Providing Reference Services by John Gottfried & Katherine Pennavaria

Author:John Gottfried & Katherine Pennavaria [Gottfried, John & Pennavaria, Katherine]
Language: eng
Format: epub
Publisher: Rowman & Littlefield Publishers
Published: 2017-05-03T04:00:00+00:00

To keep the job analysis on track, remember that you are collecting information about the job, not about the staff members who do it. The distinction sometimes reveals itself when examining tasks performed by particularly talented or experienced employees—some employees may develop ways of working based on extraordinary abilities, or may take on responsibilities outside the normal range of the position. It is important to remain focused on actual job responsibilities. Also, be aware that a job analysis is sometimes a mandated legal requirement or a contractual obligation for the organization, and could involve specific conditions concerning data collection or other parts of the job analysis procedure. Always check with your library administration to discover such requirements before undertaking a job analysis.

Creating Job Descriptions

The information gathered in the job analysis can now form the basis of a job description—a detailed written summary of a specific job. Creating the job description allows for several benefits: it requires all responsible parties to agree on the definition of the job. Sometimes this process can be contentious, but the resulting document will help employees understand what is expected of them, and help supervisors know what they should ask of their staff. Additionally, the job description is valuable in recruiting the right people for the job, as it will, in turn, become the basis for job postings and advertisements. Job descriptions can also provide legal documentation for such issues as required candidate qualifications, or essential tasks and responsibilities for a specific position. It is critical, therefore, that job descriptions are complete, accurate, and current. At the minimum, the following items should be included:

Title. The job title should describe the primary function of the job, but it should be kept short and to the point. It is not necessary to include every task or responsibility—just make the nature of the job as clear as possible using only a few words.

Details. A number of small but relevant details should be documented in the job description, for example, the department in which the job is based, the person to whom the employee will report and, if available, the job identification number. The description should also include the type of job (e.g., salaried or hourly, staff or faculty, exempt or non-exempt). Other information can be added as appropriate, such as salary and benefits, application deadline, and estimated starting date.

Position summary. A brief description (usually one to three short paragraphs) of the position in narrative form should provide a broad picture of the nature of the job, including information such as essential functions, primary areas of responsibility, and unusual aspects of the job that you wish to highlight. Keep in mind that the summary is frequently copied verbatim to create job postings and advertisements.

Tasks, duties, and responsibilities. A list of what is done on the job must contain all of the primary responsibilities, but avoid including so much detail that the document becomes confusing or off-putting. The most important functions should be listed first, and it is best to begin each statement with an active verb (e.

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