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GRIFFIN-HAMMIS ASSOCIATES

JOB ANALYSIS RECORD

Instructions: This form is used to capture the major task steps of each job or project. The

recorder should pay particular attention to how the tasks are typically performed, any

accommodations, technology or specialized training strategies that should be employed

with the new employee. The tasks sets are to be recorded as “projects” so that a discrete

training format can be established for each.

Name of Worker: Jane Smith

Date initiated/Date Completed: 7/17/2013

Company: Siggins, Heermans, & White, Inc.

Contact Person/Supervisor: Steve Siggins

Phone/E-mail: 817-481-9787 / ssiggins@

Person completing JAR: Dusty Vigil

Proposed Job Title: Administrative Assistant

Major Tasks or Projects: Intraoffice communication, interoffice communication, taking order requests, invoicing product orders, use of office technology, maintaining office, light cleaning of personal space, maintain office supplies, marketing, and sample closets.

Proposed Work Hours/Days per Week: Monday through Wednesday, Friday

Anticipated Pay Rate/Benefits: $11-$13 / hour depending on experience and abilities ($22,880 - $27,040) Full time employees get United Health Care (UHC) insurance benefits after a 90 day probationary period. Optional dental, vision, and life insurance available. 401K options. 2 weeks PTO and sick leave.

Comments/Considerations: Bi-lingual preferred. Experience required. Must be able to pass company drug screening and background check

Culture of the Company:

Small office, employees wear business casual attire during the week and casual on Friday. Overall, more causal than business. Office tends to stay very cool, so it is best to have a sweater or jacket. Social environment and open door policy with management and co-workers. Employees are warm and friendly. Office doors are typically open throughout the day and people openly communicate from their desks aloud. During October, it can get tenser because it is their yearend (YE). When people get busy or do not want to be bothered, they shut their doors. During these times, they all wish not to be bothered. Approximately 1 to 2 other business representatives come into the office on a daily basis. They meet with the business owners and marketing representative. Most interactions with outside vendors will involve greeting them, asking who they are there to see, and directing them appropriately. If the person they wish to see is not available, the person must take the information and message for the appropriate party. Owners joke around often and like to play practical jokes on employees. There is one initiation ritual for new employees. The bosses tell the new employee that the first task is to find the “wall stretcher” for the storage room. This piece of equipment does not exist and they give them up to 45 minutes to “find one” before they tell them there is no such thing as a wall stretcher. At times, the employees are asked to participate on pranks that are done on others, which include similar antics. Work hours are business hours (8-5p) with a one-hour lunch break. Lunch is typically brought individually, although all employees can leave the office between 11:30a and 12:30p. Use of office break room is daily and includes coffee, soda, and small snack items free of charge and can be taken at one’s own convenience. People in the office typically do not carpool together due to living areas. There are phrases and vocabulary that are commonly heard throughout the day. Much of the terms are for product or pieces to them and can be learned better visually:

• “Circle it around” – to send correspondence in between the office and not to include any other outside affiliates.

• “going to the hole” – going to the storage room / garage in the back of the office where product is stored

• “Andy dealer” – group of businesses within a specific organization

• “Ace dealer” – group of business within a specific organization

• “premiere” – clients that sell large quantities of product

• “break it down” – breaking down the cardboard boxes, incoming product, samples, or supplies

Project One Description: Invoicing – incoming orders from marketing reps are scanned in from the field. Once received, they are called into the appropriate company and tracked on an excel spreadsheet and SAP.

Task Steps:

1. Check emails at least every 10 minutes to see any incoming orders

2. Once received, open order and save it to the corresponding monthly folder on external hard drive

3. Print out hard copy of order using the printer

4. Hole punch the paper and place in current weeks binder.

5. Enter order information and save onto excel spreadsheet including the information:

a. Company name

b. Address

c. Customer code (represent different pricing arrangements)

d. Date

e. Order price

f. Quantity

g. Product #

6. Call in order to corresponding manufacturer’s representative (phone list provided)

a. Give product #

b. Confirm order

c. Get representative # for record

7. Input same information into SAP and save

8. Follow up on orders that are in the “over one week binder” with the appropriate manufacturer

9. Email SHW sales rep with attachment of invoice, date it was placed and summary of information from manufactures representative.

Quality Measures: File in SAP will only save if all fields with the * are included and saved. Must manually print full invoice and initial the bottom of the first page to indicate who put in the order. Software program will highlight any invoices that have not been sent.

Tools Required:

• Computer

• Dual monitor computer screen

• Printer

• Hole puncher

• Weekly binder

• Scanner

• Fax machine

• Shredder

Speed & Accuracy Considerations: generally expect about 5 minutes per order when placing invoice in software. Total time of 10 minutes per order when including printing and putting in binder. Accuracy of information is most critical component. Getting orders in on time is second most critical piece

Natural Instructors/Supervision:

Steve Siggins & Tom Heermans will provide input. Elieen is the billing manager and will provide initial training on software programs and daily oversight of activity. Stacy is a sales administrative assistant and will do the follow up phone calls on any outstanding invoices. In her absence, it will be either the new administrative assistant or Danny.

