Glossary of job description terms meaning

 

 

 

Glossary of job description terms meaning

 

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Glossary of job description terms meaning

JOB DESCRIPTION GLOSSARY

The following terms can be useful in stating the functions of jobs concisely.  The list is intended to help you avoid the use of indefinite or ambiguous expressions. While it is not possible that two people would agree fully as to the "correct" definitions of these terms, it is necessary for purposes of comparison that description writers and job evaluators define their terms in the same way.

ACCOUNTABLE                               The requirements placed on an individual employee to perform the work of his position to the satisfaction of his/her superior.

ADAPT                                          To modify or change to fit specific or new situations.

ADMINISTER                                 Manage or direct. (Generally requires some additional explanation to show specific details.  See also manage)

ADVERTISE                                    Create general and specific demand and acceptance for the company's products through use of indirect media such as displays in periodicals, or on posters, radio programs, booklets, folders, signs, etc.

ADVISE                                         Offer an informed opinion or give specialized information to others.

ANALYZE                                      Identify the elements of a whole and critically examine and relate these components separately and/or in relation to the whole.

ALLOCATE                                    To assign or apportion for a specific purpose or to a particular person.

APPRAISE                                      Judge as to quality; compare critically with established standards.

APPROVE                                      Exercise final and decisive authority, causing action to use money, manpower, materials, or equipment.

AREA                                            Type or kind, when used to define an action as in "area of responsibility."

ASSEMBLE                                     Gather from various sources.

ASSIST                                         Help or aid others in the performance of work, where another employee assumes responsibility.  Consists of performing portions of assigned work or carrying out details or the total assignment under guidance of another. (Requires further explanation to show specific details.)

ASSIGN                                         Specify or designate tasks and duties to be performed by others.

AUTHORITY                                  The right to make decisions binding the individual, organizational unit or company to a policy or course of action.

AUTHORIZE                                   Approve or commit; an act implying subsequent action by others.

BUDGET                                       Statement of the estimated expenditures required for a program of action.

CALCULATE                                   Make mathematical computations.

CAPITAL                                       Aggregate sum of money, material and land used to produce
income in contrast to income received.

CLASSIFY                                      To arrange or organize according to class or category.

COMMIT                                       Pledge or assign to a particular course of action.

COMMUNICATE                              Convey information to others, ensuring that the information is
received and understood.

COMPILE                                      Put together information or assemble data in a new form.

CONDUCT                                     Manage or carry on, with emphasis on concept of immediate supervision of the task or activity, or personal leadership, e.g. conduct negotiations with union representatives.

COGNITIVE                                   Process of relating thoughts and knowledge, and applying them to solve problems.  (Includes both knowledge and judgment.)

CONFIDENTIAL                              Related to collective bargaining unit representation.  If a position has access to or impact on information or negotiations affecting the wages, hours, and terms and conditions of employment for employees covered by recognized exclusive bargaining representatives, e.g. AFSCME, PTA.

CONTROL                                     Direct, regulate, or guide the use of money, methods, equipment, materials, etc.  Also, the process of monitoring activities to ensure conformance with planned results.

COOPERATE                                  Act jointly with others.

COORDINATE                                 Regulate, adjust, or direct the related actions of others in order to attain desired results.

CORRESPOND                                Communicate in writing with individuals.

CREATE                                         Produce through imaginative skill.

CREATIVITY                                  The skill or ability to generate new and beneficial ideas.

CUSTOMER
SERVICE                                       Aid customers in the proper, economical, and effective use of energy; investigate and recommend or take action on customer complaints and inquiries.

 

DELEGATE                                     Entrust to another person tasks or duties which require exercise of some of the authority of the person originally responsible, as "to delegate an administrative assistant to represent the department at conferences".

DESIGN                                         Devise and execute drawings or diagrams showing the features of an object, arrangement, or procedure.  Does not include preparation of specifications or detailed instructions.  Frequently, the function of designing is shared with others, in which case it is more precise to use design as a noun and state a job's function in relation thereto, i.e., originate, analyze, endorse, approve, etc., the design of .....

 

DEVELOP                                      Create, disclose, discover, perfect, or unfold a plan or idea, in detail, gradually.  Implies study and/or experiment unless otherwise stated.  When used as "to develop subordinates," see train.

DEVISE                                         Form in the mind by combinations of ideas, new applications of principles, or new arrangements of parts.

DIRECT                                         Govern or control work operations by establishing and implementing objectives, practices, and methods.

DISABILITY                                   A physical or mental impairment that substantially limits one or more of an individual's major life activities; a record of such an impairment; or being regarded as having such an impairment.
DISCIPLINE (V)                              Ensure individual's or group's adherence to rules and regulations and penalize them for actions contrary to such rules and regulations.

