What are the job duties?

1. What are the job duties? • List 20 to 30 job duties • Organize these duties into three to six core responsibilities • Give these core responsibilities descriptive titles • Assign percentages of time spent on each core responsibility

2. Helpful Links • State Classification – Career Group Descriptions http://www.dhrm.state.va.us/compensation/careergroups/families.html • O*Net – Knowledge, Skills, Ability statements http://online.onetcenter.org/find/ • SOC – Standard Occupational Classification http://www.bls.gov/soc/soc_majo.htm

3. P112/EWP/Job Description • Get the updated P112 off the web at www.hr.vt.edu/ under the FORMS tab • Start filling in the sections

4. Section IPart I: Reason for Submission • Request to Fill Vacancy – to advertise an already established position with little or no change in the job • New Position – newly established job that has not been advertised. Needs to be classified into appropriate role title. • Job Description Update – slight modification of duties but needs to be updated on file. Send through anytime. • Change % of time – go from Part-time to Full-time or FT to PT. • Role Change – major job duty changes up or down. Complete requested title information also. Position is currently filled and job must be reclassified to appropriate role title. • Date Prepared – Date P112 completed or updated.

5. Part II: Recruitment Information • Name and contact information of someone in the department we can talk with if there are questions about the P112 or the recruit process. • Recruitment Type – most jobs are open to the general public. • Restricted to employees only is available in only certain situations • Internal pool must be diverse/no university AA goals for this type of work • Must not restrict entrance into a career group • Must be a job related reason to request • Date to Fill Vacancy – what is your target date to start someone • Recruitment timeline

6. Part III: Position Identification • Position number: use previous number or a new number will be assigned by Personnel if this is a NEW position • Department name • Incumbent • Department Number: used to identify vacant allocations • Role Title: current or proposed – Personnel will review for classification • Work location • Work Title: Usually set by the department. Describes job. Consider level of work – coordinate, supervise, manage, assistant & specialist • Type of Appointment: • CY – calendar year (12 months) • AY – academic year (9, 10, or 11 months) • Regular or Restricted: • End date • Funding

7. Personnel Services (HR) use only • Role Code: Career Group Description • SOC Code: Standard Occupational Classification • FLSA: Overtime status (http://www.ps.vt.edu/supervisorscorner/flsa/) • Exempt • Non-Exempt • EO Category • Level – employee, supervisor, manager • Classify, Code, and match systems

8. Part IV: Job Summary • Chief Objective: Three to Five sentences that give an overview of the job. This is not all inclusive. Used to give applicant information about this job to determine if he/she wants to look further. • Full sentence is used and separated by a period (.)

9. Qualifications • Minimum Qualifications • Three to four minimum qualifications • The applicant must have all of these to be considered qualified for the position • Should match the level of the job • Usually should not include years of experience, high school diploma, university knowledge, Banner, college degree (without experience) • Identifiable – experience, demonstrated knowledge • Not complete sentences and separated by semicolon (;)

10. Non-measurable Qualifications • May require other minimum qualifications that are not easily identified in an application • Knowledge of • Ability to • Communication skills

11. Remember • Equal Opportunity – be careful that requirements do not exclude minority candidates (citizen, policeman) • ADA – be careful that wording does not eliminate candidates with disabilities (written communication skills, ability to type, driving)

12. Preferred • KSA’s that would be helpful to have • These may be more specific to the job • Examples may be: • CPA • Masters degree in … • Experience with state purchasing requirements • Certifications • Licensure

13. Education • Typically do not require HS degree • Band 3 and lower usually do not seek degree as a Minimum qualification • Band 4 and above typically do seek degree as a Minimum qualification • Minimum qualification wording should include ‘degree in (related area) or equivalent level of training and/or experience’

14. Supervise two or more FTE • Two full-time non-student employees (salary or wage) • Four 20 hour non-student employees • Any combination of non-student employees to add up to 80 hours – same employees on a regular basis • Should have performance management responsibilities over these employees

15. Legal/Policy requirements • You can’t just pick the ones that you would like for someone to complete • Must meet university/state policy guidelines to require these items • 4045 Employment Testing Guidelines http://www.policies.vt.edu/4045.html • 4060 Criminal History & Driving Record Investigation http://www.policies.vt.edu/4060.html • 4061 Drug & Alcohol Testing Guidelines for Commercial Driver’s License Holders http://www.policies.vt.edu/4061.html

16. CDL – driving requirement for certain large vehicles. Also requires drug screening Conviction Check – fiscal, IT systems, student access, office/dorms Driver’s – driving as a requirement of the job (not so the employee can drive to work) Drug Screening – CDL, police department Medical – police department, respirator fit testing Conditional employment offered prior to medical screening Other – finger print screen for child/elder care

17. Part V: Physical Requirements • Check the functions that are true requirements to perform the job • These are essential • Employee may use accommodations to meet these requirements

18. Part VI: Core Responsibilities • Typically three to six Core/Major responsibilities with two to six bullet items under each Core • This captures all the Major components of the job but may not be all inclusive • These are WHAT statements not HOW

19. Part VII: Approvals • Supervisor • Reviewer • Hiring Manager: required signature or online approval • You may have your own internal approval process you need follow also

20. Organization Chart • Attach online

21. Section Two – Performance Plan • Performance plan should be given to new employees within 30 days of starting to work.

22. Standard Wording • Ability to safely, frequently, and independently move and handle _____ lbs. • Ability to climb and work off of ladders and scaffolds • Overtime may be required • BS in management or related field or equivalent level of training and/or experience

23. Related Policies and Links • 4032 – Recruitment Guidelines for Wage and Classified Positions • 4026/4031 Interviewing and Selection Guidelines • 4070 Additional/Outside Employment Policy • 4075 Accommodation of Employees with Disabilities • 4085 Guidelines for the Retention of Wage Employee Personnel Records • 4298 Wage Employee Time Worked Records • 4300 Hours Worked • 4320 Guidelines for the Fair Labor Standards Act • Virginia Tech Human Resources – www.hr.vt.edu