PURPOSE AND INSTRUCTIONS

The purpose of this job information questionnaire (JIQ) is to obtain information about your job based on your CURRENT duties as they are being performed, as well as the proposed qualifications based on the knowledge, skills, and abilities being deployed in the successful performance of your job.

Because you know your duties and responsibilities better than anyone else, we need your help to get an accurate description of your job. We are asking you to complete this JIQ that asks for information about your job duties. The JIQ does not ask about your job performance; only the content and scope of your job.

Please complete this JIQ as honestly, completely, and accurately as you can. Base your responses on what is normal to your current job. Understand that this JIQ must cover many different jobs, so the questions are general in nature. When answering the questions, imagine that you are describing what you do to a neighbor, friend, or to someone just hired for your job.

Your direct supervisor will also be asked about your job for clarity on how your job contributes to your department's mission. We appreciate your participation in this important activity. If you have any questions, feel free to contact your department leader.

Upon completion, please email this JIQ to your direct supervisor.

A. CURRENT EMPLOYEE INFORMATION

First Name, Middle Initial *

Last Name *

Job Title (Official): *

Tenure with Organization (Years/Months) *

Direct Supervisor’s Name (Last, First, M.I.)

Direct Supervisor’s Email *

Department *

Office Email Address

Tenure in Current Position (Years/Months) *

Direct Supervisor’s Job Title (Official) *

EMPLOYEE

Please indicate your level of comfort with the accuracy of your current job description with respect the essential duties, qualifications, and knowledge/skills/abilities that you regularly perform (please obtain from Human Resources). Check only one answer.

My job description is totally accurate
My job description needs to be updated

Save and Resume Later

B. GENERAL PURPOSE OF JOB

In the text box below briefly describe (in no more than three sentences) the general purpose of the job (or why this job exists). This statement should be a general summary of the responsibilities listed in the next section.

Save and Resume Later

C. SUMMARY OF DUTIES

Describe your specific job duties in your own words (listing the most important duty first), using a separate statement for each duty. Do not copy & paste duties from your assigned job description. Combine minor or occasional duties into one statement. Give a best estimate of average percentage of time each responsibility takes; however, do not include a duty which occupies 5% or less of your time unless it is an essential part of the job. Each statement should be brief yet detailed, beginning with an action verb. A list of action verbs can be found by clicking HERE for reference (this will open up a new tab), but feel free to use other action verbs if they are more appropriate. Below is an example.

1 Performs a variety of typing duties including standard letters, reports, and forms - 25%
2 Takes and transcribes dictation. Composes letters and memos as directed. - 25%
3 Maintains service area files; ensures that all records are updated and modified as necessary. - 20%
4 Answers telephones and greets visitors. 20%
5 Makes travel arrangements. - 10%

LIST DUTIES IN ORDER OF IMPORTANCE

1

Percent of Time

2

Percent of Time

3

Percent of Time

4

Percent of Time

5

Percent of Time

6

Percent of Time

7

Percent of Time

8

Percent of Time

9

Percent of Time

10

Percent of Time

Total (Must equal 100%)

For the remainder of this JIQ, most of the questions require that you check the box or list information. The guidelines for completing these sections are as follows: 1) read each section carefully before answering, 2) consider the job, not yourself, 3) answer based on the job as it currently exists, and 4) select the most appropriate answer(s) for each question.

Save and Resume Later

D. EDUCATION

Check the box that best indicates the minimum training/education level that should be required of this job. (Not necessarily your education, but what the CMSD should require for the job). Check only one answer.

Save and Resume Later

E. EXPERIENCE

Please describe the specific type and level of experience needed. For example, "Administrative Assistant experience in a school setting" or "experience in Administrative Assistant I job" as opposed to "secretarial experience". Be sure that the experience stated is what should be required for the job.

Check the box which best describes the minimum amount of experience that should be required of this job. (Not necessarily your years of experience, but what the organization should require for the job.). Check only one answer.

Less Than 6 Months of Experience
Between 6 Months and 1 Year of Experience
Between 1 Year and 3 Years of Experience
Between 3 and 5 Years of Experience
Between 5 and 8 Years of Experience
More than 8 Years of Experience

Save and Resume Later

F. SPECIALIZED SKILLS AND/OR LICENSES/CERTIFICATIONS REQUIRED

Please describe all specialized technical skills and/or licenses/certifications that should be required (not preferred) to do this job. For example, Windows Server proficiency may be a required for an IT Specialist job, a CPA license may be required for an Accountant job, etc..

Save and Resume Later

G. FINANCIAL RESPONSIBILITIES

1. What is the scope of the financial responsibilities your job has (Check only one answer).

No Financial Responsibility
Program/Project Budget Oversight Only
Total Department Budget Oversight (Including assigned programs/projects) Within a Division.
Total Division Oversight (Including all operations and programs/projects)
Total Organization Oversight.

