JOB ANALYSIS QUESTIONNAIRE

Transcription

1 JOB ANALYSIS QUESTIONNAIRE A request for a position classification/reclassification may be made when there are changes in the organization and/or a job changes significantly in scope or responsibility. This questionnaire has been designed to obtain vital and detailed information about the characteristics related to a new or revised position, such as minimum requirements, skills, abilities and other factors needed in order to properly classify the position. Responses must accurately represent the way the current/proposed position is to function. Please provide thorough, comprehensive and/or descriptive information of the position so that a complete and fair analysis may be completed. All sections must be completed for a request to be considered. Please submit completed forms and any supporting documentation to the Compensation Analyst in the Department of Human Resources. *Please attach before and after organization charts for this position. Be sure to indicate any reporting lines and vacant positions as they relate to this position. Employee Name: Location/Department: Job Title: Please give a brief summary statement documenting the extent of the classification/reclassification. Job Summary in Position Description Essential Job Duties & List the position s essential or most important functions and responsibilities. List all important aspects of the position (including those performed daily, weekly, monthly, or annually) and any that occur on a cyclical basis. Indicate the approximate percentage of time spent performing each function on an annualized basis. For example, if you perform a duty full-time one month out of twelve, you spend approximately 8% (1/12) of your time on that function. Describe only those duties that occupy at least 5% of your time. Example duty statements are provided below. List the performance standards that will be used to evaluate the job responsibility. Sample Duties and Responsibilities % of Time Maintains an electronic database, enter and retrieves information, writes 25% queries to produce special reports. Prepares correspondence, graphs, charts and reports using various software. 20% Provides factual information concerning department policies and procedures 15% to students and other departments. Files correspondence and records. 10% Duplicates reports, documents and related materials. 10% 6. Orders and receives supplies and maintains inventory. 10% 7. Monitors department s budget and prepares monthly updates. 10% 100% 1 Page GPC-HR Rev. 01/2015

2 Job Responsibility #1: % Job Responsibility #2: % Job Responsibility #3: % Job Responsibility #4: % Job Responsibility #5: % 2 Page GPC-HR Rev. 01/2015

3 Job Responsibility #6: % Job Responsibility #7: % Job Responsibility #8: % Job Responsibility #9: % Job Responsibility #10: % 3 Page GPC-HR Rev. 01/2015

4 Minimum Requirements: Indicate the minimum combination of education and experience that is needed by the employee to satisfactorily perform the functions of this position. Indicate the minimum qualifications and not the preferred or desired qualifications. Qualifications should reflect those required by the job and not necessarily those possessed by the employee. Education Experience Drug Test Required High School Diploma or GED 0 to 2 years Yes AA Degree or up to 2 years of college 3 to 4 years No or equivalent vocation/technical training Bachelor s Degree (4 years) Master s degree or Bachelor s degree (5 years) or advanced certification beyond a Bachelor s 5 to 7 years 8 or more years Doctoral degree (Ph.D, J.D., Ed.D) If a degree is required (Associate through Doctorate), indicate the appropriate field(s) of study. Knowledge/Skills/Abilities: (List competencies the employee must have to be successful in the position, i.e. areas of training, computer skills, licensure, interpersonal skills, etc.) Preferred/Desired Qualifications Decision Making and Consequence of Action Describe one of the most important problems that have been evaluated and solved in performing the position s major duties and responsibilities. Also, indicate how you evaluate/solve problems and the level of guidance (e.g., instructions, procedures, precedents, policies, etc.) you have available to help you solve them. Problem: How you evaluate/solve it: 4 Page GPC-HR Rev. 01/2015

5 Help/guidance/direction available: Identify two types of decisions that are routinely made without review or input from the supervisor. At the end of each sentence check the frequency of making this decision (daily, weekly, or monthly). Example: Incumbent routinely decides when to schedule meetings. Incumbent routinely decides when to order cleaning supplies. Daily Weekly Monthly Daily Weekly Monthly Incumbent routinely decides Daily Weekly Monthly Incumbent routinely decides Daily Weekly Monthly Describe the types of consequences, positive and/or negative, that would result from judgments the incumbent makes during the normal course of operations. Please describe a situation that is common rather than something that would be unlikely to occur. When describing the situation, it should be assumed that any negative consequence is not due to negligence or sabotage. Please check the box that best describes the probability of a negative consequence occurring as a result of the incumbent s actions. Very low probability. Work assignments are basic and routine. Assignments are closely monitored. Low probability. Job has some variety of tasks, but strict procedures and regulations guide actions. Assignments are regularly monitored. Relatively high probability. Job has somewhat complex tasks requiring a fairly high level of judgment. Supervision is general and fairly infrequent. Very high probability. Job has very complex tasks requiring high level of professional judgment. Supervision is very general and infrequent. 5 Page GPC-HR Rev. 01/2015

