1.
Job description
Writing Guide A job description is a list that a person might use for general tasks, or functions, and responsibilities of a position. It may often include to whom the position reports, specifications such as the qualifications or skills needed by the person in the job, or a salary range. Job descriptions are usually narrative, but some may instead comprise a simple list of competencies; for instance, strategic human resource planning methodologies may be used to develop a competency architecture for an organization, from which job descriptions are built as a shortlist of competencies. A job description may include relationships with other people in the organization: Supervisory level, managerial requirements, and relationships with other colleagues. A job description need not be limited to explaining the current situation, or work that is currently expected; it may also set out goals for what might be achieved in future.
Writing Sample HR Specialist Job Description
HR specialist's job is to work as a supportive and cooperative Human Resources team member providing the best potential customer service, with specific knowledge in the budget management, civil service, and administration activities of the Human Resources department. The main responsibility of HR specialist is to provide information to certified and substitute employees regarding regulations and policies, providing general support, addressing a broad variety of issues, maintaining files, databases, records of actions of personnel, evaluations, and tenure.
1. Duties and Responsibilities Assisting in supervising a variety of programs and policies regarding employees such as advertising job positions, recruitment, processing applications, verifying employment, separation, contracts, and compensation schedule in compliance with organization's policies, contracts, laws, and agreements.
Interpreting various written materials such as transcripts, employment records, references, employment regulations, and education codes.
Communicating with other departments, employees, applicants, administrators, and staff provide information and assistance regarding recruitment, transfers, employment, personnel records and legislation.
Assisting in scheduling various meetings and employee programs and events in compliance with department needs.
Conducting employee orientation programs like introducing personnel, employment benefits, payroll, assisting in filling of enrollment forms.
Providing written references, conveying information through developed written materials such as forms, brochures, procedures, and pamphlets required for documentation activities.
Ensuring the accurate information reflects in payroll database, verifying, and providing inputs regarding data and pay changes.
Informing applicants and employees regarding various programs and procedure requirements such as tenure, hours of work, benefits, general work expectations, and time off.
Preparing invoices and payment related to payroll reporting. Supporting new employee orientation programs, notifies employees on health, dental, medical, and compensation benefits.
Maintaining confidentially concerning personnel actions, legal actions, termination and non-renewal documents, and organizational plans.
Collecting information on benefits, salaries, and issues regarding contract negotiations.
Providing recommendations to the Director of Human Resources on training programs, trouble areas, and many other opportunities.
Providing overall assistance and research support to HR and Finance teams on benefit policies, programs, and procedures.
2. Skills and Specifications Knowledge of principles, methods, and practices related to payroll activities as per the rules and policies of the company.
Knowledge of accounting procedures and practices.
Must have strong verbal and written communication.
Able to exercise great initiative independent judgment.
Ability to maintain the confidential information.
Ability to manage several projects and tasks simultaneously.
Solid problem-solving and business acumen skills.
Ability to speak, write and read the English language and knowledge of other languages.
Ability to negotiate contribution agreements and contracts.
Willingness to work additional hours in order to meet tight deadlines.
3. Education and Qualifications A bachelor or master degree in the field Human Resources Management, Business Management or related field is essential. Degree in Human Resources Management related field from an accredited institution.
Writing Exercise Write a secretary's job description, including the following items:
job summary;
main responsibilities;
knowledge, skills and abilities;
credentials and experience;
special requirements and so on.
Job Description
Job Summary
Schedules appointments, gives information to callers, takes dictation, and otherwise relieves officials of clerical work and minor administrative and business detail.
Main Responsibilities
Receive dictation and transcribes it by using a word processor, compose correspondence and summarize reports. Use the computer system to transmit electronic mail.
Receive and prepare incoming mails and, at the end of the day, deal with Office Manager's outgoing mails.
Receive and entertain visitors.
Handle telephone calls and transmit messages by fax or telex.
Keep the Office Manager's diary; arrange his/her appointment and engagements; assist him/her in planning his/her day to ensure the most effective use of his/her time.
Make the Office Manager's travel arrangements.
Ensure that all correspondence and inquiries have been processed and that all records are filed accurately for speedy retrieval. Administer an effective follow-up system.
Organize and attend meetings.
Organize the office, maintain wall-charts and statistical data.
Supply information, using teletext and database services and reference books; circulate information as directed by the Office Manager.
Control the Office Manager's petty cash, bank transitions and expense claim forms.
Supervise junior secretarial staff and administer their induction training, job allocation, appraisal, disciplinary and complaint procedures.
Organize conference and special events, as required.
Control stationery and office materials for the office.
Comply with the company's health, safety and security regulations.
Undertake other duties as assigned.
Knowledge, Skills and Abilities
Knowledge of modern office procedures and methods including telephone communications, office systems, and record keeping.
Knowledge of modern business communication, including style and format of letters, memoranda, minutes and reports.
Skill to use a personal computer and various software packages.
Skill to type 50 words per minute.
Ability to establish priorities, work independently, and proceed with objectives without supervision.
Ability to handle and resolve recurring problems. Credentials and Experience
Associate degree with courses in secretarial/office administration.
Two-year related experience.
Equivalent to handle and resolve recurring problems.
Special Requirements
Willing to work overtime, holidays, and weekends as requested by Office Manager.