Personnel Issues

Non Selection of Applicant — Comments Off on Otherwise Unsuitable
25
Nov 10

Otherwise Unsuitable







Guidelines : Otherwise Unsuitable

Nonselection of Applicants: Otherwise Unsuitable

Guidelines and Alternate Phrases

  • Open with a neutral or positive statement, thanking the applicant for his or her interest in your company.
  • Thank you for the opportunity to review your résumé.
  • Your application with Wellesey has been routed through various technical departments for consideration by members of our staff. We appreciate your giving us the time to review your experience with our requirements in mind.
  • Thank you for completing our job application forms.
  • We appreciate your forwarding your résumé to us for consideration.
  • We are always pleased to hear from those who have heard favorable reports about our company and seek employment here.
  • Thank you for your interest in working for Bellview Clinic.
  • We are always flattered to receive résumés.
  • Focus on the hiring decision you’ve made, avoiding statements about why the reader was not selected. If you have not selected another candidate, simply state the requirements that you have for the position.
  • For this position, we have selected a candidate who has the prerequisite six years’ experience with our Model 388T computers.
  • After careful review of all the résumés we received, we have chosen a candidate who brings exactly the kind of experience and academic credentials we feel this job demands.
  • We have completed our review of the résumés and have chosen to interview several candidates who have firsthand design experience in their work history.
  • The candidate we selected has had the management experience we deem to be essential in this demanding position.
  • With the opportunity to review so many résumés, our choice has been difficult. Nevertheless, we are pleased to say we have hired a candidate with the in-depth academic background we were hoping to find.
  • With such an overwhelming response to our ad, we have taken far too long to review the résumés of the qualified people interested in this position. After much work, we are pleased to say we have selected an individual whose career achievements in the sales industry have been outstanding.
  • After a lengthy process of reviewing résumés and interviewing applicants, we have narrowed our consideration to two and will be making a final decision about them within the next few days.
  • We have now filled the position you referred to in your letter. The individual who accepted the position has the difficult-to-find experience on the equipment we have here at Fairview.
  • We’ve now made our selection for the position. The candidate we chose has the in-depth experience, the travel flexibility, and the disposition we think this job entails.
  • We will be reviewing the résumés we received within the next two weeks and plan to schedule interviews with those applicants who have a master’s degree and the prerequisite experience for this position. Should we want to talk with you further, you will receive a call within the next few weeks.
  • We are continually re-assessing our needs for mailing-list brokers and will certainly keep your past relationship with our company in mind as we hire additional help.
  • At this time, we have selected candidates for the positions that were advertised and offers are being made to those candidates. Unfortunately, we had many more qualified candidates than positions.
  • It’s always so difficult to choose from a field of highly motivated applicants who can contribute to the growth of our organization. However, we have finally narrowed our choice among several individuals, to whom we will be making offers shortly.
  • Wish the applicant well in his or her job search.
  • Please accept our wish for your success in the industry.
  • Good luck in your future endeavors.
  • We wish you success in finding an interesting and challenging position in your field.
  • We hope you have no difficulty at all in finding a position that interests you.
  • We want you to know you have our best wishes for success with your career plans.
  • (Note: See phrasing in previous categories.)

Example 1: Sample applicant rejection letters

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Willis:

Thank you for giving us the opportunity to consider you for our training position. The résumé and curriculum samples you left with us were especially helpful in our interviewing process.

We have been very deliberate in our selection and have taken longer to fill the vacancy than we originally anticipated. After careful thought, however, we have chosen someone who had the specific combination of background, experience, and disposition we thought essential for the position. Such decisions are always difficult but rewarding, both to the individual and to us.

With your permission, we would like to keep your résumé on file for one year. Occasionally, unanticipated vacancies occur, and we want to consider you for any such openings.

Your experience is certainly valuable, and we wish you success in finding a position that suits your needs and expectations. Thank you again for your interest in Baker Consolidated.

Sincerely,

Example 2: Applicant rejection letters

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Skip:

I want to thank you for coming by our offices and interviewing with us last week. I enjoyed visiting with you and discussing job opportunities that might be available.

While you certainly have accumulated fine qualifications, we have decided we do not currently have a position appropriate to your interests.

Please stay in touch and let us know what you decide to pursue.

Regards,

Example 3: Candidate rejection letters

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Melinda:

I want to thank you for taking time to interview for the plant manager position.

We have interviewed all candidates, and have chosen someone who does have six years of experience in the financial areas we discussed. These financial responsibilities are of utmost importance in this critical branch office, and we simply had to let that part of the job overshadow the rest for a time.

We appreciate your interest in our company and wish you every success for a rewarding future.

Sincerely,

Example 4: Rejection letters to applicants

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Mr. Brigham:

Thank you for your recent application. You were one of several exceptionally qualified candidates. The caliber of each of the applicants, yourself included, made our decision difficult.

We regret to inform you we did not select you for the position. We chose a candidate who has several years experience in corporate law, an area we hope to branch into in the near future.

We feel confident that you will soon be employed.

Sincerely,

Example 5: Example of regret letter

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Marina:

I want to thank you for the time you have spent interviewing with various members of management, touring our facilities, and going through our testing procedures. You have come through this process with the highest of marks—we were especially impressed with your professionalism. At this time, however, we have decided upon a candidate who has had experience with shipping and receiving logistics.

We are currently looking for candidates to fill several positions similar to the one you had applied for, and have enclosed a listing of them. We would welcome the opportunity to consider you for one of these openings.

Yours Truly,

Non Selection of Applicant — Comments Off on Salary Requirements
25
Nov 10

Salary Requirements







Guidelines : Salary Requirements

Nonselection of Applicants: Salary Requirements

Guidelines and Alternate Phrases

  • Thank the applicant for his or her interest in working for your company, being specific about the time and effort spent in interviewing, travel to your site, and references or other information furnished for your evaluation.
  • Thank you for giving us an opportunity to consider your experience in filling the plant manager position. We especially appreciate your time in making the special trip to Dallas for the interview.
  • Thank you for forwarding your résumé to us; we appreciate the opportunity to look at so qualified a candidate for our clinic.
  • We want you to know first of all how grateful we are for your willingness to interview with us when such a great distance was involved. Your travel here made it so much easier on all our staff to talk with you firsthand about their expectations for this position.
  • Thank you, Marilyn, for visiting with us about the job we have available in Clinton. We also very much appreciate the time you took in supplying us with such a complete portfolio.
  • Now that the dust has settled, we as a team have been able to talk more seriously about the position for which you interviewed. We thank you for your patience and interest in coming to work for us.
  • Frank, we so much appreciate the time you’ve spent with us during this past month while we have been outlining plans for the European expansion.
  • I wanted to update you on the status of your résumé with our Facilities Management division, and to thank you for bearing with us. As you probably realize, when we fill a position as important as the one we discussed with you, we are very deliberate in our evaluation process.
  • Thank you for taking the time to interview with us. We realize time is one commodity graduate students have in short supply, and we appreciate the interest you’ve shown in Wellesey.
  • Thank you for talking with us about the management position in Saudi Arabia. Your experience and achievements have such a direct bearing on the position we have been most anxious to work out all the details.
  • Thank you so much for spending the time to go through the lengthy interviewing process with us. In addition to the time here on site, I know you also spent hours on the phone with other of our managers.
  • Thank you for the two trips you made to Dallas to talk with us about the sales position. They were time-consuming, and we appreciate the effort.
  • Comment on the applicant’s experience, achievements, or attributes appropriate to the job, and then give the salary issue as your reason for the turndown. State under what conditions, if any, you might reconsider the decision.
  • With your telecommunication expertise and your management experience, we certainly wanted to be able to bring you aboard in this position. However, as we discussed among ourselves in evaluating your résumé, budget has always been a thorn in our side here. We find we just can’t come up with the money to meet your salary expectations.
  • We were very impressed with your achievements at Belview–the two service awards this past year particularly. But after re-evaluating our needs here, we just do not feel we can justify the salary requirements you outlined for us.
  • Although we wish we could hire someone with your pleasant disposition and willingness–even eagerness–to travel, we find your salary expectations exceed what the job pays.
  • Frankly, Belinda, we thought you were perfect for the position, but we can’t meet your salary needs.
  • Your experience at Barington and your academic ties seemed just the thing to sway our management team here. The problem is the salary range you mentioned.
  • Although there is no doubt you are qualified for this job–even over-qualified–we simply can’t justify the salary you asked for the skills this job requires.
  • Quite honestly, Bob, you were the best-qualified candidate. We just can’t pay the $80,000 salary you requested. Perhaps, if we ever reorganized so this position encompassed both divisions, that salary might be feasible. But we have no such plans at the present.
  • We have no doubt you could handle the job we discussed. Our problem is with the salary–we simply can’t meet your requirements.
  • Wish the applicant well in the job search. If you wish, express regret in not having been able to agree on salary.
  • Thank you again for talking with us about your career plans; we regret we were unable to agree on salary. In any case, best wishes to you.
  • We appreciate so much the opportunity to get to know you and regret only that we were unable to make you an offer. Our best as you look elsewhere.
  • It was so nice to learn more about your work and plans for the future, and it is with regret we have to forego the opportunity of a suitable working arrangement. We hope you find exactly what you’re looking for.
  • Thank you for making the effort to interview with us. I wish we could have found a position for you here. Good luck elsewhere.
  • We wish you the best in finding the job you want and deserve.
  • We want you to know we think your qualifications justify the salary requirements you have, and we wish you the best in locating a suitable position immediately.

