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Preparing a Job Description |
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What Is A Job Description? A job description is a statement of the duties, responsibilities and qualifications of a job based on information obtained through a job inventory form (JIF) or other means. One purpose of a job description is to identify a job so that it can be seen as clearly different from other jobs at Mississippi State University (MSU). Another purpose is to create a common understanding of the main objective of the job and the essential functions of the job incumbent. A job description should be accurate, concise and complete.
Job descriptions represent a snapshot, a verbal picture of the job at a moment in time because jobs constantly change as technology, service needs and MSU in general change. Therefore, the best job descriptions do not try to contain everything that an individual within a position may possibly do, but rather, they summarize the major responsibilities and end results that are central to the position. Job descriptions, along with organization charts, are the foundation tools that document the makeup of any organization.
Why Are Job Descriptions Important? • Job descriptions clarify who is responsible for what at MSU. They also help define relationships between individuals, departments, etc. • Job descriptions help an employee understand the essential function of his or her position. This not only enables the employee to assess the relative importance of everything for which he or she is accountable, but also provides a sense of where his or her job fits into the bigger picture of the University as a whole. • Job descriptions are helpful to job applicants, employees, supervisors and Human Resources Management (HRM) staff at every stage in the employment relationship, from recruitment to retirement. They provide information about the knowledge, training, education, skills and physical and mental requirements needed for each job. They prevent unnecessary misunderstandings by telling employees what they need to know about their jobs, and thereby set the basis for performance management and career paths. Best of all, they provide this information in a completely objective and impersonal way. • Job descriptions help administration analyze and improve the University’s structure. They reveal whether all responsibilities are adequately covered and where these responsibilities should be reallocated to achieve a better balance. Job descriptions can help pinpoint staffing gaps or superfluous positions. • Accurate job descriptions provide a basis for job evaluation, wage and salary surveys and an equitable salary structure. • Job descriptions aid in the compliance with several federal and state laws. The essential functions and requirements spelled out in the job description are used to determine exemption from overtime payments under the Fair Labor Standards Act. A group of laws including the Equal Pay Act, Title VII of the Civil Rights Act of 1964, the Age Discrimination in Employment Act and the Americans with Disabilities Act protect the rights of certain groups of people. Job descriptions assist to ensure the consistent treatment of all employees by giving clear guidelines about the level of skill, effort and responsibility required by the job for any job incumbent. • Job descriptions are used to post openings to let employees know which jobs are available, what they entail and what qualifications are needed.
Writing Guidelines The ideal job description is clear and concise with a terse, direct style used throughout. Sentence structure is as simple as possible, omitting all words that don’t contribute necessary information. The ideal job description is written in a very impersonal style. The emphasis on conciseness and the use of specific words helps to ensure that the finished product reveals little of the writer’s personal style. Job descriptions for even the most complex jobs should be concisely written. The writer’s task is to sift through the information contained in the completed JIF and determine what should be used and how it can be tightly woven together. The length of a job description does not indicate the importance of the job.
Remember to focus on critical job functions. A task that is performed frequently throughout the day may not be as critical as something that is done only once or twice a week. Disregard minor or occasional tasks that are common to all jobs or are normally taken for granted. Discriminate between important and trivial facts. Omit the trivial.
The most important thing to do is to keep the user’s needs in mind. As we previously mentioned, job descriptions have many uses and these should be considered when writing the description.
Job Description Format Below is an example of a core job description. It contains the elements that will make up all of MSU’s job descriptions.
The above job description in no way states or implies that these are the only duties to be performed by this employee. The incumbent is expected to perform other duties necessary for the effective operation of the University.
See Elements of a Job Description (with examples)
MSU’s Step-By-Step Approach Each time you draft a job description you’ll follow a specific sequence of events. Here’s the sequence of events that you’ll follow:
Job Function The job function (or purpose of the job) is a brief narrative picture of the job that explains why the job exists. It gives the reader an immediate impression of the job’s overall role at the University. The job function should provide enough information to differentiate the job from other jobs. This section should never exceed three or four lines. Since brevity, accuracy and objectivity are primary goals in writing the job purpose, it is wise to follow these three basic rules: • Start with an action word (verb). • Briefly explain what is done. • Explain why the action is performed; in other words, what the job’s primary purpose is for existing at MSU. Include the overall end result the job exists to produce.
For example, the job function for a Director of Alumni Programs may be: “Develops and executes MSU alumni activities and services so that alumni maintain close ties with the University through continued involvement and support.”
It would break down as follows: • Action Word(s) – Develops and executes. • What’s Done – Execution of MSU alumni activities and services. • Why or End Result – So that alumni maintain close ties with the University through continued involvement and support.
Essential Job Functions Essential Job Functions describe the major end results for which an incumbent is answerable or responsible. Because they represent the component parts of why the job exists, they support the Job Purpose and are vital to its achievement. The sum of a job’s essential functions makes the job purpose statement happen. Essential Job Functions not only help to explain a job’s role at MSU, but help determine a job’s worth for evaluation and can be used in performance management.
These are the specific results expected from the job on an ongoing basis. Here you describe the activities the employee performs and the results of those activities. Essential functions are accomplishments that must be achieved to call the job complete. Year to year, perhaps more frequently, essential functions may change. In fact, they should change to respond to new conditions or objectives.
Because of the emphasis on “essential,” there are only four to eight essential functions for any job.
Minimum Qualifications: Training/Registration/Licensures Minimum job qualifications should describe job requirements, not human characteristics. They are typically described in terms of experience or education. They define the minimum level of skills needed by an employee to perform the job and meet the job’s standards.
• Experience. How long must the incumbent have worked in this type of job at other organizations or in closely related jobs to perform this job? What is the mix between experience with any employer and experience at MSU or another University? • Education. What does the job require in terms of formal schooling, training or knowledge of a specialized field? (Education includes any special licenses or certifications.)
The items listed in the job qualifications are those required for full performance of the job duties. In recent years, however, a number of state and federal government agencies (particularly the EEOC) have been concerned that, in many instances, job qualifications are too stringent; the result is the hiring of overqualified, but under-utilized, individuals. Another result is that people who could perform the work effectively are barred from employment.
You should make the job qualifications conform with the essential job functions. For example, if the job holder is not required to perform any duty requiring more than a college education, job specifications concerning a graduate degree can (and certainly should) be eliminated. Invalid job qualifications are of no use to anyone, and may actually end up harming the individual and MSU.
Common Faults Seen in Job Descriptions Job Function: • Summary of duties rather than the primary purpose of basic end results. • Lengthy, detailed list of activities taking five to ten lines – the purpose should seldom exceed three to four lines.
Essential Job Functions: • Statements too vague or general with no specific end result.
All Sections: • Too long and detailed with several irrelevancies. • Too short and superficial; does not capture the job. • Incorrect emphasis on different aspects of the job.
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Incomplete facts; for example, concerning services provided, equipment |
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Discrimination based upon race, color, religion, sex, national origin, age, disability, or veteran's status is a violation of federal and state law and MSU policy and will not be tolerated. Discrimination based upon sexual orientation or group affiliation is a violation of MSU policy and will not be tolerated. |