---
name: job-analysis
description: Conduct job analysis, create job descriptions, define role requirements, establish competency frameworks, and perform role design. Use when writing job descriptions, analyzing roles, defining competencies, redesigning positions, or establishing role standards. Triggers on phrases like "job analysis", "job description", "role analysis", "position description", "job specification", "competency framework", "role design", "job evaluation", "key responsibilities", "qualifications", "role requirements", "job profiling".
---

# Job Analysis & Descriptions

Systematically analyze roles and create accurate, compliant job descriptions and competency frameworks.

## Workflow

1. Plan analysis: Identify roles to analyze, select methodology, schedule data collection.
2. Collect data: Interviews, surveys, observation, incumbent input, manager input.
3. Analyze data: Identify essential functions, requirements, working conditions.
4. Document findings: Job description, specifications, competency framework.
5. Validate: Review with incumbent and manager for accuracy.
6. Apply: Use for recruiting, performance management, compensation, compliance.
7. Review periodically: Update as roles evolve (annual or trigger-based review).

## Job Analysis Methods

```
JOB ANALYSIS METHODOLOGIES
============================

1. INTERVIEWS
   → Individual interviews with incumbents and managers
   → Structured questionnaire: Standardized questions across roles
   → Focus group: Multiple incumbents of same role
   → Pros: Deep detail, context, nuance
   → Cons: Time-intensive, potential bias (incumbent may exaggerate or minimize)

2. QUESTIONNAIRES / SURVEYS
   → Standardized instruments (PAQ, FAM, custom)
   → Distributed to all incumbents of role
   → Pros: Efficient for large groups, quantifiable data
   → Cons: Less depth, response rate challenges

3. OBSERVATION
   → Analyst observes incumbent performing job
   → Time-and-motion studies for detailed task analysis
   → Pros: Accurate for observable tasks
   → Cons: Cannot observe cognitive/mental tasks; Hawthorne effect

4. DIARY / LOG
   → Incumbent logs activities over 1–2 weeks
   → Time tracking: How time is spent on different tasks
   → Pros: Detailed, real-world data
   → Cons: Burden on incumbent, accuracy depends on diligence

5. CRITICAL INCIDENT TECHNIQUE
   → Collect examples of especially effective or ineffective behavior
   → Identifies key success factors and failure points
   → Pros: Rich behavioral data
   → Cons: Focuses on extremes, not routine activities

6. SUBJECT MATTER EXPERT (SME) PANEL
   → Panel of managers, incumbents, and HR review role
   → Consensus on duties, requirements, conditions
   → Pros: Multiple perspectives, validation
   → Cons: Group dynamics, potential compromise

RECOMMENDED APPROACH:
  → Combination of methods for most accurate results
  → Typical: Interview + questionnaire + observation (for manual roles)
  → Validate with manager and incumbent before finalizing
```

## Job Description Template

```
JOB DESCRIPTION TEMPLATE
==========================

JOB TITLE: [Official title — consistent across organization]
DEPARTMENT: [Department/division]
REPORTS TO: [Direct manager title]
FLIPS: [Direct reports count, if applicable]
WORK LOCATION: [Office, remote, hybrid, specific location]
EMPLOYEE TYPE: [Full-time, part-time, exempt, non-exempt, contract]
GRADE/LEVEL: [Pay grade or organizational level]
DATE CREATED: [Date]
LAST REVISED: [Date]

JOB SUMMARY:
  [2–3 sentences describing the purpose of the role, how it contributes to
  organizational goals, and its scope/impact]

ESSENTIAL DUTIES AND RESPONSIBILITIES:
  [List in order of importance or frequency. Use action verbs. Include
  approximate % of time for each major duty category.]

  1. [Primary responsibility area] (~XX% of time)
     → [Specific duty or task]
     → [Specific duty or task]
     → [Specific duty or task]

  2. [Secondary responsibility area] (~XX% of time)
     → [Specific duty or task]
     → [Specific duty or task]

  3. [Tertiary responsibility area] (~XX% of time)
     → [Specific duty or task]
     → [Specific duty or task]

  4. Additional responsibilities as assigned

  Note: This list is representative, not exhaustive. Employee may perform
  related duties as assigned.

QUALIFICATIONS:

  EDUCATION:
    → Required: [Minimum degree and field, or equivalent experience]
    → Preferred: [Advanced degree, specific certification]

  EXPERIENCE:
    → Required: [X] years in [relevant field/function]
    → Preferred: [X] years in [specific industry/technology]

  SKILLS AND ABILITIES:
    → [Technical skill 1]: [Level — basic, proficient, expert]
    → [Technical skill 2]: [Level]
    → [Soft skill 1]: [Level]
    → [Tool/software proficiency]: [Level]
    → [Language requirements]: [Level]

  CERTIFICATIONS AND LICENSURE:
    → [Required certifications/licenses]
    → [Preferred certifications/licenses]

PHYSICAL DEMANDS AND WORKING CONDITIONS:
  → [Sedentary, light, medium, heavy work]
  → [Travel requirements: %, domestic, international]
  → [Environment: Office, warehouse, field, client sites]
  → [Physical requirements: Lifting, standing, driving, etc.]
  → [Hours: Standard, shift work, on-call, flexible]

ADA STATEMENT:
  The essential functions listed above represent the core responsibilities of
  this position. Reasonable accommodations may be made to enable individuals
  with disabilities to perform essential functions.

EEO STATEMENT:
  [Company Name] is an equal opportunity employer. All qualified applicants
  will receive consideration for employment without regard to race, color,
  religion, sex, national origin, disability, veteran status, sexual orientation,
  gender identity, or any other characteristic protected by law.

ACKNOWLEDGMENT:

  I understand the duties and responsibilities described in this job description.
  I recognize that this description may be modified as business needs change.

  Employee Signature: _______________ Date: ______
  Manager Signature: _______________ Date: ______
```