Example 1: Applicant reject letters due to salary

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Terciametz:

Thank you for taking the time to talk with us about the engineering position in our Montana location. After visiting with you last week, we were impressed with your investment results in the last few years and particularly intrigued with the new investment strategy you outlined for us.

As we discussed, however, in a new fund such as ours, budget decisions aren’t changed lightly. We have established what we feel is a reasonable salary for the position and have determined to stay within that range. Although you no doubt could contribute greatly to our efforts here, we regret we can’t meet your salary expectations.

You have our best wishes in your job search as you seek a position with a more seasoned organization than ours. We’ll be hoping to hear good things from you in the future.

Sincerely,

Example 2: Example of non selection letters

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear John:

Thank you for discussing employment possibilities with EZEE-Grow. I sincerely appreciate the time you spent with me in the interview and regret to tell you we were unable to find the funds to meet your salary requirements.

We will keep the information you provided us in our active file for six months. In the event we have an opening at the level for which you want to be considered, we will contact you again to determine your interest.

I wish you the best in finding a rewarding position where your talents can be fully used.

Cordially,

Example 3: Sample applicant rejection letter

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Roger:

I want you to know how much I enjoyed our recent interview together. I truly feel that you would be an outstanding addition to our team. Your financial abilities are well documented, and your theories concerning innovations in finance management were intriguing.

Unfortunately, your salary requirements exceed the amount we were authorized for this position’s salary. Given your exceptional credentials and talents I think that I could convince the committee to authorize an additional $10,000 a year, but I know that would be as high as we could go. If you are interested in the position at that price, please contact me.

I’m sorry we could not meet your salary requirements. If you do not wish to re-negotiate, please accept my sincere good wishes on your job search.

Regards,

Example 4: Letter of rejection after interview

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Ms. McBride:

I was impressed with your technical writing qualifications, and the portfolio samples you submitted during our interview. The flight from Maine to Alaska must have been quite exhausting, and we appreciate the time you took from your current job to fly to our Fairbanks office.

Unfortunately, we are unable to meet the salary requirements you requested. We are extremely sorry about this—we feel you would have been a valuable addition to our team.

We wish you luck in securing employment.

Sincerely,

Example 5: Regret letters

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Max:

I would like to thank you for the time you committed to going through three rounds of interviews with our company for the position of General Manager. I realize that these interviews were quite intense, and I was impressed with the sense of ease and professionalism you exhibited—two qualities that we prize in our managers. Unfortunately, the salary you are requesting exceeds the amount that we are able to offer at this time.

I wish you success in finding a company that can offer you a salary equal to your abilities.

Regards,

Non Selection of Applicant — Comments Off on Restructuring
25
Nov 10

Restructuring







Guidelines : Restructuring

Restructuring

Guidelines

  • State how much you appreciate the employees and their hard work.
  • Explain clearly and honestly why new applicants are not being added. Outline the details of the restructuring. Explain how this will affect them and their job descriptions.
  • List the advantages, both for them and the company, that will be realized because of the restructuring. List any benefits that they may gain because of the restructuring.
  • Welcome their concerns and give them an opportunity to air them.
  • Thank them for their understanding and cooperation.

Example 1: Sample applicant rejection letter

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Rochelle:

Thank you for the time you have spent in our interviewing process. Unfortunately, we are now unable to hire another paralegal at this time due restructuring.

Your work experience is impressive, and your professionalism was evident when we met. With your permission, I would be happy to fax your resume to Marcus Harp at Harp, Pilcher & Jasper.

Best wishes in your continued search.

Cordially,

Example 2: Applicant rejection letters

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Mr. Silverman:

Thank you for submitting your resume for the posted Accountant III job. Unfortunately, this position was eliminated in a recent restructuring of the accounting department.

We appreciate your interest.

Sincerely,

Example 3: Example of regret letters

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Mr. Rioux:

Thank you for your interest in the summer science teacher position. However, we are reducing the number of classes offered. We invite you to resubmit your application for the fall semester.

Thank you for your interest in Dorothea Dix High School.

Yours truly,

Example 4: Rejection letter to applicant

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Ms. Leontine:

Thank you for your interest in the Engineer, Level IV position. Your credentials are impressive. However, the projects connected to this position have been divided among the current employees.

Best of luck.

Cordially,

Example 5: Interview rejection letters

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Mr. Kellogg:

We appreciate your recent application for the position of Financial Strategist. We were impressed with your educational honors and work experience.

It has been decided, though, that the duties of this position will be combined with that of a similar position.

However, given your expertise in maritime law, I would suggest that you contact local accounting firms that specialize in international commerce: Tremain Corporation, Gautreaux & Gautreaux, and P.T. Boyle & Sons, for possible job openings.

Thank you for your time, and best wishes in your job search.

Sincerely,

Non Selection of Applicant — Comments Off on No Opening
25
Nov 10

No Opening







Guidelines : No Opening

Nonselection of Applicants: No Opening

Guidelines and Alternate Phrases

  • Thank the applicant for his or her interest in the position. If you have reviewed the résumé, you may want to comment on the applicant’s experience, skills, or achievements.
  • Thank you for allowing us to review your résumé. We were most impressed with your academic achievements–you must be very pleased.
  • Thank you for taking the time to send us your résumé.
  • We appreciate your interest in investigating job possibilities at Revmore.
  • We read your résumé with interest; your experience is impressive.
  • We are always pleased to receive résumés such as yours that show so much rich experience in the oil industry.
  • Thank you for the opportunity to read your résumé and evaluate your credentials. Your work history seems impressive and widespread in the industry.
  • From reviewing your résumé, we see you have had an excellent employment history. Thank you for letting us know of your interest in working for Babcox.
  • Thank you for your letter and your résumé detailing your work history and credentials.
  • We appreciate your letting us know of your availability for employment at Wilmax Associates.
  • We appreciate your time in preparing such a comprehensive résumé for our review at Futuro Services.
  • State you have no job opening at the present time. If you plan to keep the résumé on file or refer the applicant to someone else, say so. You will also build goodwill by suggesting another company or contact as a possible employer or source of leads.
  • We have no positions that match your qualifications. We will keep your application on file for six months should another position we think will be more appropriate for your experience come open.
  • We, unfortunately, have no openings. With your permission, however, I’d like to pass along your letter and résumé to our headquarters office just in case they have an opening of which I’m unaware. If so, they’ll contact you directly.
  • We regret we have no openings at the present time. May we keep your résumé on file for the future?
  • Occasionally we have unanticipated openings that might be appropriate for your skills. Should that be the case, we will pass your résumé along to others in the organization who might want to talk with you further.
  • We will keep your résumé in our active file for one year. If we have openings within that time frame, you can be assured we will again review the information you sent.
  • Although we have no openings in the sales area, we suggest you contact our Minneapolis office to see what their needs are there.
  • Unfortunately, we have nothing available at the moment. In case an opening does materialize, I’ll have my office contact you immediately to talk further.
  • We have no vacancies in line with your qualifications and expectations; however, we suggest you may want to consider nonprofit organizations in the area.
  • Although we have no needs in the areas you mention, please feel free to write each of our district offices about their employment plans.
  • Although we don’t foresee any vacancies for which your skills would be appropriate, we do encourage you to keep looking in this industry. The needs of some of our fellow service organizations are quite different from ours.
  • Wish the applicant well in his or her job search.
  • We wish you success in your job search.
  • Thank you again for writing. Best wishes.
  • We hope you find an opening that matches your expectations completely.
  • Thank you for letting us know of your interest. We wish you success in your search process.
  • Good luck in finding an organization that can give you the career success you deserve.
  • We hope you are able to find more suitable employment opportunities elsewhere. Best wishes.
  • Thank you for thinking of us in light of your career-change plans. Your résumé indicates you have much to offer.
  • With your achievements and academic record, you should have no trouble in finding employment.
  • Best wishes in finding the right job.
  • We know you will be successful in finding the job that you want in this region.
  • We value the opportunity to review the credentials of such a qualified individual. Best wishes.
  • Thank you again for sending us information on yourself. We hope you find a job that offers the opportunities you want for the future.

Example 1: Regret letters

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Toombs:

Thank you for forwarding your résumé to our offices and letting us know of your interest in the accounting area. Although your experience and academic credentials are appropriate for such a position, we have no openings at the current time.

We will keep your name in our active file for the next few months, and should we learn of a vacancy in the accounting area, we will again review your information and talk with you further.

Thank you for writing. Your work history is a gold mine–we know you will make an excellent employee with such a breadth of experience.

Sincerely,

Example 2: Example of regret letters

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Ms. Desmond:

Thank you for submitting your resume. While we were impressed with the amount of experience you’ve had as an accounts manager, we regret that we have no available openings.

