Reference Manual: Job Description Wizard
Table of Contents: 1.0. Welcome …………………………………………………………………………………………………………………………………. 4 1.1. About this Guide………………………………………………………………….……………………………….. 5 1.2. Who Should Read this Guide?.................................................................................. 5 2.0. About the HR411 Job Description Wizard…………………………………………………….………………………. 6 2.1 Wizard Contents………………………………………………………………………………………….………... 6 2.2 Wizard Features………………………………………………………………….……………………………….... 6 2.2.1. Job Description Preparation Guidance………………………….………………………...… 7 2.2.2. Complete the Wizard………………………………………………………………………………….. 7 2.2.3. Job Description Maintenance…………………………………………………….…………...…... 7 2.2.4. Other Logistics………………………………………………………………………………………………. 7 3.0. Getting Started ……………………………………………………..………………………………………………………………... 8 3.1. Before you Start………………………………………………………………………………………..……….... 8 3.1.1. Technical Requirements……………………………………………………………..……….. 8 4.0. Using the Job Description Wizard…………………………………………………………………………………..…...…. 9 4.1. Job Description Wizard Preparation………………………………………………………..…………….. 9 4.2. Using the Job Description Wizard…………………………………………………………….…..………. 11 4.2.1. Select a Job Title……………………………………...………………………….…………….... 11 4.2.2. Preview Job Description……………………………………………………………….…….… 12 4.2.3. Edit a Job Description …………………………………………………………..……………... 12 4.2.3.1. Edit Basic Details ………………………………………………….…………...… 13 4.2.3.2. Selecting a Department ………………………………………………….…… 13 4.2.3.3. Edit a Category ………………………………………………………………..…… 14 4.2.3.3.1. Edit Physical Demands & Work Environment…....15 4.2.3.4. Delete a Category …………………………………………………………..……. 15 4.2.3.5. Re‐order Categories …………………………………………………………..… 15 4.2.3.6. Add your Own Category ………………………………….…………………… 15 4.2.4. Save a Job Description……………………………………………………..…………………… 15 4.2.5. Delete a Job Description ……………………………………………………………………... 16 4.2.6. Print a Job Description……………………………..………………………………….....….. 16 4.2.7. Email a Job Description………………………………..………………………………….…… 16 4.2.8. Accessing My Job descriptions ………………………………………………………….… 16 4.3. Maintaining your Job Descriptions….…………………………………………....................…. 17 List of Figures: Figure 1: Job Description Wizard Main Page………………………………………….………….……….………..…..10 Figure 2: Select a Job Title…………………………………………………………….………………………………….……….11 Figure 3: Preview Job Descriptions ………………………………………………………………………….….……………12 Figure 4: Edit Job Descriptions…………………………………………………………………………….…….……………..13 Figure 5: Edit a Category…………………………………………….………………………………….………….……………..14 Figure 6: Delete a Job Description…………………………….……………………………………………………………...16 1.0 Welcome The Job Description Wizard is designed to assist is the creation and maintenance of your company’s job descriptions. Over 300 positions are available for customization and can be edited, printed, and emailed for quick and easy implementation. KEY FEATURES: 
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Positions across multiple industries – Positions across multiple industries and departments are covered, including: manufacturing, health care, real estate, sales, insurance, banking, administrative, human resources, marketing, research and development, information technology and much more. Easy to find “stored” job descriptions – Your saved job descriptions are stored based on the position’s department ‐‐making it easy to find all your job descriptions. Job description resources – to simplify the process, other HR411 resources related to job descriptions are provided including a job analysis form, job description acceptance form, and role clarification questionnaire. ADA consideration – Each job description includes the work environment in which the job is to be performed, the physical demands required of the position, and the essential functions of the job. Key categories – All important categories are included: job identification, job summary, essential functions, job qualifications, physical demands, and work environment. Plus, you have the ability to add your own unique sections. Editable categories – Create fully customizable job descriptions by editing categories, adding your own categories, and re‐organizing categories. Saves you time and money – Traditional alternatives can cost your business thousands of dollars in consulting fees. The Job Description Wizard is easy to use and produces professional, high quality job descriptions in no time. Best of all you can save your work as you go so you don't have to complete a job description in one sitting – it can be done over time as your schedule permits. For questions regarding the content of this manual or for troubleshooting assistance while working with the Job
Description Wizard, contact HR411 Customer Care at: 1.888.MyHR411 (694.7411) or e-mail customercare@hr411.com
1.1 About this Guide The information provided in this guide explains how to prepare for completing the Job Description Wizard, how the Wizard works, and how to edit and store job descriptions. Hints and tips are outlined along the way to help ensure that you are making full use of the Wizard’s features. Readers should be generally familiar with the use of a personal computer and Internet browsers, such as Microsoft Internet Explorer or Mozilla Firefox. 1.2 Who Should Read this Guide? This Job Description Wizard Reference Manual provides information primarily for the HR411 account holder who will be creating job descriptions using the Wizard. However, it may also be helpful for any individuals that are involved in the job description preparation (i.e., job analyses) or implementation steps. For supplemental guidance on creating and implementing job descriptions, use the resources provided on the Job Description Wizard main page (see item no. 1 in Figure 1). For questions regarding the content of this manual or for troubleshooting assistance while working with the Job