6 When performing the job duties, within what time span are most problems or errors discovered and corrected? Immediately Within hours Within a day Within a week Within a month Longer than a month Communications and Social Interactions With whom does the position regularly communicate inside the College in order to perform its duties (i.e., faculty members, administrative/professional staff, managers, deans, student workers, etc.)? What does the position normally communicate about with the individuals? How often does the position communicate with the individuals (i.e., daily, weekly, monthly, etc.)? List only those contacts outside of the immediate work area. Please list contacts by title or job group rather than by employee name. Contact Job Title/Group Communicate About What How Often With whom does the position regularly communicate outside the College workforce, if anyone (i.e., donors, alumni, prospective students/families, vendors, governmental agencies, etc.)? What does the position normally communicated about with the individuals? How often does the position communicate with the individuals (i.e., daily, weekly, monthly, etc.)? Contact Communicate About What How Often Physical Requirements Indicate the frequency of exertion required of the position for the physical activity listed by checking the appropriate box. *If frequently or occasionally, please indicate up to how many pounds. Physical Activity Frequently Occasionally Never Lifting* Carrying* Bending Climbing Pushing* Kneeling Stooping Standing 6 Page GPC-HR Rev. 01/2015

7 Walking Sitting Working Outside Working Conditions Indicate lighting adequacy, temperature extremes and variations, noise pollution, air pollution, trauma hazards, and disease potential of the position by checking the appropriate box. Excellent working conditions with no major sources of discomfort. (i.e. Nearly optimal office environment with good lighting, temperature and air conditions.) Reasonably good working conditions with minor discomforts. (i.e. Occasional exposure to less than optimal temperature and air conditions. Occasional exposure to office chemicals or continual (+50%) use of video display terminal.) Fair working conditions with routine discomforts. (i.e. Moderate exposure to heat, cold, moisture/wetness and air pollution. Routine exposure to soiled materials, light chemical substances or cleaning solutions.) Moderately undesirable working conditions. (i.e. Occasional exposure to significant levels of temperature, air pollution, noise pollution, chemical gases and substances. Physical trauma conditions of a minor nature such as cuts, bruises and minor burns.) Undesirable working conditions. (i.e. Frequent exposure to extreme levels of temperature, air pollution, noise pollution, chemical gases and substances. Physical trauma conditions or contagious disease of short-term disabling nature such as broken bones or temporary loss of sight or hearing.) Indicate the frequency with which the position is exposed to the conditions listed by checking the appropriate box. Condition Frequently Occasionally Never Extreme temperatures Fumes, gases, or odors Chemical Hazards Electrical Hazards Mechanical Hazards Dust Poor ventilation Explosive material Radiation Leadership Responsibilities and Reporting Relationships Check the appropriate box that best describes the leadership responsibilities for guiding or supervising others. Does not supervise other staff employees or student workers. Supervises student workers only. Leads staff employees on a regular basis but is not the direct supervisor. May assign, schedule and monitor the work of staff. Is the first-line supervisor over two or more full-time staff. Hires, terminates, appraises performance or strongly recommends such personnel actions. Is the manager of a unit, section or major function and typically supervises personnel who are firstline supervisors or persons having professional level responsibilities. 7 Page GPC-HR Rev. 01/2015

8 Is the director of a division, department or large program and typically supervises management personnel and indirectly supervises subordinate staff (under this position s line of authority). If the position directly supervises other staff (excluding student workers), how many staff employees report directly? What are their job titles? Oversight and Direction (To be completed by supervisor or level of management close to the job.) Check the box beside the statement that best captures the degree of independence under which this position operates. Receives clear and specific instructions and/or follows standardized instructions or procedures without ongoing supervision. Work is checked for accuracy, adequacy and adherence to instructions. Employee consults with supervisor on matters not covered in the original instructions or by guidelines. Receives moderate to limited supervision working from objectives set by supervisor. Employee organizes and carries out most assignments in accordance with standard practices, instructions or previous training. Employee handles some unusual situations independently. Receives general direction working from established policies and objectives. Employee plans and carries out assignments and resolves most conflicts that arise. Completed work is checked only to determine feasibility and compatibility with other work, or effectiveness in meeting objectives of the unit. Receives only broad administrative guidance. Assignments are in terms of setting objectives within strategic planning goals. Employee has responsibility for planning, designing and implementing programs, projects and studies and sets goals for a major unit, section or department. Approval from higher supervision may be necessary only in terms of financial impact and availability of funds but little reference to detail is discussed with the supervisor. Comments/Exceptions Provide any other information that might be important in understanding the duties and responsibilities of this position. 8 Page GPC-HR Rev. 01/2015

9 A. Is the position considered to be comparable to other jobs in the unit, department or other areas of the college in terms of responsibility, complexity, impact and skill? If yes, indicate the job(s). B. Are there any external jobs that are believed to be a match to this position? If yes, indicate titles and what other organizations or institutions. Please consider knowledge, skills, and scope of responsibility when identifying these matches. Current Incumbent Signature Date (if applicable) Supervisor Signature Date Dir/Dept Head Signature Date 9 Page GPC-HR Rev. 01/2015