We keep all applications in an open file for six months, should an opening arrive. I must admit that we do not anticipate any openings, but would like to suggest that you contact Brewster & Ulster. Ask to speak to LaDawn Trudeau. Feel free to mention my name to her.

Good luck in your job search. With your qualifications, we are sure you will soon be employed.

Yours Truly,

Example 3: No job vacancy letter to applicant

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Mr. Norman:

Thank you for your interest in Somerset Industries. Your management credentials are excellent. Unfortunately, we have no openings at this time.

I would suggest that you call Chip Chavez at Collier’s. He is looking for a mid-level manager. While this is slightly below your level of expertise, Collier’s is known for their rapid advancement.

We wish you well in your continued search.

Cordially,

Example 4: Example of non selection letters

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Ms. Kulper:

Thank you for your interest in our company. We regret that we have no openings at the present time. We keep all resumes in an active file for six weeks.

Good luck in your search.

Sincerely,

Example 5: Sample letters for applicant

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Thank you for your interest in Farber’s advertising department. We have no openings at the present time.

You may check job listings online by accessing our Web site at:

www.farbers.jobline.com

Please feel free to resubmit your resume for any appropriate positions. Meanwhile, best of luck in your search for employment.

Sincerely,

New Responsibilities — Comments Off on Requesting
25
Nov 10

Requesting







Guidelines : Requesting

Requesting New Responsibilities

Guidelines

  • State the new responsibilities in the form of a problem to be solved. Discover how some situation, event, or requirement inhibits smooth operation, and then develop a solution.
  • Start by elaborating on the “problem” (although your main message is you want to assume new responsibilities) and its significance in time, money, and/or operation. Your recommended action, then, will be your request for more responsibility to solve the problem. The details will include how you will carry out the new responsibilities to attack the problem.
  • Offer built-in checks by suggesting review or feedback at specific stages of your plans.
  • Demonstrate that you agree with your supervisor’s goals.
  • Be authoritative about your solutions and new responsibilities. Make sure they are well thought out and that others perceive the situation the same as you do.
  • Show willingness to share the credit for the results of your idea.

Example 1: Request letter for extra duties

Memorandum

TO:

FROM:

DATE:

SUBJECT: Coordination of Oral Presentation Efforts

In the past couple of years, our combined staff has made approximately 200 presentations either to upper management or to clients and prospective clients. Needless to say, our track record in assembling the materials and information for the presentations leaves room for improvement.

Our engineers, graphics staff, technical editors, and librarian all testify to the harried, last-minute rush that befalls us on many projects–projects on which we usually have several weeks advance notice. In fact, in two recent situations (McBride Corporation and Huffdale, Inc.), hastily prepared presentations contributed to a loss of $140,000 in potential contracts.

To solve this problem, I suggest we designate a presentation coordinator to unify efforts in assembling and preparing materials and gathering information. If this idea seems feasible to you, I’d be willing to take on this additional duty.

Briefly, let me outline the coordination methods I have in mind:

• Engineers would set up an initial appointment with the coordinator to discuss specific topics and needs. The coordinator could suggest other information and audiovisuals on hand in the company library.
• The coordinator would work with the technical editor and graphics staff to oversee the production of materials requested by the engineers.
• The coordinator would arrange to schedule photography on a priority basis.
• The coordinator would maintain logs for reserving audiovisual equipment for each presentation.
• The coordinator would work with Maintenance to ensure all equipment for presentation is in good working order.
• The coordinator would “run errands” as necessary to free individual secretaries for typing final drafts and handouts.
• The coordinator would arrange for delivery of all materials and necessary equipment to the presentation site.

All the coordinator’s activities, of course, would be subject to each engineer’s specific direction and approval.

I’d suggest we announce the Presentation Coordinator’s function to the engineers and try the system on a voluntary basis for two months. I have already mentioned this idea to three of our senior engineers (Hastings, Green, Lambert), and they seem willing to give the plan a try.

After two months, we could re-evaluate the idea’s effectiveness. A committee of engineers could then make a final recommendation to you whether to continue the coordinator’s function, with all engineers required to avail themselves of the service.

I’m eager to contribute to our efforts in delivering services more effectively. What do you think?

Example 2: Requesting letter to boss for duties

Memorandum

TO:

FROM:

DATE:

SUBJECT: Company Informational Brochure

While our company brochure adequately addresses our company’s services, it lacks the professional layout and design that our competitors’ brochures possess.

I would like to suggest that I be allowed to conduct a review of software currently available for desktop publishing so that we may update our brochure. The evaluation of current software will be based on the
following:

• Cost
• Compatibility
• Desktop options available
• User friendliness

By a due date of your request, I will provide you with an evaluation of all software, as well as my recommendation as to which one would best serve our needs. If a program is approved, I would like the chance to submit several new brochure designs for your consideration.

Revision of our brochure is necessary. We know we give exceptional service, but all prospective clients have to go on is their first impression. I want our first impression to be as impressive as our service.

Example 3: Request letter for duties

Memorandum

TO:

FROM:

DATE:

SUBJECT: Faculty Meetings

Our faculty meetings have been hectic of late, as you all know. It seems that the official business of the faculty, concerning budgeting, leaves us little time to properly address other faculty needs and concerns. Several staff members have noted that “they can’t get a word in edgewise” when concerns are addressed at the end of the meeting.

The last thing any of us want is for faculty members to feel that their concerns are being neglected. I would like to offer my services, then, as Concerns and Needs Meeting Planner. Rather than using the open forum format we have been following, I believe we could more adequately address individual concerns if we had a specific agenda. Here is how it would work:

• Faculty would inform me via voice mail, memo, or e-mail of their topic of concern.
• I would schedule their topic for the first available meeting, and inform them of the date on which it will be addressed.
• Topics of concern would be listed on the meeting agenda, and would be limited to two per meeting.

I see several advantages in this method over our current practices. First, it reassures faculty that their topic will be addressed, and even gives them a firm date for discussion. Second, the topics are likely to be more fully discussed if the person with the concern has time to prepare their thoughts and the rest of the faculty has time to consider their own views related to the topic. Also, limiting the discussion to only two topics per meeting will hopefully give us adequate time for a thorough discussion of each.

Example 4: Requesting for duties letters

Memorandum

TO:

FROM:

DATE:

SUBJECT: Update of Computer Order Program

We have all been pleased with the recent growth our company has experienced. My goal, one is to make sure the increase in the orders is met with increased productivity.

Unfortunately, our current order entry software is not capable of efficiently keeping up with the increased demand for our products. As our database grows larger, our system grows slower, adversely affecting the speed with which orders can be entered.

Obviously, our software is not meeting our needs. I would like permission to check into alternate programs.

My plan would be to review the software, with other staff members to be assigned by you. We would evaluate the new software based on:

• Ability to meet our needs
• Ease of training
• Cost
• Demonstrations and literature provided by the salesperson

We would submit our recommendation for your approval, and then be responsible for the training of the new employees after installation of the new system.

I hope to hear back from you soon. I feel we should take immediate steps to ensure we can provide service equal to the demands of the customers.

Example 5: Requesting letter

Memorandum

TO:

FROM:

DATE:

SUBJECT: Hiring Procedures

Currently, all prospective employees’ applications have to go through the main office before they are submitted to the appropriate section heads for review. Since we currently have 220 sections, the main office understandably has a slow turn around time on paperwork when too many sections are attempting to fill vacancies simultaneously. This time obstacle causes delays in the prompt hiring of new employees and has resulted in problems ranging from minor to the almost crippling in several sections. It has also increased the workload placed on employees in each section, causing observable stress and dissatisfaction.

Obviously we want to keep employee satisfaction and productivity at optimum levels. I feel it is necessary, then, to request the following changes in procedures:

• All resume and applications should be sent directly to each appropriate section head, as they are the ones who do the interviewing.

• After receiving the resumes and/or applications, all section heads would then fax them to an account held by myself, as my computer is directly linked to the main office.

• I would then download the resumes and applications into the main office’s e-mail account and the paperwork will be processed accordingly.

The advantages of this system would be twofold. First, it would allow for faster hiring of needed employees. Second, it would keep the employees in the main office from feeling overwhelmed. I would like to suggest that someone in upper management be assigned to monitor the account to ensure that section heads are faxing the information promptly and that I am in turn forwarding the paperwork to the main office in an expeditious manner.

The one problem of this system would be its effect on the efficiency of our computer, but I have Stan, our systems analyst, running a check on that for me. You should be receiving his memo by this afternoon.

While this suggestion calls for a major revision in procedure, I feel that it will immediatelyt positive results.

New Responsibilities — Comments Off on Delegating
25
Nov 10

Delegating







Guidelines : Delegating

Delegating New Responsibilities

Guidelines

  • Grant the new responsibilities immediately. Remember when you say “yes,” you can omit the reasons. If you are declining to approve the responsibilities, see “‘No’ Replies.”
  • Give adequate instruction for delegated responsibilities. Anticipate special problems and make sure the tasks are well outlined.
  • Grant the necessary authority to accompany responsibility.
  • Do suggest “feedback” steps and offer help. Assure the reader you do not expect instant success and you welcome the chance to help him or her overcome obstacles. Otherwise, you may not get any “bad news” until the situation has become hopeless.

