HR for Non-profits
Valerie Schuette, Executive Director
Human Resources & Workforce Development
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Position Descriptions
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Purpose
Tips
Samples
Job Advertisements/Recruitment
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Best Practices
Samples
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Sample Descriptions
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Purpose:
delineate tasks & set clear expectations for
employees
 determine pay levels & establish exemption status
 defend against complaints regarding pay,
performance, promotion and discrimination
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Establishing a position description compiles
information about the content, context and human
requirement of a job:
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Work activities and behaviors
Interactions with others
Performance standards
Financial and budgeting impact
Machines and equipment used
Working conditions
Supervision given and received
Knowledge, skills and abilities
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Include
Job Title
 Supervisor
 Exempt Status (eligible for overtime pay)
 Pay Grade
 A 2-3 sentence overview of the position
 Bulleted list of responsibilities
 Minimum requirements to perform the job
 Physical Demands
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Americans with Disabilities (ADA)
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Essential job functions
 Fundamental duties
 Performed regularly
 Significant amount of time (20%or more)
 Cannot be easily reassigned
 Necessary to accomplish job
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Directed by the Fair Labor Standards Act
(FLSA)
Federal Minimum Wage (Exceeded by State’s
minimum wage)
 Child labor restrictions
 Equal Pay for equal work
 Overtime provisions / Exempt vs. Non-Exempt
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Exempt: Salaried employee that is not eligible for
over time pay (time and a half of base salary)
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Non-Exempt: Hourly employee that is eligible for
overtime pay when working more than 40 hours in a
single workweek
 Define Workweek
 May not flex hours between weeks
 Comp time optional, payment not optional
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2 years of back pay (3 years if willful)
Liquidated damages
$10,000 fine
Imprisonment
1.
Salary Level
2.
Salary Basis
3.
Job Duties
Salary Level
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$455/week
Total annual compensation includes commissions and
bonuses
Salary Basis
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Regularly receives a predetermined amount of
compensation each pay
No reduction related to performance (unless
disciplined based on policy)
Must be paid full salary for any week in which
employee performs any work
Ready, able and willing to work
3.
Job Duties / 5 possible ways to be exempt
1. Executive
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Primary duty is management of enterprise or
customarily recognized department
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Customarily and regularly directs work of two or more
employees AND
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Authority to hire or fire other employees or whose
suggestions and recommendations as to hiring, firing,
advancement, promotion or other change of status is
given particular weight
3.
Job Duties / 5 possible ways to be exempt
2. Administrative
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Primary duty is the performance of office or manual
work directly related to the management or general
business operation AND
Exercise discretion and independent judgment with
respect to matters of significance
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3. Outside Sales
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Customarily and regularly engage away from the
employer’s place of business
3.
Job Duties / 5 possible ways to be exempt
4. Professional
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Learned (i.e., Teacher)
 Employee’s primary duty must be the performance of
work requiring advanced knowledge
 In a field of science or learning
 Customarily acquired by a prolonged course of
specialized intellectual instruction
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Creative (i.e., musician)
 The employee’s primary duty must be the
performance of work requiring invention,
imagination, originality or talent in a recognized field
of artistic or creative endeavor
5. Some computer employees
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Tips
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Use templates
Construct sentences to describe why, how, where
and how often
Avoid gender-specific pronouns
Be practical, flexible and current
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Align the employer’s business strategy to the
recruitment strategy
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What skills are you seeking
How many employees do you need
Know the labor market
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Tight markets = very competitive
Loose market = lots of applications, but lower skill
levels
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Recruitment Method
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Database of internal employees & applicants
 Benefits of internal hires
 Simple search of past applicants for KSAs
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Advertising medium
Message / what is said & how
Qualifications required
WHERE & HOW…
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Placing ads outside of the Classifieds attracts those not actively seeking
employment
How often do you communicate with the editorial staff? Articles about
your company and its employment practices can provide good exposure
and help build your image as a great place to work.
Include special benefits your company may provide (such as on-site day
care, concierge services, etc.)
Local College: Build relationships with job placement offices
WHERE & HOW…
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Temporary services – receive assistance in identifying candidates and try
out employees before permanently hiring.
Your customers as potential employees - retail businesses often post helpwanted signs.
Sample…
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Society for Human Resources Management
Michigan State University Human Resources
Education & Training Center