Human Resources Terms: Job Analysis, Job Specifications & Job Descriptions, Essay Example

As soon as the need for a new position within a company becomes evident, the Human Resources department must identify the specific needs that the position will address, the employee characteristics needed to fill the position and a detailed list of what tasks the new employee will be expected to perform.  There are three documents that are created to address these needs; Job Analysis, Job Specification, and Job Description.

The process of beginning a job analysis is to determine the specific needs of the company to be fulfilled by the new position.  If for example a company concludes the need for a new file clerk, they might look at the amount of filing needing to be done, whether the clerk will be required to carry large boxes of files, or the degree of computer expertise needed to do electronic filing.  All these needs would be identified and a document created to reflect them.

The next step is to complete a job specification.  This document is based on the findings of the job analysis.  In the case of the file clerk mentioned above, the successful candidate must be able to sit or stand for a given length of time (based on the volume of filing).  This person might have to be able to lift and carry a file box weighing 20 pounds.  If some of the filing will be computer-based, the new employee might need to know how to use a certain software program.  The job specification outlines the required knowledge, abilities, skills or experience necessary to fulfill the responsibilities of the job.

A job description is created by combining the job analysis and job specifications into a single document that details the specific skills or experience required for a given job as well as a list of the tasks that the new employee will be expected to do.  Job descriptions are used both to inform prospective employees about the nature and requirements of the job, and also as a basis for subsequent employee evaluations.