Example 1: Sample memo for delegating duties

Memorandum

TO:

FROM:

DATE:

SUBJECT: Approval of new responsibilities as presentation coordinator

Your idea of designating a presentation coordinator seems promising. I’ll announce these new responsibilities for your position as coordinator with a memo to the entire division later in the week.

I do, however, want to modify your plan; I prefer to make this a unified, non-voluntary effort from the very beginning. This will allow us to measure the effectiveness of coordination without having problems from those engineers who continue “to do their own thing;” such as using the equipment and duplicating visuals and information already available.

Your new responsibilities will entail authority to schedule use of all audiovisual equipment and materials and to approve related expenses. Such expenses, as always, you will charge back to each budgeted project. Because your duties will be a service to the engineering staff, you will need to check with them for final approval of projected costs.

I’d suggest after you coordinate the first few presentations you report back to me about successes and problems. I’ll be glad to work with you in getting this much-needed service off the ground.

Example 2: Delegating new responsibilities letters

Memorandum

TO:

FROM:

DATE:

SUBJECT: Approval of new responsibilities as document editor

I have reviewed your suggestions for the creation of a document editor position for all client presentation material. You made a valid point when you stated that it is difficult for people to edit their own work. As you do not do client presentations, you are the logical choice for this task.

I would, however, like to make one modification. I am appointing Erika Souza as a document editor also. I would like the editing process to work as follows:

• Presenter gives document to you for initial editing one week before scheduled presentation.

• No later than two days after you receive the document, you will forward the material to Erika to check again and to make any corrections.

• Erika must give the presenter a final copy for final approval by either the day she receives it or immediately the next morning.

I realize there will be certain bugs to work out, especially when dealing with presenters getting you their work on time. I’ll send a memo to each of our regular presenters to get their thoughts, and then schedule a meeting with both you and Erika. We should have these positions up and running by next week.

Example 3: Delegate new duties

Memorandum

TO:

FROM:

DATE:

SUBJECT: Approval of new responsibilities as employee trainer

I received your memo regarding your proposal for an employee trainer. I am impressed with the training program you outlined, I agree it will increase the level of professionalism on our staff. I will be sending a memo to all personnel at the end of this week informing them of the change in training procedures.

I would also like you to appoint three training supervisors. You will not be present every shift to make sure the new training policies are enforced. Training supervisors would help in that respect. You will have full authority as their shift manager in all matters pertaining to employee training.

Please submit the names of your three choices for Training Supervisors for my review, as well as a training schedule for the supervisors. I would like to begin training the supervisors by the beginning of next week so that we can begin re-training present employees (and properly train all new staff) by the beginning of next month.

Example 4: New duties letter to employee

Memorandum

TO:

FROM:

DATE:

SUBJECT: Approval of new responsibilities as newsletter photographer

You have been approved as newsletter photographer. Your primary duty is to take photographs of all employees who are featured in the newsletter. After your first few assignments, you may also be required to photograph meetings and other events from time to time.

I appreciate the offer that you do the darkroom work in your own studio, and would like to offer you a credit line at the photographic supply store of your choice to offset the increase in your monthly costs. Please save your receipts so that any necessary budget changes can be made the following month. I would like a projected budget based on cost of film, paper, and chemical prices by tomorrow afternoon.

The newsletter editor, Jamie Bimmel, will provide you with a list of employees to be photographed, along with their floor numbers and phone extension. It will be your responsibility to call the employee to make an appointment. It would also be advisable that you meet with Jamie today or tomorrow to discuss issues pertaining to style. Her extension is X456.

We look forward to seeing the changes in the upcoming newsletter.

Example 5: Delegating letters

Memorandum

TO:

FROM:

DATE:

SUBJECT: Approval Of New Responsibilities As Employee Liaison

Your offer to function as employee liaison has been accepted. You will now conduct a portion of the weekly staff meetings at which no management will be present.

It is hoped that employees will address concerns with you that they would not normally address with management. You will be allowed to bring these concerns to the attention of management only with the permission of the individual or individuals who brought up the issue. I would like you to encourage them to give you such permission so that management can resolve any problems.

We realize that employees may be initially reluctant until they realize that you will not betray their confidentiality. We would encourage you to continue with the employees-only section of the meeting even in the face of such reluctance. It is our belief that they will eventually trust you in this matter.

New Responsibilities — Comments Off on Clarification
25
Nov 10

Clarification







Guidelines : Clarification

Clarification of New Responsibilities

Guidelines

  • Let employees know how much you appreciate them and their hard work.
  • Clearly state the new responsibilities that will be required of them. Give the reasons why these responsibilities have to be added.
  • List any benefits that they will earn in return for taking on an added load.
  • Thank them for their understanding and cooperation.

Example 1: Letter to employee for additional clarifying responsibilities

Memorandum

TO:

FROM:

DATE:

SUBJECT: Clarification of New Sales Promotional

Yesterday we received a packet containing information on our new sales promotional items. The memo stated several times that we were to use a B-429 sales slip when selling any of the promotional items. However, none of us have ever heard of a B-429 sales slip. A thorough inspection of all the papers in the packet revealed no further explanation of a B-429 sales slip, nor a sample sales slip.

We are requesting immediate clarification of this procedure as the promotional is scheduled to begin in two days, and we will be unable to properly carry out our new sales responsibilities if this is not resolved.

Thank you for your assistance.

Example 2: Clarification duties letters to employee

Memorandum

TO:

FROM:

DATE:

SUBJECT: Clarification of New Grievance Procedures

New ownership has instituted new policies concerning employee grievances. As members of management, it is your responsibility to review these policies with all employees and make sure they are fully understood and followed.

To file a grievance, the employee must do the following:

• Request a meeting with supervisor in writing, giving a brief explanation of the grievance.

• After attempting to resolve the grievance with the supervisor, the employee may request, again in writing, a meeting with the manager if the employee believes the supervisor did not satisfactorily resolve the issue.

• The manager will call a meeting with the involved party (or parties) and supervisor to resolve the issue. At this point, the employee’s options are to either accept the manager’s decision or go through the same petitioning process with the owners to request a meeting with them.

Please remember the following two points:

• All paperwork pertaining to an employee’s grievance will be placed in the employee’s file should anyone need to access it. It will include a description of an employee’s requested meeting, to be written up by the supervisor or manager and signed by both the employee and the proper management representative.

• The only time this chain of requests may be circumvented is if the employee is filing a grievance due to misconduct on the part of a member of management. The employee would then go directly to that person’s immediate supervisor.

Example 3: Clarification letter of employee new duty

Memorandum

TO:

FROM:

DATE:

SUBJECT: Credit Checks For Payment Plans

Effective 5/9/–, all payment plan applicants must first go through a credit check in order to receive approval. All payment plans now fall into the same general category as our store credit card accounts.

While you will go through the same phone-in process as you would for our store credit cards, please be sure to tell the credit office you are calling in a payment plan account, as they will use a slightly different criterion for payment plans than what is currently used for credit cards.

If the applicant has a question concerning a refusal, you will follow the same procedure as you do for a credit card refusal—simply inform them they will receive a letter from the credit office explaining the situation.

Example 4: Clarification of new policy

Memorandum

TO:

FROM:

DATE:

SUBJECT: New Dress Code

The memo I received this afternoon concerning the new dress code was quite confusing. It stated that all employees were to dress in a “casual professional” manner, but then gave no examples of what exactly was meant by “casual professional.”

If you could send down a brief memo with a description of apparel, or even an example of someone in the office whose dress is considered “casual professional” before 5:00 p.m., I would really appreciate it. I realize it is my responsibility to “ascertain that all employees are properly attired” but I’m not sure how I can do that if I have no clear definition of what the proper attire is.

Thanks for your help.

Example 5: Additional duties letters

Memorandum

TO:

FROM:

DATE:

SUBJECT: Dissemination Of Project Reports For Weekly Staff Meetings

Effective 5/5/–, it will be the receptionist’s duty to review and condense the materials contained in the various departments’ project reports into a Project Reviews handout for the weekly staff meetings.

In order to ensure that the receptionist has adequate time to compile the reviews of the department reports, all departments must submit their completed reports to the receptionist the Monday before the Friday meeting. If there are any new developments on a project between Monday and Friday, it is the department’s responsibility to prepare a brief update to be handed out with the Project Reviews at the meeting.

Please designate one person in each department to prepare any necessary updates each week. Updates must be completed before noon on Friday so the receptionist will have adequate time to copy them for the 3:00 p.m. meeting.

Job Description — Comments Off on Technical Position
25
Nov 10

Technical Position













Example 1: Sample of job description of technical position

Position–Technical Assistant

Ad Valorem Tax Department

Summary: The Technical Assistant, Ad Valorem Tax Department, maintains tax records and provides information to the Property Tax Department and Governmental Compliance section of the Legal Department for inclusion in their reports.

Reports to: Supervisor, Ad Valorem Tax Department

Qualifications: Two years’ college

Responsibilities

1. Supplies to the Director of the Property Tax Department an annual account of all Greenhill pipelines that encroach upon any and all taxing districts within each county in this state.

2. Informs the Director of the Property Tax Department of the county and taxing districts in which all Greenhill fee properties are located.

