Policies and Procedures
JOB ANALYSIS QUESTIONNAIRE INSTRUCTIONS The JAQ form is to be completed and submitted electronically. Please save the document on your computer, then e-mail the completed form to HR. One paper copy must be signed by the supervisor and returned to HR for filing. Please read the entire questionnaire before answering any questions in order to fully understand the scope of the information requested. Keep in mind that the questionnaire is designed to describe the job, not an individual's performance or personal qualifications. Describe the requirements of the job as it exists today, not as it was in the past or how it might evolve in the future. If the job does change, a new questionnaire is to be completed. Include enough information so that someone not familiar with the job can get a clear idea of what is involved successfully perform the job. Avoid using any abbreviations, ambiguous phrases, technical terminology or "buzz" words. Refer to other people by title, not by name. Answer each question accurately. Do not overstate or understate the responsibilities or requirements of the job. The supervisor of the position will be asked to review the completed questionnaire, discuss any differences of opinion, and provide additional input. If you have any questions or concerns, do not hesitate to discuss them with the supervisor or Human Resources. I. PRIMARY RESPONSIBILITIES AND DUTIES List the primary responsibilities and duties of the job - those that make up the core of the job. Think of these in terms of the end results the position is accountable for. Avoid listing the tasks or activities that are performed to accomplish the end results. List the most important responsibility first and the remaining responsibilities in descending order of importance. Most positions have five to ten major responsibilities. If you need more room, attach another sheet. However, if you have more than ten statements, you should check to be sure you are listing only primary responsibilities. Start each statement with an action verb (e.g. prepare, check, advise, operate). A list of common action verbs is included at the end of these instructions. At the beginning of each statement, indicate the percentage of time spent performing each activity. The total percentage of all activities must be 100%. Do not include the standard diversity or safety language to the list of duties. Human Resources will add them as well as, "Performs other related duties as assigned or requested." II. JOB REQUIREMENTS Check the minimum level of education and the minimum years of related experience required to successfully perform the job. Describe the beginning level requirements of the job - not one's own personal qualifications. If a degree or specific experience is required, please specify in what field(s). List any special license, certification or registration required to perform this job (e.g. journeyman electrician's license, first aid certification). List any qualifications that are preferred but not required to perform the essential duties of the job. Identify the skills required to perform this job. Identify the tools/equipment utilized. Check off the physical requirements of the job. Use one column of check boxes if the requirement is occasional (i.e. quarterly, monthly) and both boxes if frequent (i.e. weekly, daily). List any other requirements that may be necessary to perform the job. III. SUPERVISORY RESPONSIBILITY List the title of all positions for which the position has responsibility as a supervisor, lead or coordinator, and indicate how many people are included. List student employees separately. Include the number of hours/months each employee is scheduled to work. Check the kinds of supervisory activities for which the position is responsible. IV. FINANCIAL RESPONSIBILITY If the position has direct responsibility for managing budgets or revenues, indicate the kind of fund (e.g. annual department budget, activities funds, grants) and approximate dollar amount. Check the budget duties required of this position. (Check all that apply.) V. DECISION-MAKING & PROBLEM SOLVING Provide examples of decisions made and problems solved that occur on a regular basis. Attach an addendum for additional examples as needed. Describe the nature of the issue, how to go about resolving it, and when the supervisor's authorization is required. VI. IMPACT Identify the most common errors that can occur in this job and describe the typical consequence or outcome of those errors. VII. CONTACT WITH OTHERS Describe the most frequent personal contacts for the position. Consider only contacts that occur on a regular basis (e.g. daily, weekly). Include interactions with other staff members, students, parents, the external community, vendors, etc., and give examples of the level of sensitivity and/or confidentiality required. List the title of the contact person and the purpose of the interaction. VIII. DEGREE OF AUTONOMY Describe the level of direction that the position receives from the supervisor. IX. REPORTING RELATIONSHIPS Complete the organizational chart as indicated (to include peer positions within the department as well as other departments), and attach a copy of the department's full organizational chart. X. ADDITIONAL COMMENTS Please provide any additional information that would be helpful to others in understanding the job. When completed, please sign, date, and return to the supervisor. XI. THIS SECTION TO BE COMPLETED BY THE IMMEDIATE SUPERVISOR After reviewing the questionnaire, please discuss any areas of disagreement or any additions to the questionnaire with the staff member and have the staff member make changes before signing. Add any additional information or comments in the space provided. When completed, please sign, date, and submit to the department head for approval and forward to Human Resources.
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Support Staff Job Classification Guidelines > Instructions For Completing the Job Analysis Questionnaire |
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Human Resources Office |
