August 31, 2010

DevelopingJobDescriptionsand PerformanceEvaluations
Carolyn Phillips, Pass It On Center Trish Redmon, Pass It On Center Cathy Valdez, Project MEND Joanne Willis, Touch the Future

GetCEUs orCRCs

CEUs VisittheAACInstitute

www.aacinstitute.org
CRCs Toreceiveyourverification

form,sendanemailwithyour name,organization,city,stateande mailaddressto Liz@passitoncenter.org

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DownloadWorkPackage
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Working documents for this Webinar are available at: http://www.passitoncenter.org/content/ Download the package for Developing Job Descriptions Under New to the Knowledge Base

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LearningObjectives
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AftercompletingthisWebinar,participantsshould: Understandtheneedforjobdescriptionsand performanceevaluations Beabletoprepareprofessionaljobdescriptionsusinga questionnairetogatherinformation Bepreparedtousejobdescriptionstofacilitate programperformanceimprovement Beabletotransformthejobdescriptionintoa customizedperformanceevaluationformforthe position
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TwoReuseProgramStaffingModels
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ProjectMEND,anonprofitorganizationbasedinSan

Antonio,TX,providesdurablemedicalequipmentand fittedmobilityservicestoalargeportionofsouthTexas.
TouchtheFuture,anonprofitorganizationbasedin

Tucker,GA,providescomputers,ATreuseitems,durable medicalequipmentandassistivetechnologyservices throughoutGeorgia(andtootherareasintheSoutheast throughSTARNetwork)

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ProjectMEND:Services
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DurableMedicalEquipment(DME) ProvidesDMEto

eligibleclients.DonatedDMEisreceived,then refurbished,repairedandsanitizedpriortodistribution toclients.

FittedMobility(FM) Providesfinancialassistanceto

eligibleclientsneedingtopurchasespecializedorfitted devices,suchas,orthotics;prostheses;cranialhelmets; andotherassistivedevicesnecessaryforrehabilitation.

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ProjectMENDOrganizationChart
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ProjectMEND Boardof Directors Executive Director

Warehouse Manager Warehouse TechnicianI Warehouse TechnicianI I(vacant) Warehouse TechnicianII

Program Manager

Accountant

Development Director (vacant) Outreach Specialist (vacant)

CaseManagerI

Accounting Assistant

CaseManagerII (vacant)

Intake Specialist

Volunteers

Volunteers

Rev. June 2010

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ProjectMEND:Staffing
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CASEMANAGEMENTSTAFF Primaryresponsibilityistotakecareofclientsandtheirserviceneeds(Case Managers;ProgramManager;IntakeSpecialist) Scheduleclients ManageclientsthroughentireprocessofreceivingProjectMENDservicesas wellasotherservicestheymayneed WAREHOUSESTAFF PrimaryresponsibilityistoprepareDMEfordistributiontoclients (WarehouseTechnicians;BioMedicalTechnician;WarehouseManager) Sanitize/refurbish/repairDME DeliverDMEtoclientshomes PickupdonatedDME
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VolunteersProvideKeySupport
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WAREHOUSEVOLUNTEERS Handcleanandhandsanitizemedicalequipmentitems Completeminorrepairsonmedicalequipment Keepwarehousecleanandorderly Helptomaintaingroundsandofficeareas Cleanouttrucksandvans Storemedicalequipmentitemsonracks(noheavylifting) OFFICEVOLUNTEERS Provideclericalsupporttostaff Answerphones Assistclientswithpaperwork;answerquestions
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TouchtheFuture:Services
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ATRC
Informationandassistance Demonstrations Loanlibrary Assessmentandtraining Products,newandused

Needs, Abilities, Challenges

Consumer

Consumer

ReBoot
Computerrefurbishment ElectronicATrefurbishment OtherreuseAT STARNetwork Recycling(endoflife)
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ATRC

ReBoot

Outcomes
Greater Independence Education, Work & Community Participation Improved Health both Consumer & Environment

TouchtheFuture:Staffing
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Manpower Resources
3Employees=3.00FTEs 2OfficeContractors=1.33FTEs 3ReBootContractors=1.50FTEs 3ATRCContractors=0.75FTEs Volunteers(average)=1.50FTEs(13/mo=250hrs/mo)

