Position Number Community(s) Division/Region. *Indicate home community or communities

Transcription

1 IDENTIFICATION Department *Indicate full department name; ampersand (&) is ok to use Position Title *Full position title; no abbreviations except where commonly accepted (RN, Sr.) Position Number Community(s) Division/Region *Indicate position # (XX-XXXX) or NEW (XX-NEW) *Indicate home community or communities *Include full division name followed by region (YK would be HQ) PURPOSE OF THE POSITION The purpose is a specific statement intended to give an immediate impression of what the position does, within what parameters and the overall end results expected. The statement should be one or two sentences in length and clearly distinguish the job from others, in particular its supervisors and any subordinates. The following model applies: The full position title is responsible for overall purpose/function of the position within general context to ensure stated end result. Sample Purpose The Finance Clerk is responsible for providing financial support services to the Department in accordance with Government of the Northwest Territories (GNWT) and Department policies and procedures to ensure timely, relevant and accurate information when managing budgets and exercising spending authority. Overall purpose clearly stated? Overall parameter stated? Overall end result stated? One paragraph in length? (Insert Current Date) GNWT Job Description Page 1 of 7

2 Common Errors Contains specific impacts that should be in Scope. Contains responsibilities in addition to the overall reason. What the job does is not clear. SCOPE This section of the JD exists to outline the overall accountability of the position and impact on the environment in which it operates. This includes information such as contacts, the level of authority it has within its departmental structure (over work, staff and resources as applicable) and the constraints (legislation, acts, regulations) that the position works within. Because Scope is information regarding the context in which the position operates, this section of the JD is often easier to finalize once the Responsibilities have been fully developed. Sample Scope Located in Yellowknife, the Finance Clerk reports directly to the Finance and Administration Officer. The position supports the Finance and Administration Officer by assisting with the preparation and verification of receipts of revenue, commitments, payables, receivables and journal vouchers. Verifying documents are accurate and adhere to government policies and procedures ensuring the Department has timely, relevant and accurate information for managing budgets and exercising spending authority. The Finance Clerk processes approximately 500 revenue transcripts per year and has a spending authority of up to $5000. The duties of the position are carried out in accordance with the Financial Administration Act, the Government Contract Regulations, GNWT policies such as the Business Incentive Policy, Departmental policies, directives and procedures and Generally Accepted Accounting Principles (GAAP). Location, reporting relationship and subordinates (if any) clearly indicated? Relevant legislations, acts, and regulations included? Applicable financial dollars and/or projects managed specified? Major or relevant contacts of the position stated? Common Errors Scope contains information that reads as a responsibility, activity, or KSA s while being related to scope information. Contains broad based statements about what the unit does overall which is not relevant to the position. Subordinates not clearly indicated. (Insert Current Date) GNWT Job Description Page 2 of 7

3 RESPONSIBILITIES The responsibilities outline the most important end results expected of the job accompanied by a group of supporting activities the incumbent would perform to accomplish the responsibilities. Writing should indicate the level of the responsibility or activity being performed and written in order of importance as related to the purpose. The sample below demonstrates how the information contained in the responsibilities relates back to the purpose. Before writing to the standard format it is important to remember the following: Responsibility Sets Presents the main responsibilities and the expected end results of the position. Most jobs have between 2 and 6 main responsibility sets. Bulleted Activities Indicates the subsequent activities that are necessary in order to support and accomplish the end results of the responsibility it falls under. Sample Responsibility Prepares and processes financial and commitment documents ensuring accounts are maintained in an accurate and timely manner. Prepares payment documents for departmental purchase files in accordance with financial procedures, relevant legislation, regulations and contract terms. Verifies and audits departmental purchase card statements and receipts, ensuring compliance with GNWT financial regulations and legislations. Reviews documents to ensure that contract administration is adhered to. Audits payable documents received from divisions by checking quality and quantity of supporting data, editing additions, extensions and conditions of payment. Validates documents against System for Accountability & Management (SAM) to prevent duplicate payments. Outlined in order of most significant, the major responsibilities that contribute to the purpose of the position? Responsibilities are specific and unique which contribute to the position s purpose and avoid repetition? Activities are relevant and unique to the responsibilities? The appropriate activity levels are indicated (Assists, Coordinates, Manages)? Activities are described beyond a task level? The information is value added indicating the unique contributions of the position? The information is written in concise, active language and beginning with a verb? Common Errors There is duplication of responsibilities, or they are unclear, or disconnected from the purpose/ksa s. Wording includes constraints or impact information that pertains to the scope or KSA s which should be indicated in the subsequent section. (Insert Current Date) GNWT Job Description Page 3 of 7

