AKiCiF: Job descriptions

[rolanni]

I know we have a couple of HR-types reading here. I'm coming away from one of the most surreal conversations I have ever had with an HR person and I need a...triple-check, it would be, on current usage.

Suppose one has a Job Description. It goes like this:

Job Title: Secretary, Ministry of Silly Walks

Function: To provide secretarial support to the chairman of the Ministry of Silly Walks

Duties:
1. Sort the mail
2. Answer public inquiries regarding the nature and history of MoSW
3. Produce and distribute posters advertising MoSW functions
4. Walk silly
5. Monitor office supply levels and order as necessary
6. Other duties as assigned

My question lies with Number 6. I've only been working off and on in a clerical capacity since 1968, so my understanding may be flawed, but what I take Number 6 to mean is that if my boss, the Minister of MoSW, should decide that the Ministry needs, oh, a webpage and assigns me to build and maintain it, that's an "other duty" -- which is to say, a new task not anticipated when the core list of duties was compiled by whoever compiled the original job description.

Does Number 6, in current HR philosophy, also mean that the Prime Minister may append the Ministry of Funny Mustaches to the above job description as "other duties" stipulating that the MoFM is its own power, equal in the org chart to the MoSW?

Inquiring minds...

Comments

[(Anonymous)]

At my $WORKPLACE, we are covered by a collective bargaining agreement (and clerical staff are represented by it). If there is such an agreement that pertains to your position, you may want to look through it. In conversations with various stewards and labor relations representatives (all on the union side), "other duties as assigned" is understood to mean no more than 10% of your job. If it grows past that, it's time to get an updated job description, which has the benefit of needing HRs approval. Also, by contract (if not by law), our job descriptions must accurately portray the work we do.

If I were faced with this particular situation, I'd write up a new job description with both old and new tasks on it, and assign percentages (or hours per week) to each task. Then show that to both old and new Ministers. If they agree to it as you drew it up, terrific, just be sure to stick with the percentages for the first few weeks so they can feel the pain. If they don't agree, suggest they work out what the percentages should be and get back to you with the new percentages, reminding them that their numbers cannot go past 100%.

I'd also contact someone in HR and see what's involved in getting an updated job description, what is involved in getting a raise or stipend for additional duties and other such things.

Good luck, this sort of stuff is a royal PITA.
--Susan in California

[romsfuulynn.livejournal.com]

Also from the federal arena so we have a lot more protection, but what I'd do after a week or two assessing the work that needs to be done at FM, is email both the ministers and outline what needs to be done each place with some prioritization and what should be put off. (e.g. both places need their mail opened and distributed every day so that's a priority for both of them, but posters for SW come before or after filing of FM.

And journal - just a line or two per task so you know what can be done.

The other thing is to consider what may be offloaded (e.g. can you get seven or 10 hours of a student aide, who can physically open and stamp the mail and do some rough presorts...and leave you more time for making posters and answering queries.