## Competency Framework

```
COMPETENCY FRAMEWORK
======================

WHAT ARE COMPETENCIES?
  → Knowledge, skills, abilities, and behaviors that lead to successful performance
  → Used for: Hiring, performance evaluation, development, succession planning

CORE COMPETENCIES (Expected of ALL employees):

  1. COMMUNICATION
     Level 1 (Individual contributor): Expresses ideas clearly in writing and verbally
     Level 2 (Senior IC): Adapts communication style to audience; active listening
     Level 3 (Manager): Influences through communication; facilitates difficult conversations
     Level 4 (Leader): Inspires and aligns through communication; organizational storytelling

  2. COLLABORATION
     Level 1: Works cooperatively with team members
     Level 2: Builds effective working relationships across teams
     Level 3: Resolves conflict; negotiates win-win outcomes
     Level 4: Creates collaborative culture; breaks down silos

  3. PROBLEM SOLVING
     Level 1: Identifies and resolves routine problems
     Level 2: Analyzes complex problems; generates creative solutions
     Level 3: Anticipates problems; develops preventive strategies
     Level 4: Addresses ambiguous, strategic problems; drives innovation

  4. ACCOUNTABILITY
     Level 1: Meets commitments; takes ownership of tasks
     Level 2: Drives results despite obstacles; holds self to high standards
     Level 3: Holds team accountable; creates results-oriented culture
     Level 4: Drives organizational accountability; models integrity

  5. ADAPTABILITY
     Level 1: Adjusts to changes in routine and processes
     Level 2: Embraces change; helps others adjust
     Level 3: Anticipates change; leads change initiatives
     Level 4: Drives organizational agility; thrives in uncertainty

ROLE-SPECIFIC COMPETENCIES:

  TECHNICAL / FUNCTIONAL:
    → Varies by role family (engineering, sales, finance, etc.)
    → Defined by subject matter experts
    → Examples: Data analysis, financial modeling, coding, clinical judgment

  LEADERSHIP (For management roles):
    → Talent development: Developing others' capabilities
    → Strategic thinking: Connecting daily work to organizational strategy
    → Decision-making: Quality and timeliness of decisions
    → Coaching and feedback: Regular, constructive development conversations
    → Delegation: Effective task assignment and empowerment

COMPETENCY ASSESSMENT:
  → Self-assessment: Employee rates themselves against competency levels
  → Manager assessment: Manager rates employee against competencies
  → 360 assessment: Multiple raters across competencies
  → Behavioral examples: Specific examples required for each rating
  → Development planning: Gap between current and desired competency level
```

## Integration Points

- Recruiting: Job descriptions for posting, interview guides, candidate evaluation
- Performance management: Performance standards, evaluation criteria
- Compensation: Job evaluation for pay grading, market benchmarking
- Compliance: ADA essential functions, FLSA classification (exempt/non-exempt)
- Training: Gap analysis between required and current competencies
- Succession planning: Role criticality assessment, successor qualification criteria
- HRIS: Job description storage, version control, role hierarchy
- Organizational design: Role design, span of control, reporting structure

## Edge Cases

- **Rapidly evolving roles** (tech, AI): Frequent JD updates; focus on competencies over specific tasks
- **Matrix roles**: Dual reporting; clarify primary accountability
- **Generic vs. specific**: Balance between too vague (useless) and too specific (inflexible)
- **Legal defensibility**: Essential functions documented for ADA compliance; FLSA accuracy
- **Global roles**: Local labor law requirements in JDs; translation consistency
- **Union roles**: JD changes may require union notification or negotiation per CBA