Did you know... If you were a subscriber, you could request a job description from our database
We've been designing compensation programs and processes, each requiring writing job descriptions, for almost 30 years. Not once in all that time have I ever found a compensation analyst or anyone else for that matter, who likes to write job descriptions or go through the process leading up to their writing. To put it mildly, anything to do with such descriptions can only be described as tedium. And that's too bad because the job description is such an important and useful tool.
What is job analysis? Before we can discuss job descriptions, it is important to understand the distinction between descriptions and specifications.
Job analysis is the combination of job descriptions and job specifications. For simplification purposes, "specifications" are the skills and background necessary to perform the responsibilities of the job. Since specifications are often a matter of conjecture and/or judgment, we have often advised that they not be listed on a job description and, if they are, that they have been determined by more than one person with the help of a professional analyst.
(An example is pertinent: Too often we've seen "Bachelor's Degree required" written on a job description, and just as often a bachelor's degree is not necessary to do the job. However, three years' experience in the particular position may indeed be necessary. Even then we suggest that the specification be listed as "3-5 years experience required." Always leave yourself "working room." The former, i.e., B.A., may be "discriminatory;" the latter is acceptable.)
What is a job description? A job description is "simply" a list of responsibilities and functions that are required in a particular position. (Job descriptions are often called position descriptions, and more appropriately so because like jobs can be combined into one description, i.e., clerk, secretary, executive secretary.) Each responsibility should start with a verb which describes the activity. These verbs should be "standardized" or understood by those using the descriptions and the person doing the job.
Some examples of the more commonly used verbs are: analyzes, approves, authorizes, conducts, controls, coordinates, develops, evaluates, expedites, inputs, maintains, operates, performs, plans, recommends, schedules, supervises, trains, and verifies. There are hundred of such verbs and by using such terms that most people understand, one minimizes the chances that the responsibilities will be misinterpreted or misunderstood.
How do we get the information? Usually, especially for exempt positions, information about a position is obtained by interviewing the incumbent. For nonexempt positions, interviewing might take place, but usually the information is obtained through the use of a questionnaire.
The questionnaire form is in the subscriber's section...
Of course, if you're a subscriber to ewin.com, you can make the process a lot easier because you can request a job description from our database.