Staffing Specialties
OccupationalTherapist MechanicalEngineer A+CertifiedTechnicians ComputerSoftwareEduc.Specialists RecyclingSpecialist

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TTFOrganizationChart
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Touch the Future, Inc. (TTF) TTF Board of Directors

TTF South Carolina Branch

ReBoot Computer and AT Reutilization

ATRC Individuals and Groups

Computer Refurbishment

Assistive Technology Reuse

Technology End of Life

Demo

Loans

New & Used AT Sales Program

Screens Assessment

Training

Consumers

Organizations

STAR Network Outreach

Link

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StaffingDevelopmentandChallenges
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Service Demand determines Human Resource Needs Funding determines Potential and Ability Marketing supports Services and Funding

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AgencySizeandPotential Options employees,contractors,volunteers Skillsofstaff Environmentalavailability Policies&proceduresfororienting,trainingandsupervisingstaff Safetyandlegalrequirements Abilitytotrainandsupervise Activitiesandtaskassignmentcapabilities/crosstraining Qualityassurancemeasuresinplace Availabilityofproduct Fundingandsustainabilityofbaseandspecialgrantfunding

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Jobdescriptionshelpto:

Facilitate staffing structure

Definemanagementstructure Analyzecompensationplan Supportrecruitment

Mitigate legal risks*

Increaseawarenessofcompliance

withemploymentlaws Developpoliciesandprocedures Identifyaccommodations

*HaveanattorneyoranHRprofessionalreviewjobdescriptions

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DefineManagementStructure
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Jobdescriptionsspecifyrelationshipsbyindicating reportingchannelsandsupervisoryresponsibilities.
Theserelationshipsaredisplayedvisuallyon organizationcharts.
DME Refurbishing Supervisor Sanitization Technician Repair Technician Inventory Clerk

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ProvideBasisforCompensationAnalysis
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Comprehensivejobdescriptionspermitthecomparison ofthepositiontosimilarjobsinthemarket,and facilitatedeterminationofreasonablecompensation. Recruitingqualifiedworkersusuallyrequiressalaries comparabletothelocaljobmarket. IRSrulesdonotpermitnonprofitstopaymorethan reasonablecompensation.*

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AssistwithRecruiting
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Accuratejobdescriptionsassistwithrecruitingby providingspecificinformationthatcanbeusedto prepareinternalpostingsforvacancies,onlinejob postingsanddetailstoadvertisethejob.

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MitigateRiskof Violating Employment Laws

Writtenjobdescriptionsmayhelpto complywithlaws*concerning: Nondiscrimination(race,color, religion,sexornationalorigin) Equalpay(menandwomen) Agediscrimination(>40) Personswithdisabilities Vietnamveterans(ifcontractor)

*Statelawsand/orlocalordinancesmaygobeyond thesefederalstatutes.

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HowJobDescriptionsMitigateRisk
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Jobdescriptionsmaybe

Jobdescriptionsmaybe

usedincourttodetermine whetherdiscrimination occurred(EEOC). Theymaybeusedto determineifaninjured workerwasreturnedto his/herformerposition (FMLA). Theymaybeconsideredto determinewhetheran employeequalifiedas exemptfromovertimepay (FLSA).
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usedtodeterminewhether reasonableaccommo dationsweremade(ADA). Theymaybeconsideredin uniongrievancesorin determiningwhoisleftout ofthebargainingunit. Theycanbeusedby medicalpersonnelto determinewhetheran employeereturningto workcanperformthe essentialjobfunctions.

JobDescriptionsClarifyOperationalIssues:
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Detaildutiesandresponsibilities Specifysupervisoryandreportingrelationships Definestandardsforperformanceassessment Assistinanalysisandimprovementofprogram

operations

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DetailDutiesandResponsibilities
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Jobdescriptionshelpadministratorsclarifytheresponsibilitiesto bedelegatedtoeachspecificposition. Thisgivesaclearpictureofthefunctionsofeachpositioninthe organization.

