Job Analysis Questionnaire
This job analysis questionnaire is intended to be completed by the current incumbent of the position in conjunct with the supervisor of the position. Once completed, the supervisor should submit the questionnaire to the Office of Human Resources preferably in electronic format. The Office of Human Resources will use the information from this questionnaire to develop a job description. The job description will then be sent to the supervisor and current incumbent for review and signature.
SECTION 1: Header
CURRENT INCUMBENT:JOB TITLE:
SUPERVISOR:
DEPARTMENT: / FLSA STATUS: / TBD
LOCATION: / REVISION DATE:
SECTION 2: Essential Duties and Responsibilities
The template that follows has been designed to help in the process of listing the essential duties and responsibilities of the job and in the determination of the importance of these tasks. The information below details the different parts of the template and the instructions on how to complete each section.
Essential Duties and Responsibilities: This section represents the job’s most important duties and responsibilities.
List the essential or most important duties and responsibilities. Include all-important aspects of the job - whether performed daily, weekly, monthly, or annually; and any that occur at irregular intervals.
Each essential duty or responsibility listed should contain one to three sentences. Due to the nature of an administrate job, unlike support staff job descriptions, Essential Duties for Administrators tend to not be as repetitious therefore it is not necessary to break the essential duties into sub-points. Essential duties should be in paragraph form.
Ideally, a position should have eight to nine essential duties or responsibilities however; this template is designed for up to twelve. If this position does not have twelve essential duties or responsibilities you may either leave the remaining rows empty or you may delete them from the template. If this position requires more than twelve essential duties or responsibilities than you may insert a row into the template and continue.
A job analysis tool is available to help in the development of essential duties and responsibilities. If you were not provided with a job analysis tool please feel free to contact the Office of Human Resources in order to obtain a copy of one specific to your department.
% of Time: This number represents the percentage of time that this job allocates to each particular responsibility or duty.
The percentage of time spent performing a particular duty or responsibility is based upon the percentage of time (1% - 100%) that each task takes in the scope of a year.
The sum of all of the duties and responsibilities must equal 100%.
Importance: This number represents the importance level of each particular responsibility or duty.
Rank each duty or responsibility on a scale of 1 (low) to 5 (high) for how critical that task is in the successful fulfillment of the job’s purpose.
Everything is not a “5”; no more than half of the tasks can be a “5”.
EFS: This number represents the “Essential Function Score.”
To determine this number multiply the “% of time” by the level of “Importance.”
For example: Percentage of Time = 30% x Importance of 4 = EFS of 1.20.
Once the EFS score has been determined please reorganize the tasks in order of EFS score. Make sure that task #1 has the highest EFS, task #2 has the next highest EFS, and so on.
ESSENTIAL DUTIES & RESPONSIBILITIES: / % OF TIME / IMPORTANCE / EFS1. / 00.00 / 0 / 0.00
2. / 00.00 / 0 / 0.00
3. / 00.00 / 0 / 0.00
4. / 00.00 / 0 / 0.00
5. / 00.00 / 0 / 0.00
6. / 00.00 / 0 / 0.00
7. / 00.00 / 0 / 0.00
8. / 00.00 / 0 / 0.00
9. / 00.00 / 0 / 0.00
10. / 00.00 / 0 / 0.00
11. / 00.00 / 0 / 0.00
12. / This job description is not intended to be all inclusive and the employee will also perform other reasonably related business duties as assigned by the immediate supervisor and other management as required. / - - - / - - - / - - -
SECTION 3: General Purpose of the Job
Briefly describe the job's primary purpose or contribution to the department or the organization. This statement should be only three to five sentences long. It should contain the five to six main functions for which your job is responsible. It is the reason that your job exists. Use the information that you listed in Section 2 to complete this section.SECTION 4: Supervisory Responsibilities
If this position has supervisory responsibilities please answer the questions below. If this position does not have supervisory responsibilities than answer the first question and then proceed to the next section.
Does this job have supervisory responsibilities? / No / YesAre there subordinate supervisors reporting to this job? / No / Yes / If yes, how many?
If yes, please list below the departments that report to this position.
How many employees, in total report to the subordinate supervisors? (Do not include student workers)
Are there other subordinate non-supervisors reporting to this job? / No / Yes
If yes, how many university employees?
If yes, how many student workers?
SECTION 5: Education and/or Experience
Select the level of education and/or experience needed to successfully accomplish the essential duties of this job by placing an “X” in the appropriate box below. (It is important to answer this question based upon the requirements of the job and not the education and/or experience of the current incumbent.)
Level 1: / No prior experience or training.Level 2: / Less than high school education; or up to one month related experience or training; or equivalent combination of education and experience.
