Defining Job Roles and Organizational Structure Elements

Job Terminology Clarification

Task

The set of individual activities required to run an occupant in a particular job. It refers to simple, routine charges, including tracking hours worked and worker activities.

Attributions

The set of individual activities required to run the person occupying the position. It refers to charges that include differentiated activities, such as those performed by employees working for months or officials.

Function

It is a set of tasks (charged by the hour) or terms (charges for months) that the occupant of the office pursues systematically and repeatedly, or an individual who, without holding office, plays a role temporarily or permanently. For a set of tasks or duties to constitute a function, there must be repetition in execution.

Charge (Position)

It is a set of functions defining a position within the organizational structure, i.e., in the flowchart. Locating a position within the hierarchy indicates defining four aspects:

• The hierarchical level.
• Area or department where it is located.
• The superior (to whom it responds).
• Subordinates (over which it exercises authority).

Job Description Process

The job description is a process that involves listing the tasks or responsibilities that make up a charge and that differentiate it from other posts existing in the company. It is the detailed enumeration of the powers or duties of the office, the frequency of execution, the methods used in the execution of the powers or duties of the position, and objectives. It is basically an inventory of the significant aspects of the office and the duties and responsibilities it entails.

Components of Position Naming

The position name should reflect:

• Positioning the post in the Organization (level of appointment, subordination, supervision, collateral communications).
• Tasks and Duties of the Position (daily, weekly, monthly, yearly, sporadic).

Job Analysis Elements

Analysis includes:

Intellectual Requirements

Basic training, previous experience necessary, initiative, and skills needed.

Physical Requirements

Effort, concentration, and physical build necessary.

Responsibilities Included

For supervision of personnel, materials and equipment, methods and processes, money, securities or documents, confidential information, and safety of others.

Working Conditions

Work environment and inherent risks.