DISCIPLINE (N)                             Branch of education, activity, or interest embodying laws or rules, a set of facts, principles, and theories.

DISCRETION                                 Latitude or freedom of choice within certain bounds.

DISPOSE                                       Sell or otherwise get rid of materials, buildings, equipment, records, etc., which are of no further use to the company, including salvaging any usable material prior to disposal.

DISTRIBUTE                                  Deliver documents, equipment, tools, records, etc., to their proper destinations by mail or personal delivery.

ENDORSE                                      Add support to recommendations of  others.  Implies a willingness to have one's name associated with a proposal or action of another.

EQUIPMENT                                  Fabricated or assembled material in such form as to provide tools and machines with which people work.

EQUIVALENT                                 Alike in significance; virtually the same.  Implies independent study but may be achieved by constructive, relevant experience.

ESSENTIAL FUNCTION                    The fundamental (as opposed to marginal) job duties of the position the individual holds or desires.

ESTIMATE (V)                                Forecast future quantities, values, sizes, extents, etc., either on the basis of judgment or calculation. 

ESTIMATE (N)                               The approximation or appraisal of the value, cost, materials, staff, etc. of a program, plan, project, etc.

EXECUTE                                      Put into effect or carry out methods, plans, etc.

FIELD                                           Branch of education, activity, or interest, sometimes referred to as a discipline, embodying laws or rules, a set of facts, principles, and theories.

FILE (V)                                       Arrange records in a methodical manner for preservation and reference.

FILE (N)                                       A device (as a folders or cabinet) by means of which documents are kept in order; a collection of related data records.  May be automated or hard copy.

FORECAST                                    Current prediction of future events based on specified assumptions.

FUNCTION                                    Typically refers to an activity or area of responsibility,  such as plant accounting, planning, analysis, administrative or clerical support, etc.

GOAL                                           Broad qualitative statement describing a fundamental aim of the organization.

GUIDE                                          Lead, step by step.

IMPLEMENT                                  Carry out or fulfill by taking action.

IMPROVE                                     Make better.

INFORM                                       Communicate knowledge to others.

INITIATE                                      Set in motion or introduce.

INITIATIVE                                   Energy or foresight displayed by taking action without being specifically told to.

IN-PROCESS CONTROL                    Control over an employee's work assignment, exercised while the work is being accomplished.

INSPECT                                       Examine materials, equipment, reports, work, etc., to determine quality, suitability for use, etc.

INSTRUCT                                     Teach, demonstrate, or by other methods impart knowledge to others by means of training courses. Direct that a specific activity be performed; may include directing how it is to be performed.

INTERPRET                                   Explain to others (orally or in writing) the meaning or significance of something.

INTERVIEW                                   Question and converse with another person in order to obtain facts or opinions.

INVESTIGATE                                Uncover facts by systematically finding them, conducting a searching inquiry, and examining various sources.

KNOWLEDGE,                                Mastery of a field and a thorough understanding of the
ADVANCED                                    application of the pertinent principles; also use or mastery of a field plus a thorough understanding of a specialized area of the field.

KNOWLEDGE, BASIC                       Understanding of the elementary principles of a field.

KNOWLEDGE, BROAD                     Mastery of the principles of a field.

KNOWLEDGE,                                A "talking" acquaintance with and understanding of the
GENERAL                                      principles of a field.

KNOWLEDGE,                                Mastery of the entire field.                     
THOROUGH        

LINE                                            Positions and personnel involved directly in executing the work for which the organization was created.

MAINTAIN                                    Keep is satisfactory condition.

MAJOR LIFE ACTIVITY                    Functions such as caring for oneself, performing manual tasks, walking, seeing, hearing, speaking, breathing, learning, and working.

MANAGE                                       Plan, organize, direct, control, and evaluate operation of an organizational unit, with responsibility for the output.

MATERIAL                                     Substances worked upon, used up, or gradually exhausted.

METHOD                                       Way, technique, or process for doing something.

MONITOR                                     Keep track of, regulate, or control the operation of.

NEGOTIATE                                   Confer with others to reach an agreement.

OBJECTIVE                                    Stated goal of the company or organization or individual.
OPERATE                                      Use equipment or systems for the purpose for which they were intended.

ORGANIZATION                             Structural or functional entity; may be the entire body of a company or the whole of a subdivision of a company.

ORIGINATE                                   Begin or initiate.

OVERSEE                                      Supervise a function or operation as distinct from supervising people.

PHYSICAL OR MENTAL
IMPAIRMENT                                 Any physiological disorder, or condition, cosmetic disfigurement, or
anatomical loss affecting one or more of the following body systems: neurological, musculoskeletal, special sense organs, respiratory (including speech organs), cardiovascular, reproductive, digestive, genito-urinary, hemic and lymphatic, skin, and endocrine; or any mental or psychological disorder, such as mental retardation, organic brain syndrome, emotional or mental illness, and specific learning disabilities.

