Writing the Job Description
The original purpose of job description is to establish the level of difficulty of a specific position for
the purpose of establishing pay levels. Over the years, new directions in management thinking point to a
move from duty-oriented job description to role and competency-oriented descriptions. This does not
become outdated as quickly and provides both supervisor and employees clarity on the what, how, and
even why of the position. In addition, it is easier to alter as the technologies, strategies, or customers'
needs change.
One way to begin creating role and competency description statement is to cluster related skills like
customer service competency, which may include the following entries: anticipate customer needs;
deliver on time; show care and. concern; and help customer evaluate needs, Converted into behavioral
statements for job description, it may be stated as: "Deliver commitments or service to meet or exceed
customer satisfaction" or "Show care and concern to demonstrate customer importance and value." The
value of utilizing the role and competency model is that these behaviors seldom change, even as the
means of executing them evolve with modern technology or company strategy. In addition, if an
employee has an objective standard to measure the performance of the job, it will be known whether or
not the standards are being met.
The first and immediate product of job analysis is the job description. As indicated, this is
basically descriptive and constitutes a record of existing and pertinent job facts. These facts must be
organized in some fashion in order to be usable. Suggested contents are given as follows:
1. Date written
2. Job status-full-time/part-time including salary
3. Job identification- The identification section includes such information as a job,
department , division, plant and code number of the job
4. Job summary A brief one or two-sentence statement describing the purpose of the job and
what outputs are expected from job incumbents.
5. Working relationship, responsibilities, and duties performed-Relationship statement shows
the jobholder's relationship with others inside and outside the organization. These include
supervision received (to whom the job incumbent reports) and supervision exercised (who
reports to the
Below is an example of a job description:
Job Title: HR Management
Reports to: Vice President of HR
Supervises: HR Assistant, Compensation, Analyst, and Benefits Clerk
Coordinates with: All department and executive management
Outiside the Company: Recruitment agencies, DOLE, union representative
Responsibilities and duties should be presented in clear and precise statements and should include
essential functions and major tasks, duties and responsibilities performed. The function of each job
should be identified and explained for the benefit of the jobholder .
6. Authority of incumbent defines the limit of the jobholder's authority, including his/her decision-
making authority, direct supervision of other personnel, and budgetary limitation.
7. Competency requirements education and experience including special skills required to perform a
given job.
8. Working conditions - a list of the general working conditions involved with the job, location of the
job, and other relevant characteristics of the immediate work environment such as hazards and noise
levels.
Below is an example of a job specification:**
Position Title: Chief Accountant
Division/Department Accounting Department
Reports to: General Manager
Coordinates with: All Department Heads
Supervises: All Accounting Personnel
SUMMARY OF DUTIES
Apply principles of accounting to analyze financial information and prepare financial reports
by compiling information, preparing profit and loss statements, and utilizing appropriate
accounting control procedures.
PRIMARY RESPONSIBILITIES
1. Prepare profit and loss statements and monthly closing and cost accounting reports
2. Compile and analyze financial information to prepare entries to accounts, such as general ledger accounts,
and document business transactions
3. Establish, maintain, and coordinate the implementation of accounting and accounting control procedures
4. Analyze and review budgets and expenditures
5. Monitor and review accounting and related system reports for accuracy completeness
6. Prepare and review budget, other accounting documents and revenue, expense, payroll entries,
invoices, and
7. Analyze revenue and expenditure trends, recommend appropriate budget levels, and ensure
expenditure control
8. Explain billing invoices and accounting policies to staff, vendors, and clients
9. Resolve accounting discrepancies
10. Recommend, develop, and maintain financial databases, computer software systems, and manual
filing systems
11. Supervise the input and handling of financial data and reports for the company's automated
financial systems
12. Interact with internal and external auditors in completing audits
13. Perform other duties as maybe assigned by the general manager from time to time
KNOWLEDGE AND SKILL REQUIREMENTS
1. Knowledge of finance, accounting, budgeting, and cost control principles
including generally accepted accounting principles; knowledge of financial and
accounting software applications; ability to analyze financial data and prepare
financial reports, statements, and projections. This is normally acquired through
a combination of the completion of a bachelor's degree in Accounting, three to
five years of accounting experience, and successful completion of CPA exams.
2. Work requires willingness to work a flexible schedule.
WORKING CONDITIONS
Working conditions are normal for an office environment. Work may
require occasional weekend and/or evening work.
New Jobs and Hot Jobs for the 21st Century
New job descriptions are appearing with increasing frequency. A cursory 23 scan of company
openings being advertised in Job Street Philippines, an online recruitment center, gives a sense of
what is happening in the job market. Of more than 700 positions listed on the site, there are several
new titles including chart/board coordinator, configuration manager, device driver engineers,
network administrator, network engineer, page publisher, web developer and web publisher, java
programmer, e-business manager, and e-consultant to name a few. The Internet has changed the way
people do things. More online shopping, for example, means more jobs in package delivery
services. With more young people online, the Internet is also seen as a key venue for reaching the
coveted youth market.
Those who seek work in e-commerce would be wise to seek out hot
sectors such as the wireless and fiber optics industries, writes Dori Jones Yang in U.S.
News and World Report. Wireless services, in fact, is one of the world's hottest
sectors, according to Employment Review Online.
Rapid advances in computers and telecommunications technology are the
main drivers behind the emergence of new job titles. An "auditor" is now called
an "e-commerce accountant." Apparently, e-commerce accountants are those who
advise companies on whether they make financial sense to sell goods and services
online. The job still requires traditional accounting training and license, but to
keep abreast with the times, they also need to be familiar with software and
Internet technologies.
In the Philippines, a number of major private and government agencies
have already employed web designers, content producers, and other Internet
professionals.
Employment prospects and career advancement are affected by the choice
of course and school, as well as academic achievement, individual aptitude, and
so on. Both the academe and industry leaders agree in emphasizing the primacy
of engineering and technical fields, including information technology, if one
wishes to be ahead in the race for jobs years from now.
Writing the Job Specifications
The job specification uses the job description to define the kind of human traits and
experience required to do a specific job well. It shows what kind of person to recruit and
for what qualities that person should be tested. Job specifications identify the minimum
acceptable qualifications required for an employee to perform the job adequately. The job
specification may be a separate section on the job description, a separate document
entirely, or at the concluding part of the job description.
The information contained in a job specification usually includes the following basic criteria:
1. Knowledge - body of information one needs to perform the job;
2. Skills - the capability to perform a learned motor task such as word processing skills;
3. Ability - the capability needed to perform non-motor tasks such as communicative abilities;
4. Personal characteristics - an individual's traits such as tact, assertiveness, concern for others, etc.;
5. Credentials - proof or documentation that an individual possesses certain competencies;
6. Technical requirements - include criteria such as educational background, related work experience,
and training.
THANK YOU!!