Task Duration: Task duration is impacted by how busy the marketing reps are in the field. It is anticipated that on average, the administrative assistant would be inputting and calling in approximately 3-4 orders daily. Approximately 15-20% of the time.

Task Acquisition Concerns: Core task involves focus and accuracy. Entering in correct codes and product identifiers are critical. Knowledge of the software programs Excel and SAP are strong. Ensure access to codes and product #’s are in close proximity to work station. May need to show person how the companies and products differ for clarity.

Project Two Description: Maintaining office supplies, marketing material, and sample closets involves ordering office supplies and approved marketing material. Keeping them organized in a manner that makes them easily visible and accessible. Sample closets are not ordered, just maintained.

Task Steps:

1. Sign for packages as they come in and organize them appropriately on shelves in closets. The use of a small stepladder may be required.

2. Lifting and carrying up to 20 pounds when bringing supplies and samples to closet. Individual pieces weigh less than 2 pounds. Danny will put up heavier items or shelves that are too high to reach as needed or requested.

3. Breakdown cardboard boxes using a box cutter

4. Throw boxes in the recycle bin outside of the office.

Quality Measures: All of same product together and in organized way for easy access

Tools Required: box cutter (to open and breakdown boxes), stepladder

Speed & Accuracy Considerations: Generally expect an average of 4-7 large boxes bi-weekly. Being put up and organized is most critical component

Natural Instructors/Supervision: Steve and Tom (owners) will provide input and direction. Danny is a marketing representative and will provide support as necessary for heavy objects on high shelves.

Task Duration: up to 2 hours

Task Acquisition Concerns: May need to detail preferences of how it is maintained to ensure optimum results

Project Three Description: Ordering supplies and marketing material requires the use of the internet and accessing up to 3 different retailers for supplies and product material (marketing)

Task Steps:

1. Every Friday, access Google docs to view what is needed by owners and co-workers.

2. Every employee can put items that are needed or wanted with price

3. On Fridays by 1pm, Eileen will approve or disapprove the needed supplies

4. Go online and order supplies and marketing material from approved retailer. Using the saved order list, order supplies as needed and approved by Eileen.

5. Enter order in premade Excel spreadsheet (quantity is only needed. Formulas auto populate to totals)

6. Print each spreadsheet to use as a reference when confirming upon receipt

Quality Measures: ensuring accuracy of order received is most critical. If it is not, the correction needs to be indicated to Eileen so she can make appropriate arrangements to return.

Tools Required:

Box cutter, Excel spreadsheet printed reference form

Speed & Accuracy Considerations:

Speed of confirming receipt of product is critical soon after delivery. Accurate account for supplies received is critical.

Natural Instructors/Supervision: Stacy will provide training with ordering. Eileen will handle any returns and appropriate paperwork

Task Duration: task duration is impacted by amount of product that is needed. Up to 3 hours bi-weekly one fully trained.

Task Acquisition Concerns: noting the days and best time to track orders as they come in. Reminders to complete task because it is a supplemental task

Project Four Description: Greeting other vendors or taking information they have if the appropriate person is not available.

Task Steps:

1. Greeting the person with personable attitude and indicating where the person can be found

2. If door is shut, must dial through on phone

3. If person is not there, take message to include name, company, contact info, reason for visit, outcome and email it to appropriate party

Quality Measures: if taking information, data is most critical

Tools Required: phone system, extension list, pen, message pad

Speed & Accuracy Considerations: accuracy of information is most critical

Natural Instructors/Supervision: none. Owners and co-workers will prompt any visitors they know are coming in as well as background information on their company and job role.

Task Duration: less than 5 min

Task Acquisition Concerns: none

Notes and Recommendations for on-site trainer, resource ownership, universal/assistive

technology, further job modification, etc.:

N/A

GRIFFIN-HAMMIS ASSOCIATES

JOB ANALYSIS RECORD

Instructions: This form is used to capture the major task steps of each job or project. The

recorder should pay particular attention to how the tasks are typically performed, any

accommodations, technology or specialized training strategies that should be employed

with the new employee. The tasks sets are to be recorded as “projects” so that a discrete

training format can be established for each.

Name of Worker: Jane Smith

Date initiated/Date Completed: 7/18/2013

Company: Siggins, Heermans, & White, Inc.

Contact Person/Supervisor: Steve Siggins

Phone/E-mail: 817-481-9787 / ssiggins@

Person completing JAR: Dusty Vigil

Proposed Job Title: Sales / Marketing Representative

Major Tasks or Projects: Communication, interoffice communication, creating and maintaining client relationships, setting up ordered product on displays, doing demonstrations with cooking on grills, training at different customer business sites on both the use of the product and how to market the product, maintaining company and customer product, taking customer order requests, invoicing product orders to administration in office, use of office technology (including company smart phone, company ipad, scanner, fax machine, desktop, laptop, and all appropriate software, cleaning of personal space, help to maintain office supplies, marketing, and sample closets.

