Step by Step Procedure in Hiring a Non-Academic Employee
Lita C. Wallace
External Access: 32708
|Act as Receptionist||
40% of job
|Provide Typing Support||30%|
|Total||100% of job|
5. Review your list of major duties.
The goal is to end up with three to five major duties that will be useful for communicating the job to the employee and to use in evaluating performance.
(a) If a major duty is more than 30% of the job, look to see if it would be useful to split the duty into separate parts.
Administrative Duties (45% of job) could split into:
Provide Typing Support (30% of job)
Type reports and correspondence.
Proofread reports and correspondence.
Miscellaneous (15% of job)
Prepare travel documents.
Send out mailings.
Keep in mind that you will be able to communicate better with the employee if you don't try to cover too much of the job in one duty. Your performance ratings will also be more accurate.
(b) If you defined more than five major duties, consider ways to combine the duties further. These suggestions will help:
Keep the duty separate if it's more than 20% of the job.
Prepare Budgets (30% of job) could be a combination of:
Prepare budget reports (20% of job)
Collect budget data.
Balance budget figures.
Write detailed reports.
Make budget recommendations (10% of job)
Project future income and expenses.
Recommend ways to balance budget.
Combine unrelated duties that are 1% to 10% of the job into a category called "miscellaneous."
Combine the percentages for the unrelated duties to get a percentage for the miscellaneous category. Record the percentage for each part when you describe it (this will allow you to rate each part separately later on).
Miscellaneous (15% of job) could be a combination of:
Preparing travel documents.
Sending out mailings.
Other work-related duties as assigned.
6. Transfer the completed job description to another sheet of paper. Include the job title, employee's name (if the job is not vacant), supervisor's name, overview of the job, and list of activities organized into major duties. List the major duties in order of their importance.
7. To make sure you have a current, accurate job description available the next time you need to fill the position, review the job description at least annually at performance review time, and revise it as duties change.
The supervisor should sign to indicate approval of the description. Once the position is filled, the employee should sign the description to indicate s/he has seen it and understands it.