3. Furnishes to the Director of the Property Tax Department all necessary information for the annual tax reports such as the following: Barret County Average Age Study, Construction Materials Inventory, Plant and Structures Annual Report, Annual Budget Forecast.

4. Provides the Supervisor of the Government Compliance section of the Legal Department with any information required for formulating reports necessary to his function.

Records to be Maintained to Carry Out the Above Responsibilities

• County files
• County-fee and surface-lease files
• Property-ownership maps
• Gathering maps
• Tax ledgers
• Major-equipment ledgers
• Computerized database of all taxing information

Example 2: Technical job description

JOB TITLE: Computer Design Analyst

DEPARTMENT: Technology Services Department

ACCOUNTABILITY: Reports to Manager of Technology Services Department

JOB DESCRIPTION: Business/technical analysis and design, maintenance, development and technical support of client server business applications in a multi-LAN Novell/Unix environment utilizing Windows 3.1, S-Designer, Powerbuilder, Sybase, Transact-SQL and Unix scripts.

PRIMARY DUTIES AND RESPONSIBILITIES: Implements maintenance/enhancement changes to existing applications. Performs application design reviews. Participates on project development teams. May perform in a Team/Lead Analyst capacity with the expectation of mentoring the current staff in client server methodologies, tools, techniques and processes.

QUALIFICATIONS: Bachelor’s degree or equivalent experience plus 5–7 years of related experience in application development and maintenance, development tools, integration of diverse applications, enabling technologies and associated methodologies. A minimum of 2–3 years experience using Powerbuilder, Sybase, Transact-SQL and Unix scripts.

REQUIRED SKILLS AND ABILITIES: Considerable knowledge of logical/physical database design in a relational environment and Windows GUI development tools. Ability to develop and maintain stored procedures/triggers, processing cursors and query optimizers. Excellent verbal and written communication skills. Demonstrated ability to work well with customers and in a team environment.

Example 3: Technical position description sample

JOB TITLE: Records and Information Management Analyst

DEPARTMENT: Facilities Services Department

ACCOUNTABILITY: Reports to Facilities Services Manager

JOB DESCRIPTION: Responsible for overseeing all activities involved with active records management in departmental files and central records.

PRIMARY DUTIES AND RESPONSIBILITIES: Ensures the preservation and security of records in active storage locations. Assists in the development of an organization-wide subject category filing structure. Recommends appropriate indexing systems, computer assistance and storage media and methods.

QUALIFICATIONS: Bachelor’s degree in Library Science, Business Management, or related field or equivalent plus three 3–4 years of experience in information organization. Certified Records Manager preferred.

REQUIRED SKILLS AND ABILITIES: Effective communication and organization skills. Thorough knowledge of automated records and information management systems and solutions.

Example 4: Job description templates

JOB TITLE: Senior Engineer

DEPARTMENT: Water/Wastewater Utility Development

ACCOUNTABILITY: Reports to Director of Water/Wastewater Management

JOB DESCRIPTION: Manages water and wastewater development projects

PRIMARY DUTIES AND RESPONSIBILITIES: Contacts and meets with local community officials to identify utility needs and the Smithsville City Services’ role in meeting those needs. Selects engineering firms and negotiates contracts. Manages design, bidding, and construction activities.

QUALIFICATIONS: Bachelor’s degree in Civil or Mechanical Engineering plus seven (7) years progressively responsible experience in the development, design and management of water and wastewater utilities. Registered Professional Engineer in the State of Georgia or is able to obtain such registration within one year after hire date.

REQUIRED SKILLS AND ABILITIES: Excellent written and verbal communication skills. Demonstrated ability to effectively interact with local officials.

WORKING CONDITIONS: Frequent local travel. Work in office and construction site environments.

Example 5: Job description documents

JOB TITLE: Device Testing and Material Technology Specialist

DEPARTMENT: Product Development Department

ACCOUNTABILITY: Reports to Director of Product Development

JOB DESCRIPTION: Manages internal and external device and materials testing programs in coordination with product project schedules. Oversees the development of new biomaterials and processes for company products.

PRIMARY DUTIES AND RESPONSIBILITIES: Evaluates, develops and manages internal and external research laboratory activities focused on device testing. Coordinates and develops test schedules and priorities to meet project schedules and regulatory requirements. Provides consultation internally and externally on device testing and materials technology. Monitors industry developments. Reviews and assesses new technology to integrate into product development projects.

QUALIFICATIONS: B.S. in Material Science, Bioengineering, related life science, or equivalent. Master’s degree preferred. Minimum ten (10) years experience within the orthopedic or related industry.

REQUIRED SKILLS AND ABILITIES: Understand principles and theories of biomaterials, processes, and application methods. Communicate clearly in verbal and written form in English. Ability to understand product development and regulatory needs and convert into device testing parameters. Apply principles of logical or scientific thinking to a wide range of practical problems. Proficient use of intermediate computer operations (basic programming in current generation languages and operating systems) and intermediate software packages (word processing, spreadsheet, graphics, etc.).

WORKING CONDITIONS: Local travel and some out of town overnight travel.

Example 6: Job description examples

JOB TITLE: Electrician

DEPARTMENT: Department of Transmission Field Operations

ACCOUNTABILITY: Reports to the Transmission Field Operations Supervisor

JOB DESCRIPTION: Performs journey-level work in the structural and electrical areas of substation construction.

PRIMARY DUTIES AND RESPONSIBILITIES: Installs structural foundations. Assembles and erects various types of substation structures. Installs high voltage transformers, breakers, air switches, and bus work in a safe, effective manner.

QUALIFICATIONS: High school graduate or G.E.D. plus two (2) years experience in substation construction or related area. Commercial drivers’ license with all necessary endorsements.

REQUIRED SKILLS AND ABILITIES: Qualified to operate and perform work from an aerial bucket truck. Ability to perform switching orders and take clearances from the SOCC. Knowledge to perform the proper test procedures during the installation of all equipment. Ability to provide team leadership and assume the duties of the supervisor in his absence.

WORKING CONDITIONS: Extended hours, overnight out-of-town lodging when necessary.

Example 7: Technical services job description

Position–Equipment Technician

Summary: The Equipment Technician is responsible for equipment maintenance and repair and for keeping related records. Also, he or she recommends changes in equipment to improve reliability, increase capability, and/or reduce maintenance costs.

Reports to: Maintenance Supervisor

Qualifications:

• High-school graduate

• Trade school or two years’ technical school

• Two years’ experience as journeyman in related skills, such as machine repair or electrical work

Responsibilities:

• Diagnoses equipment operating problems and makes required repairs

• Performs preventive maintenance

• Makes recommendations concerning machine replacement or modifications to lower maintenance costs and/or improve capabilities

• Establishes and maintains spare-parts inventory

• Keeps up-to-date records of all equipment drawings, specifications, parts, and addresses of manufacturers

• Keeps records on each machine, listing proper maintenance procedures and dates of maintenance and repairs

Example 8: Programmer analyst job description

JOB TITLE: Programmer Analyst

DEPARTMENT: Computing Services

ACCOUNTABILITY: Reports to Systems Analyst

JOB DESCRIPTION: Responsible for complex computer programming for the college, including on-line applications.

PRIMARY DUTIES AND RESPONSIBILITIES: Supports, develops, and maintains application software for administrative functions. Prepares assigned test data, tests and debugs programs, for either in-house or vendor supplied software. Analyzes, reviews and recommends program revisions, new products and processes to increase operating efficiency. Supports administrative staff in functional use of software. Insures compliance with facility standards relating to security and data protection. Prepares written instructions for computer operators. Performs other related duties as assigned.

QUALIFICATION: Requires Associate degree in CIS, MIS, data processing or related field with 25 college-level hours in programming courses or equivalent experience.

REQUIRED SKILLS AND ABILITIES: Must possess required knowledge, skills, abilities, and experience and be able to explain and demonstrate, with or without reasonable accommodations, that the essential functions of the job can be performed. Must have two (2) years related work experience to include one year of programming, system analysis, design and implementation. Effective planning, organizational, and communication skills. Effective interpersonal skills. Preferred client server experience in educational environment.

WORKING CONDITIONS: Must be able to work on several projects simultaneously, and work effectively under deadline and in emergency situations.

Example 9: Technical jobs descritions

JOB TITLE: Business Development Specialist

DEPARTMENT: Planning Department

ACCOUNTABILITY: Reports to Head Developer

JOB DESCRIPTION: Facilitate loan financing provided to business owners, developers of affordable housing, and non-profit organizations to implement projects which benefit low and moderate income persons.

PRIMARY DUTIES AND RESPONSIBILITIES: Assist in the financial underwriting and implementation of public/private economic development and affordable housing projects located City-wide and within targeted low income neighborhoods. Assist in preparing and maintaining documentation as required by program and federal regulations; and represent the Division before the City Council, boards and commissions and neighborhood organizations.

QUALIFICATIONS: Bachelor’s degree in Planning, Urban Studies, Business or Public Administration or related field, plus five (5) years experience in real estate finance, economic development, public housing, or related area. One (1) year of additional relevant work experience may substitute for one (1) year of the required education with a maximum substitution of four (4) years. Twelve (12) semester hours of graduate course work in the above degree types may substitute for six (6) months required work experience with a maximum substitution of two years.