Level 3: / High school diploma or general education degree (GED); or one to three months related experience and/or training; or equivalent combination of education and experience.
Level 4: / One year certificate from college or technical school; or three to six months related experience and/or training; or equivalent combination of education and experience.
Level 5: / Associate's degree (A. A.) or equivalent from two-year college or technical school; or six months to one year related experience and/or training; or equivalent combination of education and experience.
Level 6: / Bachelor's degree (B. A.) from four-year college or university; or one to two years related experience and/or training; or equivalent combination of education and experience.
Level 7: / Fifth year college or university program certificate; or two to four years related experience and/or training; or equivalent combination of education and experience.
Level 8: / Master's degree (M. A.) or equivalent; or four to ten years related experience and/or training; or equivalent combination of education and experience.
Level 9: / Doctoral degree (Ph. D.) or equivalent; or more than 10 years related experience and/or training; or equivalent combination of education and experience.
Level 10: / Juris Doctor (J.D.) or equivalent; or more than 10 years related experience and/or training; or equivalent combination of education and experience.
SECTION 6: Certificates, Licenses, and Registrations
Select the appropriate certificates, licenses, and registrations listed below that are neededto successfully accomplish the essential duties of this job.
N/A / REQUIRED / DESIREDMotor vehicle license
Professional certification; (list if applicable)
List below any additional certificates, licenses, and registrations that are needed to successfully accomplish the essential duties of this job.
SECTION 7:Computer Skills
Select theadjective statement below that best describes the computer knowledge required to successfully accomplish the essential duties of this job. Place an “X” in the appropriate boxes below.
THIS POSITION REQUIRES:excellent skills in / prior experience in / the ability to learn / N/A / SOFTWARE
Microsoft Word
Microsoft Excel
Microsoft Access
Microsoft PowerPoint
Microsoft Outlook
Microsoft Publisher
Datatel
Other (please list):
Other (please list):
Other (please list):
Other (please list):
Other (please list):
Other (please list):
Other (please list):
SECTION 8: Language Skills
Select the level of language (ability to read, write and speak) needed to successfully accomplish the essential duties of this job by placing an “X” in the appropriate box below. (It is important to answer this question based upon the requirements of the job and not the language ability of the current incumbent.)
Level 1: / Ability to read a limited number of two- and three-syllable words and to recognize similarities and differences between words and between series of numbers. Ability to print and speak simple sentences.Level 2: / Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.
Level 3: / Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.
Level 4: / Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.
Level 5: / Ability to read, analyze, and interpret common scientific and technical journals, financial reports, and legal documents. Ability to respond to common inquiries or complaints from customers, regulatory agencies, or members of the business community. Ability to write speeches and articles for publication that conform to prescribed style and format. Ability to effectively present information to top management, public groups, and/or boards of directors.
Level 6: / Ability to read, analyze, and interpret the most complex documents. Ability to respond effectively to the most sensitive inquiries or complaints. Ability to write speeches and articles using original or innovative techniques or style. Ability to make effective and persuasive speeches and presentations on controversial or complex topics to top management, public groups, and/or boards of directors.
SECTION 9: Mathematical Skills
Select the level of mathematical skills and ability needed to successfully accomplish the essential duties of this job by placing an “X” in the appropriate box below. (It is important to answer this question based upon the requirements of the job and not the mathematical ability of the current incumbent.)
Level 1: / Minimum Skills - Ability to add and subtract two digit numbers and to multiply and divide with 10's and 100's. Ability to perform these operations using units of American money and weight measurement, volume, and distance.Level 2: / Basic Skills - Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
Level 3: / Intermediate Skills - Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry.
Level 4: / High Skills - Ability to work with mathematical concepts such as probability and statistical inference, and fundamentals of plane and solid geometry and trigonometry. Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.
Level 5: / Very High Skills - Ability to apply advanced mathematical concepts such as exponents, logarithms, quadratic equations, and permutations. Ability to apply mathematical operations to such tasks as frequency distribution, determination of test reliability and validity, analysis of variance, correlation techniques, sampling theory, and factor analysis.
Level 6: / Highest Skills - Ability to comprehend and apply principles of advanced calculus, modern algebra, and advanced statistical theory. Ability to work with concepts such as limits, rings, quadratic and differential equations, and proofs of theorems.
SECTION 10: Reasoning Ability
Select the level of reasoning skills and abilities needed to successfully accomplish the essential duties of this job by placing an “X” in the appropriate box below. (It is important to answer this question based upon the requirements of the job and not the reasoning ability of the current incumbent.)
Level 1: / Minimum Skills - Ability to apply common sense understanding to carry out simple one- or two-step instructions. Ability to deal with standardized situations with only occasional or no variables.Level 2: / Basic Skills - Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations.
Level 3: / Intermediate Skills - Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.
