JOB Analysis

1. JOBAnalysis

2. Job Analysis • examining the tasks and sequences of tasks necessary to perform the job • creating a basis for later improvements, including: definition of a job domain; describing a job; developing performance appraisals, selection systems, promotion criteria, training needs assessment, and compensation plans • preparing job descriptions and job specifications which in turn helps to hire the right quality of workforce into the organization

3. Job Descriptions • Creates a list of the general tasks, or functions, and responsibilities of a position • Defines a set of responsibilities or expected results associated with a job • Typically includes to whom the position reports • Describes the compensation type, hourly or salary, and amount

4. Job Specifications • an analysis of the kind of person it takes to do the job • lists the qualifications • Degree of education • Desirable amount of previous experience in similar work • Specific Skills required • Health Considerations

5. SAMPLE POSITION ANALYSIS QUESTIONNAIRE (PAQ)

6. GENERAL INFORMATION: Name of person completing this form _____________________________________ Position title _____________________________________ Department _____________________________________ Title of position to be studied _____________________________________ Is a title change proposed? Yes No If so, to what? _____________________________________ List incumbents currently in this position: ____________________________________ ____________________________________ ____________________________________ ____________________________________

7. POSITION INFORMATION: (To be completed by the position incumbent with review and comments by the supervisor.) Name/Date _____________________________________ Position Title _____________________________________ Department _____________________________________ 1. Who is your immediate supervisor? Name/Title _____________________________________

8. 2a. From your position, to what job or jobs might you be promoted? _____________________________________________ _____________________________________________ 2b. From what job or jobs might people typically be promoted to your job? __________________________________________________________________________________________

9. 3. What are the essential functions of your position? Make a brief statement. (List the main things that you do in your job.) _______________________________________________________________________________________________________________________________________ _______________________________________________________________________________________________________________________________________

10. 4a. List and number your regular duties and responsibilities in order of their importance with the most important duty listed first. Show approximate percent of work time spent on each duty or responsibility. Regular Duties % Percent of Time ____________________________________________________ ____________________________________________________ ____________________________________________________ ____________________________________________________ ____________________________________________________ ____________________________________________________ ____________________________________________________ ____________________________________________________ %Percent of time should total 100%.

11. 4b. What special or nonrecurring projects have you handled in your position? Any work assignments not listed in 4.a. should be listed here. This section combined with 4.a. should completely describe all that you are responsible for in your position. ________________________________________________ ________________________________________________ ________________________________________________ ________________________________________________ 4c. What is the total percent of your work time over a year that is spent on 4.b. projects ______________

12. 5. How much supervision do you receive? ______ Immediate Supervision—Receive close supervision related to specific work activities, assignments, methods, etc.; usually receive frequent surveillance over job activities; instructions are detailed; and assignments are typically short-term. ______ General Supervision—Routine duties are performed with minimal supervision; standard practices or procedures allow me to proceed alone at routine work; occasional check of work while in progress; work is reviewed upon completion. ______ Direction—Receive guidance with respect to general objectives; in the majority of tasks and projects assigned, determine methods, work sequence, scheduling, and how to achieve objectives of assignments; operate within specific policy guidelines. ______ General Direction—Receive very general guidance with respect to overall objectives; work is usually quite independent of others; operate within division or department policy guidelines using independent judgment in achieving assigned objectives. ______ Nominal Direction—Subject only to very broad communication associated with my position.

13. 6. Describe below the amount and level of job-required communication associated with your position. _____________________________________________________________________________________ _____________________________________________________________________________________ 6a. Within your department: Job Title Frequency* Time Spent** Reason _________________ _____________ ______________ _______________ _________________ _____________ ______________ _______________ 6b. With employees in other departments: Job Title Frequency* Time Spent** Reason _________________ _____________ ______________ _______________ _________________ _____________ ______________ _______________ 6c. With employees of other companies or groups: Who Frequency* Time Spent** Reason _________________ _____________ ______________ _______________ _________________ _____________ ______________ _______________ *Describe in terms of times per day, week, month, etc. (i.e., 3/day, 1/week, 2/month, 6/year). **Time spent would refer to each contact.