Description Wizard, contact HR411 Customer Care at: 1.888.MyHR411 (694.7411) or e-mail customercare@hr411.com
2.0 About the HR411 Job Description Wizard The Job Description Wizard is designed to assist in creating and maintaining job descriptions for your company. It takes a step‐by‐step approach in creating personalized job descriptions that fit the needs of your business. 2.1 Wizard Contents There are over 300 job titles to choose from, with positions ranging across multiple industries and departments. Complete job description templates are available for all positions. Also included within the Wizard are easy to use edit tools as well as customizable categories. 2.2 Wizard Features Start with the following categories already completed and edit or add to them in order meet company‐specific requirements of the position:  Job Summary  Job Accountabilities  Job Qualifications  Competencies  Skills  Work Environment  Physical Demands Other unique and helpful features of the Wizard include the following:  Add your own categories: to add more categories, select from a list or create your own distinct category.  Edit, delete, or rearrange existing categories.  Continue to make changes anytime the need arises. Your job descriptions will be stored within your HR411 account, so that you can easily make changes whenever the demands of the position or your company change.  Revision dates are automatically stored at the top of the job description.  Upon completion, save, delete, print, or email your job descriptions. For questions regarding the content of this manual or for troubleshooting assistance while working with the Job
Description Wizard, contact HR411 Customer Care at: 1.888.MyHR411 (694.7411) or e-mail customercare@hr411.com
2.2.1 Job Description Preparation Guidance Job description preparation tools are provided on the Job Description Wizard main page. It is suggested that you review these resources prior to using the Job Description Wizard. Job Description Wizard Tips It is recommended that you review the Job Description Wizard tips found on the Job Description Wizard main page prior to creating any job description using the Wizard. This information provides general guidance for using the Job Description Wizard. Links to Helpful Resources Links to additional HR411 resources on job descriptions are also provided on the main page. These tools can help simplify the process of creating and implementing job descriptions for your company. 2.2.2 Complete the Wizard The Wizard will allow you to select a job title, edit the contents of the job description sections, add or remove sections, and edit section titles. Because your job descriptions will be stored under the department name you identify, be sure to include a department name prior to exiting the Wizard. This will help to ensure that you easily find the position at a later date. If you do not select a department prior to exiting, the position will be saved under a “general” folder. 2.2.3 Job Description Maintenance Upon completion of the Wizard, you will be able to download, print, or email your job description. You can go back through the Wizard at any time if you wish to make updates to your job descriptions. 2.2.4 Other Logistics Some additional Wizard functionality aspects and user considerations are described below: Length of time: Start to finish If you have done your research prior to starting the Job Description Wizard, have conducted a job analysis, and have collected all pertinent data, the Wizard should take approximately 15‐30 minutes per position to complete. Going back to make changes in the Wizard Anytime you wish to edit a description, you will have access to the Wizard. Editing features are explained in further detail in section 4.2.3 of this manual. For questions regarding the content of this manual or for troubleshooting assistance while working with the Job
Description Wizard, contact HR411 Customer Care at: 1.888.MyHR411 (694.7411) or e-mail customercare@hr411.com
3.0 Getting Started 3.1 Before You Start This guide assumes that the resources you need are available to you in order to access the system and that you are familiar with how to use them. 3.1.1 Technical Requirements Before you begin using the HR411 Job Description Wizard, ensure that you have the required software installed and configured on your computer. The following is required:  A current web browser running on your computer. HR411 has been tested with and supports a variety of browsers. The following browsers are known to work with HR411: o
Mozilla version 1.7 and higher ‐ www.mozilla.org/mozilla1.x o
Firefox version 1.0 and higher ‐ www.mozilla.org/firefox o
Konqueror version 3.2 and higher ‐ www.konqueror.org o
Microsoft Internet Explorer version 7.0 and higher ‐ www.microsoft.com/ie 
JavaScript support enabled in your web browser. Both JavaScript and cookies support must be enabled in the security settings of your browser and is usually turned on by default. If you encounter problems accessing the system, check your browser configuration to ensure JavaScript support is enabled. Click Tools > Internet Options > Privacy and Security tabs in Internet Explorer, or Tools > Options > Privacy and Web Features tabs in Firefox. 
