Sign Idaho Banking Job Description Template Later

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[Music] HR basics is a series of short courses designed to highlight what you need to know about a particular human resource management topic in today's HR basics we explore how to write a job description using a six step process to craft great job documentation a job description is a useful plain-language tool that describes the essential functions and specifications of a position job documentation provides the foundation for many activities of human resource management and provides the foundation for compliance use a template to design a clear job description in a user-friendly format there are many available tools to assist you in the development of a job description often templates are used to streamline the development of job descriptions in an organization all organizations should have a consistent job description template to ensure consistency in job documentation throughout the organization to write a great job description let's use the Job Description template we just discussed and apply this straightforward six step process which includes job analysis essential functions purpose statement specification demographics and review in that order first job analysis is the systematic process of collecting information that identifies similarities and differences in work the outcome of job analysis is job documentation I recommend a simple five-step process for job analysis first plan by identifying objectives then prepare by identifying jobs and organizing the process next conduct job analysis by selecting a method to collect job data then document by creating good job descriptions and finally update those descriptions by keeping them current and of making them available to staff performing a job analysis can include the following steps observing how sir performed interviewing employees to find out exactly what tasks are being performed having employees fill out questionnaires or worksheets or collecting data on jobs from other resources such as own ette online these are the methods of job analysis sometimes a combination of these methods is used depending on the situation and the organization observation is where we observe and document the activities performed by current job holders while they're at work it's limited because many jobs do not have complete and easily observed duties or cycles and observation may be more useful for repetitive jobs and in conjunction with other methods the interview method requires a manager job analyst or human resource specialist to talk with the employees performing each job a standardized interview form is used most often to record the information both the employee and the employee supervisor must be interviewed to obtain complete details of the job this option may be particularly useful for highly technical or complex jobs since the interview method alone can be quite time-consuming combining it with other methods is often common in the questionnaire method a survey instrument is developed and given to employees and managers to complete the questionnaire is a widely used method of gathering job data because of its ease of use and convenience using the same questionnaire for all positions provides standard types of data across all jobs the questionnaire is given to employees and managers to complete however the questionnaire method assumes that employees can accurately analyze and communicate information about their jobs using interview and the observation in combination with the questionnaire method allows analysts to clarify and verify the information gathered in questionnaires a final method of collecting information about jobs is by using the occupational information network located at wwo net Center org own ed is currently the main DOL resource available and provides employers with a wide range of job related information oh net also now contains the dictionary of Occupational titles and has hundreds of job descriptions already written and available essential functions the first major task of writing the job description is defining the essential functions of the job the use of the term essential function should be part of the job description and it should explicitly state how an individual is to perform the job defining the essential functions encompasses the following steps first ensure that the tasks are truly necessary then determine the frequency of the task determine the consequences of not performing the task determine if the tasks can be redesigned and finally determine if those tasks can be reassigned the essential functions and responsibilities section is a summary of the responsibilities and tasks of the particular job essential function statements typically appear in order of importance or an order of the time each task requires some distinguished the essential duties from marginal duties in this section the essential functions section contains essential function and responsibility statements essential function statements are broad themes of the most critical work done in the job responsibilities statements support the essential function by defining important job tasks when developing your essential functions and responsibility statements use the key result area or KRA formula like you see here this formula provides simple guidance for writing your essential function and responsibility statements the formula helps you start out each bullet with an action verb making your statement action-oriented next you describe what action needs to be taken ask what needs to be done finally you determine the outcome describe what needs to happen in measurable terms asking yourself what's the result here are some tips for writing essential function or responsibility statements first always use the KRA formula you should have four to eight essential function statements in each job description each of those essential function statements should have two to eight responsibilities listed below using bullet points and finally avoid vagueness in your language by using the KRA formula organize your responsibility statements in a logical order using a bulleted list under your essential function statement consider listing responsibilities statements in order of importance after you've completed writing the essential functions and responsibility statements for your position review and establish the approximate percent of time you spend on each KRA start by prioritizing responsibility statements ranking each by order of importance with each responsibility statement ranked add up the total of the assigned ranking numbers under each essential function statement to obtain a total score for the bucket the area or essential function the essential function with the highest score will generally have the