How To Write Effective Job Descriptions

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How To Write Effective Job Descriptions

  1. 1. About Mary Rizzuti Mary A. Rizzuti is a Principal and Senior Consultant with CRI. Ms. Rizzuti has over fifteen (15) years of compensation and job description experience. She serves as Project Manager for consulting projects with extensive experience with the not-for-profit and private company sectors, relative to Salary Administration, Sales Compensation, Performance Management, and Litigation Support. Ms. Rizzuti manages the Litigation Support Practice function at CRI, and is responsible for overseeing activities relating to research, analysis & ExpertReport development, as well as developing litigation support case methodologies.Ms. Rizzuti has specific legal experience, as well as experience in policy development, training,recruiting, conducting performance appraisals and implementing human resources procedures. Prior toher assignment with CRI, she was employed by Brown & Wood in New York City as a training coordinatorand paralegal.Ms. Rizzuti graduated Magna Cum Laude with a Bachelor of Science (BS) in Management with aconcentration in Human Resource Management from Dominican College. Ms. Rizzuti holds theProfessional in Human Resources (PHR) certification and is a member of the Society of Human ResourceManagement (SHRM). She is also a member of WorldatWork and has earned the designation of CertifiedCompensation Professional (CCP).
  2. 2. How To Write Effective Job Descriptions Presented by: Mary Rizzuti March 29, 2012
  3. 3. CRI and HRTMS• Compensation Resources is a boutique compensation consulting firm specializing in the design, development, review and audit of compensation programs, and other related human resources initiatives.• HRTMS is the leader in Job Description Management. HRTMS Jobs allows HR to easily collaborate with managers to create, maintain and enable a repository of effective job descriptions.• CRI is using HRTMS Jobs for all upcoming Job Description projects.• Screenshots used in this presentation are from HRTMS Jobs. 3
  4. 4. Session Goals• What a Job Description IS• What a Job Description IS NOT• Basic elements of a Job Description• How to write an effective Job Summary• Identifying key duties and responsibilities• FLSA analysis• Issues with across the board titling• Position matrix as a tool• Historical Records• Address Specific Questions 4
  5. 5. What a Job Description Is:• Summary of essential duties, responsibilities and functions of a position – Be specific: • Example: “good interpersonal skills” vs. “ability to manage and motivate staff”. “good communication skills” vs. “ability to write persuasive memoranda for town hall meetings”• Legal document – Can be used in court• Tool for: – Benchmarking salaries – Recruiting – Strategic Human Resources planning • Competency structure built from JDs 5
  6. 6. What a Job Description Is Not• Not an exhaustive list of duties and responsibilities required to adequately execute tasks• Not a bio of the incumbent – Skills and abilities – Education – Certification• Not a contract of employment 6
  7. 7. Basic Elements of a Job Description• Job Title (gender neutral)• Grade (salary structure)• Department• Location• Salary (range is acceptable)• Reporting relationship• FLSA classification (imperative)• Job summary• Supervision exercised 7
  8. 8. Basic Elements of a Job Description• Job Title (gender neutral)• Grade (salary structure)• Department• Location• Salary (range is acceptable)• Reporting relationship• FLSA classification (imperative)• Job summary• Supervision exercised 8
  9. 9. Basic Elements of a Job Description• Job Title (gender neutral)• Grade (salary structure)• Department• Location• Salary (range is acceptable)• Reporting relationship• FLSA classification (imperative)• Job summary• Supervision exercised 9
  10. 10. Basic Elements of a Job Description• Job Title (gender neutral)• Grade (salary structure)• Department• Location• Salary (range is acceptable)• Reporting relationship• FLSA classification (imperative)• Job summary• Supervision exercised 10
  11. 11. Basic Elements of a Job Description• Job Title (gender neutral)• Grade (salary structure)• Department• Location• Salary (range is acceptable)• Reporting relationship• FLSA classification (imperative)• Job summary• Supervision exercised 11
  12. 12. Basic Elements of a Job Description• Job Title (gender neutral)• Grade (salary structure)• Department• Location• Salary (range is acceptable)• Reporting relationship• FLSA classification (imperative)• Job summary• Supervision exercised 12
  13. 13. Basic Elements of a Job Description• Job Title (gender neutral)• Grade (salary structure)• Department• Location• Salary (range is acceptable)• Reporting relationship• FLSA classification (imperative)• Job summary• Supervision exercised 13
  14. 14. Basic Elements of a Job Description • Job Title (gender neutral) • FLSA classification (imperative) • Grade (salary structure) • Job summary • Department • Supervision exercised • Location • Salary (range is acceptable) • Reporting relationship 14