Tip: To optimize your use of the Job Description Wizard, we recommend you have, and are familiar with, Microsoft Word The HR411 Job Description Wizard has supplemental resources such as job analysis forms and questionnaires that will open using Microsoft Word. Also, the save option enables you to save the completed job description to your computer in Microsoft Word format. For questions regarding the content of this manual or for troubleshooting assistance while working with the Job
Description Wizard, contact HR411 Customer Care at: 1.888.MyHR411 (694.7411) or e-mail customercare@hr411.com
4.0 Using the Job Description Wizard When accessing the Job Description Wizard, you will be provided with a wealth of information that will prepare you for, and guide you through, the process of creating and implementing job descriptions. A large part of the preparation process involves a job analysis, in which job specifications and requirements are determined. It’s important to think about who will be responsible for conducting the job analysis. While it may be the human resources department in larger companies, the process by its very nature requires input from all levels. Top management, supervisors, and job incumbents should all be involved in coming up with a detailed list of the essential functions of the job as well as the knowledge, skills, and abilities to be successful in the role. This data will serve to simplify the job description design process. 4.1 Job Description Wizard Preparation There are two preparatory steps you are strongly encouraged prior to beginning the Wizard. These steps include: Step 1: Read the HR411 Job Description Guide, found within the Job Description Toolkit. The guide provides valuable insight pertaining to writing job descriptions effectively and how to properly implement job descriptions within your company. Step 2: Download the HR411 Job Analysis Form* and a conduct a job analysis for each position. The job analysis form requests that you provide information regarding:  The general purpose of the job  The essential duties and responsibilities of the position  Supervisory responsibilities, if applicable  Education and/or experience necessary to successfully accomplish the essential functions  Skills needed (e.g., language, mathematical, problem solving, etc.) to successfully accomplish the essential functions  Certifications or licensures required  Physical demands  Work environment The information you use to complete the job analysis will serve as a solid foundation when developing job descriptions. To accurately complete a job analysis, you may need to interview current incumbents and/or supervisors. * Job description preparation resources are provided on the Job Description Wizard Main Page (see Figure 1, below) For questions regarding the content of this manual or for troubleshooting assistance while working with the Job
Description Wizard, contact HR411 Customer Care at: 1.888.MyHR411 (694.7411) or e-mail customercare@hr411.com
This is the Job Description Wizard main page you will see upon navigating to the Job Description Wizard. It is accessible using the steps provided in Section 3.2.3: Navigating to the Job Description Wizard Page. 3
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Figure 1: Job Description Main Page Items denoted in Figure 1: Item no. 1: Job description resources  Use these tools to simplify the job description creation and implementation processes Item no. 2: Create a job description  Clicking this button will allow you to edit a job description that you already created or create a new job description Item no. 3: Saved job descriptions  Easily access your saved job descriptions, which are grouped by department name Item no. 4: Job Description Wizard tips  Read hints and tips for creating job descriptions using the Wizard For questions regarding the content of this manual or for troubleshooting assistance while working with the Job
Description Wizard, contact HR411 Customer Care at: 1.888.MyHR411 (694.7411) or e-mail customercare@hr411.com
4.2 Using the Job Description Wizard To begin, select a job title and then edit the contents of the template description. 4.2.1 Select a Job Title After selecting “Create Job Descriptions” from the Job Description Wizard main page (item no. 2, Figure 1), select a job from the Create a New Job Description drop‐down menu (item no. 1, Figure 2). Note: job titles are organized alphabetically in ascending order. Once you find the position you are looking for, select “continue” (item no. 2, Figure 2). 3
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Figure 2: Select a Job Title Can’t find what you’re looking for? It is important to note that “job titles" vary from company to company, so if you don't find the exact title you’re looking for, you should be able to find a similar job title in our database. If upon further investigation, you are still unable to find a “like” position within our database, please email us at CustomerCare@HR411.com to let us know the position you are looking for and we would be happy to add the position to the Job Description Wizard. 4.2.2 Preview Job Description After you have selected your desired position, you will see a preview of the job description template. This is the job description “as is”, before you make any changes (i.e., template form). We encourage you to make changes that appropriately reflect your business and industry, such as certain work environment details applicable or certain experience requirements your company requires. To do so, select the “edit” icon (see item no. 1, Figure 3). For questions regarding the content of this manual or for troubleshooting assistance while working with the Job
