Planning , Operation and Control:

The job description is one of the few tools available to managers in performing the three basic
functions of management such as-

1. Planning
2. Operations
3. Control

Planning:
The job description can be valuable in a number of planning activities. These include

 Organization Design: The job description supplements other descritive instruments such
as organization charts, work unit function statements and input-output charts by
providing more complete information regarding organizational relationships and
outputs.
 Staffing: The review of job description assists in pinpointing potentially unneeded
positions and missing activities.
 Career Ladders and Pathing: It is possible to develop career ladder preogram and to
identify bridging jobs for career pathing opportunities to other career ladders.
 Job Design: Job design makes jobs more interesting and vital to job incumbents.
 Pay System Design: Job description provides internal and external data which are the
basic input for designing a pay structure.

Operation
The job description is a useful document for individuals who have various responsibilities in the
day to day operation. These activities include-

 Recruiting and Screening: The job description provides individuals with a clear picture
of job, its requirements and preview of applicant.
 Test Design: The job description assists HR Specialists in designing test for identifying
the most suitable candidates for job.
 Hiring and Placement: Hiring and placement a candidate depends on heavily in
matching the candidate’s qualification with the job requirements spelled out in the job
description.
 Orientation: The job description helps new jobholder understand what organization
expects and how the jobs fits into the structure of the organization.
 Developing Procedures: The duties within the job description provide a starting point
for the devement of procedures.
  Training and Development: The job description helps HR managers what training and
development programs are required for new jobholders.

Control
Control systems must be implemented to ensure compliance with legal requirements and to
meet union demand.

 Performance Standards: A quality job description provides the basis for setting
performance standards for each job. These standards inform an employee of the
minimal acceptable level of performance.
 Legal Requirements: The job description provides primary support for determining
exempt and nonexempt employees. The job description should identify working
conditions that endanger the health of employees.
 Collecetive Bargaining: Many union demands focus on the elimination of varied pay
rates for similar work among comparable organization. The job description provides a
starting point for standardization.

Elements of the Job Description

The job description describes the assignments a person id hired to perform. Job assignments
are performed under variety of condition. The unique physical, intellectual and emotional
demands also must be described as precisely as possible. Most job description contains at least
five sections:

1. Identification
2. Summary
3. Definition
4. Accountabilities
5. Specifications.

Job Identification
The Job identification section of a job description usually follows the job title. It includes such
items as follows:

 Job Title: The most important part in this section is the job title. A good job title
accomplishes the following objectives:
 It should tell, on a word or two, what the job consist of.
  It should indicate the job’s specific field of activity, its relationship to that field.
 It should be as brief as possible
 It should indicate skill and supervisory level where valid distinctions exist.
 Job Code: The job code permits easy and rapid referencing of all jobs. It can consist of
letters numbers in any combination. Job code must have sufficient character to identify
all the jobs in the organization.
 Job Status: The Job Status section of a job description permits quick and easy
identification of the exept and nonexempt status of the job relatives to its compliance
with the Fair Lobor Standards Act.
 Date: The Date on the job description refers to the date that it was written.
 Pay range: This Space provides for the specific pay or pay range of a job.
 Title of immediate supervisor: This space is self-explanatory.

Job Summary
The second section of a good job description formate is known as the “Job Summary”. It is a
brief narrative picture of the job that highlights its general characteristics. The job summary
should provide enough information to differentiate the major functions and activities of the job
from those of other jobs. Since brevity, accuracy and objectivity are primary goals in writing the
job summary,, it is wise to follow these three basic rules:

 Start the job summary with an action word.

 Explain the job’s requirements
 Explian the why or how of job and its purposes.

The Job Definition- Responsibilities and Duties

It is rewgard as the heart of job description. It describes the responsibilities concerning custidy
of money, supervision and training of staff. It definsa the scope of work assignments. The scope
and specificity of the responsibility statement will vary according to the scope and complexity
of the job.

The duties explain in more detail what occurs in the performance of a responsibility. Typically,
Duties describe not only what is done but why and how it is done and thus they provide more
individuality and uniqueness to the job description.

Accountability
Once job objectives have been made clear responsibilities and duties have been defined, the
incimbent is accountable to his or her superior for success or failur in accomplishing these
objectives. The section of accountabilities not only describes the end results achieved when job
duties are performed satisfactorily, but also mentions specific standards for measuring
performance. It is therefore particularly useful when preapring for performance appraisal.

Job Specification
As started earlier, the personal qualification an individaul must process in order to perform the
duties and responsibilities contained in a job description are compiled in the job specification.
Typically, the job specification covers two areas:

 The skill required to perform the job include education or experience, specialized
training, personal traits or abilities and manual dexterities.
 The physical demands the job places on the employee performing it. This demand refer
to how much walking, satanding, reaching, talking etc must be done on the job.

Job specification also include interpersonal skills or specific behavioral attributes necessary for
job success.