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SpecifyDuties andExpectations

Doallkeyresponsibilitiesappearon someonesjobdescription?

Who is responsible for the key factors in using promising practices?

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ReviewIndicatorsofQuality
Use Indicators of Quality list to cross reference responsibilities to job titles in the reuse program.

*Worksheet in package

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GuideInterviewingandSelection
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Writtenjobdescriptionsprovideabasisfor questioningcandidatestodeterminewhicharebest qualifiedforthejob. Reviewingthemajordutiesshouldprompt questionsaboutexperienceandaptitudetoperform thosetasks.

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AnalyzeandImproveProgramPerformance
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Jobdescriptionscanbeusedto: Identifygapsinresponsibilityforprogramactivities Identifytasksandactivitiesthatneedtobeperformed Analyzethelogicofreportingrelationships

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Jobdescriptionsforeveryone?
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Employees? Contractors? Volunteers?

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WritingtheJobDescription
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Thefirsttaskinwritingajobdescriptionistogather preciseinformation. Ajobquestionnaire isausefultoolforthistask. (Seethedocumentsinthedownloadpackage.) Ifthepositionexistsandisfilled,theincumbent(s)maybe askedtocompletethequestionnaire.Thiswillhighlight differencesinperceptionandreality. Anadministratormustcompletethequestionnaire independentlyandcomparewithincumbentresponses.
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TheBasics
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Title Department SupervisorsTitle

(reportingrelationship) Location Title:IntakeClerk Dept.:UserServices Supv.:ClientServicesMgr. Location:CentralOffice

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SpecifyFunction
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Purposeofthisjob:
Essentialjobfunctions areacriticalfactorin disabilitydiscrimination claims.Specifyclearly.

Example:
AT REPAIR TECHNICIAN: Repairs medical equipment Disassembles and inspects equipment Replace parts as needed Replaces defective parts, and solders, tightens and aligns parts Installs modified parts Cleans, lubricates and polishes equipment components

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ScopeofResponsibility
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Factorstoconsider:
Supervisory(How manypeople?) Financial(Sizeof budget?Assets managed?) Degreeofimpact

Example:
Supervises two technicians Manages $150K budget Oversees all refurbishing operations

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IdentifytheMajorResponsibilities
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Listtheprimaryactivitiesthatwillbeperformed. Specifywhichareaprimaryresponsibilityandwhich areshared. Identifythepercentageoftimedevotedtotheactivity inanaverageweek. Identifyfivemajoractivitiesandlistinorderof importance.Emphasizetheseininterviews. Describetwoofthemostcomplexordifficult problemsthatmaybeencounteredinayear.

Ask candidates how they would handle these!
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FocusonPrimaryDutiesandResponsibilities
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ListOccasionalDuties
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Identifyoccasionaldutiesandspecialassignments Estimatethetimerequired Specifyfrequencyofthesetasks Example: Employeemaybeaskedtoparticipateinthreeorfourdonation driveseachyear.TheseeventstypicallytakeplaceonSaturday andlastapproximately6hours.

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AnalyzeCustomerRelationships
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Public(donors,prospectivedonors) Customers(ATusers) Vendors Otherorganizations

AT users Donors

Position

Vendors

Other orgs

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DefineKnowledgeandSkillsRequired
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Specifyknowledgeneededtoperformjob
Acceptableformofacquisition:education,formaltraining,OJT

Specifyskillsneeded
Howwillskillsbeverified?Credentials?Test?

Whyaretheyneeded?
Notlegaltorequireknowledgeandskillsnotrequiredtodothework

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SpecifySupervisoryResponsibility
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Listtitlesofposition(s)supervised Indicatethenumberineachrole(andwhether

employees,contractorsorvolunteers) Definelevelofresponsibility

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DescribeOperatingResponsibility
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Describedecisionmakingandauthorityinimmediate

area.

Listprogramfunctionsforwhichthepositionisresponsible Indicatetypesofdecisionspersonmustmaketofulfilljob functions

Describedecisionmakingrelatedtootherdepartments

orfunctions.

