What are the job duties?What are the job duties?

List 20 to 30 job dutiesList 20 to 30 job duties Organize these duties into three to Organize these duties into three to

six core responsibilitiessix core responsibilities Give these core responsibilities Give these core responsibilities

descriptive titlesdescriptive titles Assign percentages of time spent on Assign percentages of time spent on

each core responsibilityeach core responsibility

Helpful LinksHelpful Links

State Classification – Career Group State Classification – Career Group Descriptions Descriptions http://www.dhrm.state.va.us/compensation/careergroups/families.http://www.dhrm.state.va.us/compensation/careergroups/families.htmlhtml

O*Net – Knowledge, Skills, Ability O*Net – Knowledge, Skills, Ability statements statements http://online.onetcenter.org/find/http://online.onetcenter.org/find/

SOC – Standard Occupational SOC – Standard Occupational Classification Classification http://www.bls.gov/soc/soc_majo.htmhttp://www.bls.gov/soc/soc_majo.htm

P112/EWP/Job DescriptionP112/EWP/Job Description

Get the updated P112 off the web at Get the updated P112 off the web at www.hr.vt.edu/www.hr.vt.edu/ under the FORMS tab under the FORMS tab

Start filling in the sectionsStart filling in the sections

Section ISection IPart I: Reason for SubmissionPart I: Reason for Submission Request to Fill Vacancy – to advertise an already established position Request to Fill Vacancy – to advertise an already established position

with little or no change in the jobwith little or no change in the job

New Position – newly established job that has not been advertised. New Position – newly established job that has not been advertised. Needs to be classified into appropriate role title.Needs to be classified into appropriate role title.

Job Description Update – slight modification of duties but needs to be Job Description Update – slight modification of duties but needs to be updated on file. Send through anytime.updated on file. Send through anytime.

Change % of time – go from Part-time to Full-time or FT to PT.Change % of time – go from Part-time to Full-time or FT to PT.

Role Change – major job duty changes up or down. Complete Role Change – major job duty changes up or down. Complete requested title information also. Position is currently filled and job requested title information also. Position is currently filled and job must be reclassified to appropriate role title.must be reclassified to appropriate role title.

Date Prepared – Date P112 completed or updated.Date Prepared – Date P112 completed or updated.

Part II: Recruitment Part II: Recruitment InformationInformation

Name and contact information of someone in the department Name and contact information of someone in the department we can talk with if there are questions about the P112 or the we can talk with if there are questions about the P112 or the recruit process.recruit process.

Recruitment Type – most jobs are open to the general public.Recruitment Type – most jobs are open to the general public.– Restricted to employees only is available in only certain situationsRestricted to employees only is available in only certain situations

Internal pool must be diverse/no university AA goals for this type of workInternal pool must be diverse/no university AA goals for this type of work Must not restrict entrance into a career groupMust not restrict entrance into a career group Must be a job related reason to requestMust be a job related reason to request

Date to Fill Vacancy – what is your target date to start someoneDate to Fill Vacancy – what is your target date to start someone– Recruitment timelineRecruitment timeline

Part III: Position Part III: Position IdentificationIdentification Position numberPosition number: use previous number or a new number will : use previous number or a new number will

be assigned by Personnel if this is a NEW positionbe assigned by Personnel if this is a NEW position Department nameDepartment name IncumbentIncumbent Department NumberDepartment Number: used to identify vacant allocations: used to identify vacant allocations Role TitleRole Title: current or proposed – Personnel will review for : current or proposed – Personnel will review for

classificationclassification Work locationWork location Work TitleWork Title: Usually set by the department. Describes job. : Usually set by the department. Describes job.