Level 4: / High Skills - Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
Level 5: / Very High Skills - Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.
Level 6: / Highest Skills: Ability to apply principles of logical or scientific thinking to a wide range of intellectual and practical problems. Ability to deal with nonverbal symbolism (formulas, scientific equations, graphs, musical notes, etc.,) in its most difficult phases. Ability to deal with a variety of abstract and concrete variables.
SECTION 11: Other Skills and Abilities
Select the appropriate statements below that are needed to successfully accomplish the essential duties of this job. Place an “X” in the appropriate boxes below.
THIS POSITION REQUIRES THE ABILITY AND /OR SKILL TO: / YES / NOwork closely and professionally with others as part of a team.
be flexible.
pay attention to detail.
work without supervision and demonstrate considerable initiative.
communicate professionally through both verbal and written means.
work well with men and women from diverse backgrounds.
manage multiple priorities under tight deadlines.
establish departmental goals and priorities.
perform advanced supervisory responsibilities.
contribute to Capital University’s philosophy, strategic plan, goals, and doctrine.
Please list below any additional skills or abilities that are needed to successfully accomplish the essential duties of this job.
SECTION 12: Other Qualifications
List any additional qualifications that are required to perform the essential duties of this job.SECTION 13: Physical Demands
Physical Activity - How much on-the-job time is spent on the following physical activities? Show the time by placing an “X” in the appropriate boxes below. (It is important to answer this question based upon the requirements of the job and not the physical abilities of the current incumbent.)
ACTIVITY / AMOUNT OF TIMENone / Under 1/3 / 1/3 to 2/3 / Over 2/3
Stand
Walk
Sit
Use hands to finger, handle, or feel
Reach with hands and arms
Climb or balance
Stoop, kneel, crouch, or crawl
Talk or hear
Taste or smell
Weight Requirements - Does this job require that weight be lifted or force be exerted? If so, how much and how often? Show the time by placing an “X” in the appropriate boxes below. (It is important to answer this question based upon the requirements of the job and not the physical abilities of the current incumbent.)
ACTIVITY / AMOUNT OF TIMENone / Under 1/3 / 1/3 to 2/3 / Over 2/3
Up to 10 pounds
Up to 25 pounds
Up to 50 pounds
Up to 100 pounds
More than 100 pounds
Vision Requirements - Does this job have any special vision requirements? Place an “X” in the appropriate boxes below. (It is important to answer this question based upon the requirements of the job and not the physical abilities of the current incumbent.)
ACTIVITY / YES / NOClose Vision: / clear vision at 20 inches or less
Distance Vision: / clear vision at 20 feet or more
Color Vision: / ability to identify and distinguish colors
Peripheral Vision: / ability to observe an area that can be seen up and down or to the left and right while eyes are fixed on a given point
Depth perception: / three-dimensional vision, ability to judge distances and spatial relationships
Ability to adjust focus: / ability to adjust the eye to bring an object into sharp focus
No special vision requirements / N/A
Please make notes on the specific job duties that require the physical demands selected above.
SECTION 14: Work Environment
Environmental Exposure - How much exposure to the following environmental conditions does this job require? Show the amount of time by placing an “X” in the appropriate boxes below. If activity is selected, briefly describe situation in which this activity occurs.
ACTIVITY / AMOUNT OF TIME / BRIEFLY DESCRIBE SITUATIONNone / Under 1/3 / 1/3 to 2/3 / Over 2/3
Wet or humid conditions (non-weather)
Work near moving mechanical parts
Work in high, precarious places
Fumes or airborne particles
Toxic or caustic chemicals
Outdoor weather conditions
Extreme cold (non-weather)
Extreme heat (non-weather)
Risk of electrical shock
Work with explosives
Risk of radiation
Vibration
Noise Level - How much noise is typical for the work environment of this job? Place an “X” in the appropriate box below.
CONDITION / EXAMPLE / MOST APPROPRIATE LEVELVery Quiet Conditions: / Forest trail, isolation booth for hearing test, etc.
Quiet Conditions: / Library, private office, etc.
Moderate Noise: / Business office with computers and printers, light traffic, etc.
Loud Noise: / Metal can manufacturing department, large earth-moving equipment, etc.
Very Loud Noise: / Jack hammer work, front row at rock concert, etc.
Please make notes below on the specific job duties that are affected by the environmental conditions selected above.
SECTION 15: Additional Information
Include below any other information that will aid in the preparation of an accurate description of this job.SECTION 16: Preparation of Questionnaire
This questionnaire was prepared by:
Name: / Date Form Completed:Basis for knowledge of job: / Currently hold job / Supervise job / Other, please explain:
Supervisor’s Name: / Date Form Reviewed by Supervisor:
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