ANNAPURNA SUNKARA
WEEK 3
ASSIGNMENT

Task Statements: Human Resource Receptionist Student Name | Annapurna Sunkara |

What action is being performed (verb) | To whom/what is the action directed (receiver of the verb) | How is the action performed (procedure, tools, equipment) | Why is action performed (purpose) | Operate telephone switchboard to answer, screen and forward calls, providing information, taking messages and scheduling appointments | Customers, Clients | Telephone, e-mail | To provide information to clients and schedule appointments | Greet persons entering establishment, determine nature and purpose of visit, and direct or escort them to specific destinations | Clients, Customers | - | To assist clients and customers and to make them satisfied about the establishment | Transmit information or documents to customers, using computer, mail, or facsimile machine | Customers, Clients | Telephone, email, mail, facsimile machine | To co-ordinate the process. | Collect, sort, distribute and prepare mail, messages and courier deliveries | Customers, Clients | Mail, telephone, computer | To co-ordinate the process | Provide information about establishment such as location of departments or offices, employees within the organization, or services provided | Customers, Clients | - | To help clients in getting familiar with the establishment and clarify their queries | File and maintain records | HR manager | Data entry | For future reference | Hear and resolve complaints from customers and public | Customers | Telephone, email, mail | To solve tickets and answer queries | Perform administrative supportive tasks such as proofreading, transcribing handwritten information, and operating calculators or computer to work with pay records, invoices, balance sheets and other documents | HR manager | Computer, Caluclator | To document the required data | | | | | | | | |

Task Statements 1 | Operate telephone switchboard to answer, screen and forward calls, providing information, taking messages and scheduling appointments | 2 | Greet persons entering establishment, determine nature and purpose of visit, and direct or escort them to specific destinations | 3 | Transmit information or documents to customers, using computer, mail, or facsimile machine | 4 | Collect, sort, distribute and prepare mail, messages and courier deliveries | 5 | Provide information about establishment such as location of departments or offices, employees within the organization, or services provided | 6 | File and maintain records | 7 | Hear and resolve complaints from customers and public | 8 | Perform administrative supportive tasks such as proofreading, transcribing handwritten information, and operating calculators or computer to work with pay records, invoices, balance sheets and other documents |

KSA Statements: Human Resource Receptionist Student Name | Annapurna Sunkara |

| Task Statement(copy/paste all task statements here) | Knowledge(cognitive skill) | Skill(learned) | Ability(competence) | 1 | Operate telephone switchboard to answer, screen and forward calls, providing information, taking messages and scheduling appointments | Computers & Electronics | Coordination, Monitoring | Coordination | 2 | Greet persons entering establishment, determine nature and purpose of visit, and direct or escort them to specific destinations | clerical | Critical thinking | | Selective attention | 3 | Transmit information or documents to customers, using computer, mail, or facsimile machine | Interactive with computers | Monitoring | Deductive reasoning | 4 | Collect, sort, distribute and prepare mail, messages and courier deliveries | Documenting/recording information | Time management | Written Comprehension | 5 | Provide information about establishment such as location of departments or offices, employees within the organization, or services provided | Performing for or working directly with the public | Service orientation | Oral expression, Oral comprehension, Speech recognition | 6 | File and maintain records | | Identifying objects, actions | Coordination | Near vision | 7 | Hear and resolve complaints from customers and public | Customer and personal service | Service orientation, active listening | Problem sensitivity | 8 | Perform administrative supportive tasks such as proofreading, transcribing handwritten information, and operating calculators or computer to work with pay records, invoices, balance sheets and other documents | English Language | Speaking, Writing, reading comprehension | Speech clarity, Oral expression, Oral comprehension, Speech recognition, Written comprehension |

KSA Statements 1 | Computers & Electronics knowledge with skills of Coordination and monitoring | | Coordination | 2 | Clerical Knowledge with critical thinking and selective attention | 3 | Interactive with computers and skills of monitoring and deductive reasoning | 4 | Documenting/recording information knowledge with time management and written comprehension skills | 5 | Performing for or working directly with the public with service orientation and ability of oral expression, oral comprehension and speech recognition | 6 | Identifying objects, actions with coordination and near vision | 7 | Customer and personal service with service orientation and active listening and ability of problem sensitivity | 8 | Knowledge in English language with speaking, writing, reading and comprehension skills and ability of speech clarity, oral expression, oral comprehension, speech recognition and written comprehension |

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Human resource receptionist job description:

1.Job tile: HR receptionist

2. Job Code: HR590

3. Department: Human Resources

4. Report to: HR manager

5. Job purpose: Maintain the front office

Receptionist Duties: 1 | Operate telephone switchboard to answer, screen and forward calls, providing information, taking messages and scheduling appointments | 2 | Greet persons entering establishment, determine nature and purpose of visit, and direct or escort them to specific destinations | 3 | Transmit information or documents to customers, using computer, mail, or facsimile machine | 4 | Collect, sort, distribute and prepare mail, messages and courier deliveries | 5 | Provide information about establishment such as location of departments or offices, employees within the organization, or services provided | 6 | File and maintain records | 7 | Hear and resolve complaints from customers and public | 8 | Perform administrative supportive tasks such as proofreading, transcribing handwritten information, and operating calculators or computer to work with pay records, invoices, balance sheets and other documents |

