Job Analysis

 

 

 

 

 

 

 

Task Statements:  Principal Administrative Associate

 

What action is being performed (verb)	To whom/what is the action directed (receiver of the verb)	How is the action performed (procedure, tools, equipment)	Why is action performed (purpose)
Greet	Employees, HR staff, Visitors	Politely Acknowledge individuals entering the department office	To show courtesy and attentiveness.
Answering calls	Employees, Office personnel, and other callers	Operating multi-line telephone	To answer inquiries or calls with HR-related concerns.
Handling office mail	Department Office Personnel, inter-office	Distributing and collecting mails	To sort and deliver mails to appropriate person
Reserving conference room	Facility personnel and IT department	Coordinating with facility personnel	To provide assistance and prepare availability of the conference room.
Scheduling department meeting	Department head, employees, other department point persons	Schedule the records through computers	To ensure organized scheduling of department heads, employees and their tasks or appointments.
Typing necessary documents	As needed by a personnel	Able to type 50-55 words per minute in the computer.	For completion of paper works and reports.
Preparing HR forms	Employees who needs forms such as benefit forms, leave forms to fill out or vacation leave	Printing forms, scanning and file	To stock different forms needed for new employees, current employees or applicants.
Photocopying documents	Employees, applicants	Making photocopies of documents necessary for employment.	To keep files for department’s record.
Make reports	Department Head	Computerized reports	As required by the manager
Log checking	Visitors	Logging visitors’ information through logbook.	To ensure that everyone entering the office is being monitored.

 

 

  

  Task Statements

1	Acknowledge people entering department office such as current employees, managers and applicants to show courtesy and appreciation of their presence.
2	Answering incoming calls from employees and applicants who wish to inquire about HR-related concerns and be able to help them and assist them.
3	Compiles data, alphabetized and generate report as needed and/or as required by the manager or supervisor.
4	Handling department and manager’s schedule of activities, appointments for meetings.
5	Scheduling appointments for applicants’ interviews by contacting them over the phone, by email or mail to confirm attendance of the selectee.
6	Photocopying, scanning, sending and receiving documents from fax machines and keep them on record or submit to appropriate personnel to handle the documents.
7	Distribute mails to appropriate HR personnel for proper documentation or processing.
8	Supervises and trains the staff of a small office engaged in data entry or such personnel functions as payroll processing, timekeeping, or employee benefits administration.

 

 

 

 

 

 

 

 

 

 

 

 

 

KSA Statements:  Principal Administrative Associate

	Task Statement (copy/paste all task statements here)	Knowledge (cognitive skill)	Skill (learned)	Ability (competence)
1	Acknowledge people entering department office such as current employees, managers and applicants to show courtesy and appreciation of their presence.	Properly addressed people entering the HR office.	Attentiveness and Courtesy skills are needed.	Ability to recognized and be familiarized with co-employees
2	Answering calls from employees and applicants who wish to inquire about HR-related concerns and be able to help them and assist them.	Knowledgeable of HR-related issues and concerns	Can operate a multi-line telephone	Ability to transfer calls to the right person.
3	Compiles data, alphabetized and generate report as needed and/or as required by the manager or supervisor.	Knowledgeable of MS Office and other operating system	Computer skills	Data gathering and computerization of report
4	Handling department and manager’s schedule of activities, appointments for meetings and training.	Knowledgeable in department’s scheduling system	Can type 50-55 words per minute	Ability to perform the job accurately
5	Scheduling applicants’ interviews by contacting them over the phone, by email or mail to confirm attendance of the selectee.	Knowledge of the department’s protocol for inviting/assessing applicants for interview.	Telephone courtesy	Accurately give instructions and schedules to interviewees.
6	Photocopying, scanning, sending and receiving documents from fax machines and save them on record or submit to appropriate personnel to handle the documents.	Knowledgeable of operating office machines and equipment	Completing the task effectively and efficiently	Ability to perform the job accurately
7	Distribute mails to appropriate HR personnel for proper documentation or processing.	Familiarized every person in every section of the department	Completing the task in a timely manner	Ability to maintain sensitive information
8	Log the visitors’ information; date and time they enter the HR office to ensure security and to attend to the visitors’ needs and purpose of visit.	Knowledgeable in systematic logging	Using electronic check-in or log book	Ability to perform the task accurately

 

KSA Statements

1	Properly addressed people entering the HR office with attentiveness and courtesy skills and be able to recognized and be familiarized with co-employees.
2	Knowledgeable of HR-related issues and concerns for inquiries through phone calls, can operate a multi-line telephone, and ability to transfer calls to the right person.
3	Knowledgeable of MS Office, Mac iOS and Windows, other operating system, have computer skills, and has ability to do data gathering and computerization of report.
4	Knowledgeable in department’s scheduling system, can type 50-55 words per minute.
5	Knowledge of the department’s protocol for inviting applicants for interview, using telephone courtesy and manner, and accurately give instructions and schedule to the interviewees.
6	Knowledgeable of operating office machines and equipment, doing the task effectively and efficiently, and has ability to perform the job accurately.
7	Familiarized every person in every section of the department, completing the task in a timely manner and has ability to maintain sensitive information.
8	Knowledgeable in systematic logging using electronic check-in or logbook and able to perform the task accurately.

