Resources for Writing Job Descriptions

Software:

MODEL JOB DESCRIPTIONS FOR LIBRARY SYSTEMS ON CD
(Microsoft WordTM Document Files).  ISBN 0-927-160-21-9.  © 2002. Price: $99.00. 
http://www.lgi.org/Publications/JD-LS.htm

Related:
CORE COMPETENCIES LIBRARY SYSTEMS ON CD 
(Microsoft WordTM Document Files).  ISBN 0-927-160-22-6.  © 2002.
 Integrate with model Job Descriptions for Library Systems or use separately.  Price: $99.00.
http://www.lgi.org/Publications/Core-Competencies.htm

General Software (not Library job specific) for Writing Job Descriptions
$179.00
Descriptions Now
http://www.biztrain.com/products/descriptionsnow.htm

WEBSITE LINKS

Job Descriptions in HR Strategy 
By Frank Marquardt
WetFeet.com
Quoted from:
http://www.wetfeet.com/employer/articles/article.asp?aid=369&atype=screen

Excerpt quoted from above page:
How to Think About Job Descriptions
A job description defines a job. It's not the job
itself. That's a fine but important distinction,
particularly in a startup, where the actual
responsibilities of a given job are likely to shift
like the sands of the Sahara.

Nevertheless, by carefully creating and maintaining
job descriptions, you can track changes in your
organization and the development of your people, and
identify what staff needs you must meet to achieve
your overall goals.

What the EEOC Wants
The EEOC wants job descriptions to identify the
essential functions of a job. There are a number of
functions that can be considered essential to a given
job, among them:

Functions specific to the position (for
example, the person is hired to write press releases,
so writing press releases is an essential function)

Functions that other employees could or do
perform, but don't have the time to perform to the
level you require (for example, responding to customer
e-mails is an essential function even though there are
two other people in the customer service department,
because the two others have many other
responsibilities)

Specialized functions that require specific
ability (for example, the position requires expertise
in XML, so knowledge of XML is an essential function)

In assessing whether or not a function is essential,
consider how much time the person will spend on that
function, the availability of others to fill in to
perform that function, and your own judgment. Identify
the results you need, too—different people may employ
different methods to achieve results, and that's fine.
Describe the results that will be required in a given
position.

Other Considerations in Creating Job Descriptions
Beyond identifying the essential functions of a job,
you want your job descriptions to help shape your
organizational chart, filter candidates, and draw in
people who can succeed at your firm. More than
anything, you want your job descriptions to make your
life easier, as well as the lives of the managers
you're recruiting.


Writing Sentences for Job Descriptions 
http://hr.ucsb.edu/Compensation/jdhelp.htm

See also: http://hr.ucsb.edu/Compensation/jd_index.htm

Job Descriptions: Communicating Your General
Expectations
http://saulcarliner.home.att.net/idbusiness/jobdescriptions.htm

Free samples of job descriptions (not library
specific):
http://www.hrnext.com/tools/subs.cfm?tools_id=4&source=MKD&effort=68

Employee Job Descriptions
Assembled by Carter McNamara, PhD | Applies to
nonprofits and for-profits unless noted
http://www.mapnp.org/library/staffing/specify/job_desc/job_desc.htm

Guide to Writing job descriptions /UCLA HR dept.
http://www.college.ucla.edu/Personnel/writing/jdescrip.htm

Writing job descriptions and examples
http://www.businessballs.com/jobdescription.htm
free online business development and training
resources 
http://www.businessballs.com/

Job descriptions - Problems & Solutions
http://www.hrstrategy.com/job_description_problems_and_solutions.htm

Criteria for Job Descriptions 
http://www.uth.tmc.edu/ut_general/admin_fin/hr/aw/jobdescriptions.html

Growing Your Business
Writing Job Descriptions
http://www.womanowned.com/growth/employees/jobdescript.htm

I have a page with Library job descriptions, etc.
http://librarysupportstaff.com/jobdescriptions.html

Joe Ryan's listing links
http://web.syr.edu/~jryan/infopro/jobs.html#Describe

Guide to Writing Job Descriptions for Administrative/Professional Staff
Compensation Department Human Resources Division
New York University
http://www.nyu.edu/hr/CONTENT/CHANNELS/PUBS/JDGUIDE.html 
 
 

Interesting reading - online articles:
Adequate Hours and Fair Pay 
by David Polodna, Director of Winding Rivers Library System (WRLS) 
http://www.owls.lib.wi.us/info/links/polodna/Polodna.htm

Developing an Employee Compensation Program 
by Rick Krumwiede and Greta Thompson 
http://www.owls.lib.wi.us/info/links/personnel/compensation.htm


RELATED : Job descriptions for Volunteers 
Resources For Volunteer Managers:
Volunteer Task Descriptions
http://www.serviceleader.org/manage/tasks.html

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Excerpt of online article:
Letter Perfect: The Ins and Outs of Writing JobDescriptions 
Quoted from:
http://www.restaurant.org/rusa/magArticle.cfm?ArticleID=754

Other duties as assigned 

One of the most important aspects of a job description
is the inclusion of a catchall phrase, says Kennedy.
"For example, including a phrase such as ‘Other duties
or tasks may be assigned on an as-needed basis' makes
it clear from the outset that the job could encompass
other tasks." 

"You don't want an inclusive list, because that
doesn't allow for flexibility — you'll box yourself
in, with no room for growth in the job," says Peter
Kilgore. "A good rule of thumb when drafting job
descriptions is to use language that gives employees
room to grow in their jobs." 

