Job analysis is an in-depth study of a job and provides information for job descriptions. The job analyst will gather information about jobs through interviewing employees, observing performance of certain tasks, asking employees to fill out questionnaires and worksheets, and collecting information about a job from secondary sources such as the Dictionary of Occupational Titles.
The job analyst will write-up the results of the analysis and review them with the job incumbent. The documentation is then presented to the incumbent’s supervisor for review (often the incumbent’s supervisor is the job analyst.) The supervisor may add, delete or modify duties, knowledge, skills, abilities, and other characteristics. After supervisory approval is obtained, the documentation is forwarded through channels for final approval. A signed and dated job description is then prepared. This job description becomes the official record for this particular job.
Title: Secretary Pay Range: E10 Date: May 3, 19XX Job Analyst: Ann Smith FLSA Status: Nonexempt DOT Code: 201.362-030 Report to: Office Manager
Job Summary (from Dictionary of Occupational Titles; DOT): Schedules appointments, gives information to callers, takes dictation, and otherwise relieves officials of clerical work and minor administrative and business detail.
Duties and Responsibilities (modified from DOT by job incumbent and supervisor)
- Opens, date stamps, sorts, and distributes mail.
- Answers telephone and provides information/assistance or routes caller to appropriate staff member.
- Takes phone or visitor messages and delivers to appropriate individual.
- Greets visitors to the office and directs them to appropriate individual.
- Composes and types routine correspondence and memoranda using word processing software.
- Compiles and types statistical reports including tables and text using spreadsheet software.
- Assists Office Manager with monitoring office supplies.
- Operates and maintains fax machine.
- Makes copies, collates, and staples materials as requested.
- Establishes and maintains permanent files; files and retrieves files as requested.
- Performs other related duties as required.
Knowledge, Skills, and Abilities (established by supervisor)
- Knowledge of modern office procedures and methods including telephone communications, office systems, and record keeping.
- Knowledge of modern business communication, including style and format of letters, memoranda, minutes, and reports.
- Skill to use a personal computer and various software packages.
- Skill to type 50 words per minute.
- Ability to establish priorities, work independently, and proceed with objectives without supervision.
- Ability to handle and resolve recurring problems.
Credentials and Experience (established by supervisor)
- Associates degree with courses in secretarial/office administration.
- Two years related experience or
- Equivalent combination of education and experience.