JOB ANALYSIS FOR
RECRUITMENT
Robin Mattocks
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Details: Use The 5 W’s for Missing Info
Using 5W’s to explain job analysis:
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Who? You and Subject Matter Expert (SME/JKE) or HA
Hiring Authority Collaboration
What is it? Per HR Portal: It is studying jobs to gather,
analyze, synthesize and report info re job requirements.
What it is not: Position Reallocation or Class Study
Where? Confidential Room
When? Planning stage: before opening recruitment
Why is it important?
Use these 5W’s to help you understand, confirm and
fill in any missing information provided by HA.
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Benefits of Job Analysis
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Attract/Attain Best Candidates
– Accurately communicate current duties and competencies to
candidates
Duties most used (Form A), Required Competencies (ksa) (Form
B), Best Assessments/Tests (Form C) to use for Competencies
Document/Justify Competencies Requested (Ties duties to
competencies – required) Uniform Guidelines
Determine most effective means of identifying qualifications
Defense for Compliance Agencies, Audits & Arbitration
RESULT: GOOD DEFENDABLE RECRUITMENT
Do Your Research (Sources)
Before even sending out the “JA for Recruitment (Form A)” to HA
Review, Analyze and Consider:
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Class Specification (auto populate to form?)
Prior Job Announcement (Consider: How Old, Quality, Past Result, Defensible)
May consult other Counties, Agencies…
– How have other jurisdictions recruited and assessed for this?
Uniform Guidelines Key Factor = Link Duties to Competencies (Form A)
HR Portal –WRIPAC, SHRM, CPS, all more complex (more methods of JA)
Prepare for HA Meeting – analyze what you have, identify what you need and what
you want to recommend.
Consider the Source - Who is your Hiring Authority (HA), Job or Subject Matter
Expert (JKE or SME). How well & long doing job?
Degree of Analysis: More versus Less?
Consider:
 How long since the last job analysis was completed?
 How old is the job specification?
 Have changes occurred since the last analysis?
 Consider the source? Who is your Hiring Authority,
how long and how well have they done the job?
 Is documentation needed?
 IT IS YOUR DECISION
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Responsibilities:
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From Hiring Authority, verify duties & competencies or get update:
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Information to Identify and Develop:
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Your responsibility:
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Collaborate With/Guide HA to clarify info, ID competencies & Superior Response vs Qualified
You determine Best Assessment Method for each Competency with HA buy-in
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Assessment should have Face Value and be Logical
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Assessment should not simply use “past practice” (AAP/QAP)
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Assessment should identify and separate the best from mediocre
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Can it be administered and rated in a reasonable amount of time and effort
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Your job to “sell” your recommendations to Hiring Authority
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For Job Announcement
Competencies (Knowledge, Skills and Abilities) & Weights of each
Rating Criteria – Examples of Desirable Qualifications. DQ = Superior Response
New Forms (A) Duties- (B) Competencies- (C)
Assessments
Old PDQ renamed/simplified
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The initial form to SME is condensed and renamed from PDQ/PDF to Job
Analysis for Recruitment
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Forms = 3 Responsible for Content and Completion listed below
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Changes
 Some questions deleted or moved to meeting with HA/SME
 Better reception & buy-in from SME
 Collaboration can lead SME to provide more meaningful data.
Form A Position/Person Information & Duties (HA) before meeting
Form B Identifying (& Weight) Criticality Competencies (you & HA
collaborate)
Form C Assessment for Competencies (you and HA collaborate)
Form A- Identifying Major Duties
Section 2
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TO BE COMPLETED BY HIRING AUTHORITY OR SUBJECT MATTER EXPERTS
Your Name __________________________________________
Class Title ___________________________________________
Place of Work:________________________________________
Division/Unit ___________________________Phone_________
Your Supervisor’s Name ________________________________
Supervisors Title ______________________________________
Instructions: For each duty below, estimate the % of the overall job, whether or not it is trainable or needed upon entry to the job and list one or
more required competencies
Form A: Identifying Major Duties
AcctAst
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Percent
Trainability
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Yes or No
Duties
Accurately calculate (x,/,+, -), % and convert % to decimals
Competency or KSA
Knowledge of simple math
Form A, Page 2
TO BE COMPLETED BY HIRING AUTHORITY OR SUBJECT MATTER EXPERT
In addition to those listed on the attached class specification, what qualifications would the ideal candidate
possess in order to perform the duties you described on his or her first day of work? (An ideal candidate is
incumbent that can be successful with no or minimal job training). Please list.
(For example Accounting Assistant I MQ = 1 year office support or 6 month with statistical or financial records.
AA II = 1 year or 18 months respectively. Ideal for I level might equal the MQ for II (1 year or 18 months.)
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Are there any special qualifications for this assignment, (beyond MQs on class spec attached) required upon
entry to the job? (For example, new State or Federal requirements: certificate, degree, registration…) ____
If so, identify below.
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Has this job been difficult to find qualified candidates for? If yes, explain below. Yes ____ No ____
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Where would you most likely find qualified candidates? List prior and potential advertising resources.
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Is there anything re: this job which makes it different from others in this class? Yes ___ No ___ please explain.
Legend: Are duties trainable?