highest time percentage assigned then estimate the percentage of time the incumbent will spend on each essential job function over the course of the year the total percent should equal 100 since you've already prioritized each responsibility statement it should be easier to estimate the time spent on each next write your purpose statement which is a concise and brief description of the reason the position exists the purpose statement provides just enough information about the essential functions to distinguish the position it summarizes the overall function of the work and captures the essence of the job you should write the purpose statement after all of the essential functions and responsibility statements have been written here are some tips for writing your purpose statement ask yourself why does this position exist begin with an action verb followed by results use language everyone will understand avoid describing responsibilities and tasks and remember it's not a reiteration of those essential functions finally keep this statement to 45 to 60 words which is clear concise and captivating next job specifications include the knowledge skills and abilities required of the essential functions of the job specifications include education experience physical demands and work environment characteristics the final portion of the job descriptions is the specification section the section documents all the qualifications that a job candidate must possess a key point is that job specifications are the requirements for job success not desirable attributes that go beyond what is required by the essential functions of your job so your specification should be 5 things first consistent with organizational standards second unbiased and not based on an individual third precise to meet the needs of the position fourth specific to ensure clarity and fifth relevant to essential functions with a job organization should develop a checklist for each type of job specification to ensure consistent decisions are made for each position description that's written this standardized list ensures that terms have the same meaning across all positions within your organization let's first talk about education and experience education and experience requirements are essential qualifications needed to carry out the day-to-day job function education and experience should be defined based on requirements that are job-related and consistent with business necessity when writing education and experience identify the minimum level necessary to produce adequate performance results consider only those that are required by key result areas and associated activities if there's a qualification required by your position that's not listed on the checklist you should edit for your organization again those checklists help maintain consistency throughout an organization other knowledge skills and abilities include these three elements knowledge is the comprehension of a body of information acquired by experience skills are present observable competence to perform a learn activity finally abilities are the competence to perform an observable behavior or behavior that results in an observable product when writing other knowledge skills and abilities content use the following guidelines consider only essential functions identify KSA is absolutely required and include only what is necessary for the position physical demands are tangible raw skills that are required by the key result areas of your position physical demands are written in paragraph form in the job description these demands represent abilities that can be observed here are some tips for writing your physical demands consider each essential function and a responsibility statement to determine these demands when selecting the applicable physical skills consider only those that are required state only those that cannot be accommodated and use carefully chosen words the work environment section provides a brief description of the work environment the work environment characteristics described in your job description are representative of those an employee encounters the work environment statement is written in paragraph form when writing your work environment content describe the work environment in two to four sentences include irregular or unusual work schedules and any conditions of the physical environment that employee may find unpleasant or hazardous next demographic information contains job titles reporting structure FLSA status and other basic information about the job following the development of all other job description content the demographic information can be completed although it may seem counterintuitive you should complete this first section of the job description template last it makes sense to complete demographics last as you'll have all the job related content defined you'll need to make necessary decisions regarding demographic data the following data is included in the demographics session usually it includes the job title or name of the position the Department the home department of the position the when the description was written the grade level which identifies compensation levels according to salary structure the FLSA status meaning exempt or non-exempt from overtime provisions of the FLSA benefits status identify an eligibility FTE or full-time equivalency expressed in decimal form for example 1.0 or 0.8 FTE reports 2 which is the title of the position that the position itself reports to and supervises the titles of direct reports finally the Job Description is reviewed through an approval and implementation process the remaining section of the Job Description template provides for signatures of the incumbent and supervisor of the job this represents an important conclusion to the development of a job description a validation of the content and completion of the job documentation process it's a good idea to add a statement that indicates that the Job Description is not designed to cover or contain a comprehensive listing of activities that are required of the employee other duties responsibilities and activities may change or be assigned at any time without any notice signatures are an important part of validating your job description they show that the Job Description has been approved signatures should include those of the supervisor and the employee final Job Description should be kept in a secure and accessible location preferably electronically managers and employees alike should know where to find job descriptions and understand the important role they play in managing people well-written job descriptions are central systems that manage people in organizations from selection to discipline job documentation provides the foundation of fairness and compliance in organizations [Music]