Description Wizard, contact HR411 Customer Care at: 1.888.MyHR411 (694.7411) or e-mail customercare@hr411.com
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Figure 3: Preview Job Description 4.2.3 Edit a Job Description When in “Edit Mode”, you can:  Change the basic details of the job description, including the department, report title, the specific job title, exempt vs. non‐exempt status, etc. (see item no. 1 in Figure 4)  Modify the contents of each job description section by selecting the edit icon (item no. 2). This will allow you to change the section title as well as the bullet points within the section.  Delete a section by selecting the red “x” option (item no. 3)  Re‐sort category orders by using the up and down arrows (item no. 4)  Add categories by selecting a category title from the drop‐down menu or by adding your own unique category (item no. 5) For questions regarding the content of this manual or for troubleshooting assistance while working with the Job
Description Wizard, contact HR411 Customer Care at: 1.888.MyHR411 (694.7411) or e-mail customercare@hr411.com
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Figure 4: Edit a Job Description 4.2.3.1 Edit Basic Details The “Basic Details” section is known as the job identification portion Tip of the job description. This section requests: FLSA status refers to the employee’s classification as either exempt from minimum wage and overtime  The job title requirements, or non‐exempt.  Department in which the position is found See the Fair Labor Standards Act  Reporting position* (FLSA) Toolkit for more information  Who prepared the job description* on employee classifications.  Who approved the job description*  FLSA status (exempt or non‐exempt) * Best practice recommends the use of a job title as opposed to an individual’s name 4.2.3.2 Selecting a Department The department name you assign to a job description will be used to organize your saved job descriptions. To choose a department, select from the department name drop‐down (see item no. 6 in Figure 4). Here, you will find a listing of common departments and functions across For questions regarding the content of this manual or for troubleshooting assistance while working with the Job
Description Wizard, contact HR411 Customer Care at: 1.888.MyHR411 (694.7411) or e-mail customercare@hr411.com
many different types of businesses. If you do not find the department name you are looking for, you can create your own department by selecting the “Add Department” link (see item no. 7, Figure 4). If you do not choose a department name prior to saving your job description, the position will be saved under the folder titled “general”. You may always change a job description’s department at any time. To access your saved job descriptions, go to the Job Description Wizard Main Page (see item no. 3 in Figure 2). 4.2.3.3 Edit a Category When selecting the edit option located next to category titles (see item no. 2, Figure 4) you will be able to:  Edit the contents of a category: o Edit the contents of a bullet point in the text box provided (item no. 1, Figure 5) o Re‐order bullet points (item no. 2) o Delete existing bullet points (item no. 3) o Add your own bullets points (item no. 4) o Change the title of the category in the text box provided (item no. 5)  After making changes, you must select the SAVE button to ensure your edits are saved (item no. 6).  To go back to the main edit page, select the link provided (see item no. 7). 5
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Figure 5: Edit a Category For questions regarding the content of this manual or for troubleshooting assistance while working with the Job
Description Wizard, contact HR411 Customer Care at: 1.888.MyHR411 (694.7411) or e-mail customercare@hr411.com
4.2.3.3.1 Editing the Work Environment & Physical Demands Categories: Each Job Description Wizard template includes a variety of work environment details and physical demand requirements that are not necessarily applicable to your company or to the position for which you are drafting a job description. The content within these categories is intended to provide you with a starting point and a guide as to the types of information you should be including. It is important that you read through each of the bullet points provided under these two sections and make adjustments as necessary. 4.2.3.4 Delete a Category Remove a category from the job description by selecting the red “x” option from the main edit page (see item no. 3, Figure 4). A message will appear asking you to confirm that you would like to delete the category. Doing so will remove the entire category and its contents from the job description. 