Trainability
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Yes or No – Can affect Weight of competencies
Be sure to include competency if not trainable
Calculating not required at this time. Is Recommended!
If calculating, use % of time spent on Duties:
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(Use approximate %’s of overall job. % is relative)
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Trainable on entry to job = YES/NO.
Examples of Meeting Questions
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See Handout
After you receive Form A/Duties, meet and ask questions like:
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Any important duties not listed here? Explain
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What do you mean by “process.” What does “prepare” mean?
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Can they perform the job without possession of this competency?
Collaboratively Complete Forms B and C together.
Link Duty with Competency, Note: If you get stuck – use Competency Cards
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Are additional competencies/ksa’s needed to perform this duty.
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Beyond the stated qualifications, what would ksa/comp’s would your ideal candidate
possess? Any “special qualifications?”
Possibly pre-populate Form B to confirm info if spec. or data provided is recent prior to meeting
Gain consensus: Ensure HA knows he/she has been heard, then persuade/sell ideas to HA
Compromise? If HA makes reasonable argument for alternative, consider this as last resort.
Remember JA is not an exact science.
Exercise #1 – Pre-Meeting Planning Gleaning
Competencies (KSA’S) from Duties
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Spend a few minutes reviewing the duties.
In Groups of 3 – Discuss Job Specification Duties and
suggest the probable competency (KSA) necessary to
perform that duty.
Look at Form C. Which assessment exercises could
measure if an applicant does possess each
competency?
Choose which assessments you would recommend to
your HA and why.
FORM B
Identifying and Weighing Competencies
CLASSIFICATION:
*Note: these competencies are required to perform duties
Competency (KSA) Statement
Criticality %
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Duty %
Weight
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LEGEND:
Criticality Rating Scale - is it essential/critical to competent performance?
0= Possession of this is NOT important to overall competence
1= Possession of this is HELPFUL OR DESIRABLE for overall competence
2= Possession of this is ESSENTIAL for overall competence
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*Recruiters who prefer to determine competency weights: Multiply each duty % from Form A, by the Criticality number. Multiply that
total by .5 OR (5/10). The total for all of competencies will have a potential of 100 pts.
Assessment/ Competency Matrix
Graph C
CLASSIFICATION:
ASSESSMENT / TESTING TOOLS
Competency (KSA)
EX
Math Computations
MQ
X
AAP
QAP
ESSAY
M/C
ROLE
PLAY
INBASKET
PRESENTATION
PERFORMANCE
OTHER
X
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Instructions: Put an X under all of the potential Assessment Tools listed that would be able to measure each competency
listed. Recommend one or more of the best assessment tool(s) for each competency and then discuss your
recommendation with the Hiring Authority to obtain concurrence. “Bold” the ones you use.
SUMMARY – HOW TO COMPLETE
FORMS A, B, AND C.
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Research
– Determine Major or Minor Job Analysis needed
Prepopulate Form A if appropriate
Send Form A to HA for completion and request return deadline
Set meeting date with HA allowing sufficient time to analyze completed Form A,
determine missing or unclear information and formulate questions.
Analyze Completed Form A prior to meeting
– What’s missing, unclear or incomplete?
– Prepare questions
– Review data; anticipate competencies/ksa’s necessary for each duty.
– Generate ideas for possible assessments to measure each competency/ksa.
– In meeting, be ready to listen, suggest alternatives and ways to persuade HA
to accept your recommendations re assessment methods.
Role Play Demo - Convincing the
Hiring Authority
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Why: HA wants fast and easy.
Explain:
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A better candidate pool
Competition essential (Per State)
Best Practices accepted – taught in college I/O Psych
Even good recruitments and assessments can be better so try new approaches
Show them the $$$ saved (metrics)
More time now means less later (complaint responses)
Can minimize number of complaints - faster eligible list to refer
Less liability – defend against
 Selection Complaints
 Compliance Agencies (DFEH, EEOC)
 Lawsuit
 State audits- sanctioning County – loss of funds $$$
 Loss of “control.” State can take over OC Recruiting
Convincing Hiring Authority
Role Play
Pay attention to:
 Any techniques to approach the subject
 While viewing watch how Recruiter answers Hiring
Authorities reluctance & concerns
 Pay attention to Recruiter’s non-challenging terms
 Techniques to obtain HA input
 Making it HA idea
 Reaching Agreement
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Convincing Hiring Authority
Role Play Debriefing
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What worked well and not so well?
What language was effective in getting buy-in?
What words or concepts were not as effective when
discussing the HA?
How do you think each role player felt?
What future action could we take to get a better result?
What have we learned?
Convincing Hiring Authority
Role Play Debriefing continued
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What is a better way to say, no?
How do you introduce a new concept?
What is a way to get buy-in?
What Else?
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See County Policy located on HR Portal for further
guidelines
May see that class or spec needs revision
– recommend to Classification
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May see that $ is too low to recruit
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Notify Supervisor or Compensation/ Negotiation Managers
Summary
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More initial work results in “best” and less turnover
Buy-in from and education of SME/HA
Recruitment more defendable
Face Validity - Appears more fair to candidates – less
complaints
SME/HA is happier
You gain credibility
Questions????
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