Transcript Human Resources Infrastructure: Job Descriptions

Infopeople Webcast Series:
Strengthening the Library Workforce:
Finding, Keeping, and Developing
Great Employees
Effective Library Job Descriptions
An Infopeople Webcast
December 19, 2005
12:00 noon to 1:00 p.m.
Presenter: Paula M. Singer, PhD
[email protected]
Agenda: Job Descriptions
Why Important
How to Write
What to Include
Compliance
Why Job Descriptions are
Important
Help applicants, employees,
supervisors, and HR
Clarify responsibilities
Understand what’s needed
Prevent misunderstandings
Objective and impersonal
May describe expected outcomes
And What are They, Exactly?
Most important features
Required tasks, knowledge, skills,
abilities, responsibilities, and reporting
structure
Physical requirements (ADA compliance)
Components of a Job Description
1. Job title
7. Job requirements
2. Exemption status
8. Supervisory
responsibility
3. Reporting
relationships
4. Summary
9. Working conditions
and physical
demands
5. Essential duties &
10. Disclaimer
statement
6. Nonessential duties
11. Dates and
approvals
(supervisor and HR)
responsibilities
1. Job Title
Realistic, descriptive
Acceptable and “politically correct”
Avoid title inflation
Consider internal and external status
issues
Published resources can help
www.ala.org/ala/ors/reports/librarysupportstaffjobtitles/
libsupjobtitles.htm
10
PR Specialist
PR Specialist
Senior Staff Librarian
Senior Librarian
Sr Catalog Librarian
Sr Librarian
Program Specialist, Children’s Services
Senior Librarian
Automated Systems Librarian
Senior Librarian
Community Network Specialist
Coordinator, YA Services
Coordinator, Sub Pool
Senior Librarian
Senior Librarian
Senior Librarian
2. Exemption Status
Pertains to Fair Labor Standards Act (FLSA)
Exempt:

not subject to overtime pay requirements
Non Exempt

1 ½ x hour over 40
http://www.dol.gov/elaws/esa/flsa/scope/scre
en9.asp
Exempt
Executive
Administrative
Professional



Learned: Requires highly advanced knowledge &
education
Creative: Artistic, creative or original
Computer: Application, design, development,
analysis and/or modification of systems, networks,
database, and/or programs
3. Reporting Relationships
… reports to the Circulation Supervisor
4. Job Summary
1, not more than 2 sentences
Performs professional librarian services by
assisting customers in locating and using
library resources & providing timely and
accurate information and answers to research
questions; develops and presents programs;
selects/orders materials as directed; performs
other duties as assigned.
5. Essential Duties
ADA Compliance
To be successful
knowledge, skill, and/or ability required
Note: Reasonable accommodations may
be made to enable individuals with
disabilities to perform the essential
functions
Characteristics of Essential
Functions:
% of Time = more than 20%
 Frequency = Performed regularly –
daily, weekly, monthly
 Importance = Impacts other parts of
the job as well as other jobs, and
there is no one else to do it

6. Non-essential Duties
Nice to have
“Level Cutters”
Information which differentiates one level
of the position from another
Sample level cutters:
Education/Training
Work Experience
Technical Proficiency
Computer Skills
Mental Effort
Direction Received
Contacts with Others
Supervisory Responsibility
Working Conditions
Complexity
Independent Judgment
Examples:
Library Associate I and II
Level I: Entry level work assisting customers in
performing reference searches and locating
materials; requires Bachelor’s degree and no previous
experience.
Level II: Assists customers in performing reference
searches and locating materials; oversees an
assigned program such as Head Start; trains Library
Assistants; requires Bachelor’s degree and 3 or more
years of public library or related experience.
7. Job Requirements
To be successful
Education
Experience
Specific skills
Competencies
8. Supervisory Responsibility
Supervises all circulation clerks in the
branch
9. Working Conditions and
Physical Requirements
May be required to lift up to 25 pounds
May be assigned to the Central Library
or to a Branch
Disclaimer and Sign-Offs
Approved by:
EMPLOYEE &
SUPV BUY IN
Disclaimer:
other duties as
assigned
How to Get this Info
Job Analysis: process of collecting relevant,
work related information as to the nature,
scope & responsibilities of your library’s jobs.
HOW?
Direct Observation
Individual Interviews

Open-ended to highly structured
Questionnaires
Group Interviews
Work Diary or Log
General Guidelines in Drafting Job
Descriptions – Duties & Responsibilities
Include - 5% +
Present in logical order
Write in standard format: use present tense,
action verbs
Typically contains three parts:
o
Verb - should be action-oriented
o
Object - what the verb is performing action
on
o
Purpose - what result is achieved?
Verb/object/purpose
Example: Library Clerk: Assist
customers by locating and retrieving
materials and demonstrating and
providing instruction in the use of
library equipment, including computers.
Identify essential functions of the job
Focus on the job itself – NOT any
specific individual who might fill the job
Tip on Language* Values
Be smart!
City/County/Universi
ty
“Right” terminology
Customize to your
values
Developing a
Job Worth Hierarchy
Salary Survey
Exchanges
Establishing Career Paths/
Succession Planning
Recruiting
Job Descriptions
Organizational
Design
Assigning Employees to
Appropriate Jobs
Legal Defense
Establishing
Performance
Standards
Think beyond the job
Think tasks and responsibilities / library
goals
Determine which competencies and
skills are necessary
The Future of Job Descriptions?
Narrow
+ Pro
Clearly outline
expectations
Determine
compensation levels
Address legal issues
Address union concerns
Guide employees in
“other duties as
assigned”
- Con
Lack flexibility
May not promote job
growth, development
May get outdated
quickly
No time to maintain
them
Too narrow; not enough
focus on pitching in
wherever needed
Additional Resources
Handouts:
Job Analysis Questionnaire
Job Description
Designing a Compensation Program for
your Library, by Paula Singer (ALA)
THANK YOU!
Paula M. Singer, Ph.D.
The Singer Group, Inc.
12915 Dover Road
Reisterstown, MD 21136
410-561-7561
[email protected]
www.singergrp.com