Wiegand agrees, "A broad statement should give the
supervisor some latitude, because there are always
situations that come up that aren't necessarily on the
job description." For example, a catchall phrase is
helpful when a manager has to reassign tasks to other
employees because someone called in sick. 

Kennedy also advises having a disclaimer at the bottom
of every job description saying the job description is
not an employment contract, that employment is at-will
(assuming your business is located within an at-will
state), and that the employer reserves the right to
alter the job description at any time without notice. 

Errors of omission 

Surprisingly, the most common mistake when it comes to
job descriptions is not what is in them, but simply
not having them at all. "Job descriptions come up in
lawsuits more as a problem when they don't exist,"
says Kennedy. "For relatively low paid positions,
sometimes no one's taken the time to prepare job
descriptions — the highest percentage of
discrimination claims comes from people in those
positions." 

Another costly mistake can be not having job
descriptions reviewed by an attorney to make sure they
meet federal and state laws. "Watch out for job
categories you classify as exempt, i.e. positions such
as sous chef. They must be paid on a salary rather
than hourly basis," says Kilgore. "The U.S. Department
of Labor [DOL] also looks to see if the job duties
fall into exempt versus nonexempt work. Properly
categorized employees are exempt from overtime pay;
improperly categorized employees who are deemed by the
DOL to be nonexempt will result in back-pay liability
for overtime." 

The finished product 

A well-written job description can assist restaurant
operators in recruitment, retention, training and
evaluation. Good job descriptions incorporate the
essentials within a flexible framework. "View job
descriptions as living, breathing documents," says
Auntie Anne's Wiegand, "because the employee will add
a certain dimension that may not be in the job
description." 

On a military jobs site I found the following:

What is meant by the statement "Performs other duties
as assigned" found on civilian employees' job
descriptions?
This statement is a required element of civilian job
descriptions, allowing managers to assign work to
employees without being confined by the contents of
the job descriptions themselves. Duties not described
in employees' job descriptions but assigned to
employees should be reasonably related to the
employee's position and qualifications. In emergency
situations, duties which might not be reasonably
assigned to an employee's position may have to be
assigned.


From the American Disabilites Act - I found the
following on this website:
Quoted from:
http://naples.cc.sunysb.edu/Admin/HRS.nsf/pages/Americans_Disabilities_Act
Q: Are there any other criteria which help define what
may be an Essential Function and what is definitely
not an Essential Function?
A: Because the ADA is a new law, there are fewer cases
which give us examples of permissible and
impermissible behavior. However, with the advice of
some federal documentation and counsel, Stony Brook
has come up with some handy tips for defining
responsibilities as Essential Functions. They include:

If a job responsibility is shared, there is a
good possibility that the responsibility is NOT an
Essential Function. 
Typically, 60 - 80% of an individual's job
may be determined to be Essential. 
If a job responsibility is performed over 50%
of the time, it is an Essential Function. 
"Other Duties As Assigned" is not an
Essential Function. 
Essential Functions, as defined, must be able
to stand alone and meet the requirements of the
position standards.
Q: Can a job responsibility which is performed only a
very small percentage of the work week be considered
an Essential Function?
A: Absolutely. A glaring example of this is the
responsibility of an Airplane Pilot to land a plane
safely. The responsibility occurs for a very small
percentage of the Pilot's work week, however it is
absolutely central to the performance of the
incumbent's position.
Quoted from:
http://naples.cc.sunysb.edu/Admin/HRS.nsf/pages/Americans_Disabilities_Act


From this website I found:
Quoted from:
http://www.laurabenjamin.com/manager.htm
A Simple Job Description
One of the best ways to start out on the right foot
with a new employee is to have a job description for
every position you fill. It sets expectations for both
employee and manager and helps fairly evaluate job
performance. Job descriptions should contain the
following items: 
Job title 
Title of immediate supervisor 
Position summary: a general description of
the job, its responsibilities and the required skills 
Tasks and competencies: outline the job tasks
(duties) and competencies (skills needed to accomplish
the tasks) 
Other duties as assigned. This statement is
important because it gives you the flexibility to
adjust an employee's duties as needed and provides the
worker with the opportunity to grow in the position 
Prerequisites: required education, experience
and physical abilities needed to perform the job 


Please see:
GUIDE FOR WRITING POSITION DESCRIPTIONS
Cal Poly Pomona - Human Resource Services 
http://www.csupomona.edu/~hrs/pdf/jd_form.doc.

I also found this wording on the document:
Do not use "other duties as assigned." For each major
responsibility, provide a
clear concise statement ... What are the essential
functions of this position? 
http://www.csupomona.edu/~academic/forms/MISC/PositionAppRTF.doc 


In creating or filling out a job description I found
the following wording:

Please describe your assigned duties, percent of time
spent performing the duty, and explain what is done to
complete the duty.

List duties in order of importance from most important
to least important.

**and this was written in that same field box as a
response**

Individual tasks related to the duty.

1. Assure effective implementation of the division’s
programs consistent with the mission, targets
(objectives), means and measures set forth in the
Department’s Planning System.
2. Supervise and lead the staff of the division
through first- and second-line managers to assure a
well-trained and motivated work force to effectively
accomplish the division’s programs.
3. Direct the division staffing and staff development
in accordance with Civil Service and Department
policies, including the Department’s Equal Employment
Opportunity Plan.
Oversee and provide guidance for preparing and
securing the division’s budget, including federal
grant applications.

See the full document:
http://www.state.mi.us/mdcs/ftp/AgencyPDFs/DivChiefESSD.doc

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