PAGE 4 Sample Job Analysis Guidelines The following guidelines are provided to help navigate the five essential steps in conducting a simple job analysis. Step 1. Responsibility and Duty Identification We want to find out exactly what a person does on the job. We are interested in all activities performed. By completing the job analysis questionnaire, we will be able to update the job and then actually write a job description. Note that the analysis is not the same as the actual job description. These are two separate and independent documents. Example: Secretary Job Responsibility: 1. Acts as a receptionist 1.1 Answers telephone, relaying information or transferring calls to appropriate individuals to meet callers’ demands. 1.2 Greets visitors, answering their questions and/or directing them to the appropriate individual to meet their needs. 2. Performs various administrative activities. 2.1 Schedules appointments to use manager’s time effectively 2.2 Composes routine correspondence to reduce workload of manager. 2.3 Makes travel arrangements to ensure travel efficiency and comfort. 2.4 Reserves meeting rooms as necessary to ensure their availability. Responsibility Identification Form: One way to capture the information into a simple format is to create a one page table like the following example to capture the data based on an interview with an incumbent in this specific position. Table 1. Rank Order of Importance What Is Done (Use Action Verbs) To What Is It Done? (Object) Modifying Words Or Phrase (If Appropriate) 1 (Responsibility 1) Calculates Payroll costs For Human Resources Department (Responsibility 2) The next step in the job analysis process is the identification of duties. Now we can take information from Table 1 to determine not only the rank order of importance but for legal purposes state if the duty is essential or non-essential. Table 2. State the General Responsibility: List the Specific Duty Under Each General Responsibility in Space Provided Below: Essential or Non- Essential Rank Order of Importance Specific Duty 1. 2. 3. 4. Step 2. Knowledge and Skills In this section we are attempting to identify the real knowledge and skills a person must have to perform each duty. Also we are interested in attempting to determine how a person learned the skill or knowledge. Possible Sources of Training: 1. In grammar school 2. In high school 3. In community college (2 years) 4. In college (4 years) 5. In graduate school (5 years or more) 6. In specialized training sessions 7. Through experience on the current job 8. Through experience gained in other jobs 9. Other Note: To the left of the knowledge and skills place an asterisk (*) if you think that a person should have this level of training prior to being hired for the job. Table 3. Responsibility # Knowledge How Knowledge Was Acquired Skills Step 3. Education and Experien.