Sample job analysis questionnaires (clerical, managerial)
Here are two sample job analysis questionnaires. The first is geared to clerical and administrative positions. The second relates to employees who will be called on to manage people and make decisions affecting your business. Consider either a starting point in examining the needs of your business. Either form can and should be tailored to reflect your situation. The items listed may be right on point, or they may suggest other activities that are more relevant to your business.
The first checklist suggests duties that may be performed on a regular basis by a clerical or administrative employee. The checklist suggests that you record how frequently the worker would be called on to perform each of the specific tasks (D: daily, W: weekly, M: monthly, O = other). This should assist you in defining what the major job responsibilities are.
The second checklist is designed for use when you are considering hiring a manager or supervisor. In this situation, the nature of the duties are frequently more significant than the frequency with which any single activity is performed. Focus on the types of decisions that the worker might have to make, who the worker might have to supervise, and other aspects of your operations the worker might be expected to manage.
ROUTINE CLERICAL RESPONSIBILITIES
Types labels, letters, envelopes, and invoices.
D [daily]
W [weekly]
M [monthly]
O [Other}
Determine layout and format, and type in finished format.
D [daily]
W [weekly]
M [monthly]
O [Other}
Proofread and correct errors.
D [daily]
W [weekly]
M [monthly]
O [Other}
Set up and type financial and statistical reports.
D [daily]
W [weekly]
M [monthly]
O [Other}
Take dictation and transcribe.
D [daily]
W [weekly]
M [monthly]
O [Other}
Record, type, and distribute meeting minutes.
D [daily]
W [weekly]
M [monthly]
O [Other}
Compose standard letters in response to routine correspondence.
D [daily]
W [weekly]
M [monthly]
O [Other}
Schedule appointments without prior clearance, schedule meetings and conferences, and make travel arrangements including reservations.
D [daily]
W [weekly]
M [monthly]
O [Other}
Prepare meeting and conference rooms.
D [daily]
W [weekly]
M [monthly]
O [Other}
Maintain, process, distribute, and update records, files, and documents.
D [daily]
W [weekly]
M [monthly]
O [Other}
Maintain confidential records and files, and handle confidential correspondence and records.
D [daily]
W [weekly]
M [monthly]
O [Other}
Open, sort and distribute mail.
D [daily]
W [weekly]
M [monthly]
O [Other}
Answer telephones, screen and place calls, monitor and follow up on voice mail recordings, refer callers to appropriate parties.
D [daily]
W [weekly]
M [monthly]
O [Other}
Prepare, process, and verify invoices, bills, checks and receipts.
D [daily]
W [weekly]
M [monthly]
O [Other}
Maintain and report expense account activity.
D [daily]
W [weekly]
M [monthly]
O [Other}
Receive and welcome visitors, and refer to appropriate parties.
D [daily]
W [weekly]
M [monthly]
O [Other}
Maintain and update mailing lists.
D [daily]
W [weekly]
M [monthly]
O [Other}
Enter data electronically and verify.
D [daily]
W [weekly]
M [monthly]
O [Other}
Process payroll records.
D [daily]
W [weekly]
M [monthly]
O [Other}
Perform calculations, post and verify figures, trace and adjust errors.
D [daily]
W [weekly]
M [monthly]
O [Other}
Maintain inventory of office supplies, requisition new supplies, and distribute supplies to authorized parties.
D [daily]
W [weekly]
M [monthly]
O [Other}
Schedule and monitor equipment repairs and service contracts.
D [daily]
W [weekly]
M [monthly]
O [Other}
Maintain locks and keys for storage cabinets and other facilities, and distribute to authorized parties.
D [daily]
W [weekly]
M [monthly]
O [Other}
Orient and train new employees.
D [daily]
W [weekly]
M [monthly]
O [Other}
Schedule work for coworkers as requested.
D [daily]
W [weekly]
M [monthly]
O [Other}
Handle cash and negotiable instruments.
D [daily]
W [weekly]
M [monthly]
O [Other}
Maintain cash box.
D [daily]
W [weekly]
M [monthly]
O [Other}
Sign legal documents.
D [daily]
W [weekly]
M [monthly]
O [Other}
Act as resource for others as to staff and locations.
D [daily]
W [weekly]
M [monthly]
O [Other}
Maintain records of cash receipts and disbursements.
D [daily]
W [weekly]
M [monthly]
O [Other}
Review job applicants/applications and conducts screening interviews.
D [daily]
W [weekly]
M [monthly]
O [Other}
Collate and bind.
D [daily]
W [weekly]
M [monthly]
O [Other}
Make copies.
D [daily]
W [weekly]
M [monthly]
O [Other}
Date and stamp documents.
D [daily]
W [weekly]
M [monthly]
O [Other}
Recommend improvements in operations and procedures.
D [daily]
W [weekly]
M [monthly]
O [Other}
Modify operations and/or procedures.
D [daily]
W [weekly]
M [monthly]
O [Other}
Maintain procedures and information manuals.
D [daily]
W [weekly]
M [monthly]
O [Other}
Develop operating budget for approval.
D [daily]
W [weekly]
M [monthly]
O [Other}
Research, tabulate, and summarize information of routine, periodic or special reports.
D [daily]
W [weekly]
M [monthly]
O [Other}
Present findings in oral or written form.
D [daily]
W [weekly]
M [monthly]
O [Other}
Record and verify entries or accounts, journals, logs, and general ledgers.
D [daily]
W [weekly]
M [monthly]
O [Other}
Balance accounts and reconcile statements.
D [daily]
W [weekly]
M [monthly]
O [Other}
Indicate the equipment that is operated as a regular part of the responsibilities of the job:
CHECKLIST OF ROUTINE MANAGERIAL/SUPERVISORY DUTIES
Analyze, on a periodic basis, workload and personnel needs of an organizational unit.
Recommend changes in the staff level of the work unit.
Review documentation for new positions and positions that have been revised.
Obtain approval to modify positions.
Interview candidates for employment and make hiring decision or recommendations.
Orient new subordinates concerning policy and procedures, work rules, and performance expectation levels. Review position responsibilities.
Plan, delegate, communicate and control work assignments and special projects concerning subordinates.
Establish and maintain specific work goals and objectives or quantitative and qualitative work standards to be achieved by subordinates.
Train, develop, and motivate subordinates to improve current performance and to prepare for higher- level jobs.
Determine significant changes in responsibilities and major duties of subordinates by reviewing their job responsibilities on a regular basis.
Evaluate the performance of subordinates. Document and discuss present and past performance with each direct report. Keep supervisor informed of results.
Review salaries of subordinates and recommend changes according to policy and procedures.
Recommend personnel actions such as promotions, performance awards, demotions, etc., according to budget guidance and policy.
Advise superiors and subordinates of developments that impact job duties. Ensure proper communications.
Maintain discipline, recommend and administer corrective action according to policy and procedures.
Communicate and administer personnel programs in accordance with design and objectives.
Maintain proper documentation on all subordinates.
Other responsibilities [specify]:
<p>Here are two sample job analysis questionnaires. The first is geared to clerical and administrative positions.</p>
Sample job analysis questionnaires (clerical, managerial)
/resources/forms/sample_job_analysis_questionnaires_(clerical_managerial).aspx
13212
none