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Job Description Development Workbook

for Administrative Professionals

By Julie Perrine CAP-OM, MBTI CertifiedFounder & CEO, All Things Admin

In association with…

© 2014 Julie Perrine International, LLC All Rights Reserved.

Job Description Development Workbook for Administrative Professionals

Step 1: Take inventory.You can’t write an accurate job description if you don’t have a clear picture of what you do each and every day at the office. So the first step in this process is to outline your daily tasks. To assist you in doing this, we have a free template you can download to help you keep track of each task or project you work on throughout the day for the upcoming week.

Download the free job responsibilities tracking template from All Things Admin: www.AllThingsAdmin.com/IYOTSA/downloads

Save the file to your hard drive. Create a shortcut to the file on your desktop so it’s easily accessible during the day to track

what you do all week long.-OR-

Grab a notepad and pen and write down EVERYTHING you do for a week.

Throughout the week, begin to sort and assign your tasks and projects into logical categories.

You will use this information as supporting documentation to complete Step 4 and as backup support when you reach Step 5. (Side benefit: It’s also a great list from which you can start creating your office procedures binder if you haven’t already!)

Step 2: Complete a self-assessment.

Take a few minutes to answer some questions about your job and capture your thoughts about your current position on paper. Where do you want your career to go next? What do you need to do to make that happen?

Current Information

Job Title:

# of Executives and/or Team Members Supported:

Do you have a job description to start working from?

If so, get a copy of it now. If not, can you request a copy from H.R. or your executive?

OTHER NOTES:

What is your current role?

Briefly describe your current role and job responsibilities.

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What is your ideal role?

Describe your ideal role or job responsibilities. What is different about your ideal job from your current job?

What do you need to do to reach your ideal role?

What would have to happen for you to shift from what you’re currently doing to what you’d ideally like to be doing?



Your Education & Training

Do you have a high school diploma or secondary school certification

(or equivalent)?

Do you have a college degree? If yes, what was your major/minor?

What type of coursework did it include?

If you didn’t complete a college degree, did you attend college

for a period of time? If so, what type of coursework

did it include?

What types of training programs have you attended or completed?

What types of professional conferences have you attended?

Do you hold any professional certifications?

Do you hold any professional licenses?

Step 3: Describe Your Current Job

The next step is to capture exactly what your current job entails. This will give you a starting point for creating your NEW job description. Refer to your current job description, if available, to help you get the ball rolling.

Career Profile / Professional Summary Statement ( 1-2 sentences )

See what your current job description includes for a summary statement. If it’s not accurate, modify it to fit more appropriately. Write it here.



Responsibilities

What are your current areas of responsibility? Or what are you generally responsible for getting done daily, weekly, monthly, annually?

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Accomplishments

What are some of your accomplishments in your current position? Did you create procedures? Did you make something more efficient (and can you quantify the savings of money or time)? Did you lead a project team or significantly contribute to one (even in a support role)? Think about initiatives you took on either by assignment or without being asked…and list them here!



Other Experience

Think about all of the “other things” you are involved with that have contributed to your professional development in your current (or previous) administrative roles. List them here.

Professional association involvement: Leadership positions held Committee chairs held Committee positions held

Community Organizations or Volunteering

Teaching/Training Experience

Internships

Computer skills / Software experience



Activities/Interests (Professional)

Honors/Awards

Skills

Abilities

Areas of Expertise



Step 4: Create Your New and Improved Job Description

If you’ve completed steps 1-3, you should have a comprehensive list of what you need to complete this step! Take the information you’ve compiled so far and use it to address the following areas of your new job description.

New Job Title

What do you think would be a more accurate or descriptive job title for your position? Research job boards, job postings at companies in your area, or sites like Salary.com, Monster.com or OfficeTeam.com for ideas.

Job Location

Identify the physical location (city, state, country) of the position. Include specifics such as campus location or division name, etc.

Position Reports To and Supports

Who does this position report to? Who does this position support? (E.g. One specific person or an entire team of people or a combination of both)

Supervisory Responsibilities / Classification

Does this position supervise other team members? If so, who? What type of supervision does this position require? Close Supervision, General Supervision, Limited Supervision

Position Summary ( 1 Sentence )



Explain “Why does this position exist?” What are the primary objectives of this position for its overall contribution to the company? E.g. Serve as a strategic administrative partner in daily business operations, facilitate the flow of information and communication between departments and team members, keep projects moving forward, act as a liaison between the executive team and external business partners and board members, etc. It may be a combination of things concisely stated in one complete sentence.

