Before You Begin

Your first step is to conduct a job analysis, which is the process of identifying the duties of a position and the knowledge, skills, and abilities needed to perform those duties, including:

• The approximate percentage of time the employee will spend on major duties
• A description of the major duties in order of importance
• Any licenses or certificates needed to perform the job
• The physical, environmental, and mental (PEM) demands of the position

You should also determine whether the position is “sensitive” and if so, it will require a background check.

All newly created positions and those vacated positions with significant changes to job duties require a job analysis. If your vacated position has no changes, a job analysis may not be necessary; however, you may still want to review the position to confirm that no changes have occurred.

The department may determine that it is appropriate to fill a job using a career ladder approach, which involves advertising the job at more than one level and filling it at the level that best meets the business needs of the department. In this case, a job description must be written for both levels of the position and classified by the Compensation Unit.

You can now develop the Job Description using the information from the job analysis. Utilize the Career Compass Berkeley Job Builder for PPSM positions.

After your job description has been classified and approved by compensation, your next step is to create an online job posting, which is used to advertise your position. The posting should be completed and submitted online via the Talent Acquisition Manager (TAM) system. The information requested on the job posting is critical to the recruitment process; please make sure to develop a recruitment-oriented job posting that summarizes the major duties and qualifications. In TAM, there are six main components of the job posting: Departmental Overview, Responsibilities, Required Qualifications, Preferred Qualifications, Salary & Benefits, Equal Employment Opportunity.

• Job Title: The payroll title will default in TAM based on job code, but it is a good idea to list your position under the working title to attract a qualified applicant pool. (Example: ____Assistant III can be listed as Payroll Assistant or Events Assistant to be more specific)
• Departmental Overview: Create a departmental marketing statement here. This is your opportunity to provide critical information about your departmental accomplishments, work culture, an overview of the position and to attract applicants to work at UC Berkeley!
• Responsibilities: State the responsibilities of this position by listing the expectations of the position as well as the overall duties of the job. It is often helpful to applicants to include the percentage break down of main responsibilities.
• Required Qualifications: List the knowledge, skills, abilities, certificates, and licenses (including California Driver's License) required to successfully perform the duties. For most positions, the campus cannot require a degree or number of years of experience in determining whether someone is qualified for a position. For PPSM positions use the Career Compass Job Standards as a basis for necessary knowledge, skills and abilities. If the position is a critical position requiring bondability or a background check, this should be indicated in the required qualifications.

As required by the Americans with Disabilities Act (ADA), you should also identify the job duties that are essential functions of the position by placing an asterisk (*) before them. A job duty is considered essential if:

• Performance of the duty is considered to be of major importance.
• A limited number of employees are available to perform the duty.
• The duty is highly specialized, requiring special expertise or abilities.
• If you have desired qualifications for your position, you should list them in the requirements text box. Be sure you designate which qualifications are desired and which are required; it is very important to distinguish between them.
• Salary & Benefits: TAM will display the salary for the position you are listing for your reference and you will have the option as to how you would like it displayed in the text box. If you prefer not to list a salary range, state that "The salary for this position is commensurate with experience."
• Criminal Background Check: This is where you should state that a background check may be required if the position is designated as “sensitive”.
• TAM also has a text field labeled "Other." In this field you should enter additional information pertinent to this position. Anything that is important for the candidate to know that is not part of the description, responsibilities, requirements, etc., should be listed in this area.
• Familiarize yourself with the affirmative action placement goals identified for the position. The identified goals will automatically populate when you are creating your job opening in TAM.
• Determine the posting period for recruitment. The minimum posting period is 14 days for career positions. The maximum recommended posting period is 90 days. Postings can be extended by request to Employment Services.