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Creating or Updating Job Descriptions. Agenda. Requesting a new position and updating a current position Position Evaluation Questionnaire (PEQ) Compensable factors Job Description Job Description Template What are essential functions ? Functional and Technical Competencies

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agenda
Agenda
  • Requesting a new position and updating a current position
  • Position Evaluation Questionnaire (PEQ)
  • Compensable factors
  • Job Description
  • Job Description Template
  • What are essential functions?
  • Functional and Technical Competencies
  • Minimum qualifications vs. preferred qualifications
  • Job description Example
requesting a new position
Requesting a new position
  • Creating a brand new position
    • Department/College has been given permission to create a new position from the Dean, Provost or Vice President.
    • Requesting department sends a completed Position Evaluation Questionnaire (PEQ) and/or Job Description to Human Resources for appropriate compensation band placement and job classification according to the Fair Labor Standards Act.
    • Human Resources will assign the appropriate job title, job classification, position code, and market salary range.
updating a current position
Updating a current position
  • Requesting job reevaluations
    • Requests for reevaluation can be made after 12 months or if significant changes have been made to the position. Employee and supervisor agree that an evaluation is necessary.
    • Employee must complete the PEQ and submit an updated Job Description. The supervisor reviews and signs the PEQ and submits it to HR.
    • If there is no incumbent in the position, the supervisor should complete.
    • HR will review the request and notify the supervisor of the results. The job will be assigned to a salary range within the band based on market data.
position evaluation questionnaire peq
Position Evaluation Questionnaire (PEQ)
  • The purpose of this document is to aid in describing your PRESENT position in terms of its duties, responsibilities, and other requirements.
  • HR evaluates the PEQ’s Compensable factors
  • Compensable factors were identified for the evaluation and classification of positions and weighted to reflect Marquette's mission and values
compensable factors
Compensable factors
  • Education--Minimum level of education or formal training required
  • Work Experience--Minimum level of related work experience
  • Job Complexity--evaluates the complexity of duties and the extent to which the duties are standardized vs. non-standardized
  • Decision Making--evaluates the frequency and authority of decision making
  • Impact of Decisions--evaluates the impact of a job's decisions and probable consequences of errors
  • Contacts--evaluates the type, variety and purpose of work contacts
  • Technological proficiency--evaluates the degree of technical skill necessary to successfully and competently perform the job
  • Supervision exercised--evaluates the extent to which the job incumbent is required to explain, direct, prioritize, monitor, guide or perform traditional supervisory duties for others
  • Confidential information--evaluates the degree to which a job is required to handle confidential information
  • Working conditions--evaluates the frequency/exposure type to which a job involves exposure to conditions that tend to be hazardous/undesirable
job descriptions
Job Descriptions
  • A position description serves as a formal document that summarizes the important functions and responsibilities of a specific job in which the university uses as a tool for:
    • Recruiting
    • Determining salary levels
    • Conducting performance reviews
    • Establishing titles and pay grades
    • Creating reasonable accommodation controls
    • Career planning
    • Training exercises
    • Legal requirements for compliance purposes
job descriptions cont
Job Descriptions Cont.
  • Job descriptions should accurately represent actual duties and responsibilities as well as job specifications.
  • Job descriptions are not based on personal achievements or individual qualifications.
  • A job description gives an employee a very clear and concise resource to be used as a guide for job performance.
  • Likewise, a supervisor can use a job description as a measuring tool to ensure that the employee is meeting job expectations.
job description template
Job Description Template
  • Job Summary
    • Brief description
      • Why does job exist?
      • Contribution to organization?
  • Essential Functions
    • Core duties
    • Must be job related and based on business necessities
    • Identify the task to be performed and the expected results of that performance
  • Duties and Responsibilities
    • Both essential and nonessential functions
  • Functional and Technical Competencies
    • Critical knowledge, skills and/or abilities needed to perform the job
job description template cont
Job Description Template Cont.
  • Education/Training and Certification, Licensure, Registration Requirements
    • Minimum education needed to perform job
  • Experience
    • Minimum relevant experience needed to perform job
  • Environment and/or Physical Factors
    • Unusual conditions that may be involved in a particular job
    • Examples: physical effort, dexterity, environment exposure, performing under time/resource constraints
  • Desired Qualifications
    • Preferred education, knowledge, skills, abilities, and/or experience
what are essential functions
What are essential functions?
  • Essential functions are the “fundamental job duties of the employment position.”
  • Whether a particular job function is essential also depends on the following:
    • The amount of time spent performing the function.
    • The consequences if the function is not required to be performed.
    • The experience of current incumbents in similar jobs.
  • EEOC regulations also provide that several other factors should be considered when distinguishing between essential and marginal job functions, including whether:
    • The performance of the function is the reason the position exists.
    • There are a limited number of employees available to perform the particular job functions.
    • The function is so highly specialized that the incumbent must have certain expertise to perform the function.
functional and technical competencies
Functional and Technical Competencies
  • Specialized skills, knowledge and abilities required to perform the essential functions of the role
  • Examples of functional and technical competencies include:
    • Ability to work in a high volume, fast paced, customer service-oriented environment;
    • Excellent oral and written communication skills, interpersonal skills, and the ability to deal with diverse constituencies;
    • Strong computer competency, to include proficiency in Microsoft Word, Excel, and PowerPoint, and web-based and social media applications;
    • Demonstrated attention to detail, professional attitude, and ability to maintain confidentiality.
minimum qualifications vs preferred qualifications
Minimum qualifications vs. preferred qualifications
  • Factors to consider in determining qualifications:
    • Combination of experience, training, and education
    • External market comparison
    • Occupational information
  • Minimum qualifications
    • Number of years of relevant experience and education required to perform the essential functions of the role
  • Preferred qualifications
    • Education and experience that the hiring department has added as additional qualifications to the minimum qualifications.
    • Desired skills, knowledge, and abilities
resources
Resources
  • Writing a Job Description
  • http://www.marquette.edu/hr/WritingaJobDescription.shtml
  • Position and Compensation Procedures http://www.marquette.edu/hr/AdministrativeCompensationGuidelinesNon-Faculty.shtml
  • Compensation Forms

http://www.marquette.edu/hr/CompensationForms.shtml

contact information
Contact Information

Jennifer Burns

Compensation Manager

414.288-7935

jennifer.burns@marquette.edu

Lynn Mellantine

Assistant Director

414.288.3430

lynn.mellantine@marquette.edu