TeleCom Clinic's Definitive Guide to Job Descriptions
www.GuideToJobDescriptions.com

About the Basic Job Description Format:

While developing and researching/ this web site, we found an endless variety of formats used to display job descriptions. These ranged from complex pre-printed forms to simple listings. To bring order to the data, the job description format used at this web site is purposely kept simple. You will find a more complex and comprehensive job description formats, but they are the exception. The job description headings used at this web site and what they represent are as follow:

JOB TITLE: This is the descriptive title assigned to the job description. Sometimes a job is part of a family of job descriptions where the title remains the same, but the level changes. We have several job description families at GuideToJobDescriptions.com where we designate the job rankings, low to high, C, B, A, Senior and Lead.

ALTERNATE TITLES: Many jobs are commonly known by several different or similar titles. It is sometimes a good idea to at least note and acknowledge what they are or may be.

LAST UPDATE: The date helps to keep track of the latest version of a job description. As organization expands and changes, these dates will help you keep track of the different versions of the same job description. Providing a date also allows you to do a review based upon when a description was last updated.

DESC. NO.: (Description Number) Used to help identify the job description family and the descriptions location in your manual filing system or web site.

REPORTING STRUCTURE: Note not only what position the position reports to, but where and how the department fits in the organization.

EXEMPTION STATUS: There are many guidelines that are used to determine a positions eligibility for overtime pay. The Exemption status of the position should be clear from the job description.

DEPARTMENT: Note the specific department name to which the position belongs.

GRADE/SALARY: Organizations that have a predetermined grading or scaling of positions should clearly note how this position fits into the grading/scaling structure. Also note salary ranges if appropriate.

GENERAL: If and when appropriate, a short sentence or two on either the functions of the department in the organization, or a short description of the organization itself.

BASIC FUNCTION: A brief description of one to three sentences summarizing the positions general responsibilities.

CHARACTERISTIC DUTIES AND RESPONSIBILITIES: A detailed narrative of the positions functions and responsibilities.

SUPERVISION RECEIVED: Generally covers whom the position reports to. Sometimes includes standing committees that may have some oversight or provide direction. May include guidelines for performance.

SUPERVISION EXERCISED: Generically covers what staff report to the position and the latitude for decision-making. Sometimes includes standing committees that the position may have some oversight or provide direction to.

QUALIFICATIONS: A detailed listing describing the educational, work experience levels, certifications or any other special skill required to do the job successfully. With hard to fill positions or complex job qualifications, it is sometimes a good idea to include equivalencies for some experience or education.

PHYSICAL DEMANDS: Detail the physical demands of the positions such as: lifting of PC’s, moving around crowded Network Operation Centers/Telecommunications Rooms, matching colored wires, or carrying output for review.

NON-PHYSICAL DEMANDS: Detail the non-physical demands of the position such as the need to work at non-traditional hours, or long ours of continuous concentration.

PROMOTIONAL OPPORTUNITIES: Most organizations do not do a very good job of describing where a particular position may be lead. This is especially important when using the family of job description approach to job descriptions.

PREPARED BY:_________________________________

APPROVED BY:_________________________________

The above for when a formal preparation/approval process is in place.

NOTES:

Not every organization will use every category noted above. You should feel free to use those that fit your needs and leave out those that do not. When looking at specific job descriptions, remember that you can edit out or add the details that are particular to your organization and the position in question.

When it came to listing the QUALIFICATIONS sections, some organizations are very specific and detailed about what they want in an individual. Other companies simply state some generic requirements. For example, some job descriptions may include the term “extensive experience.” This is a very inexact term and not really adequate to make an intelligent decision for hiring or promoting prospective staff. Instead, we recommend that noting the actual minimum requirements, be they education or work experience, and specific type of experience actually required by an organization is far better and complete than this inexact expression.

Qualifications vary very widely for like and similar positions. While some job descriptions require a 2-year college degree in any college major, others may want a 4- year degree in very specific areas. Some companies require a college education while others just wanted a high school degree.

It is very difficult to make a specific judgment on any of these differences for qualifications. The size of an organizations and the industry it is in does not seem to make a difference. We believe that the nature of these different qualifications depends on the view held of the function within the organization and that of the author of the job description. Some job descriptions with what we consider to be lacking in credible qualifications may be holdovers from years ago. It also true that less detailed job descriptions are often not prepared by the responsible department, but a human resources person not familiar with the details of the position.

A very popular qualification appearing in many job descriptions is the working knowledge of PC's, various software programs, their operating systems, the Internet and email. This area of knowledge is now a staple of most function from the manager to the secretary.

Smaller organizations sometimes need to combine several attributes of several job descriptions to fulfill their needs.