 

 

 

 

 

 

 

 

 

 

Job Description

Job Summary

The (PAA) - Principal Administrative Associate position will provide assistance to the HR Department under direction, with considerable latitude for independent action manage day-by-day operation. Some duties include, but not limited to personnel file maintenance, completion of new hire paper-works and required documentation, assisting the deployment of new hires, oversees the maintenance, filling and organizing of Human Resources records, databases, maintains the library of the department’s educational resources needed for employees training and development; planning and scheduling daily work assignments and tasks of the HR office and performing administrative functions as required.

Essential Job Functions

§     Acknowledge and greet people entering department office.

§     Oversees and ensures consistent new hire orientation training.

§     Answering incoming calls addressing HR-related concerns.

§     Oversees the maintenance of HR records.

§     Compiles data and generate report as needed and/or as required.

§     Handling department’s schedule and assists in meeting.

§     Scheduling appointments for applicants’ interviews.

§     Make photocopies and fax documents as directed.

§     Distribute mails to appropriate HR personnel.

 

Knowledge, Skills and Abilities

§     Knowledge about Internet and general database entry.

§     Knowledge about variety of computer software applications in word processing, spreadsheets, database and presentation software (Microsoft Office Pro Suite 2010- 2013)

§     Knowledge about different Operating Systems (Microsoft, Linux, Mac iOS)

§     Knowledge about the different HRM functions such as payroll, employee relation, recruitment and selection, and training and development.

§     Must possess inter-personal skills.

§     Scheduling system skills.

§     Skills in multi-line phone system.

§     Ability to write correspondence in a clear and informative manner

§     Ability to read and interpret HR specific documents.

§     Must be able to interact and communicate with individuals at all levels of the organization.

§     Must possess a high degree of integrity.

§     Must have ability to type a minimum of 50-55 words per minute.

§     Must have ability to operate office machines such as telephone, fax machine, photocopier, scanner, printer, and computer.

§     Able to multi-task and work under pressure.

 

General Experience: Two years of responsible experience in non-routine work which enabled the applicant to gain understanding of the methods, systems, and office machineries and equipment for accomplishing tasks; must have the ability to communicate effectively with others, both orally and in writing. Must have one year of clerical or receptionist experience.

Specialized Experience: Familiarity with an Human Resource office/environment; and other HR processes; Outstanding presentation, writing and communications skills; strong customer service skills; two year of responsible experience in Human Resources with the ability to apply knowledge of rules, regulations, procedures and program requirements of the Human Resources management function.

Education: A baccalaureate degree from an accredited college and two years of satisfactory full-time  progressively responsible clerical/administrative experience  or  an associate degree or 60 semester credits from an accredited college and three years of satisfactory full-time progressively responsible clerical/administrative as stated above; or a four-year high school diploma or its educational equivalent approved by a State’s department of education with four years of satisfactory full-time progressively responsible clerical/administrative experience.

Work Environment: Indoor office setting, the work area is well lighted, heated and/or air-conditioned.

Travel Requirements: No travel required

Equipment and Tools Utilized: Computer, printer, scanner, copying machine, fax machine, and telephone.

 

 

 

 

Article 1

“How do I conduct a job analysis to ensure the job description actually matches the duties performed by the employee in the job?” 

There are many ways to perform a job analysis, but all require the cooperation of the employee in the position, his or her manager(s) and others the employee must work closely with while performing his or her job duties.  

The following steps will help provide the best analysis of a particular job:

§  Involve employees by having them complete job analysis forms.

§  Interview employees, asking them specific questions about their job duties and responsibilities.

§  Obtain log sheets from employees with information about each of their tasks and the time spent on each task for at least one week.

§  Complete desk audits where you observe employees doing their jobs at different times of the day and days of the week and track what they do and for how long.

§  Interview supervisors and managers, and other employees, clients and customers the employee may interact with while performing the job.

§  Compare the job to other jobs in the department as well as the job grade or job family to show where it falls on the pay scale.

Article retrieved from: (5/31/2012) http://www.shrm.org/TemplatesTools/hrqa/Pages/conductjobanalysis.aspx

 

 

Article 2

“How to Develop a Job Description By Susan M. Heathfield”

Write the job description. Your company may have a format for job descriptions so check with Human Resources. Often, however, all HR expects is a list of the responsibilities and they prefer to develop the final format congruent with other job descriptions across the company.

These are the normal components of the job description:

§  Overall position description with general areas of responsibility listed,

§  Essential functions of the job described with a couple of examples of each,

§  Required knowledge, skills, and abilities,

§  Required education and experience,

§  A description of the physical demands, and

§  A description of the work environment.

Your company and your process may vary, but these components give the employee clear direction.

