JOB ANALYSIS

DEFINITION OF JOB ANALYSIS

Job analysis is a process of systematically collecting, analyzing and documenting the important facts about a job. It seeks to know:
WHAT A WORKER DOES
Duties
Tasks
HOW THE WORKER DOES IT
Methods
Tools
Techniques

WHY THE WORKER DOES IT
Products
Services

WORKER QUALIFICATIONS
Skills
Knowledge
Abilities
Physical Demands

USES OF JOB ANALYSIS

In Selection-Job analysis can provide specific information about the skills, knowledge and abilities required to perform successfully on the job. This information can be used to formulate job-related selection criteria and screening tools such as interview questions.

For Classification Purposes-Job analysis can provide information necessary for classifying positions and for making objective determinations about the relative value of a specific job in comparison with other jobs.

In Performance Appraisals - Job analysis can create a detailed, objective description of the position that allows both the supervisor and the employee to have a shared understanding of the job. It can also provide the information necessary to develop concrete performance standards.

For Planning Career Ladders - Job Analysis can provide the understanding of a job and it's relation to other jobs needed to initiate career ladder development.

For Training Purposes Job Analysis can assist in developing objectives, standards and curricula for individual and group training.


Duties
Tasks
Summary Statement
Degree of Supervision
Functional Verbs

DUTIES
1. A duty is a major subdivision of work performed by one individual.
2. It includes similar tasks that make up one area of responsibility.

TASKS

1.A task is one of the work operations that is a logical, essential step in the performance of a duty.

2.It defines the methods, procedures and techniques by which duties are carried out.
3.It should show:
• What is done (action).
• How it is done (procedures, materials, tools, or equipment).
• Why it is done (purpose).

4. Begin each task statement with an action verb in the first person present tense, e.g. write, calibrate, analyze.
5.Carefully clarify the following verbs which have a variety of meanings and connotations.
• analyze
• prepare
• handle
• act as liaison
• supervise
• edit
• manage

examples [1] [2]
6. Use an alternative task statement format when there is too much information in a single sentence.

7.Define uncommon abbreviations.
8.Do not include references to personal qualities or skills.
9.Provide supporting documentation to substantiate qualitative terms(e.g. complex, elaborate).
10.Avoid phrases such as "assist in", "responsible for" and "involved in" which obscure the action.

EXAMPLE

example duties example tasks

Sr. Clerk Duties

A. Typing
B. Correspondence
C. Public Contact
D. Conference coordination
E. Filing

Sr. Clerk Tasks

D. Conference Coordination
D1. Schedule speakers for bi-monthly departmental
seminars by calling individuals from established
listings, ascertaining availability, determining
event dates and composing correspondence.

Management Services Officer Duties

A. Budgetary analysis
B. Budget control
C. Contract and grant administration
D. Supervision of personnel resources
E. Material management
F. Space utilization

Management Services Officer Tasks

A. Budgetary Analysis
A1. Plan and prepare the annual budget by
integrating departmental goals and program plans;
research, laboratory and administrative
requirements; and faculty, student and other
statistical data.

Administrative Specialist Duties

A. Organizing work flow
B. Training
C. Staffing
D. Establishing procedures
E. EDB Update

Administrative Specialist Tasks

Staffing
Initiate personnel actions including selecting
new employees, conducting performance
evaluations, recommending salary increases,
providing counseling on disciplinary problems
and recommending corrective actions in order to
maintain effective staffing and production levels.

Senior Hospital Biller Duties

A. Follow up on delinquent accounts
B. Correction of billing errors
C. Writing off of unpaid accounts
D. Crediting of accounts
E. Documentation of files

Senior Hospital Biller Tasks

A. Follow up on delinquent accounts
A1. Follow up on all delinquent accounts within
specified patient alpha grouping by reviewing
patient’s file and any sponsor correspondence to
determine possible source of payment problem.
Make telephone/written inquiry to sponsor
requesting explanation.


EXAMPLE - Clarification of Verbs that have a variety of meanings

Manuscript Production
Good
Edit manuscripts for post graduate researchers by correcting spelling, faculty phrasing and imperfect punctuation.

Better
Edit manuscripts for post graduate researchers with authority to review critically from a subject matter standpoint, checking and verifying content, condensing overelaborated topics, making additions to topics inadequately covered and rearranging material when not effectively presented.

Reports
Good
Prepare statistical tables by seeking out sources of basic information, planning the schedule and means of collecting the information, designing tables and writing interpretive text.

Better
Prepare statistical tables by copying numbers from given places on a schedule, posting them to a given column and line on a tabulation sheet, adding to the columns, and computing the averages and percentages on a calculator.


EXAMPLE - Suggested Format for Tasks with Multiple Sub-Tasks


A. Staff Personnel Administrative

A1. Process annual staff merit increases

• confer with Principal Investigators to determine their
recommendations.
• answer questions regarding staff merit increase policy.
• monitor increase for budgetary restrictions and negotiate needed
exceptions with the Dean's Office.


EXAMPLE - Avoiding Vague Phrases

Poor
Assist Administrative Assistant in budget management by monitoring 30 supply and expense accounts.

Good
Monitor 30 intramural supply and expense accounts by posting expenditures and reconciling balances against the General Ledger.


SUMMARY STATEMENT
A summary statement provides a synopsis of the major purpose of a position and its role in the department.

EXAMPLE

Management Services Officer
Under direction of departmental chairperson, manage all business and support functions for the Department of Philosophy. Major duties include supervision of nonacademic staff, material management, space utilization, preparation and management of departmental budget and fiscal control of contracts and grants.

DEGREE OF SUPERVISION
This section of the job description describes the way in which work is assigned, when it is reviewed, how it is reviewed, and what guidelines, prototypes and protocols are available.

EXAMPLE

Management Services Officer
Assignments are given in terms of broad organizational goals and objectives. Goal attainment is reviewed with department chairperson on a quarterly basis through presentation of status reports and formal discussions. Department, campus and governmental guidelines relative to budgetary control, contract and grant administration, and personnel management are available for reference, however, interpretations and original problem-solving are required.

DEFINING SKILLS, KNOWLEDGE, AND ABILITIES (SKAs)

Guidelines for Writing SKAs
Sample Skills, Knowledge and Abilities

GUIDELINES FOR WRITING SKAs
1. A skill, knowledge or ability is something a worker knows or can do that enables the worker to successfully perform the duties of the job. Basic SKA categories include but are not limited to the following:

• Vocational (work content skills)
• Mathematical Skills
• Reasoning
• Language Skills (reading, writing and speaking)
• Human Relations
• Self Management

2. Each SKA statement should indicate:

EXAMPLE

• what ability - Skill in reading English words, simple sentences and numbers on documents so that they can be properly filed.

• at what level, in what amount
• in what context, for what purpose. (Optional)

3.Use examples from the job to help define the SKA concisely.
4.Avoid using subjective modifiers, e.g., high level, which have a different meaning for each individual