14. 7a. Which of the following best describe your planning and scheduling activities and responsibilities? ____ None—all activities are established by others. ____ Very Limited—little opportunity to plan or schedule my own activities. ____ Limited—some planning of my own activities is required. ____ Moderate—a moderate amount of planning my own or others’ activities is required. ____ Significant—a relatively large part of the job is planning/scheduling activities for me and others. ____ Extensive—a substantial level of planning responsibilities exist, usually affecting numerous employees and activities and requiring a significant amount of time. 7b. Give examples of the planning/scheduling responsibilities you have been assigned: ________________________________________________________________________ ________________________________________________________________________ 7c. Describe any responsibilities you have that relate to planning, designing, developing, and recommending new practices, policies, procedures, methods, systems, etc.: ________________________________________________________________________ ________________________________________________________________________

15. Decision Making 8a. Number below, in order of importance, the decisions you are required to make on a regular and recurring basis: ____________________________________________________________________________________________________________________________________ 8b. For each decision numbered in 8.a., indicate who reviews the decision prior to it being implemented: ____________________________________________________________________________________________________________________________________ 8c. For each decision numbered in 8.a., what extra cost, loss, or problems could be caused by an erroneous decision? Relate each answer to the number of the specific decision(s) listed in 8.a. ____________________________________________________________________________________________________________________________________

16. 9. List the equipment (i.e., pickup truck, bottle washer, welder), office machines, (i.e., computer, fax, copier), or any other machines that you are required to operate on a regular and recurring basis. (Indicate what percentage of the typical workday is spent in the operation of each.) Equipment Operated Percent of Time _____________________________ _____________ _____________________________ _____________ _____________________________ _____________ _____________________________ _____________

17. 10. For what physical or financial resources are you responsible (i.e., tools, vehicles, petty cash, discretionary budget)? Resources Value Size Quantity _________________ _____ ____ ________ _________________ _____ ____ ________ _________________ _____ ____ ________ _________________ _____ ____ ________ _________________ _____ ____ ________

18. 11. Knowledge, Skills, and Abilities What knowledge, skills, and abilities would a qualified applicant need prior to employment in order to be considered for this job? _______________________________________________________________________________________________________________________________________ _______________________________________________________________________________________________________________________________________

19. 12. Experience and Education: In light of the knowledge and skills listed above, describe: 12a. The job-related experience a qualified applicant might be expected to possess (what kind and how much; be specific): _____________________________________________________________________ 12b. The formal education or training a qualified applicant might be expected to possess (select those applicable): (1) __________Below High School Number of Years________ (2) __________High School (3) __________Vocational/Technical School Indicate specific training gained by the above that would be required by this position: ___________________________________________________________ (4) __________Some College Indicate special courses and hours required by the duties of this position: ___________________________________________________________ (5) __________College Degree Major area(s) of study: _______________________________________________ (6) __________Post-Graduate Degree Major area(s) of study: _______________________________________________

20. 13. Post-Selection/Employment 13a. Considering the assigned responsibilities, list the specific knowledge and skills a new incumbent must develop on the job prior to being able to fully perform the job (i.e., knowledge of applicable departmental policy). __________________________________________________ __________________________________________________ 13b. How long would it take the incumbent to develop these? ____ Less than 1 month ____ 6 to 9 months ____ 1 to 3 months ____ 9 to 12 months ____ 3 to 6 months ____ More than 12 months

21. 14. Describe in the following the working conditions/hazards/hours associated with your position: 14a. Location and exposure to weather. What percent of a typical workday is spent: (1) % ____ Indoors in a temperature-controlled environment (for instance, in an office, meeting room). (2) % ____ Indoors in a non-temperature-controlled environment (such as an open garage, some storerooms and warehouses, storage shed). (3) % ____ Outdoors exposed to changing weather conditions (for instance, rain, snow, wind). (4) % ____ Outdoors but in an enclosed vehicle protected from extreme weather conditions.