PLACE                                          Locate and choose positions for personnel, equipment, or materials.

PLAN                                            Written document which outlines the results of planning, usually quantitative, so future programs can be measured and compared with a series of reference points.

PLANNING                                    Organized process of devising a plan.

POLICY                                         Broad, generalized statement of administrative or management action to be used as a guide or basis for establishing regulations, standards, and practices necessary for effective and efficient operation or conduct of business.

PRACTICE                                     Specific detailed statement of a method of doing work repeatedly or habitually.

PRACTITIONER                              One who performs with proficiency in a given field of knowledge or profession.
PREPARE                                      To make ready beforehand for a specific purpose, as for an event or occasion: To put together or make by combining various elements or ingredients; manufacture or compound:
PRE-PERFORMANCE                        Control over an employee's work, exercised prior to its
CONTROL                                     start.

PROCEDURE                                   Established sequence of steps or actions to carry out a task.

PROMOTE                                     Advance employees to higher positions; advance or foster ideas; or encourage the use of company equipment or services.

PROPOSE                                      Recommend or suggest for consideration or adoption.           

PURCHASE                                    Commit use of company funds for a specific purpose, whether by oral or written contract or by exchange of money for goods or services.

 

QUALIFICATION                            The personal and professional attributes including the skill,
STANDARDS                                  experience, education, physical, mental, safety and other job-related requirements established by the employer as requirements which an individual must meet in order to be eligible for the position held or desired.  Qualification standards may include a requirement that an individual not pose a direct threat to the health or safety of the individual or others.

                                                   Essential Qualification Standards include the minimum qualifications necessary to perform the essential job functions.

                                                   Non-Essential Standards include qualifications other than those required to effectively and safely perform the essential job functions.

QUALIFIED INDIVIDUAL
WITH A DISABILITY                       An individual with a disability (1) who satisfies the requisite  skill, experience, education, and other job-related requirements of the position such individual holds or desires; and (2) who, with or without reasonable accommodation, can perform the essential functions of that position.
REASONABLE              
ACCOMMODATION                         Any modification or adjustment to a job application process that
enables a qualified individual with a disability to be considered for
the position the qualified individual desires; or any modification or
adjustment to the work environment or to the manner or circumstances
under which the position held or desired is customarily performed, that
enables an applicant or employee to perform the essential functions
of the position.

RECOMMEND                                 Present a matter to another person for action or approval.

RESEARCH                                     Specific inquiry involving prolonged and critical investigation,
having for its aim the study of new facts and their interpretation, the
revision of accepted conclusions or theories that may be affected by
newly discovered facts, or the practical application of such new or
revised conclusions.  Example: Technical research to develop new
products for the company.

RESPONSIBILITY                            Accountability to some higher authority for certain activities in a
given sphere and for a given time.

REVIEW                                 Consider or examine facts or results for accuracy, completeness,
and suitability.

SCOPE                                          Extent of authority, responsibility, activity, or influence.

SELECT                                         Choose that which appears to be best suited for a specific purpose.

 

SELLING                                       Creating general and specific demand or acceptance for the
company's products or services through direct contact with potential
customers, with or without securing agreements to buy.

SENSITIVE                                    Matters involving contacts more than normally susceptible to
adverse reaction or involving important policy matters.

SPECIALIST                                   One who devotes him or herself to some special branch of activity
in his business or profession.

SPECIFIER                                     One whose job includes as a major function the preparation of
specifications.

SPECIFY                                       State precisely or in detail, or name explicitly.  Frequently, the
function of specifying is shared with others, in which case it is more
precise to use the noun specifications and state a job's function in
relation thereto, i.e., originates, analyzes, endorses, approves, etc.,
specifications for ....

STAFF                                          Positions or personnel which exist to help line or operating
departments do their work more effectively; usually established to
take advantage of specialized talent or knowledge.

STUDY                                         Apply thought to any subject of investigation, in order to arrive at
the most suitable conclusion.

SUPERVISE                                    Personally oversee or control work performance and conduct of
others, where there is opportunity for control or inspection of work
performed.

TRAIN                                          Teach, demonstrate, or guide others in the performance of assigned
work.

TRANSCRIBE                                 Transfer information (words or figures) from one form or method of
preparation to another, without changing its substance or nature.

VACANT POSITION                         An active, unfilled position for which it has been determined that
open recruitment may proceed because there is no individual with
right to recall or preference for reemployment, or any transfer who
is qualified to fill the position; and, because no other internal
transfer action is contemplated for the position.

VERIFY                                         Confirm or establish the authenticity of data by examination or
other means.

 

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Glossary of job description terms meaning

 

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