Primary Responsibilities / Areas of Accountability ( 8-15 Items)

List the primary job responsibilities or categories for this position in order of importance. Start each statement with an action verb, if possible. You do not need complete sentences. Refer to the job responsibilities tracking sheet you created in Step 1. Identify the main categories of your responsibilities.

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For more ideas on how to document your primary responsibilities, search websites such as Salary.com or Monster.com and review the wording others have used for similar positions.

Other Expectations of the Position

Does this position handle personal appointments and errands for the executive it supports? Is there an expectation of working longer than normal hours or excessive amounts of overtime? Think about some of the things you do that may fall outside of the standard expectations for this position. Write them down.



Educational Requirement / Specialized Training

What is the minimum level of education required for this position? Is there specialized training this position requires?

Experience Requirements

What is the minimum number of years of experience for this position?

Professional Certifications / Licenses

What types of certifications, licenses, etc. do they need? (E.g. Certified Administrative Professional, Microsoft Office Specialist)

Core Competencies

What are the behaviors and skills required of this position? (E.g. Problem solving, critical thinking, maintaining confidentiality, making good judgments, reliability, diversity, cooperation, teamwork, etc.)



Knowledge, Skills and Abilities

What type of knowledge does this position need in order to do the job? (E.g. Knowledge of accounting general practices, safety training, professional or technical knowledge)What types of skills do they need? (E.g. Basic computer skills to work in Word, Excel, PowerPoint)What types of abilities do they need? (E.g. Ability to communicate verbally or in writing)

Physical Demands

What are the physical demands of this position? Is there a lot of lifting, bending, squatting, standing, etc.?

Work Environment

Once you’ve completed all of these sections, you’re done with the writing portion of creating your new job description! Re-read through all your responses and ask a colleague or friend to read through it and give you feedback. Ask them to look for holes, errors or questions that may arise from the description. Then, if needed, refine the description to address these issues. Once you’ve done that, it’s ready for the fifth and final step!

Step 5: Discuss Your New Job Description With Your Executive

This last step in the process is to show off all of your hard work and present a new job description to your executive or Human Resources department.

1. Prepare for the meeting.



Format the final draft of your job description for your executive or H.R. department to review.

2. Schedule the meeting. If appropriate, send a copy of the new job description to your executive or H.R. department

for their review prior to the meeting.3. Hold the meeting.

Take your new job description and your job responsibilities inventory list with you as supporting documentation.

4. Identify next steps. Talk with your executive or H.R. department to determine what the next steps are for

implementing this new job description into your annual performance review and other conversations. Be sure to follow through on the action items set forth in the meeting and schedule a follow-up meeting if necessary.

5. Implement the new job description!

Job Description Success

Developing your new and improved job description is a time- and energy-consuming process, but it’s a valuable exercise that will help you better understand your professional responsibilities, provide valuable information for your executive and employer, and enable you to grow and advance your career. Follow these five simple steps for creating your description and start painting a more accurate picture of what you do – for yourself, your executive and your company!

Ask Questions and Share Your Progress

Join in the job description development conversation and share ideas with your admin colleagues worldwide using hashtag #IYOTSA2014 on Twitter, Facebook, and LinkedIn!

Join the Executive Secretary Magazine LinkedIn Group to ask questions, find resources, and get support throughout this process! Visit this link to request membership: http://www.linkedin.com/groups/Executive-Secretary-Magazine-3720787/about

Additional Resources

Free template downloads: www.AllThingsAdmin.com/IYOTSA/downloads

More about IYOTSA from Executive Secretary Magazine: http://allthingsadmin.com/administrative-professionals/everything-to-know-iyotsa/

Connect With All Things Admin Online

Visit our website! www.AllThingsAdmin.com


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http://www.AllThingsAdmin.com/IYOTSA/downloads

http://www.linkedin.com/groups/Executive-Secretary-Magazine-3720787/about


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