Creating or Updating Job Descriptions - PowerPoint Presentation

Slide1

Creating or Updating Job DescriptionsSlide2

Agenda

Requesting a new position and

updating a current position

Position

Evaluation Questionnaire (PEQ)

Compensable factors

Job Description

Job Description Template

What

are essential functions

?

Functional and Technical Competencies

Minimum qualifications vs. preferred qualifications

Job description ExampleSlide3

Requesting a new position

Creating

a brand new position

Department/College has been given permission to

create a new position from the Dean, Provost or Vice

President.

Requesting

department sends a completed Position Evaluation Questionnaire (PEQ)

and/or

Job Description to Human Resources for appropriate compensation band placement and job classification according to the Fair Labor Standards Act.

Human

Resources will assign the

appropriate

job title, job classification, position code, and market salary

range.Slide4

Updating a current position

Requesting job reevaluations

Requests

for reevaluation can be made after 12 months or if significant changes have been made to the position. Employee and supervisor agree that an evaluation is necessary.

Employee must complete

the PEQ and

submit

an updated Job Description. The supervisor reviews and signs the PEQ and submits it to HR.

If

there is no incumbent in the position, the supervisor should complete.

HR

will review the request and notify the supervisor of the results.

The

job will be assigned to a

salary range

within the band based on market data. Slide5

Position Evaluation Questionnaire (PEQ)

The purpose of this document is

to aid in describing your PRESENT position in terms of its duties, responsibilities, and other requirements.

HR evaluates the PEQ’s Compensable factors

Compensable

factors were identified for the evaluation and classification of positions and weighted to reflect Marquette's mission and

valuesSlide6

Compensable factors

Education--

Minimum level of education or formal training required

Work Experience

--

Minimum level of

related

work experience

Job Complexity

--

evaluates the complexity of duties and the extent to which the duties are standardized vs. non-standardized

Decision Making

--

evaluates the frequency and authority of decision making

Impact of Decisions

--

evaluates the impact of a job's decisions and probable consequences of errors

Contacts

--

evaluates the type, variety and purpose of work contacts

Technological proficiency

--

evaluates the degree of technical skill necessary to successfully and competently perform the job

Supervision exercised

--

evaluates the extent to which the job incumbent is required to explain, direct, prioritize, monitor, guide or perform traditional supervisory duties for others

Confidential information

--

evaluates the degree to which a job is required to handle confidential information

Working conditions

--

evaluates the frequency/exposure type to which a job involves exposure to conditions that tend to be hazardous/undesirableSlide7

Job Descriptions

A position description serves as a formal document that summarizes the important functions and responsibilities of a specific job in which the university uses as a tool for:Recruiting

Determining

salary

levels

Conducting

performance

reviews

Establishing

titles and pay

grades

Creating

reasonable accommodation

controls

Career planning

Training exercises

Legal requirements for

compliance

purposesSlide8

Job Descriptions Cont.

Job descriptions should accurately represent actual duties and responsibilities as well as job specifications.

Job descriptions are not based on personal achievements or individual qualifications.

A job description gives an employee a very clear and concise resource to be used as a guide for job performance

.

Likewise

, a supervisor can use a job description as a measuring tool to ensure that the employee is meeting job expectations. Slide9

Job Description Template

Job SummaryBrief description

Why does job exist?

Contribution to organization?

Essential Functions

Core duties

Must be job related and based on business necessities

Identify the task to be performed and the expected results of that performance

Duties and Responsibilities

Both essential and nonessential functions

Functional and Technical Competencies

Critical knowledge, skills and/or abilities needed to perform the jobSlide10

Job Description Template Cont.

Education/Training and Certification, Licensure, Registration Requirements

Minimum education needed to perform job

Experience

Minimum relevant

experience needed to perform job

Environment and/or Physical Factors

Unusual conditions that may be involved in a particular job

Examples: physical effort, dexterity, environment exposure, performing under time/resource constraints

Desired Qualifications

Preferred education, knowledge, skills, abilities, and/or experience Slide11

What are essential functions?

Essential functions are the “fundamental job duties of the employment

position.”

Whether

a particular job function is essential also depends on the following:

The amount of time spent performing the function.

The consequences if the function is not required to be performed.

The

experience of current incumbents in similar jobs.

EEOC regulations also provide that several other factors should be considered when distinguishing between essential and marginal job functions, including whether:

The performance of the function is the reason the position exists.

There are a limited number of employees available to perform the particular job functions.

The function is so highly specialized that the incumbent must have certain expertise to perform the function. Slide12

Functional and Technical Competencies

Specialized skills, knowledge and abilities required to perform the essential functions of the

role

Examples of functional and technical competencies include:

Ability

to work in a high volume, fast paced, customer service-oriented environment;

Excellent oral and written communication skills, interpersonal skills, and the ability to deal with diverse constituencies;

Strong computer competency, to include proficiency in Microsoft Word, Excel, and PowerPoint, and web-based and social media applications;

Demonstrated attention to detail, professional attitude, and ability to maintain confidentiality.Slide13

Minimum qualifications vs. preferred qualifications

Factors to consider in determining qualifications:Combination of experience, training, and educationExternal market comparison

Occupational information

Minimum qualifications

Number

of years of relevant experience

and education required

to perform the essential functions of the

role

Preferred qualifications

Education

and experience that the hiring

department has

added as additional qualifications to the minimum qualifications

.

Desired skills, knowledge, and abilities Slide14

Job Description Section

Example

Position Information

Title, Department, Reporting

Position Overview

This position provides administrative support to the Department of Human Resources.

Essential Functions

1.Oversee general office

activities

such as

answering

and routing

phone calls, handling correspondence, and

providing information

to visitors. (40%)

2.

Compile data and generate various reports.

(20%)

3.

Organize and maintain database and files. (15%)

4. Order

office supplies. (10%)

Duties and Responsibilities

1. Assist with Department of Human Resources projects as needed.

Functional and Technical Competencies

Demonstrated attention to detail, professional attitude, and ability to maintain confidentiality.Slide15

Job Description Section

Example

Education/Training and Certification, Licensure, Registration Requirements

High school diploma or equivalent is required.

Experience

Two or more years of related experience in administrative work.

Environment and/or Physical Factors

Work is generally performed within an office environment, with standard office equipment available.

Desired Qualifications

Bachelor’s Degree and work experience in a higher education environment.Slide16

Questions….Slide17

ResourcesWriting a Job Description

http://www.marquette.edu/hr/WritingaJobDescription.shtml

Position and Compensation Procedures

http

://

www.marquette.edu/hr/AdministrativeCompensationGuidelinesNon-Faculty.shtml

Compensation Forms

http://

www.marquette.edu/hr/CompensationForms.shtmlSlide18

Contact Information

Jennifer BurnsCompensation Manager

414.288-7935

j

ennifer.burns@marquette.edu

Lynn Mellantine

Assistant Director

414.288.3430

lynn.mellantine@marquette.edu