4.2.3.5 Re‐order Categories Re‐sort the categories of a job description by selecting the arrows (see item no. 4, Figure 4). The “up” arrow found next to a category will move that category up one row in the list. The “down” arrow will move that category one row down in the list. 4.2.3.6 Add your Own Categories To add your own category to the job description, select from the “add a category” drop‐down menu (see item no. 5, Figure 4). Here, you will find a list of common job description sections. Select from the list provided, or select the “other” option from the drop‐down menu. The “other” option will allow you to type in your own category heading. Once you have selected the category, it will be added to the bottom of the job description. Use the arrow tools to re‐sort category orders (see section 4.2.3.5 of this manual for instructions on re‐ordering categories). 4.2.4 Save a Job Description To save the job description and your changes to the Wizard, click “save and preview” at the bottom of the main edit page (see item no. 8, Figure 4). If you like, you may change the title of your job description prior to saving. It is recommended that you include a date within the title in order to easily find the job description you are looking for at a later time. Saving the job description in this manner will store the position in the “My Job Descriptions” menu found on the Job Description Wizard main page (see item no. 3 in Figure 2). For questions regarding the content of this manual or for troubleshooting assistance while working with the Job
Description Wizard, contact HR411 Customer Care at: 1.888.MyHR411 (694.7411) or e-mail customercare@hr411.com
4.2.5 Delete a Job Description To delete a job description from the Wizard, select the job description you would like to delete from your list of stored job descriptions (My Job Descriptions) (see item no. 3, Figure 1). Then select the “delete” icon (item no. 2, Figure 3). A message will appear confirming that you would like to delete this job description. Selecting “ok” will remove the job description from the system. 4.2.6 Print a Job Description Selecting the print icon (see item no. 3 in Figure 3) will print the job description. 4.2.7 Email a Job Description Selecting the email icon (see item no. 4 in Figure 3) will email the job description to the recipient(s) you specify. To use the feature, enter the recipient’s email address in the “To” field and sender’s email address in the “From” field. To send the job description, scroll down to the bottom of the page and select the “send” option. 4.2.8 Accessing “My Job Descriptions” Your saved job descriptions are accessible on the left side of the page throughout each step of the Job Description Wizard.  My Job Descriptions are stored in alphabetical order by department name.  Use the plus/minus options (plus to open the selection; minus to close the selection) in order to view or hide the job descriptions you have saved within a department (see item no. 1, Figure 6).  Click on the job title you would like to access in order to view your job description (see item no. 2, Figure 6). 1
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Figure 6: Accessing Saved Job Descriptions For questions regarding the content of this manual or for troubleshooting assistance while working with the Job
Description Wizard, contact HR411 Customer Care at: 1.888.MyHR411 (694.7411) or e-mail customercare@hr411.com
4.3 Maintaining your Job Descriptions Remember that as your business evolves, demands may change. Be sure to update your job descriptions regularly in order to ensure they are still meeting your needs. Implementing Job Descriptions: Providing job descriptions to your workforce is the first step you should take when implementing job descriptions within your company. Employees tend to become a bit apprehensive when changes are made within a company, especially changes related to their jobs. That’s why it is necessary to inform employees why you have created a job description program and the benefits they can expect to see from it. Distribute memos and hold small group meetings to inform employees and answer specific questions they may have. Some important points to communicate: 1. Explain why it has been decided that job descriptions (new or revised) are needed; give examples of problems or inequities that the program is expected to address. Describe the benefits to both the individuals in the group and the organization as a whole. 2. Emphasize that the job description program has the full support of upper management. 3. Point out that the objective of the program is to describe jobs, not to appraise performance or adjust wage and salary levels. 4. Ask the group for their cooperation and suggestions. 5. At the conclusion of the meeting, answer all questions as clearly and completely as you can. For questions regarding the content of this manual or for troubleshooting assistance while working with the Job
Description Wizard, contact HR411 Customer Care at: 1.888.MyHR411 (694.7411) or e-mail customercare@hr411.com
Job Description Wizard Reference Manual Contact Us: CustomerCare@HR411.com 1‐888‐MyHR411 (694‐7411)
For questions regarding the content of this manual or for troubleshooting assistance while working with the Job
Description Wizard, contact HR411 Customer Care at: 1.888.MyHR411 (694.7411) or e-mail customercare@hr411.com