REQUIRED SKILLS AND ABILITIES: Knowledge of real estate regulations, development procedures and financial underwriting.

WORKING CONDITIONS: Must be able to work under extreme pressure and have the ability to manage several projects in various stages of completion.

Example 10: Position Detail

JOB TITLE: Planner I

DEPARTMENT: Conservation Department

ACCOUNTABILITY: Reports to Project Leader

JOB DESCRIPTION: Planning Environmental Conservation Services

PRIMARY DUTIES AND RESPONSIBILITIES: Assist in planning and implementing a commercial and industrial water efficiency program, perform evaluation studies of water conservation programs , and meet with project engineers and contractors to discuss commercial water conservation projects.

QUALIFICATIONS: Bachelor’s degree in Planning, Geography, Social Science, Landscape Architecture, or a planning related field. One (1) year of experience in planning related work may substitute for one (1) year of the required education with a maximum substitution of four (4) years.

REQUIRED SKILLS AND ABILITIES: Skill with Microsoft Word and Excel, ability to coordinate and organize project leader’s materials.

WORKING CONDITIONS: Job entails extended meetings and on site inspections. Also requires overtime/weekend work.

Example 11: Document for technical position

JOB TITLE: Senior Risk Analyst

DEPARTMENT: Human Resources Department

ACCOUNTABILITY: City Manager

JOB DESCRIPTION: Collect property underwriting data for City properties from various sources and compile and track on a master database.

PRIMARY DUTIES AND RESPONSIBILITIES: Apply property valuation methodologies using Replacement Cost New and Replacement Cost New Less Depreciation Cost Approaches with experience using Marshall & Swift, Boeck or other national cost approach manuals. Implement and manage the Loss Control Function with all departments for city properties.

QUALIFICATIONS: Bachelor’s degree from an accredited college in Business Administration, Insurance, or a closely related field, with course work in real estate and real estate appraisal, plus four (4) years of experience in appraising commercial and industrial properties. One (1) year of relevant work experience may substitute for one (1) year of the required education with a maximum substitution of four (4) years.

REQUIRED SKILLS AND ABILITIES: Basic knowledge and understanding of relational databases, preferably in Microsoft Access. Proficient in PC-based word processing and spreadsheet software (Excel/Word). Skill in organizing, analyzing and interpreting data and preparing reports and visuals. Knowledge of commercial property and casualty insurance principles and practices. Able to communicate effectively both verbally and in writing with strong interpersonal skills. Ability to prioritize tasks and work effectively with a minimum of supervision.

WORKING CONDITIONS: Ability to work well in high stress situations and under demanding deadlines.

Example 12: Technical Position

JOB TITLE: Graphic Designer II

DEPARTMENT: Solid Waste Services Department

ACCOUNTABILITY: Reports to supervisor

JOB DESCRIPTION: Consult with clients, marketing professionals and graphic service contractors to provide creative artistic services and design including art copy and layouts for brochures, magazines, newspapers, and other promotional and educational materials.

PRIMARY DUTIES AND RESPONSIBILITIES: Use graphic software (Macintosh) to develop products and train others, develop bid specifications, ensure quality of final product. Produce camera ready art work using software/hardware systems with a service bureau.

QUALIFICATIONS: Associate of Arts degree in fine arts, commercial art, or related field plus four years experience in art design, layout or illustrations that includes consultation with clients and customers. One additional year of education as specified may substitute for one year of the required experience.

REQUIRED SKILLS AND ABILITIES: Skills in visualizing concepts presented verbally and skills in consulting by collecting input form multiple sources and building consensus. Knowledge and advanced experience with computer software for the Macintosh used to generate graphics for use in presentation media required. Knowledge of Marketing and printing techniques also required. Must attach three work samples.

WORKING CONDITIONS: Ability to function well in a group, and to be able to work independently based on group input. Some overtime and travel.

Job Description — Comments Off on Entry-level Position
25
Nov 10

Entry-level Position











Example 1: Sample of job description of entry level position

JOB TITLE: General Clerk

DEPARTMENT: Budget and Finance Department

ACCOUNTABILITY: Reports to Department Manager

JOB DESCRIPTION: Under general supervision, performs advanced clerical work. Chooses among widely varying methods and procedures to process transactions and selects or devises steps necessary to complete assignments. Work may require contact with public.

PRIMARY DUTIES AND RESPONSIBILITIES: Establishes and maintains moderately complex indexes and a heavy volume of correspondence filing. Compiles simple data for reports and summaries. Reviews, indexes, processes, files, and maintains records. Verifies statistical reports for accuracy and completeness. Performs word processing functions and automation on a personal computer. Performs inventory of materials, supplies, and equipment.

QUALIFICATIONS: Graduation from high school or equivalent plus two (2) years progressively responsible clerical experience. Related college education or technical training may be substituted for experience on a year per year basis.

REQUIRED SKILLS AND ABILITIES: Considerable knowledge of grammar, spelling, and filing of correspondence. Working knowledge of basic office procedures. Skilled in the use of a personal computer, word processing equipment, typewriter, and telephone etiquette. Ability to follow oral and written instructions.

WORKING CONDITIONS: Overtime required occasionally, plus some overnight travel.

Example 2: Entry level job description

JOB TITLE: Administrative Technician

DEPARTMENT: Small Business Development

ACCOUNTABILITY: Reports to Director of Small Business Development

JOB DESCRIPTION: Provides administrative support for the Small Business Development staff, and greets and assists clients.

PRIMARY DUTIES AND RESPONSIBILITIES: Answers incoming calls and relays accurate messages, processes mail, maintains files, and reserves meeting rooms. Operates mainframe and PC systems. Assists staff with preparation of correspondence. Tracks budget and purchases. Heavy client interaction.

QUALIFICATIONS: High school diploma or equivalent. Four years of administrative experience.

REQUIRED SKILLS AND ABILITIES: High school level command of grammar, spelling, and math. Requires ability to type 50-60 wpm with 85percent accuracy. Ability to plan, organize, and coordinate program operation where a wide range of demands are involved. Ability to meet the public and maintain effective working relationships with all levels of management and staff. Work with information of a confidential nature. Must have thorough knowledge of office administrative procedures and software packages comparable to WordPerfect 6.1, Excel, and GroupWise.

Example 3: Entry level position description sample

JOB TITLE: Senior Secretary

DEPARTMENT: Information Services Department

ACCOUNTABILITY: Coordinator of Information Services (IS)

JOB DESCRIPTION: Provides secretarial support to the Information Services Department.

PRIMARY DUTIES AND RESPONSIBILITIES: Answers help desk phone line and distributes calls to appropriate IS personnel. Arranges meeting times for departmental functions. Records and publishes meeting minutes. Makes travel arrangements for IS department. Creates and Maintains IS library. Implements and maintains a system to track department performance (i.e. system down time, performance of help desk). Prioritizes and distributes incoming mail. Maintains office supplies and types check requests and shipping orders. Maintains department calendar.

QUALIFICATIONS: High school diploma or equivalent. Minimum 30 hours course work toward associate’s degree in business related field or equivalent work experience (computers, oral and written communications, planning, and organization, etc.). Minimum three (3) years secretarial experience in an office environment.

REQUIRED SKILLS AND ABILITIES: Minimum typing speed 65 wpm preferred. Communicate clearly in verbal and written form in English. Common sense understanding to carry out instructions furnished in written, oral, or diagrammatic form, involving several concrete variables from standardized situations. Proficient personal computer skills including electronic mail, record keeping, routine database management, word processing, spreadsheet, and graphics software. Ability to handle multiple projects simultaneously.

Example 4: Sample job descriptions

JOB TITLE: Office Specialist IV

DEPARTMENT: Student Support Services Center

ACCOUNTABILITY: Reports to Director of Career Planning and Experiential Learning

JOB DESCRIPTION: Provides administrative support for Career Planning and Experiential Learning Program. Seeks contacts with university and non-university organizations for the purpose of establishing student internships. Advises students seeking internship opportunities.

PRIMARY DUTIES AND RESPONSIBILITIES: Produces statistical data and reports. Performs desktop publishing, spreadsheet, and word processing activities. Writes internal and external correspondence. Conducts mass mailings. Assists with public relations and special events. Leads students through the process of obtaining an internship and monitors intern progress. Seeks and maintains relationship with organizations willing to offer student internships. Maintains internship opportunity listings.

QUALIFICATIONS: High school diploma and two (2) years of secretarial experience required. College coursework preferred.

REQUIRED SKILLS AND ABILITIES: Word processing and database experience plus strong customer service skills required. FileMaker Pro, Excel, PageMaker, CARS Network experience preferred. Ability to deal confidently with students, faculty, staff, and the business community. Good written and oral communication skills. Ability to work successfully in a multiple task environment. Ability to speak Spanish helpful.

WORKING CONDITIONS: Some local travel required.

Example 5: Job description examples

JOB TITLE: Administrative Specialist

DEPARTMENT: Business Support Services—Information Desk

ACCOUNTABILITY: Reports to Office Manager

JOB DESCRIPTION: Performs all duties for the OhioTech information desk.

