SCHRMA

1. SCHRMA HR for Non-profits Valerie Schuette, Executive Director Human Resources & Workforce Development

2. Overview… • Position Descriptions • Purpose • Tips • Samples • Job Advertisements/Recruitment • Best Practices • Samples

3. Position Descriptions • Sample Descriptions

4. Position Descriptions • Purpose: • delineate tasks & set clear expectations for employees • determine pay levels & establish exemption status • defend against complaints regarding pay, performance, promotion and discrimination

5. Position Descriptions • Establishing a position description compiles information about the content, context and human requirement of a job: • Work activities and behaviors • Interactions with others • Performance standards • Financial and budgeting impact • Machines and equipment used • Working conditions • Supervision given and received • Knowledge, skills and abilities

6. Position Descriptions • Include • Job Title • Supervisor • Exempt Status (eligible for overtime pay) • Pay Grade • A 2-3 sentence overview of the position • Bulleted list of responsibilities • Minimum requirements to perform the job • Physical Demands

7. Position Descriptions • Americans with Disabilities (ADA) • Essential job functions • Fundamental duties • Performed regularly • Significant amount of time (20%or more) • Cannot be easily reassigned • Necessary to accomplish job

8. Exempt Vs. Non-Exempt • Directed by the Fair Labor Standards Act (FLSA) • Federal Minimum Wage (Exceeded by State’s minimum wage) • Child labor restrictions • Equal Pay for equal work • Overtime provisions / Exempt vs. Non-Exempt

9. Exempt Vs. Non-Exempt • Exempt: Salaried employee that is not eligible for over time pay (time and a half of base salary) • Non-Exempt: Hourly employee that is eligible for overtime pay when working more than 40 hours in a single workweek • Define Workweek • May not flex hours between weeks • Comp time optional, payment not optional

10. Enforcement • 2 years of back pay (3 years if willful) • Liquidated damages • $10,000 fine • Imprisonment

11. Test for Exemption • Salary Level • Salary Basis • Job Duties

12. Test for Exemption • Salary Level • $455/week • Total annual compensation includes commissions and bonuses • Salary Basis • Regularly receives a predetermined amount of compensation each pay • No reduction related to performance (unless disciplined based on policy) • Must be paid full salary for any week in which employee performs any work • Ready, able and willing to work

13. Test for Exemption • Job Duties / 5 possible ways to be exempt • Executive • Primary duty is management of enterprise or customarily recognized department • Customarily and regularly directs work of two or more employees AND • Authority to hire or fire other employees or whose suggestions and recommendations as to hiring, firing, advancement, promotion or other change of status is given particular weight

14. Test for Exemption • Job Duties / 5 possible ways to be exempt 2. Administrative • Primary duty is the performance of office or manual work directly related to the management or general business operation AND • Exercise discretion and independent judgment with respect to matters of significance • Outside Sales • Customarily and regularly engage away from the employer’s place of business

15. Test for Exemption • Job Duties / 5 possible ways to be exempt 4. Professional • Learned (i.e., Teacher) • Employee’s primary duty must be the performance of work requiring advanced knowledge • In a field of science or learning • Customarily acquired by a prolonged course of specialized intellectual instruction • Creative (i.e., musician) • The employee’s primary duty must be the performance of work requiring invention, imagination, originality or talent in a recognized field of artistic or creative endeavor 5. Some computer employees

16. Position Descriptions • Tips • Use templates • Construct sentences to describe why, how, where and how often • Avoid gender-specific pronouns • Be practical, flexible and current

17. Job Advertisements • Align the employer’s business strategy to the recruitment strategy • What skills are you seeking • How many employees do you need • Know the labor market • Tight markets = very competitive • Loose market = lots of applications, but lower skill levels

18. Recruitment Decisions… • Recruitment Method • Database of internal employees & applicants • Benefits of internal hires • Simple search of past applicants for KSAs • Advertising medium • Message / what is said & how • Qualifications required

19. Job Advertisements WHERE & HOW… • Placing ads outside of the Classifieds attracts those not actively seeking employment • How often do you communicate with the editorial staff? Articles about your company and its employment practices can provide good exposure and help build your image as a great place to work. • Include special benefits your company may provide (such as on-site day care, concierge services, etc.) • Local College: Build relationships with job placement offices

20. Job Advertisements WHERE & HOW… • Temporary services – receive assistance in identifying candidates and try out employees before permanently hiring. • Your customers as potential employees - retail businesses often post help-wanted signs.

21. Job Advertisements Sample…

22. Resources… • Society for Human Resources Management • Michigan State University Human Resources Education & Training Center