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Infopeople Webcast Series: Strengthening the Library Workforce: Finding, Keeping, and Developing Great Employees Infopeople Webcast Series: Strengthening the Library Workforce: Finding, Keeping, and Developing Great Employees

Effective Library Job Descriptions An Infopeople Webcast December 19, 2005 12: 00 noon to Effective Library Job Descriptions An Infopeople Webcast December 19, 2005 12: 00 noon to 1: 00 p. m. Presenter: Paula M. Singer, Ph. D [email protected] com

Agenda: Job Descriptions Why Important How to Write What to Include Compliance Agenda: Job Descriptions Why Important How to Write What to Include Compliance

Why Job Descriptions are Important Help applicants, employees, supervisors, and HR üClarify responsibilities üUnderstand Why Job Descriptions are Important Help applicants, employees, supervisors, and HR üClarify responsibilities üUnderstand what’s needed üPrevent misunderstandings üObjective and impersonal üMay describe expected outcomes

And What are They, Exactly? Most important features Required tasks, knowledge, skills, abilities, responsibilities, And What are They, Exactly? Most important features Required tasks, knowledge, skills, abilities, responsibilities, and reporting structure Physical requirements (ADA compliance)

Components of a Job Description 1. Job title 7. Job 2. Exemption status 8. Components of a Job Description 1. Job title 7. Job 2. Exemption status 8. Supervisory responsibility 3. Reporting relationships 4. Summary requirements 9. Working conditions and physical demands 5. Essential duties & 10. Disclaimer statement 6. Nonessential duties 11. Dates and approvals (supervisor and HR) responsibilities

1. Job Title Realistic, descriptive Acceptable and “politically correct” Avoid title inflation Consider internal 1. Job Title Realistic, descriptive Acceptable and “politically correct” Avoid title inflation Consider internal and external status issues Published resources can help www. ala. org/ala/ors/reports/librarysupportstaffjobtitles/ libsupjobtitles. htm

10 PR Specialist Senior Staff Librarian Senior Librarian Sr Catalog Librarian Sr Librarian Program 10 PR Specialist Senior Staff Librarian Senior Librarian Sr Catalog Librarian Sr Librarian Program Specialist, Children’s Services Senior Librarian Automated Systems Librarian Senior Librarian Community Network Specialist Coordinator, YA Services Coordinator, Sub Pool Senior Librarian

2. Exemption Status Pertains to Fair Labor Standards Act (FLSA) Exempt: n not subject 2. Exemption Status Pertains to Fair Labor Standards Act (FLSA) Exempt: n not subject to overtime pay requirements Non Exempt n 1 ½ x hour over 40 http: //www. dol. gov/elaws/esa/flsa/scope/scre en 9. asp

Exempt Executive Administrative Professional n n n Learned: Requires highly advanced knowledge & education Exempt Executive Administrative Professional n n n Learned: Requires highly advanced knowledge & education Creative: Artistic, creative or original Computer: Application, design, development, analysis and/or modification of systems, networks, database, and/or programs

3. Reporting Relationships … reports to the Circulation Supervisor 3. Reporting Relationships … reports to the Circulation Supervisor

4. Job Summary 1, not more than 2 sentences Performs professional librarian services by 4. Job Summary 1, not more than 2 sentences Performs professional librarian services by assisting customers in locating and using library resources & providing timely and accurate information and answers to research questions; develops and presents programs; selects/orders materials as directed; performs other duties as assigned.

5. Essential Duties ADA Compliance To be successful knowledge, skill, and/or ability required Note: 5. Essential Duties ADA Compliance To be successful knowledge, skill, and/or ability required Note: Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions

Characteristics of Essential Functions: % of Time = more than 20% n Frequency = Characteristics of Essential Functions: % of Time = more than 20% n Frequency = Performed regularly – daily, weekly, monthly n Importance = Impacts other parts of the job as well as other jobs, and there is no one else to do it n