PRIMARY DUTIES AND RESPONSIBILITIES: Follows routine or well-defined procedures to meet and assist official guests of the OhioTech staff. Answers information phone lines and directs requests for information. Receives small package deliveries. Uses information systems primarily for data entry, routine reports, and correspondence.

QUALIFICATIONS: High school diploma and 1–2 years of administrative experience.

REQUIRED SKILLS AND ABILITIES: High school level command of basic composition and math. Knowledge of word processing software. Excellent interpersonal skills, communication skills, and diplomacy interacting with staff, customers, and executives. Proven ability to recognize and maintain confidential information. Proven ability to be reliable and dependable and to maintain cooperative working relations with team members.

Example 6: Job position description

JOB TITLE: Public Services Worker I

DEPARTMENT: Finance & Administrative Services (Pool)

ACCOUNTABILITY: Reports to Services Supervisor

JOB DESCRIPTION: In group working conditions, performs routine vehicle and building maintenance.

PRIMARY DUTIES AND RESPONSIBILITIES: Checks, services and fueled vehicles. Also vacuums and cleans insides of vehicles. Paints barricades, pipes, doors and walls with hand brushes and rollers.

QUALIFICATIONS: Six (6) months experience in construction, maintenance, or labor crews.

REQUIRED SKILLS AND ABILITIES: Tasks involve bending, lifting, walking, and carrying or using a force equal to lifting up to fifty pounds.

WORKING CONDITIONS: Much of job is outdoors in extreme heat. Some overtime required.

Example 7: Entry-level Job Position

JOB TITLE: Equipment Mechanic Senior

DEPARTMENT: Finance and Administrative Services (Fleet)

ACCOUNTABILITY: Reports to Equipment Manager

JOB DESCRIPTION: Perform routine and emergency maintenance on all vehicles and equipment in the Finance and Administrative Services fleet.

PRIMARY DUTIES AND RESPONSIBILITIES: Will test crawl loaders, trucks, sedans, track loaders, scrappers, aerial towers, garbage compactors and emergency equipment to determine if it is working properly. Will repair and maintain heavy equipment such as crawl loader, track loader, scrapper, garbage compactor and aerial towers. Will also disassemble, repair, and/or replace parts and reassemble w\vehicle systems, such as an air brake system, transmission hydraulic/pneumatic systems and cooling systems. Will perform engine tune-ups, adjust valves, overhaul or replace carburetors on gas and diesel engines, starters and pumps.

QUALIFICATIONS: Graduation from an accredited high school or GED plus four (4) years in general automotive mechanical repairs in a major repair shop. One (1) year automotive school at a junior college may substitute for one (1) year of experience with a maximum substitution of one (1) year. Hydraulic experience preferred. Must also have a Texas class “B” or “A” CDL drivers license. Must be able to obtain a Texas class “A” CDL drivers license within ninety (90) days of employment if you currently hold a Texas class “B” CDL drivers license.

REQUIRED SKILLS AND ABILITIES: Detailed knowledge of several different types of automotive systems and heavy equipment.

WORKING CONDITIONS: Physical requirements of this job are heavy. Tasks involve bending, walking, lifting and carrying or using a force to equal to fifty pounds or more.

Example 8: Position description examples

JOB TITLE: Data Entry Operator II

DEPARTMENT: Emergency Medical Services

ACCOUNTABILITY: Reports to Office Supervisor

JOB DESCRIPTION: Entering medical data into the Sweet 2000 system, entering charge data into the Sweet 2000 system, and review medical records for incomplete billing information and research to find missing information. Also assign job duties and monitor task completion for four (4) employees.

PRIMARY DUTIES AND RESPONSIBILITIES: Under supervision, perform activities related to the transcription of source document data using a computer terminal device. Record data on appropriate form/log, etc. File papers, materials, etc. Compile data/information for reports, cost estimates, etc. Route information to appropriate personnel. Review work for accuracy and completeness. Operate copy machine. Perform other tasks as required.

QUALIFICATIONS: High school diploma or GED. Knowledge of computer terminal data entry and retrieval methods and procedures, capabilities and limitations, plus two (2) years experience in computer terminal data entry. At least one (1) year experience in medical billing.

REQUIRED SKILLS AND ABILITIES: Supervisory skills; skills in input/output using network computer systems. Working knowledge of basic office and record keeping skills.

WORKING CONDITIONS: Prolonged periods of repetitive hand movements. Overtime required occasionally.

Example 9: Internee position description

JOB TITLE: Administrative Assistant

DEPARTMENT: Department of Human Resources

ACCOUNTABILITY: Reports to the Director of Human Services

JOB DESCRIPTION: Assist the Director with various tasks related to the Wellness Program.

PRIMARY DUTIES AND RESPONSIBILITIES: Assist with marketing Wellnes activities in departments. Assist in coordinating, scheduling and booking activities and facilities. Acquire outside vendors to perform Wellness services, and answer employee/vendor questions and provide necessary assistance. Track/oversee Wellness participation system.

QUALIFICATION: High school graduation or GED plus five (5) years of general clerical/secretarial experience. Completion of thirty (30) semester hours of college may substitute for one (1) year of the required experience with a maximum substitution of four (4) years. Must be able to operate PC software, including Microsoft Word and Excel.

REQUIRED SKILLS AND ABILITIES: Must be able to operate pc software, including Microsoft Word and Excel. Pleasant phone demeanor. Ability to follow written and oral instructions; independently coordinate project aspects.

WORKING CONDITIONS: Prolonged periods of time on the phone and repetitive hand movements.

Example 10: Entry-level Position

JOB TITLE: Legal Secretary

DEPARTMENT: Law Department Pool

ACCOUNTABILITY: Reports to lawyers of assigned section

JOB DESCRIPTION: To act as support for the Law Department staff by performing advanced legal and administrative duties of a sensitive or confidential nature.

PRIMARY DUTIES AND RESPONSIBILITIES: Writing, drafting, and preparing routine correspondence, memoranda and legal briefs. Maintain calendars of court hearings, meetings and appointments for section attorneys. Research information as requested. set up and maintain files.

QUALIFICATIONS: High school graduation or GED plus two (2) years of experience working in a legal secretarial position.

REQUIRED SKILLS AND ABILITIES: High level of organizational and research skills. Knowledge of PC programs, including Word and Excel. Skill in typing of at least 60 wpm after deducting for errors.

WORKING CONDITIONS: Shared cubicle space with other legal secretaries assigned to the same section.

Job Description — Comments Off on Administrative Position
25
Nov 10

Administrative Position











Example 1: Sample of job description for administrative position

JOB TITLE: Employee Services Retirement Benefits Administrator

DEPARTMENT: Department of Employee Services

ACCOUNTABILITY: Reports to Director of Employee Services

JOB DESCRIPTION: Interprets, administers and communicates employee benefits with a primary focus on the ICB Martin Retirement Plans, including the Defined Contribution (401k), Defined Benefit and Sec. 457 Deferred Compensation.

PRIMARY DUTIES AND RESPONSIBILITIES: Serves as the primary contact managing all relationships and contracts regarding retirement benefits with external service providers, consultants and vendors. Presents, develops and communicates information regarding benefit plans to employees. Is accountable for the professional administration of all benefit plans with assets of approximately $150 million.

QUALIFICATIONS: Bachelor’s degree in Accounting, Finance, Management or related field. A minimum of 5–7 years job-related experience with a plan of similar size or related level of experience with a financial institution.

REQUIRED SKILLS AND ABILITIES: Working knowledge of pension, 401(k) and deferred compensation plans and the laws pertaining to them. Knowledge of tax laws, investments, accounting and actuarial information related to retirement plan administration. Ability to analyze data, provide recommendations and develop actions to administer plans accurately. Ability to provide technical direction and support to the Board of Trustees, employees, vendors and consultants. Excellent verbal and written communication skills, marketing skills, mathematical skills and organizational skills. Detail oriented. Possess understanding of mainframe systems, PC software experience, including word processing, database and spreadsheet applications. General understanding of accounting principles and ability to perform reconciliation of plan transactions.

Example 2: Administrative job description

JOB TITLE: Account Executive, Corporate Accounts

DEPARTMENT: Marketing Department

ACCOUNTABILITY: Reports to President of Marketing

JOB DESCRIPTION: Negotiates and manages contracts to ensure achievement of pricing, profitability and sales objectives

PRIMARY DUTIES AND RESPONSIBILITIES: Coordinates activities with field sales organization to develop programs to effectively increase sales and contract compliance. Implements new and proven selling strategies for corporate account customers including the leveraging of value added services. Coordinates strategic programs and business partnerships to target, pursue and achieve incremental sales in key corporate accounts

QUALIFICATIONS: Bachelor’s degree or equivalent with preferred emphasis of study in business. Minimum of six (6) years experience in sales or marketing with a heavy emphasis on contracts and corporate selling. A minimum of two (2) years sales/contract/corporate accounts management.

REQUIRED SKILLS AND ABILITIES: Working knowledge of current robotics technology and market. Demonstrated understanding of financials associated with contracts. Excellent verbal and written communication skills.

WORKING CONDITIONS: Extensive overnight travel.