  15. 15. Basic Elements of a Job Description• Job Title (gender neutral) • FLSA classification (imperative)• Grade (salary structure) • Job summary• Department • Supervision exercised• Location• Salary (range is acceptable)• Reporting relationship 15
  16. 16. Basic Elements of a Job Description (Cont.)• Primary (essential) duties and responsibilities – How to evaluate “essential”: • Reason the position exists • Time spent performing a function • Consequence of not performing that function • Some employers list non-essential duties as well, but in a separate section (ADA) 16
  17. 17. Basic Elements of a Job Description (Cont.)• Minimum Qualifications – Education/Training – Experience (significant experience vs. 10 years) – License/Certifications – Knowledge, Skills and Abilities 17
  18. 18. Basic Elements of a Job Description (Cont.)• Physical Demands – The physical demands are minimal and typical of similar jobs in comparable organizations 18
  19. 19. Basic Elements of a Job Description (Cont.)• Work Environment – The work environment is representative and typical of similar jobs in comparable organizations. – Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 19
  20. 20. Basic Elements of a Job Description (Cont.) • Managerial Approval • HR Approval 20
  21. 21. Basic Elements of a Job Description (Cont.)• Disclaimer – The statements herein are intended to describe the general nature and level of work being performed by employees, and are not to be construed as an exhaustive list of responsibilities, duties, and skills required of personnel so classified. Furthermore, they do not establish a contract for employment and are subject to change at the discretion of the Company. 21
  22. 22. Job Summary• The Accounts Payable Clerk is responsible for performing diversified clerical duties to support the Accounts Payable Department, and other areas of Accounting.• Employees of Company XYZ will recognize the following core values in fulfilling their job responsibilities: honesty, trust, respect, communication, teamwork, personal accountability, and a positive attitude. 22
  23. 23. Job Summary (Using Content)• Using Content -- O*Net and your own content 23
  24. 24. Identifying Key Duties and Responsibilities• Position Description Questionnaire (PDQ) – Reporting Relationship – Primary Role – Duties and Responsibilities with percentages• Survey data – Contains job summaries• Shadowing – Hybrid positions – Lean organization with little internal support 24
  25. 25. Identifying Key Duties and Responsibilities• Using Content -- O*Net and your own content 25
  26. 26. Using Collaboration To Get Accurate Information About Jobs• Managers and other stakeholders – Contribute content – Correct content – Provide unique perspective – Approve content 26
  27. 27. FLSA Guidance• Exempt: – Salaried – at least $455 per week ($27.63 per hour) – Any employee earning less than $455 is automatically non-exempt• Exemptions – Executive • Management • Hire, fire, interview, set pay, performance appraisals, etc. • Impact on operations • Planning and controlling budget • Monitoring or implementing legal compliance measures 27
  28. 28. FLSA Guidance– Administrative • Work in functional areas – Tax, finance, accounting, auditing, procurement, legal and regulatory compliance, etc. – Discretion and independent judgment; impact decision-making– Professional • Law – Lawyer: yes – Secretary: no • Medicine – Registered nurse: yes – Licensed practical nurse: most times, no • Accounting • Engineering • Architecture • Physical, chemical and biological sciences 28
  29. 29. FLSA Guidance– Computer • Highly specialized knowledge– Creative • Actors • Musicians • Composers • Novelists– Outside Sales • Not at employers’ office (inside sales) • No salary test 29
  30. 30. FLSA Guidance– Non-exempt • Hourly rate of pay • Minimum wage • Overtime eligible – Not less than one and one-half times an employee’s regular rate of pay after 40 hours in a workweek – Some states have a daily overtime standard » Overtime pay after 8 hours in one day 30
  31. 31. Across the Board Titling• Are essential functions truly the same? – Housekeeping position • Different properties • Varying levels• Administrative assistant • Managerial • Executive • Customer service vs. technical• Position matrix would be ineffective 31
  32. 32. Keep a Record of Historical Job Descriptions• Defend Hiring Decisions• Protect yourself against Regulatory Audit 32
  33. 33. Remember to….• Review JDs annually – Inside HR Department – Inside or outside counsel – Outside HR consultant• Have essential functions changed?• Has that change affected FLSA status?• Is salary range on JD accurate? 33
  34. 34. Questions & Answers 34
  35. 35. Contact InformationCompensation Resources, Inc. HRTMS, Inc.310 Route 17 North 3434 Edwards Mill Rd., Ste. 112-137Upper Saddle River, NJ 07458 Raleigh, NC 27612(201) 934-0505, x107 919.351.JOBS (5627)Mary Rizzuti Bill Rostmar@compensationresources.com brost@hrtms.comwww.compensationresources.com www.hrtms.com 35

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