2. What is the total of all budgets that your job oversees (in dollars)

Save and Resume Later

H. JUDGEMENT/INDEPENDENT ACTION

3. What level of judgment & independent action does your job require (Check only one answer)?

Minimal (Strict adherence to standardized policies guidelines is required.)
Moderate (Some deviation from standardized policies/guidelines is required. Decisions usually subject to direct supervisor approval).
Significant (Duties require the regular exercise of independent judgment. Direct supervisor review of actions & decisions is on an exception basis).
Total (Duties are performed with virtual independence. Actions & decisions are reviewed only by the CEO and/or Organization).

Save and Resume Later

I. SUPERVISORY RESPONSIBILITIES

1. Which supervisory level below best describes the supervisory duties of your job (Check only one answer)?

No Supervisory Responsibility
Team Leadership of 1 Or More Employees
Supervisor/Manager Within One or More Division (Responsible for performance evaluations, hiring, disciplinary action, etc. Assumes leadership duties in the absence of the division leader.)
Leadership of one or more Divisions
Leadership of all Divisions

2. How many people report directly to you (check only one answer)?

None
1 - 3 Employees
4-6 Employees
7 or More Employees

Save and Resume Later

J. PHYSICAL DEMANDS AND WORKING CONDITIONS

Indicate how often the following physical demands are required to perform the Essential Job Responsibilities:

C = Constantly (5-8 Hours/Shift)

F = Frequently (2-5 Hours/Shift)

O = Occasionally (1-2 Hours/Shift)

O = R = Rarely (Not Performed as Normal Part of Job)

PHYSICAL DEMANDS

Standing

Walking

Sitting

Carrying

Pushing

Pulling

Climbing

Balancing

Stooping

Kneeling

Crouching

Crawling

Reaching

Handling

Grasping

Feeling

Talking

Hearing

Repetitive Motions

Eye/Hand/Foot Coordination

Environmental Conditions

Extreme Cold

Extreme Heat

Temperature Changes

Wet

Humid

Noise

Vibration

Hazards

Atmosphere Conditions

Physical Strength

Little Physical Effort

Light Physical Strength

Medium Physical Strength

Heavy Physical Strength

Very Heavy Physical Strength

Save and Resume Later

K. GENERAL EMPLOYEE COMMENT

Please provide any other information that you think is important in understanding your job?

Please review the JIQ for accuracy, and then enter your name in the box below signifying completion & readiness for direct supervisor review. Click the SAVE AND RESUME LATER LINK and tell your direct supervisor.

AT THIS POINT PLEASE CLICK THE LINK "SAVE AND RESUME LATER" BELOW!

Instructions of what to do next will appear.

Save and Resume Later

L. DIRECT SUPERVISOR'S REVIEW SECTION

Based on your understanding of the job as it currently exists and how it currently supports the Department/Division’s mission, please review the employee's responses and provide your own comments in the space provided below. Please do not change the employee's responses. The questionnaire is intended to analyze the job as it is currently being done and not how it might be done in the future. The employee’s performance level is not relevant and is not to be considered.

Please review the JIQ for accuracy, and then enter your name in the box below signifying that you have met with the employee regarding the JIQ contents and its readiness for department leader review. Click the SAVE AND RESUME LATER link and notify your department leader.

Save and Resume Later

M. DIVISION LEADER COMMENT SECTION

Based on your understanding of the job and how it currently functions in support of the organization's mission, please review the employee's & direct supervisor’s responses/remarks and provide your own comments in the space provided below. Please do not change the employee’s or direct supervisor’s responses.

Please review the JIQ for accuracy, and then enter your name in the box below signifying that you have spoken with the direct supervisor & employee regarding the JIQ contents and its readiness for submission.

Save and Resume Later

N. HR DIRECTOR COMMENT SECTION

Based on your understanding of the job as it currently exists and how it should function to support the organization's mission, please review the employee's, direct supervisor’s, and division leader's responses/remarks and provide your own comments in the space provided below. Please do not change any of the previous responses.

Intake_Form

PURPOSE AND INSTRUCTIONS

A. CURRENT EMPLOYEE INFORMATION

EMPLOYEE

B. GENERAL PURPOSE OF JOB

C. SUMMARY OF DUTIES

LIST DUTIES IN ORDER OF IMPORTANCE

D. EDUCATION

E. EXPERIENCE

F. SPECIALIZED SKILLS AND/OR LICENSES/CERTIFICATIONS REQUIRED

G. FINANCIAL RESPONSIBILITIES

H. JUDGEMENT/INDEPENDENT ACTION

I. SUPERVISORY RESPONSIBILITIES

J. PHYSICAL DEMANDS AND WORKING CONDITIONS

PHYSICAL DEMANDS

Environmental Conditions

Physical Strength

K. GENERAL EMPLOYEE COMMENT

AT THIS POINT PLEASE CLICK THE LINK "SAVE AND RESUME LATER" BELOW!

L. DIRECT SUPERVISOR'S REVIEW SECTION

M. DIVISION LEADER COMMENT SECTION

N. HR DIRECTOR COMMENT SECTION