Example 3: Administrative position description sample

JOB TITLE: Manager, International Marketing

DEPARTMENT: Marketing Department

ACCOUNTABILITY: Reports to the Director of the Marketing Department

JOB DESCRIPTION: Develops strategic and tactical plans for all BioTech products to support corporate objectives in assigned international markets.

PRIMARY DUTIES AND RESPONSIBILITIES: Formulates and documents marketing plan in collaboration with foreign distributor for assigned market, with measurement system in place. Proposes market strategy for upcoming year through data analysis and identification of problems and opportunities in foreign markets. Participates in forecast and budget process. Works with market research department to gather and analyze international market research data, utilizing published studies, focus panels and personal interviews with foreign distributors and surgeons. Builds rapport, communicates and interacts with foreign surgeons. Coordinates visits of American surgeons to international clinics, companies, shows, conferences, workshops and sales training. Participates with product teams in long-range planning of new product introductions. Manages all aspects of pre-launch projects for new products and product updates in international markets.

QUALIFICATIONS: Bachelor’s degree in Marketing or related business/technical area or equivalent. M.B.A. desired. Minimum six (6) years experience in medical sales/marketing. International marketing experience preferred.

REQUIRED SKILLS AND ABILITIES: Knowledge of features and benefits of all BioTech product lines as well as a knowledge of international competitive products and programs. Ability to communicate clearly in verbal and written form in English. Fluency in French, Japanese, and/or German desired. Working knowledge of budgeting principles. Proficient in computer skills, including electronic mail, record keeping, routine database activity, word processing, spreadsheet and graphics.

WORKING CONDITIONS: International travel (40-50percent) by land and/or air.

Example 4: Sample job descriptions

JOB TITLE: Commercial Sales Account Executive

DEPARTMENT: Sales Department

ACCOUNTABILITY: Reports to Sales Director

JOB DESCRIPTION: Responsible for multi-dwelling residential telecommunications sales and services.

PRIMARY DUTIES AND RESPONSIBILITIES: Negotiates contractual relationships with accounts. Maintains a database of accounts, training and other product knowledge concerns. Coordinates changes in management and other ongoing customer service issues.

QUALIFICATIONS: Bachelor’s degree or equivalent experience. Experience in large volume, service-based sales. Access to reliable transportation.

REQUIRED SKILLS AND ABILITIES: Excellent verbal and written communication skills. Strong PC skills.

Example 5: Job description template

JOB TITLE: Executive Vice President and Chief Operating Officer

DEPARTMENT: Office of the President

ACCOUNTABILITY: Reports to the President and Chief Executive Officer

JOB DESCRIPTION: Assists in the overall planning and management of the corporation, with a specific focus on programmatic efforts, serving as the corporation’s Chief Operating Officer.

PRIMARY DUTIES AND RESPONSIBILITIES: Supervises the programmatic managers of the corporation. Coordinates work within and among components of the regional educational laboratory program, and oversees the integration of all programmatic efforts for optimum impact on the corporation’s mission. Oversees office staff and assigned budget. Designs and conducts regular participatory reviews of programmatic efforts, reporting findings to the President and Chief Executive Officer and staff. Acts for the President and CEO in his absence. Performs other such duties as may be assigned by the President and CEO.

QUALIFICATIONS: Ph.D. or Ed.D. from an accredited university or college with a major in education, educational administration, psychology, evaluation, measurement, social/behavioral sciences or a related field. Minimum of seven (7) years of successful experience (after completing doctorate) in an educational research and development organization as director, major manager, or program director. Experience using institutional, cost, quality, and evaluation procedures. Experience in working with state, intermediate and local education agencies and with community-based organizations.

REQUIRED SKILLS AND ABILITIES: Demonstrated knowledge of educational research, development and dissemination. Knowledge of policy, administrative and programmatic issues in education as well as federal, state and local education institutions. Ability to plan and lead a wide variety of large-scale educational research and development programs. Ability to manage a large multi-ethnic, exempt and non-exempt staff. Work at high levels of quality within firm timelines, and work directly and collaboratively with diverse constituents and staff. Well-developed interpersonal skills and well-developed communication skills in oral and written English. Skills in writing technical reports, proposals and other documents with fluency and precision.

Example 6: Job description documents

JOB TITLE: Business Development Representative

DEPARTMENT: Direct Credit Sales

ACCOUNTABILITY: Reports to Division Manager

JOB DESCRIPTION: Identify, analyze and meet client borrowing needs by developing referral source relationships.

PRIMARY DUTIES AND RESPONSIBILITIES: Must be able to generate aggressive direct consumer loan productions goals of 500K+ per month.

QUALIFICATIONS: Bachelor’s degree preferred. Three to five years banking experience; two to three years consumer lending experience, one year of consumer real estate experience. Strong credit skills and experience with interim construction loans.

REQUIRED SKILLS AND ABILITIES: This position will work with referral sources for residential lot and interim construction loans. Also will work closely with support specialist to ensure asset bookings, within bank guidelines. Must meet/exceed payment protection penetration goals.

WORKING CONDITIONS: Fast paced, intensive atmosphere.

Example 7: Job description examples

JOB TITLE: Store Manager

DEPARTMENT: Single Unit of Franchise

ACCOUNTABILITY: Reports to District Manager

JOB DESCRIPTION: Maximize sales and net profits in assigned store through effective management, operational and financial methods.

PRIMARY DUTIES AND RESPONSIBILITIES: Recruit, hire and train positive enthusiastic employees, ensuring proper customer service. Develop positive and professional relationships with all the store suppliers. Analyze all available management reports and take appropriate action based on the reports to maximize sales and net profits. Establish sales and profit objectives and develop specific plans to meet the objectives. Promote excellent service. Resolve customer complaints in a timely and professional manner. Promote and ensure a positive public image within the neighboring community.

QUALIFICATIONS: Preferred B.A. in Management or related field. Minimum six (6) years upper-management experience.

REQUIRED SKILLS AND ABILITIES: Develop and assign tasks appropriately to ensure the store functions efficiently. Maintain a professional and supportive image among subordinates and supervisors. Schedule employees within company guidelines to maximize customer service and maintain store image.

WORKING CONDITIONS: Varied hours, especially during holiday seasons.

Example 8: Job description for administration

JOB TITLE: Employee Relations Manager

DEPARTMENT: Human Resources

ACCOUNTABILITY: Reports to company vice president

JOB DESCRIPTION: Manage a staff of professionals. Support personnel in the development and implementation of employee relations policies, programs, and systems.

PRIMARY DUTIES AND RESPONSIBILITIES: Policy development and implementation, management consulting and training, management reporting, progressive and corrective discipline, employee complaints and grievances, alternative dispute resolution, performance evaluations.

QUALIFICATIONS: Masters degree preferred. Bachelor’s degree in Labor Relations, Human Resources Management or related discipline with at least five (5) years related supervisory experience.

REQUIRED SKILLS AND ABILITIES: Specialized training in employment law preferred, including responding to inquiries from EEOC. Experience in managing and engaging multiple employee relations issues simultaneously. Strong leadership and coaching skills with the ability to work effectively with all levels of management. Excellent verbal, written, presentation and project management skills.

WORKING CONDITIONS: Multi-task environment.

Example 9: Job descriptions administrator

JOB TITLE: Network Administrator Supervisor

DEPARTMENT: Information Systems Department

ACCOUNTABILITY: Reports to management

JOB DESCRIPTION: Supervises staff that maintains and upgrades company system.

PRIMARY DUTIES AND RESPONSIBILITIES: Supervise and delegate assignments to staff in the following areas: repairs and/or troubleshooting PCs, installation of LAN applications and network software on PCs, troubleshooting PC software application problems, providing support for LAN end user, installation of Internet and TCP/IP based software at client workstations.

QUALIFICATIONS: B.A. in computers required; M.A. in Management preferred, with a minimum of two (2) years experience.

REQUIRED SKILLS AND ABILITIES: Ability to do all tasks assigned to staff; ability to effectively organize, delegate, and lead staff.

WORKING CONDITIONS: Challenging atmosphere with new tasks daily. Some overtime, few weekends.

Example 10: Administrative Position

JOB TITLE: Compensation Employment Manager

DEPARTMENT: Human Resources Department

ACCOUNTABILITY: Reports to Human Resources Director

JOB DESCRIPTION: Functioning as a pro-active business partner to line department

PRIMARY DUTIES AND RESPONSIBILITIES: Managing a professional staff involved in compensation planning, classification, pay and recruiting. Overseeing the development, implementation, and administration of programs with a primary focus on recruitment, pay for performance, market-based survey analyst, and alternative pay programs such as skill-based and goal-based pay (gain sharing) which will attract and retain top candidates. Ensuring all aspects of work integrate well with each other and other areas of the Human Resources Department. Communication with and training of department and city management on compensation and employment activities.

QUALIFICATIONS: A bachelor’s degree in a related field. Five years experience in compensation planning and/or analysis of compensation programs with three years in a supervisory/lead capacity; two years experience will substitute for one year of education.

REQUIRED SKILLS AND ABILITIES: Experience with skills-based pay and goals-based pay programs.

WORKING CONDITIONS: Multi-task challenges.

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