Creating or Updating Job Descriptions

1. Creating or Updating Job Descriptions

2. 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 Example

3. 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.

4. 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.

5. 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 values

6. 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/undesirable

7. 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 purposes

8. 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.

9. Job Description Template • Job Summary • Brief 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 job

10. 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

11. 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.

12. 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.

13. Minimum qualifications vs. preferred qualifications • Factors to consider in determining qualifications: • Combination of experience, training, and education • External 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

16. Questions….

17. Resources • Writing 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.shtml

18. Contact Information Jennifer Burns Compensation Manager 414.288-7935 jennifer.burns@marquette.edu Lynn Mellantine Assistant Director 414.288.3430 lynn.mellantine@marquette.edu