for job success, rather than on personality traits, which help the manager make effective selections (M.U.S.E., n.d.). Once a candidate is selected, the job description acts as a guide to the skills and knowledge that the new employee will need to perform the job. After adequate training, the employee will be expected to comply with the details outlined in the job description. The job description will be used to conduct employee performance checks as well as determining any changes to the job that occurs as the company grows (M.U.S.E., n.d.).
- Over the next slides, a complete and detailed example of the job description for an administrative assistant has been provided. As you can see on this page, the exact job title appears at the top along with the position to which this job will directly report. Also on this page are some of the duties and responsibilities carried out by the administrative assistant position. Opposite each duty is the standard to which the particular company expects the assistant to perform. Duties and Performance Standards Provide administrative support to ensure that municipal operations are maintained in an effective, up to date and accurate manner: Type correspondence, reports, and other documents; Maintain office files; Open and distribute the mail; Take minutes at meetings; Distribute minutes; Coordinate repairs to office equipment Provide receptionist services: Greet and assist visitors; Answer phones; Direct calls and respond to inquiries Provide support to supervisors to ensure they are provided with the resources to make effective decisions: Maintain confidential records and files; Maintain records of decisions; Arrange for payment of honorariums; Research and assist with the preparation of motions, policies and procedures; Review and edit reports to the Board; Prepare correspondence for Board members; Prepare documents and reports on the computer; Schedule Board meetings; Prepare agendas for Board meeting (Administrative Assistant, 2003)
- The general summary highlights the main reason, or goal, for the position. Some descriptions may also include the impact of the position on the company in this section. Another feature of this particular page is the essential job functions. As briefly described earlier, tasks are assigned as essential or marginal tasks based on the percentage of the work effort involved in conducting the job. The above reference indicates that the listed functions are essential, in that they make up approximately 80 percent of the tasks expected to be carried out by the Administrative Assistant position. These job functions include, but at not limited to: 1. Performs various administrative tasks related to an assigned department; organizes, prioritizes, and completes tasks in a timely manner. 2. Answers questions and explains District policies and procedures related to the assigned area. 3. Keyboards reports, correspondence, memos, forms, agendas, faculty evaluations, meeting minutes, purchase requisitions, directories, and tables; proofreads documents for accuracy, completeness, and conformity to established formats. 4. Enters course outline submissions and revisions into the College curriculum database from material provided by faculty. 5. Schedules meetings, conferences, committees, as required; attends meetings, takes notes and prepares minutes. 6. Monitors a budget; prepares purchase requisitions and budget transfers electronically. 7. Maintains spreadsheets and data bases. 8. Compiles statistical information and prepares reports as requested (Job Description, 2005).
- In the section titled knowledge, skills, and abilities, the job description clearly identifies the attributes that make up the most successful candidate for the position. As you can see from above, the particulars of the Administrative Assistant position include: Knowledge of office administration and bookkeeping procedures Ability to maintain a high level of accuracy confidentiality concerning financial and employee files Excellent interpersonal skills Team building skills Analytical and problem solving skills Decision making skills Effective verbal and listening communications skills Attention to detail and high level of accuracy Very effective organizational skills Effective written communications skills Computer skills including the ability to operate spreadsheet and word processing programs Stress management skills Time management skills Ability to speak the local language Be honest and trustworthy Be respectful Possess cultural awareness and sensitivity Be flexible Demonstrate sound work ethics (Administrative Assistant, 2003) This information is followed by the education and experience section which highlights the educational and experience related requirements of the position.
- Finally, the job description identifies the work conditions. This portion will include detail on the physical demands, environmental conditions, sensory demands (such as audio/visual), and mental demands of the position. In this section, a candidate actually has the chance to determine if they are right for the position, or if they can work under the conditions that have been stipulated. This portion will also help to wean applicants from applying who don’t posses the ability to work under certain conditions (Forsyth, 2012). In all, the need to perform a job analysis and from it, generate a job description is a need shared by all companies. It provides a beneficial insight to the company for the positions they carry, as well as the positions they may need to carry. Conducting regular job analysis allows companies to see what jobs have changed over the course of time. In doing so, benefits and wages can be adjusted to reflect the growing responsibilities of employees. Due to the variety of solutions provided by the job description, the process of creating them is conducted over a series of methods by a Human Resources analyst. More often then not, analysts will use multiple methods for obtaining the data needed to construct the job description, including: questionnaires, interviews, and observations. In this endeavor, Human Resources professionals further cultivate the link between management and employees. Once again, these HR professionals also establish themselves as people of strategy and necessity within organizations (Editorial Board, 2011).