Job specifications: 1. College/University graduate 2. Computers & Electronics knowledge with skills of Coordination and monitoring 3. Clerical Knowledge with critical thinking and selective attention 4. Interactive with computers and skills of monitoring and deductive reasoning 5. Documenting/recording information knowledge with time management and written comprehension skills 6. Identifying objects, actions with coordination and near vision 7. Customer and personal service with service orientation and active listening and ability of problem sensitivity 8. Knowledge in English language with speaking, writing, reading and comprehension skills and ability of speech clarity, oral expression, oral comprehension, speech recognition and written comprehension

GUIDE TO WRITING JOB DESCRIPTIONS
INTRODUCTION
A job description serves several purposes:
Provides essential information for classification of the position into the salary structure - for making objective determinations about the relative value of a specific job in comparison with other jobs and assigning the appropriate pay grade, job function and/or title for the job;
Provides the basis for the job posting developed to assist in recruiting efforts for screening and interviewing qualified job candidates;
Identifies the essential functions of the job based on job specific competencies;
Provides the incumbent an understanding of the primary accountabilities, duties and responsibilities they are expected to fulfill;
Provides information used to develop concrete performance expectations and implement a performance management plan;
Provides information used to determine training and development needs based on skills and competencies required for success in the position.
The following guide to writing job descriptions outlines the general model used in developing job descriptions that comply with Federal guidelines such as the Americans with Disabilities Act (ADA).

JOB DESCRIPTION ELEMENTS - WHAT IS INCLUDED
The following elements are included in each job description: 1. PAY GRADE TITLE 2. DEPARTMENT (Organization) 3. EXEMPT / NON-EXEMPT 4. DATE 5. GENERAL PURPOSE 6. SUPERVISION RECEIVED 7. SUPERVISION EXERCISED 8. ESSENTIAL and OTHER RESPONSIBILITIES and DUTIES
What work is done (action)
How the work is done (procedures, materials, tools or equipment)
Why the work is done (purpose)
Essential functions or responsibilities An essential function is one that is so critical to the position that it cannot be eliminated from the description of the job without significantly changing that position's role and contribution to the organization.
When identifying essential functions, consider 1) whether employees in the position actually are required to perform the function, and 2) whether removing that function would fundamentally change the job. Reasons a function may be considered essential include:
The function is the reason the position exists (e.g., excellent written communication skill is an essential function for a writer or editor, since that is the reason the position exists);
There are a limited number of other employees available to perform the function (e.g., it may be an essential function for an administrative assistant to answer the phone if there are no other employees available within the office);
It is a highly specialized responsibility requiring special expertise or ability (e.g., in a position requiring speaking, reading and writing in Spanish, fluency in the language is essential).

When listing essential responsibilities and duties:
Begin each statement with an action verb in the first person, present tense, such as, "Performs...", "Inspects...” etc.
Closely related duties should generally be grouped in one paragraph or bullet list under a main Responsibility.
The most important and/or most time consuming duties should be listed first.

Other responsibilities can include duties of related but non-essential importance. These are generally duties which may be performed by other positions and thus may not be an essential duty of this position, but are typically undertaken or expected of the employee. An example may be serving on an employee committee, or duties related to backing-up or filling-in for other positions when the employee in that position is absent.
The following language should be listed at the end of every job description:
The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. 9. MINIMUM QUALIFICATIONS 10. PERFORMANCE EXPECTATIONS: KNOWLEDGE, SKILLS AND ABILITIES
This section identifies the job competencies and can be used as a guide for developing recruitment and selection procedures, including testing. They can also be used to evaluate performance, identify training needs and develop employees for future assignments. A Competency is a skill, knowledge or ability required of an employee to successfully perform the functions and duties of a job. A. KNOWLEDGE.
Level of knowledge required should be indicated as follows:
General knowledge - Enough familiarity to know elementary terminology and principles and their application to simple problems. Ability to use a source to find specific information. o For example, a general knowledge of USD policies includes familiarity with the purpose of the policies, the general subjects the policies cover and how to reference the policies.
Working knowledge - Enough knowledge to understand everyday terminology and principles and their application to everyday problems. Ability to recall important and commonly used information from a source. o For example, a working knowledge of USD policies includes the ability to recall major and commonly used provisions of specific rules and apply them to a given situation.
Extensive knowledge - The most advanced degree of knowledge likely to be found, implying complete mastery and understanding of the subject field. In practice, few jobs require extensive knowledge, as reference documents are generally available. o For example, extensive knowledge of USD policies includes knowledge of the provisions of all rules in detail without having to look them up, including provisions which are not frequently used.

Refer to examples below.
B. SKILLS.
Skill requirements should be specified only when the skill is in a measurable area or field. Skills required should be phrased, "Skill in..,"
Refer to examples below.
C. ABILITIES.
Abilities required should be phrased, "Ability to...". Certain abilities appear in almost all class specifications.
Refer to examples below.
For example: the knowledge, skills, and abilities section of a job description for an administrative assistant might read as follows:
(A) Working knowledge of computers and electronic data processing; working knowledge of modern office practices and procedures; general knowledge of accounting principles and practices.
(B) Skill in operation of listed tools and equipment.
(C) Ability to perform cashier duties accurately; ability to effectively meet and deal with the public; ability to communicate effectively verbally and in writing; ability to maintain poise and control in stressful situations. 11. SPECIAL QUALIFICATIONS AND CONDITIONS OF EMPLOYMENT 12. TOOLS AND EQUIPMENT USED 13. PHYSICAL DEMANDS 14. WORK ENVIRONMENT

https://sharepoint.sandiego.edu/hr/Employment/GUIDE_TO_WRITING_JOB_DESCR_2011.pdf
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