Article retrieved from: http://humanresources.about.com/od/jobdescriptions/a/develop_job_des.htm

 

 

 

 

 

Article 3

“Task Analysis”

A task analysis defines a job in terms of KSA necessary to perform daily tasks. It is a structured framework that dissects a job and arrives at a reliable method of describing it across time and people by composing a detailed listing of all the tasks. When writing the task statement, start each task with a verb, indicate how it is performed, and state the objective. For example: “Loads pallets using a forklift.” One way of getting a comprehensive list is to have the employees prepare their own list, starting with the most important tasks. Then, compare these lists with yours. Finally, discuss any differences with the employees, and make changes where appropriate. This helps to ensure that you have accounted for all tasks and that they are accurate. It also gets them involved in the analysis activity.

§  Tasks are performed in relatively short periods of time. They are usually measured in minutes or hours.

§  Tasks are observable. By observing the performance of a jobholder, a definite determination can be made that the task has been performed.

§  Each task is independent of other actions. Tasks are not dependent on components of a procedure. An individual for its own sake performs a task.

§  A task statement is a statement of a highly specific action. It always has a verb and an object. It may have qualifiers, such as “measure distances with a tape measure.” A task statement should not be confused with an objective that has conditions and standards.

Article retrieved from: (2011) http://www.nwlink.com/~donclark/hrd/tasks.html

 

SUMMARY:

          Job analysis is an important component of designing and developing accurate job description. It is the procedure used to determine the tasks, duties, and responsibilities of each job, and identify the knowledge, skills, and abilities (KSA's) that are appropriate and required to perform the job. Creating these task and KSA statements are very essential because these will provide concrete, precise and comprehensive information and it will serve as guide and basis for many Human Resource Management activities. Obtaining information in a gender-neutral, bias-free manner is essential for legal compliance in Human Resource Planning, Recruitment and Selection, Performance Management, Training and Development, Compensation and Training and Development.

          Although many different methods are available, Task analysis is what the author used for the basis of creating job analysis and job description.  The collection of these data should be a collaborative effort between the HR specialist or job analyst, the employee, and their immediate supervisor. Involving all three of these individuals guarantees an unbiased and thorough description of all tasks, responsibilities, knowledge, skills, and working conditions related to the job.

Task Analysis can be done through using three different methods in obtaining information and gathering of data. According to Heneman III et al. (2011) there is "interview method"(p.166), this probably the most common method used to collect information for the job analysis. It can be done on a one-to-one basis with the employee, with a group of employees that perform the same job, or with the immediate supervisor who has a thorough knowledge and understanding of the job. It is suggested that interviews be done with all three groups.

It should be explained to the employees exactly why they are being interviewed, so that they can provide accurate information about the job.

Another from Heneman III et al. (2011) “Questionnaire Method” (p.167), There are types of questionnaires that can be utilized for collecting information. The employee can be presented with the checklist of many different task and/or responsibilities, and then asked to identify which of the tasks they perform and the amount of time spent on those tasks. Another questionnaire format allows the employee to describe their job in writing, including the tasks that they perform regularly, their responsibilities, and working conditions related to the job. Most organizations will use a combination of these two questionnaire methods.

Last from Heneman III et al. (2011) is the “Observation Method” (p.166), the least popular method because of time constraints and cost effectiveness. It is difficult to observe all the tasks and/or responsibilities of a job unless you observe someone doing that job for a lengthy period of time, specifically if the position requires monthly or annual reports. Observation is almost always combined with at least one other method of collecting data.

            A well define job description is the best way to make the applicant fully understand what the available position is really looking for. It is the organization’s discretion what sections to include in writing job description. Others include compensation and benefits, and/or trainings that selectee may undergo upon deployment. These sections can contribute to a viable job description through giving the applicants an overview of what to expect with the job vacancy and the organization….

 

 

 

 

 

 

 

References

 

Heathfield, S.M. (2013). How to Develop Job Description? Retrieve from:              http://humanresources.about.com/od/jobdescriptions/a/develop_job_des.htm

Heneman, III H., Judge, T. & Kammeyer-Mueller, J. (2011). Staffing Organization (7^th ed.) p.166-167

Noe, R.A., Hollenbeck, J.R., Gerhart, B., & Wright, P.M. (2013). Human Resource Manangement: Gaining a Competitive Advantage            (8^th ed.), p.173

Job Analysis (2012). How do I conduct a job analysis to ensure the job description actually matches the duties performed by the         employee in the job? Retrieve from http://www.shrm.org/TemplatesTools/hrqa/Pages/conductjobanalysis.aspx

Task Analysis (2011) Task. Retrieve from: http://www.nwlink.com/~donclark/hrd/tasks.html#statements

USA Jobs (2014). Retrieve from: http://www.usajobs.gov

Written Assignment #2: Recruiting/Selection – Due Week 5

Purpose: To outline a recruitment plan to fill the new job. Now that you have a job created, you need to find someone to fill that job.  Once you’ve create your pool of candidates, you then need to determine how you will select the best candidate.  Then, after your candidate has been on the job for a year, a performance evaluation is required.