Information contained in the documents at the workplace
The copies of job descriptions for clerical positions obtained from the workplace indicate the requirements for someone to be hired as a clerical officer. In other words, both the academic and professional backgrounds are highlighted in the requirements section. In addition, the job description documents indicate the core functions of clerical personnel at the workplace.
However, the information given in the job description for a clerical position is not adequate. For example, the roles and daily conduct of a clerical officer are not pointed out clearly (Diamond 53). The information given for the job description is very scanty. Worse still, the document does not highlight the aspect of ethics at the workplace and how an employee in this position is supposed to conduct him/herself.
Hence, it is crucial to improve on the descriptions given in the documents for job description so that the newly hired employees in this area can easily go about their duties without necessarily making several points of reference.
How the descriptions can be improved
To begin with, the job description document should begin by pointing out the broad and clear role of a clerk at the workplace. In this case, a clerk is responsible for several jobs involving putting records on paper and the bureaucracy of the organization where an individual works. The document should contain the following key roles of clerical positions:
- Filling forms
- Writing required documents
- Handling deliveries and receipts
- Working on necessary calculations and controlling accounts
- Carrying out accounting activities
- Any other administrative task as may be assigned by the management.
A good job description profile for a clerical officer should begin by the above format so that the job applicant can readily make cross-reference as the need arises. In addition, the description I obtained at my workplace contained quite a lot of wording. It is crucial to make a job description document as clear as possible. The main points should stand out (Darlington, 26). In a nutshell, a well-designed job description for a clerical officer should resemble or capture the key elements described in the following section.
Core functions of a Clerical Officer
- Responsible for assisting the superior with clerical tasks emanating from an organization
- Controlling human resources by taking and keeping records
- Setting standards and policies in order to improve the skills and effectiveness of a workforce
- assisting in the analysis and promotion of capacity building for members of staff,
- Administering offered wages and benefits as well as promoting performance reviews, career planning and optimization time
- Maintaining the personal and professional development of fellow employees.
- Keeping up-to-date records on the performance of employees.
The job description for clerical positions at my workplace also lacked other key elements as described below.
Title of the job being offered
The process of recruitment and selection demands clarity of the highest order. Hence, the ambiguity of the job title being offered should not prevail at all. As noted in the document, the job title does not clearly point out that it is a clerical position. The choice of a job title is fundamental and should never be gambled with at all. It is crucial to come up with a tile that exactly describes the job being offered. The title should further be self-explanatory and not mislead or confuse a job applicant (Syed and Yan 326). As a matter of fact, a misleading job title like the one obtained from my workplace can easily attract either under or overqualified applicants. Such confusion may eventually waste the time of the employer and job seeker.
The job title I obtained from the workplace appears as if the company is seeking an executive messenger and not a clerical officer as such. Inaccurate and convoluted description s contained in job titles can jeopardize the selection and recruitment processes.
Main duties
The second aspect that was evidently missing in the job description is the main duties. Although the job description document pointed out what the clerical personnel is supposed to do on a daily basis, main or core duties did not stand out. Both the minor and main responsibilities are mixed up. Therefore, it becomes quite cumbersome for a job applicant to understand the descriptions at a glance, especially when in a hurry.
It is vital to give exact details of the duties of an applicant applying for this position. Clear documentation of duties assists a job seeker to gauge whether he/she has the proper attributes, experience, and skills to execute the desired job. It is also evident that a clerical officer in this organization is supposed to perform additional duties even though they have not been pointed out in the ‘main duties’ section. Needless to say, precision is important. Even in a case whereby an organization is willing to offer additional support to successful applicants in the form of capacity building and training, it should be vividly indicated in the job description paper.
Role
It is prudent to separate roles and duties when describing the job description for a position like the one discussed above. In the case of the document I obtained from my workplace, duties, and roles have been described under one topic (Tyler 48). This creates the impression that roles and duties are one and the same thing.
For example, roles are supposed to generate a positive input into the organization. Roles assigned to an individual are also expected to be compatible with the broader structure of an organization. This implies that apart from perfuming the normal professional duties, an employee should equally deliver extra values at the workplace. For instance, the job description document should specify the desire of the organization for teamwork. Unconditional respect for authority is also another role that should be clearly defined under this section. If the organization prefers independent working, then it should clearly state in the job description form.
Another role that is obviously missing in the clerical job description at my workplace is the reporting procedure. To whom shall the clerical officer report to after being hired to work for the organization? Lack of a clear reporting office or procedure can lead to poor workplace procedures and reduced productivity.
Apart from explaining the reporting office and procedures, this section of the job description should also state how the element of role can be developed at the workplace and especially at the departmental level.
Location
After recruitment, an employee should be able to tell in advance where he/she will be based. The location of job placement itself is enough to hinder an applicant from pursuing an employment opportunity. For instance, will the employee be stationed at the parent organization or will have to work at a subsidiary? The organization should clearly stipulate whether the working location will be changing with time or will remain static (Pennell 282). This detail is missing in the job description document I obtained from my workplace. If such information is missing, it might hinder a suitably qualified candidate from applying for the position.
Remuneration
Most employees are motivated by what they receive as a reward for the services they offer. When remuneration is included in the job description document, it makes it quite easy for a job applicant to make prompt decisions, especially in regard to applying for a particular vacancy. The job description for clerical positions at my place of work does not specify how much employees will be paid out. Stating the average pay for successful applicants is a motivating factor to apply for a job opening. Better still, the Human Resources department should consider including the terms and conditions that accompany the job. Other fringe benefits and allowances are also pertinent under the remuneration section. Nonetheless, the pay scale should not be fixed (Breckov ́ and Havlícek 5). There may be a need for negotiating with successful job applicants.
Your business
A brief history of the organization may also be another area of interest for potential candidates. Organizational aspects such as the establishment date, the workforce size, area of operation, main products, and target markets, as well as any awards that the company has won. In addition, the organization should state whether there are any quality management standards that are being pursued. Job applicants may also be interested in understanding the corporate culture, mission, and vision statements. This implies this section should market the organization as much as possible. However, the current job description for a clerical position in my workplace organization does not contain these elements.
Works Cited
Breckov ́, Pavla, and Karel Havlícek. “Leaders Management and Personnel Controlling in SMEs.” European Research Studies 16.4 (2013): 3-13. Print.
Darlington, Hank. “Why Strong Job Descriptions are a must for Success.” Kitchen & Bath Design News 31.7 (2013): 26-27. Print.
Diamond, Mark. “Lessening the Consequences of Consolidating the Clerks’ Offices.” American Bankruptcy Institute Journal 33.7 (2014): 48-81. Print.
Pennell, Kathy. “The Role of Flexible Job Descriptions in Succession Management.” Library Management 31.4 (2010): 279-290. Print.
Syed, Nausheen, and Lin Xiao Yan. “Impact of High Performance Human Resource Management Practices on Employee Job Satisfaction: Empirical Analysis.” Interdisciplinary Journal of Contemporary Research In Business 4.2 (2012): 318- 342. Print.
Tyler, Kathryn. “Job Worth Doing: Update Descriptions.” HRMagazine 58.1 (2013): 47- 49. Print.