Consider level of work – coordinate, supervise, manage, Consider level of work – coordinate, supervise, manage, assistant & specialistassistant & specialist

Type of AppointmentType of Appointment: : – CY – calendar year (12 months)CY – calendar year (12 months)– AY – academic year (9, 10, or 11 months)AY – academic year (9, 10, or 11 months)

Regular or RestrictedRegular or Restricted:– End dateEnd date– FundingFunding

Personnel Services (HR) use Personnel Services (HR) use onlyonly

Role Code: Career Group DescriptionRole Code: Career Group Description SOC Code: Standard Occupational ClassificationSOC Code: Standard Occupational Classification FLSA: Overtime status FLSA: Overtime status

(http://www.ps.vt.edu/supervisorscorner/flsa/)(http://www.ps.vt.edu/supervisorscorner/flsa/)

– ExemptExempt– Non-ExemptNon-Exempt

EO CategoryEO Category Level – employee, supervisor, managerLevel – employee, supervisor, manager

Classify, Code, and match systemsClassify, Code, and match systems

Part IV: Job SummaryPart IV: Job Summary

Chief ObjectiveChief Objective: Three to Five sentences that give : Three to Five sentences that give an overview of the job. This is not all inclusive. an overview of the job. This is not all inclusive. Used to give applicant information about this job Used to give applicant information about this job to determine if he/she wants to look further.to determine if he/she wants to look further.

Full sentence is used and separated by a period Full sentence is used and separated by a period (.)(.)

QualificationsQualifications

• Minimum QualificationsMinimum Qualifications• Three to four minimum qualificationsThree to four minimum qualifications• The applicant must have all of these to be considered The applicant must have all of these to be considered

qualified for the position qualified for the position • Should match the level of the jobShould match the level of the job• Usually should not include years of experience, high Usually should not include years of experience, high

school diploma, university knowledge, Banner, college school diploma, university knowledge, Banner, college degree (without experience)degree (without experience)

• Identifiable – experience, demonstrated knowledgeIdentifiable – experience, demonstrated knowledge• Not complete sentences and separated by semicolon (;)Not complete sentences and separated by semicolon (;)

Non-measurable Non-measurable QualificationsQualifications

May require other minimum May require other minimum qualifications that are not easily qualifications that are not easily identified in an applicationidentified in an application– Knowledge ofKnowledge of– Ability to Ability to – Communication skillsCommunication skills

RememberRemember

Equal Opportunity – be careful that Equal Opportunity – be careful that requirements do not exclude minority requirements do not exclude minority candidates (citizen, policeman)candidates (citizen, policeman)

ADA – be careful that wording does ADA – be careful that wording does not eliminate candidates with not eliminate candidates with disabilities (written communication disabilities (written communication skills, ability to type, driving)skills, ability to type, driving)

PreferredPreferred

KSA’s that would be helpful to haveKSA’s that would be helpful to have These may be more specific to the jobThese may be more specific to the job Examples may be: Examples may be:

– CPACPA– Masters degree in …Masters degree in …– Experience with state purchasing requirementsExperience with state purchasing requirements– CertificationsCertifications– LicensureLicensure

EducationEducation Typically do not require HS degreeTypically do not require HS degree

Band 3 and lower usually do not seek degree as a Band 3 and lower usually do not seek degree as a Minimum qualificationMinimum qualification

Band 4 and above typically do seek degree as a Band 4 and above typically do seek degree as a Minimum qualificationMinimum qualification

Minimum qualification wording should include Minimum qualification wording should include ‘degree in (related area) or equivalent level of ‘degree in (related area) or equivalent level of training and/or experience’training and/or experience’

Supervise two or more FTESupervise two or more FTE

Two full-time non-student employees Two full-time non-student employees (salary or wage)(salary or wage)

Four 20 hour non-student employeesFour 20 hour non-student employees Any combination of non-student Any combination of non-student

employees to add up to 80 hours – employees to add up to 80 hours – same employees on a regular basissame employees on a regular basis

Should have performance Should have performance management responsibilities over management responsibilities over these employeesthese employees

Legal/Policy requirementsLegal/Policy requirements

You can’t just pick the ones that you You can’t just pick the ones that you would like for someone to completewould like for someone to complete