22. 14b. Other physical working conditions. (If not applicable, check here: ____) What percent of a typical workday is this position exposed to: (1) % ___ Air contamination (i.e., dust, fumes, smoke, toxic conditions, disagreeable odors). (2) % ___ Vibration (i.e., operating jackhammer, impact wrench). (3) % ___ An improperly illuminated or awkward and confining work space. (4) % ___ Working above ground level where the possibility of falling exists (i.e., on ladders, roof-tops, bucket trucks, scaffolding). (5) % ___ Lifting or carrying items. Describe item and weight of item: _____________________________________________________ _____________________________________________________ _____________________________________________________ _____________________________________________________ (6) % ___ Other Hazards. Describe ____________________________________________________ ____________________________________________________ ____________________________________________________ ____________________________________________________

23. 14c. Work Schedule/Hours (1) Regular—Describe the regular/normal work hours and days assigned: ____________________________________________________ ____________________________________________________ (2) Other—Describe the requirement, if any, for work outside of regular hours, whether compensated for or not (for instance, overtime, attendance at meetings; include statement of frequency and total hours required per month). ____________________________________________________ ____________________________________________________

24. Job Description Sample: Human Resources Director The Human Resources Director guides and manages the overall provision of Human Resources services, policies, and programs for the entire company. The major areas directed are: • recruiting and staffing; • organizational and space planning; • performance management and improvement systems; • organization development; • employment and compliance to regulatory concerns; • employee orientation, development, and training; • policy development and documentation; • employee relations; • company-wide committee facilitation; • company employee and community communication; • compensation and benefits administration; • employee safety, welfare, wellness and health; • charitable giving; and • employee services and counseling. Primary Objectives: • Safety of the workforce. • Development of a superior workforce. • Development of the Human Resources department. • Development of an employee-oriented company culture that emphasizes quality, continuous improvement, and high performance. • Personal ongoing development.

25. Job Specification SampleHuman Resources Director Experience - Human Resources Director: • 7-10 years of progressively more responsible positions in human resources, preferably in a similar industry in two different firms. • Experience supervising and managing a professional staff. Education - Human Resources Director: • Bachelors Degree in Human Resources, Business, or a related field required. • Masters in Business or Human Resources Management or a related field preferred. • J.D. a plus. • SPHR designation will receive consideration, but is not required.

26. Job Specification SampleHuman Resources Director Required Skills, Knowledge and Characteristics - Human Resources Director: • These are the most important qualifications of the individual selected as the human resources director. • Strong effective communicator in writing, business presentations and in interpersonal communication. • Highly developed, demonstrated teamwork skills. • Demonstrates a high degree of confidentiality and unusual common sense. • Able to direct the efforts of a team of diverse human resources professionals. • Demonstrated ability to increase productivity and continuously improve methods, approaches, and departmental contribution while being cost-sensitive. Commitment to continuous learning. • Expert in employment law and employee relations and communication. • Demonstrated ability to see the big picture and provide useful and strategic advice and input across the company and on the senior executive team. • Ability to lead in an environment of constant change. • Experience working in a flexible, employee empowering work environment. Structured or large company experience will not work here. • Familiarity and skill with the tools of the trade in human resources including HRIS, Microsoft Office suite of products, file management, and benefits administration. • Experience in organization development and change management. • Experience in multiple locations and globally is a plus.

27. Job Specification SampleHuman Resources Director High Level Overview of Job Requirements - Human Resources Director: • The selected human resources director must be able to perform effectively in each of these areas: • Guides and manages the overall provision of Human Resources services, policies, and programs for the entire company. • Overall talent management strategy including workforce planning; recruiting; hiring; training and development; performance planning, management, and improvement; and succession planning. • Organization development, change management initiatives, and company-wide environment for employees. • Oversee employment law compliance and compliance to regulatory concerns. • Demonstrated proficiency in policy development, documentation, and implementation. • Oversees employee safety, welfare, wellness and health. • Responsible for community outreach and communication, and charitable giving. • Managing external employment agencies, recruiters, and temporary staffing agencies. • Analysis of the effectiveness of all human resources efforts.