Once a bank has decided upon a format to follow then, with the possible exception of some upper management positions, the same format should be used for all jobs within the organization. As a result, the finished job descriptions can be used effectively as a comparative tool among a diverse group of jobs.
Although formats may differ, all effective job descriptions should contain some common elements. The format should first and foremost be arranged in order to depict a concise synopsis of the identification, purpose, duties, and accountabilities of a particular job. To achieve this, some common structural features should be used in organizing the data drawn from the job analysis to be used in a job description.
Most job descriptions will contain the following sections:
- Job identification
- Job summary
- Job duties
- Job accountabilities
- Job identification
- Title
- Department/Division
- Reports to
- Supervises Summary & Purpose Duties Accountabilities
- Organization
- Finances
- Relationships
Job Specifications
Before the various sections of a job description are discussed, another item closely related to the job description should be mentioned. These are the job specifications.
Often job specifications are written on a separate sheet attached to the job description. As its name suggests, job specifications include information about the specifics necessary to complete a job. While we will define job specifications here, part II of Job Descriptions in Banking will focus on the job descriptions themselves.
A job specification is a statement of the human skills and qualifications needed to be able to perform a specific job. Job specifications provide information that helps determine the worth of a job, as well as information that is useful in screening and selecting applicants for employment.
The information for determining qualifications for performing a job is collected during job analysis. Data may be gathered through the job analysis questionnaire or through a separate questionnaire. Additional data on job specifications is obtained from supervisors and employees during the course of job analysis interviews with them.
Typical job specifications, such as those shown in Figure 2.1, identify the following kinds of qualifications for performing a job: education, experience, special courses or licenses required, machine skills, physical demands, and any other specific job related skills that may be essential to performing a job.
Job specifications should always set forth the minimum qualifications for entry to a specific job, not ideal qualifications. If job specifications are overstated four problems may result. First, the job may be evaluated incorrectly in relation to other jobs in the organization. Second, the organization may have to compensate the job at a higher rate than is really necessary in order to attract employees with ideal skills. Third, it may be hard to fill the job when a vacancy occurs because candidates with ideal qualifications may not be readily available. And fourth, the organization may open itself to discrimination charges if the specifications are set so high that they systematically preclude minorities or women from qualification for a job.
Determining proper job specifications is often the most difficult part of job analysis. Employees are wont to inflate the nature and kinds of skills required. Supervisors are apt to base specifications on skill levels possessed by the most proficient job incumbent. The analyst must determine the minimally appropriate level of skills needed.
Job Identification
Job identification includes basic information that helps differentiate a particular job from other jobs in the organization. Such items as job title, department in which the job is located, section to which the job is assigned, and title of the position to which the job reports are normally used to establish the identity of the job. Frequently, additional information is also used; e.g., job number, number of incumbents, or exempt/non-exempt status under the Fair Labor Standards Act. (See chapter 4, "Job Descriptions and the Law.")
The job identification section in the sample job descriptions in part II of Job Descriptions in Banking contains the following information:
Job Title:
Department/Division: Reports to: Supervises:
Items included in the job identification section should be things that are expected to remain stable. For example, you don't want to include names of specific people because you never know when these names are likely to change and put the job description out of date.
The most important item in the job identification section is the job title. An accurate job title is important to the jobholder because it can briefly identify his or her job-to other members in the bank because it can be used as a basis for comparison; and to personnel specialists who can use it to compare the position to similar jobs in other banks.
A job title should be as brief and specific as possible. It should be written in non-sexist language, so the job description can be applicable to both men and women. The brief one or two word job title should give a brief indication of the following four items:
- Job content and purpose
- Skill level involved
- Extent of responsibility
- Area of bank activity
A good resource to use in determining job titles is the Dictionary of Occupational Titles published by the U.S. Government Printing Office. Several thousand job titles and job descriptions are included in this work. For ideas about accurate job titles, you should consult this dictionary. It is usually available in the reference room of a public or college library or can be ordered through the U.S. Government Printing Office.
The remaining items in the job identification section of the job description are self-explanatory: Department/Division; Reports to; and Supervises.
It is important to remember to include the supervisor's or subordinate's title and not his or her name. This will guard against making the job description obsolete before it need be.
Job Summary
Definition of the job is usually accomplished by a short summary statement that sets forth the basic purpose or nature of the job, why it exists, and how it relates to other jobs in the institution. The purposes of defining the job in this fashion are to help distinguish it further from other jobs and to provide a succinct statement of its function. The job summary gives a brief overview of a job, giving the job's general characteristics. The summary gives the essence of a person's job in a few clearly written specific descriptive sentences.
The summary will be most effective if the sentences begin with action verbs (see chapter 3), to define the job's purpose and depict what is done on the job. For example, in a job description for a file maintenance clerk in the consumer loans operations department of a bank, the job summary might read:
Films and files all pertinent documents, Answers phones when necessary, Cheeks credit and handles inquiries as needed.
Note that each sentence begins with an action verb. The job's purpose is set out as to "check credit and handle inquiries," and a brief depiction of what's done on the job is given.
Precise language is crucial to make the job summary as effective as possible. Ambiguous and unnecessary technical words should be avoided. You should be consistent in the way you use particular terms in the summary and throughout the job description.
Job Duties
All job descriptions have a section listing job duties, because this section lists the major duties and responsibilities required to perform a particular job thoroughly and efficiently, it is the heart of the job description. While the contents are more detailed than those in the job summary section, they should not include every minute detail involved in performing a job.
There are various ways to order the material presented in the job duties section of a job description. They can be listed in order of importance, in chronological order, or in any order that best meets the needs of the bank for which the job description is being written.
What constitutes a major duty can be a somewhat subjective determination. In formulating the job duties section, pick out the major everyday duties, the recurring occasional duties, the contact with other people required, and the supervision given or received. If you pinpoint these items, you will be able to form a thorough list of job duties.
The job duties section is usually set up in list form. Often a numbered or lettered list will make the specific duties easy to identify when reading the job description.
Remember to keep the sentences brief, unambiguous, and in the present tense. Each sentence should begin with an action verb.
The job duties section of the file maintenance clerk whose job summary we already examined reads:
- Alphabetizes and films material relevant to credit information.
- Files information on individuals' microfiche.
- Obtains direct credit reports.
- Checks credit with credit bureau using credit terminal.
- Reports any potential new business.
Accountabilities
The accountabilities section of the job description gives a brief description of what should happen when job duties are performed efficiently. This section can be used as a reference for performance appraisals and as a basis for setting job goals. Making accountabilities clear also eases a supervisor's mind that the person to whom he or she delegated responsibility is held accountable for those responsibilities.
In the sample job descriptions in part II, the accountabilities section is broken into three sections-organization, finances, and relationships. In this way, particular accountabilities are made clear. For example, in the example of the file maintenance clerk, the accountabilities section reads:
Organization
Responsible for making recommendations to supervisor about possible methods to improve department
Finances
Responsible for making recommendations to supervisor about the budgetary needs of the department
Relationships
- Responsible to Consumer Credit Operations Supervisor for the fulfillment of functions, responsibilities, and authority, and for their proper interpretation.
- Has extensive contact with customers and the public, Conducts relationships in a manner that will enhance the overall marketing effort of the bank.
- Developing Job Descriptions
- Participates from time to time with community organizations and in community projects.
