Examples-Job Responsibilities & Measures
Manager Job Responsibility: Recruit, select, orient, train, and assimilate new employees.
Method of Measurement – Standards of Professional Performance:
- Following HCC policies and procedures, qualified individuals will be selected for vacant or new positions within three months of vacancy or position approval.
- New employees will be oriented to HCC and their work groups, following HCC guidelines. All requirements and paperwork will be completed according to the timelines listed in Orienting Your New Employee: A Supervisor’s Guide to A+ Results.
- A training plan for new employees will be established, followed, and evaluated to insure that new employees learn and develop the knowledge and skills needed to become a productive member, within two months of joining the department.
- Employees’ performance will be managed according to HCC policy and procedures, following the guidelines presented in the course “Mastering Performance Reviews.” Mid and year-end reviews will be completed timely, accurately, honestly, and according to PEP principles and guidelines.
Financial Aid Clerk Job Responsibility: Process student loan applications.
Method of Measurement – Standards of Professional Performance:
- Applications are consistently complete and coded with accurate information based on financial aid local and federal guidelines prior to processing loan, with no more than 5% returned for re-work.
- Average application processing time and number processed per week meet Financial Aid department standards.
- The supervisor is notified as soon as it is determined that you cannot meet the specific loan application deadlines as set by the financial aid office.
Department Secretary Job Responsibility: Perform routine departmental clerical/administrative activities.
Method of Measurement – Standards of Professional Performance:
- Consistently maintains an adequate stock of office supplies and other materials needed to operate the department. In accordance with HCC purchasing guidelines, supplies are inventoried monthly, orders initiated within two days of inventory, and orders are followed-up on if not received within five business days.
- Accurate records of department requisitions and expenditures are maintained and accessible to all department members needing the information, using both the PeopleSoft Finance system and other tools, such as Excel, according to HCC finance and purchasing guidelines.
- Promptly (within three rings) and courteously answer department telephones, using voice mail only in rare situations. Take and deliver accurate messages and provide accurate information to callers. The Eight Rules of Telephone Etiquette for Effective Customer Service are consistently followed with no more than 3-4 valid customer complaints per year, as determined by the supervisor.
- On the same day of receipt, process incoming and outgoing mail, including faxes, inter-office mail, U.S. mail, and mailings through other delivery companies in accordance with each medium’s guidelines. Accuracy measures include: percentage of pieces returned due to errors such as insufficient postage, incomplete address, or shipping instructions. Standard = less than 2% returned.
- Error-free correspondence, reports, and materials are prepared by due date using Microsoft Office Suite according to specifications of request initiator. Standard = no more than 2-3 errors per month, as spotted by the supervisor.
Specialist Job Responsibility #1: Publish a bi-monthly newsletter for the Division.
Method of Measurement – Standards of Professional Performance:
- Completed and mailed out by the first business day of each month, with no more than 1 late issue per year.
- The newsletter follows specified editorial criteria, is informative, concise and widely read by at least 50% of HCC employees, as measured by annual reader evaluation survey.
- Consistently factual and grammatically correct, with no more than 2 errors per year.
Specialist Job Responsibility #2: Provides Information and Service to Students
Method of Measurement – Standards of Professional Performance
- Consistently communicates clearly, courteously, and effectively with students as measured by supervisor observation and student feedback.
- Routinely responds to each customer request with the most accurate and complete information available. If the information tot a telephone call cannot be provided immediately upon request, consistently provides an answer within 3 working days of receipt of call. E-mail responses are consistently answered within 3 working days.
- Consistently mails requested information within 3 working days of receipt of request. If requested material is temporarily unavailable, consistently notifies students when they may expect to receive it.
Specialist Job Responsibility #3: Improve Financial Systems
Method of Measurement – Standards of Professional Performance
The supervisor, as well as the users of the system, are consistently satisfied that:
- The system change is within the scope of control
- The change provides information in a more efficient, accurate and useful manner than previously
- The time required to implement the change meets the customer’s needs and deadlines
- The value of the improvements exceeds the cost of the implementation
- Internal policies and procedures are followed, and applicable ones incorporated into the change
