Creating or Updating Job Descriptions

Creating or Updating
Job Descriptions
• 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
• Job description Example
Requesting a new position
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
Position Evaluation Questionnaire
• The purpose of this document is to aid in
describing your PRESENT position in terms of
its duties, responsibilities, and other
• 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
Minimum level of education or formal training required
• Education-• 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
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
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:
Determining salary levels
Conducting performance reviews
Establishing titles and pay grades
Creating reasonable accommodation controls
Career planning
Training exercises
Legal requirements for compliance purposes
Job Descriptions Cont.
• Job descriptions should accurately represent actual
duties and responsibilities as well as job
• 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
• Likewise, a supervisor can use a job description as a
measuring tool to ensure that the employee is
meeting job expectations.
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
• Duties and Responsibilities
Both essential and nonessential functions
• Functional and Technical Competencies
Critical knowledge, skills and/or abilities needed to perform the
Job Description Template Cont.
• Education/Training and Certification, Licensure, Registration
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
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
The amount of time spent performing the function.
The consequences if the function is not required to be
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
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.
Functional and Technical Competencies
• Specialized skills, knowledge and abilities required to
perform the essential functions of the role
• Examples of functional and technical competencies
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.
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
Desired skills, knowledge, and abilities
Job Description Section
Position Information
Title, Department, Reporting
Position Overview
This position provides administrative support to the
Department of Human Resources.
Essential Functions
1.Oversee general office activities such as answering
and routing phone calls, handling correspondence, and
providing information to visitors. (40%)
2. Compile data and generate various reports. (20%)
3. Organize and maintain database and files. (15%)
4. Order office supplies. (10%)
Duties and Responsibilities
1. Assist with Department of Human Resources projects
as needed.
Functional and Technical
Demonstrated attention to detail, professional attitude,
and ability to maintain confidentiality.
Job Description Section
Education/Training and
Certification, Licensure,
Registration Requirements
High school diploma or equivalent is required.
Two or more years of related experience in
administrative work.
Environment and/or Physical
Work is generally performed within an office
environment, with standard office equipment available.
Desired Qualifications
Bachelor’s Degree and work experience in a higher
education environment.
• Writing a Job Description
• Position and Compensation Procedures
• Compensation Forms
Contact Information
Jennifer Burns
Compensation Manager
[email protected]
Lynn Mellantine
Assistant Director
[email protected]

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