Must meet university/state policy Must meet university/state policy guidelines to require these itemsguidelines to require these items– 4045 Employment Testing Guidelines 4045 Employment Testing Guidelines

http://www.policies.vt.edu/4045.htmlhttp://www.policies.vt.edu/4045.html

– 4060 Criminal History & Driving Record Investigation 4060 Criminal History & Driving Record Investigation http://www.policies.vt.edu/4060.htmlhttp://www.policies.vt.edu/4060.html

– 4061 Drug & Alcohol Testing Guidelines for Commercial Driver’s 4061 Drug & Alcohol Testing Guidelines for Commercial Driver’s License Holders License Holders http://www.policies.vt.edu/4061.htmlhttp://www.policies.vt.edu/4061.html

CDL – driving requirement for certain large CDL – driving requirement for certain large vehicles. Also requires drug screeningvehicles. Also requires drug screening

Conviction Check – fiscal, IT systems, student Conviction Check – fiscal, IT systems, student access, office/dormsaccess, office/dorms

Driver’s – driving as a requirement of the job (not Driver’s – driving as a requirement of the job (not so the employee can drive to work)so the employee can drive to work)

Drug Screening – CDL, police departmentDrug Screening – CDL, police department Medical – police department, respirator fit testingMedical – police department, respirator fit testing

– Conditional employment offered prior to Conditional employment offered prior to medical screeningmedical screening

Other – finger print screen for child/elder careOther – finger print screen for child/elder care

Part V: Physical Part V: Physical RequirementsRequirements

Check the functions that are true Check the functions that are true requirements to perform the jobrequirements to perform the job

These are essentialThese are essential Employee may use accommodations Employee may use accommodations

to meet these requirementsto meet these requirements

Part VI: Core Part VI: Core ResponsibilitiesResponsibilities

Typically three to six Core/Major Typically three to six Core/Major responsibilities with two to six bullet responsibilities with two to six bullet items under each Coreitems under each Core

This captures all the Major This captures all the Major components of the job but may not components of the job but may not be all inclusivebe all inclusive

These are WHAT statements not These are WHAT statements not HOWHOW

Part VII: ApprovalsPart VII: Approvals

SupervisorSupervisor ReviewerReviewer Hiring Manager: required signature or Hiring Manager: required signature or

online approvalonline approval

You may have your own internal You may have your own internal approval process you need follow alsoapproval process you need follow also

Organization ChartOrganization Chart

Attach onlineAttach online

Section Two – Performance Section Two – Performance PlanPlan

Performance plan should be given to Performance plan should be given to new employees within 30 days of new employees within 30 days of starting to work.starting to work.

Standard WordingStandard Wording

Ability to safely, frequently, and independently Ability to safely, frequently, and independently move and handle _____ lbs.move and handle _____ lbs.

Ability to climb and work off of ladders and Ability to climb and work off of ladders and scaffoldsscaffolds

Overtime may be required Overtime may be required BS in management or related field or equivalent BS in management or related field or equivalent

level of training and/or experiencelevel of training and/or experience

Related Policies and LinksRelated Policies and Links 4032 – Recruitment Guidelines for Wage and 4032 – Recruitment Guidelines for Wage and

Classified PositionsClassified Positions 4026/4031 Interviewing and Selection Guidelines4026/4031 Interviewing and Selection Guidelines 4070 Additional/Outside Employment Policy4070 Additional/Outside Employment Policy 4075 Accommodation of Employees with 4075 Accommodation of Employees with

DisabilitiesDisabilities 4085 Guidelines for the Retention of Wage 4085 Guidelines for the Retention of Wage

Employee Personnel RecordsEmployee Personnel Records 4298 Wage Employee Time Worked Records4298 Wage Employee Time Worked Records 4300 Hours Worked4300 Hours Worked 4320 Guidelines for the Fair Labor Standards Act4320 Guidelines for the Fair Labor Standards Act Virginia Tech Human Resources – Virginia Tech Human Resources – www.hr.vt.eduwww.hr.vt.edu