4 Dated responsibility sets are continuously recycled and not updated. WORKING CONDITIONS Working Conditions identify the unusual and unavoidable, externally imposed conditions under which the work must be performed and which create hardship for the incumbent, beyond a normal office environment (otherwise it is: No Unusual Demands ). The Frequency, Duration and Intensity of the imposed condition must be indicated in order for a value to be assigned. Physical Demands This involves physical exertion produced by the incumbent in carrying out the responsibilities of the position beyond a standard office environment. The incumbent will be required to lift boxes weighing 30 to 50lbs, for 2 hours, approximately 3 times a week. Environmental Conditions This includes conditions in the work environment that have potential for negative physical impact on the incumbent. The incumbent will be exposed to construction site hazards when on site for 3 hours a day for 3 days every other week. Intensity of construction varies. Sensory Demands Sensory demands are an intense, combined used of 2 or more of the 5 senses required to accomplish activities. Most commonly found in trades, direct patient care positions and some corrections positions. The incumbent will experience moderate levels of intensity for 4 to 6 hours using the combined senses of sight, smell, hearing and touch while performing patient assessments and providing patient care. Mental Demands Mental demands indicate psychological impacts that are an unavoidable part of the job and place increased mental demands on the incumbent. Most commonly this area indicates travel required by the incumbent as well. The incumbent will be required to travel to all regions for a period of 5 days every month of the year. (Insert Current Date) GNWT Job Description Page 4 of 7

5 KNOWLEDGE, SKILLS AND ABILITIES (KSA) This section contains all the major bodies of knowledge, measurable skills and inherent abilities required of the incumbent to perform the responsibilities outlined earlier. Before writing KSA s, it is important to know how they are defined: Knowledge - Identifies the acquired information or concepts that relate to a specific discipline. Skills - Describes the acquired measurable behaviors and may cover manual aspects required to do the job. Abilities - Describes natural talents or developed proficiencies required to perform the job. Sample KSA Knowledge of accounting/bookkeeping practices. Knowledge of records management procedures to secure, maintain and archive files. Demonstrated interpersonal communication skills to work effectively with various suppliers and the general public. Proven time management and organizational skills. Knowledge of MS Operating Systems, MS Office, the Internet and programs. TYPICALLY, THE ABOVE QUALIFICATIONS WOULD BE ATTAINED BY (TAB) This section contains information about the ideal education and experience required to perform the job, as well any certifications legally required to perform job duties. The TAB should be written concisely and contain only the requirements to perform the duties of the position. Sample TAB Completion of Grade 12 and first level professional accounting designation or 2 years direct experience in an accounting environment. KSA s described according to their definition? KSA s listed in order of importance and relevant to the level of work being performed? KSA s depicted are judgment and gender bias free? KSA s and TAB are clearly related to the responsibility sets (any disconnects)? Experience, education or required certifications listed in the TAB? Commons Errors KSA s and TAB are written together instead of separately. The incumbent s skill, background, performance or preferences are included instead of focusing only on what the position requires. (Insert Current Date) GNWT Job Description Page 5 of 7

6 ADDITIONAL REQUIREMENTS Position Security (check one) No criminal records check required Position of Trust criminal records check required Highly sensitive position requires verification of identity and a criminal records check French language (check one if applies) French required (must identify required level below) Level required for this Designated Position is: ORAL EXPRESSION AND COMPREHENSION Basic (B) Intermediate (I) Advanced (A) READING COMPREHENSION: Basic (B) Intermediate (I) Advanced (A) WRITING SKILLS: Basic (B) Intermediate (I) Advanced (A) French preferred Indigenous language: Choose a language Required Preferred (Insert Current Date) GNWT Job Description Page 6 of 7

7 CERTIFICATION Title: Position Number(s): Employee Signature Supervisor Signature Printed Name Printed Name Date I certify that I have read and understand the responsibilities assigned to this position. Date I certify that this job description is an accurate description of the responsibilities assigned to the position. Deputy Head/Delegate Signature Date I approve the delegation of the responsibilities outlined herein within the context of the attached organizational structure. The above statements are intended to describe the general nature and level of work being performed by the incumbents of this job. They are not intended to be an exhaustive list of all responsibilities and activities required of this position. (Insert Current Date) GNWT Job Description Page 7 of 7