Workswith_____to Participatesinselectionof_______

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DescribeFinancialResponsibility
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Definesumsofmoneyforwhichthis

positionisdirectlyresponsible:

Budgetedamountsforsalariesorsupplies Paymentsforservices Cashdonations

Defineotherresponsibilitieswith

financialimplications:

Inventorymanagement Negotiationofleases Purchasingapprovals

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ExplainPersonnel/AdministrativeResponsibility
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Participatesin?
Recruitment Interviewing Selection Performanceevaluation Terminationdecision

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FromQuestionnairetoJobDescription
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Reviewandmodifyasneeded Transferinformationtotheformallanguageofthejob

description(seeexamples) Afterthejobdescriptionsarecomplete,haveanHR professionaloranattorneyreviewthem Therearemanyappropriateformatsforjobdescriptions. Thisisonlyone.Focusontheusage.

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Dontjustfileit!
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Usethejobdescriptiontowritethelanguagethatwill

beusedtorunanad,listthejobopeningonawebsite orposttheposition. Sharethejobdescriptionwithallmanagers. Giveacopytotheincumbent(ifoneormoreexists)and discusschanges,ifany,indutiesandexpectations. Createinterviewquestionsbasedonthedocument. Useittocreateacustomizedperformanceevaluation tool. Reviewpoliciesandprocedures.

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PerformanceEvaluation:Why?
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To develop employees To contribute to mission achievement through performance enhancement To document performance management steps

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Developing aBasicForm forthe Program

Identifyelementsforcoversheet. Determineascaleforevaluation. Definewhateachpointonthe

scalemeans(howitismet) Identifytheskillsandbehaviors thatwillbeuniversallyevaluated forallworkers.

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UsetheJob Description toCreatea Customized Evaluation Form

Usethemajorresponsibilitiesto definethepositionduties. Identifythefive(ormore)major responsibilitiesascore. Definewhatmustbedoneto meetexpectations.

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Whatmightchangeajobdescription?
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Changesinprogramactivities Newactivities Newmethodsofperformingexistingactivities Changesinmarketbeingserved Changeingeographicterritoryserved Changeincustomergroupsserved Expansionofstaff Growthinvolumedrivesstructuralchange Additionalresourcespermitsexpansion

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Whathappensifajobchanges?
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Reviewthejobdescription: Lookforchangesinjobduties,responsibilitiesorreporting relationships Ifthepositionisfilled,therevisedjobdescriptionshouldbe discussedwiththeincumbent.Ifthepersondoesntmeetthenew requirements,explainwhatassistancewillbegiventofacilitatethe necessarysteps. Updatetheorganizationchartifnecessary. Reviewthecompensationplan.

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Summary:ApplyingtheProcess
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Developjobdescriptionsthataccuratelyreflectwhatthe

workerisexpectedtodoandtherequirementsforthe position. Comparethedutiesinthejobdescriptionstofactorsfor considerationintheIndicatorsofQualityandensurethat keyresponsibilitiesappearonthejobdescriptions. Usejobdescriptionstobuildareasonablecompensation plan,torecruitworkerswhomeettheneeds,andtodrive performancemanagementintheorganization. Usejobdescriptionstofacilitatecompliancewith employmentlaws.
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TimetoEvaluateOurPerformance,Please
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Please complete a brief evaluation of todays Pass It On Center Webinar at: http://www.surveymonkey.com/s/R325KJX

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ThankYou
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http://www.passitoncenter.org

Contact us: carolyn@passitoncenter.org liz@passitoncenter.org trish@passitoncenter.org cathy.valdez@projectmend.org joanne.willis@touchthefuture.us

DISCLAIMER Thisworkissupportedunderfiveyearcooperativeagreement #H235V060016awardedbytheU.S.Departmentof Education,OfficeofSpecialEducationandRehabilitative Services,andisadministeredbythePassItOnCenterofthe GeorgiaDepartmentofLabor ToolsforLife.However,the contentsofthispublicationdonotnecessarilyrepresentthe policyoropinionsoftheU.S.DepartmentofEducation,orthe GeorgiaDepartmentofLabor,andthereadershouldnot assumeendorsementofthisdocumentbytheFederal governmentortheGeorgiaDepartmentofLabor.

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