Human Resources Management for Public and Nonprofit Organizations

Job Analysis 153

Job Analysis Information and Methods

Job analysis is used as the basis for many HRM activities. However, dif-

ferent types of job analysis information, instruments, and procedures lend

themselves to different purposes. The fi rst steps in conducting a job analy-

sis are to defi ne the purpose behind the analysis and then to determine

what information is required.

Job Analysis Information

Different types of information are collected during a job analysis, and a

variety of methods can be used. Information is most commonly collected

on job activities, educational requirements, types of equipment or tools

used, working conditions, supervisory or management responsibilities,

interpersonal or communication skills, agency contacts, external contacts,

and the KSAOCs. Knowledge is the information required for the position. It

can be factual, procedural, or conceptual and is related to the performance

of tasks, such as a general knowledge of accounting principles or of fund

accounting as used in nonprofi t organizations. Skills are the observable

competencies required to perform the particular tasks of the position, such

as the ability to input data accurately at one hundred characters per minute

or to diagnose and repair personal computers. Abilities are the applicant ’ s

aptitudes for performing particular tasks — what the applicant is able to do

and how well — such as the ability to prepare and make presentations or to

read city maps. Other characteristics include attitudes, personality factors, or

physical or mental traits needed to perform the job.

Methods of Collecting Job Data

Job analysis information can be obtained through a variety of methods.

Data collection depends on the nature of the positions, the number of

incumbents in and supervisors of the positions being analyzed, the geo-

graphical dispersion of jobs, and the time available, as well as the type

of information needed and the purpose of the analysis. The job analyst

and the agency supervisors must work together to determine the most

effective method for collecting information. The job analyst can be an

employee from the HRM department, an employee working for a consult-

ing fi rm hired to perform job analysis studies, or, in a small organization,

a support staff employee such as the administrative assistant to the city