Job Analysis and Job Descriptions

DATA COLLECTION METHODS

Job Analyst Interview

Although a job analyst may not be interviewing extensively, interviewing skills may still be helpful to attain the required information to document a job description.

The goal of the interview is to obtain sufficient information to write a job description. Specifically, the following information should be obtained:

• A complete understanding of the job
• The primary purpose of the job
• Where and how the job fits into the organization
• The essential responsibilities of the job
• The reporting relationships and the degree of supervision
• The knowledge, experience, and skills required to perform the job
• The desired competencies and behaviors for succesful performance in the job

Let's take a look at what you might ask and do to help you during these interviews. Remember, the goal is to identify sufficient information to write the job description.

1. In one sentence, how would you describe the primary purpose of your job? Include the how, what, and why in the primary purpose. What is the major end result expected of this job?
2. Identify 6-8 essential functions that must be performed to achieve what the job is intended to accomplish. It can be helpful to have the interviewee describe each in just 1-2 words. These are the job’s major functions.
3. Review the 6-8 essential functions that have been identified, and add a percentage of time or percentage or importance to each, so they add up to 100%. Ideally, percentages should range from 5% to 30% for each essential function. Then expand on each essential function by writing one sentence that includes the “how, what, and why” for each. Then expand on each essential function by writing one sentence that includes the “how, what, and why” for each.
4. What's the business impact (result or purpose) of your work?
5. What are the necessary core competencies and behaviors for successful performance in this job?
6. What are the basic and preferred qualifications needed to obtain this job?
   1. Education
   2. Experience
   3. Specialized knowledge
   4. Technical skills
   5. Communication skills
   6. Other skills
7. How do you accomplish the job responsibilities? (Try to find out the physical, observational and mental aspects of the essential functions.)
8. Does the job have any supervisory or management responsibilities? How many employees are managed with hire, fire, and performance appraisal responsibilities? What is the budget or revenue responsibility for the job?
9. With whom do you come in contact when performing your job? What's the purpose of the contact? Or what do you do during the contact? How long does it last? How often?
10. What type of equipment, machines, tools or devices do you use in your work? What do you do with them?
11. What knowledge, abilities, or skills are required to perform your job?
12. What policies and procedures do you follow in performing your job? Are there any other guidelines you use in your work?
13. How does your supervisor assign work? How often does your supervisor review the work you've done? How is this accomplished?
14. How do you receive your work? What happens to your work when completed?
15. What is the work environment of the job? What type of physical and mental demands are required for the job? Note: The ERI Occupational Assessor can capture an extensive analysis of the work environment for jobs for ADA and Worker’s Compensation management purposes.

Future steps in the job-analysis process and job evaluation are virtually impossible without adequate job information. Without quality job documentation, it is difficult to create a fair, equitable, and market competitive compensation plan.