6. Non-essential Duties Nice to have 6. Non-essential Duties Nice to have

“Level Cutters” Information which differentiates one level of the position from another Sample level “Level Cutters” Information which differentiates one level of the position from another Sample level cutters: Education/Training Work Experience Technical Proficiency Computer Skills Mental Effort Direction Received Contacts with Others Supervisory Responsibility Working Conditions Complexity Independent Judgment

Examples: Library Associate I and II Level I: Entry level work assisting customers in Examples: Library Associate I and II Level I: Entry level work assisting customers in performing reference searches and locating materials; requires Bachelor’s degree and no previous experience. Level II: Assists customers in performing reference searches and locating materials; oversees an assigned program such as Head Start; trains Library Assistants; requires Bachelor’s degree and 3 or more years of public library or related experience.

7. Job Requirements To be successful w. Education w. Experience w. Specific skills w. 7. Job Requirements To be successful w. Education w. Experience w. Specific skills w. Competencies

8. Supervisory Responsibility Supervises all circulation clerks in the branch 8. Supervisory Responsibility Supervises all circulation clerks in the branch

9. Working Conditions and Physical Requirements May be required to lift up to 25 9. Working Conditions and Physical Requirements May be required to lift up to 25 pounds May be assigned to the Central Library or to a Branch

Disclaimer and Sign-Offs Approved by: EMPLOYEE & SUPV BUY IN Disclaimer: other duties as Disclaimer and Sign-Offs Approved by: EMPLOYEE & SUPV BUY IN Disclaimer: other duties as assigned

How to Get this Info Job Analysis: process of collecting relevant, work related information How to Get this Info Job Analysis: process of collecting relevant, work related information as to the nature, scope & responsibilities of your library’s jobs. HOW? Direct Observation Individual Interviews n Open-ended to highly structured Questionnaires Group Interviews Work Diary or Log

General Guidelines in Drafting Job Descriptions – Duties & Responsibilities Include - 5% + General Guidelines in Drafting Job Descriptions – Duties & Responsibilities Include - 5% + Present in logical order Write in standard format: use present tense, action verbs Typically contains three parts: o Verb - should be action-oriented o Object - what the verb is performing action on o Purpose - what result is achieved?

Verb/object/purpose Example: Library Clerk: Assist customers by locating and retrieving materials and demonstrating and Verb/object/purpose Example: Library Clerk: Assist customers by locating and retrieving materials and demonstrating and providing instruction in the use of library equipment, including computers. Identify essential functions of the job Focus on the job itself – NOT any specific individual who might fill the job

Tip on Language* Values Be smart! City/County/Universi ty “Right” terminology Customize to your values Tip on Language* Values Be smart! City/County/Universi ty “Right” terminology Customize to your values

Developing a Job Worth Hierarchy Salary Survey Exchanges Establishing Career Paths/ Succession Planning Recruiting Developing a Job Worth Hierarchy Salary Survey Exchanges Establishing Career Paths/ Succession Planning Recruiting Job Descriptions Organizational Design Assigning Employees to Appropriate Jobs Legal Defense Establishing Performance Standards

Think beyond the job Think tasks and responsibilities / library goals Determine which competencies Think beyond the job Think tasks and responsibilities / library goals Determine which competencies and skills are necessary

The Future of Job Descriptions? Narrow + Pro Clearly outline expectations Determine compensation levels The Future of Job Descriptions? Narrow + Pro Clearly outline expectations Determine compensation levels Address legal issues Address union concerns Guide employees in “other duties as assigned” - Con Lack flexibility May not promote job growth, development May get outdated quickly No time to maintain them Too narrow; not enough focus on pitching in wherever needed

Additional Resources Handouts: Job Analysis Questionnaire Job Description Designing a Compensation Program for your Additional Resources Handouts: Job Analysis Questionnaire Job Description Designing a Compensation Program for your Library, by Paula Singer (ALA)

THANK YOU! Paula M. Singer, Ph. D. The Singer Group, Inc. 12915 Dover Road THANK YOU! Paula M. Singer, Ph. D. The Singer Group, Inc. 12915 Dover Road Reisterstown, MD 21136 410 -561 -7561 [email protected] com www. singergrp. com