Proposed Work Hours/Days per Week: Monday through Friday and some Saturdays

Anticipated Pay Rate/Benefits: $45K starting. Full time employees get United Health Care (UHC) insurance benefits after a 90 day probationary period. Optional dental, vision, and life insurance available. 401K options. 2 weeks PTO and sick leave. Company credit card and company car.

Comments/Considerations: Bi-lingual preferred. Experience required. Valid Texas State driver’s license is mandatory with clear driving record. Must be 21 years of age or older due to the need to purchase and use alcohol (during demonstrations). Maintaining client relationships includes driving to each business site, which includes, the Dallas / Ft. Worth Metroplex, East Texas, West Texas, Southern Oklahoma, and Louisiana. Must be able to pass drug and background screening. Degree from accredited college and at least 2 years experience in the field.

Culture of the Company:

Small office, employees wear business casual attire during the week and casual on Friday. Overall, more causal than business. Company has optional company logo polo’s. Office tends to stay very cool, so it is best to have a sweater or jacket. Social environment and open door policy with management and co-workers. Employees are warm and friendly. Office doors are typically open throughout the day and people openly communicate from their desks aloud. During October, it can get tenser because it is their yearend (YE). When people get busy or do not want to be bothered, they shut their doors. During these times, they all wish not to be bothered. Approximately 1 to 2 other business representatives come into the office on a daily basis. They meet with the business owners and marketing representative. Most interactions with outside vendors will involve greeting them, asking who they are there to see, and directing them appropriately. If the person they wish to see is not available, the person must take the information and message for the appropriate party. Owners joke around often and like to play practical jokes on employees. There is one initiation ritual for new employees. The bosses tell the new employee that the first task is to find the “wall stretcher” for the storage room. This piece of equipment does not exist and they give them up to 45 minutes to “find one” before they tell them there is no such thing as a wall stretcher. At times, the employees are asked to participate on pranks that are done on others, which include similar antics. Work hours are business hours (8-5p) with a one-hour lunch break. Lunch for sales and marketing representatives are typically taken while they are out visiting customers, although all employees can leave the office between 11:30a and 12:30p. Use of office break room is daily and includes coffee, soda, and small snack items free of charge and can be taken at one’s own convenience. People in the office typically do not carpool together due to living areas. There are phrases and vocabulary that are commonly heard throughout the day. Much of the terms are for product or pieces to them and can be learned better visually:

• “Circle it around” – to send correspondence in between the office and not to include any other outside affiliates.

• “going to the hole” – going to the storage room / garage in the back of the office where product is stored

• “Andy dealer” – group of businesses within a specific organization

• “Ace dealer” – group of business within a specific organization

• “premiere” – clients that sell large quantities of product

• “break it down” – breaking down the cardboard boxes, incoming product, samples, or supplies

• “drive-n-scribe” – while in route to destinations, paying attention to business that you can gather information on to try and gain their business.

• “Cold Calling” – calling on companies that do not have a relationship with SHW and trying to establish one

• “Prepping” – marinating, cutting, or setting up all food that will be prepared the following day

Project One Description: Creating and Maintaining Customer Relationships – driving to business sites and bringing appropriate marketing or product information as requested. Overseeing floor displays with business management, ensuring pricing is correctly labeled at business site, taking orders and handling returns or credit, placing incoming orders and sending them to administration at SHW, following up on orders received or not received, entertaining clients with business dinners as needed

Task Steps:

1. Follow up on any “cold calls” from the previous “drive-n-scribe”

2. Follow up on any incoming emails and messages from clients

3. Go into the “the hole” and locate appropriate company orders

4. Call customer to let them know when product is going to be either delivered or shipped

5. If being shipped, email Eileen letting her know the order# that is ready for shipment

6. If being delivered, put in the company truck and deliver to customer

7. Meet with management regarding what has been delivered

8. Discuss with management ideas of display and set up as according to management

9. Set up display as according to the directions on the package (most displays are not the same)

10. Set up product as according to the directions on the package (they have over 250 different products, not including separate pieces)

11. Once finished setting up display, fixing equipment, or meeting with management, set any orders up

a. Using the ipad, go into customer file

b. Using pre-made formulas, place order and send to Eileen (training on this software is done upon hire)

12. Once sent, a follow up phone call or visit must be made within 48 hours to thank them for their business as well as give them the status on the order

13. Once back at the office, place order information into personal excel tracking sheet with the following information:

a. Company name

b. Address

c. Customer code (represent different pricing arrangements)

d. Date

e. Order price

f. Quantity

g. Product #

h. Next follow up

14. Follow up on orders that are in the “over one week binder” with the appropriate manufacturer sent from administration

Quality Measures: Ordering, delivery, use of product, product information, cooking of food, maintaining client relationship is most critical. Correct information when sending to administration is also critical. Must manually enter tracking information in Excel. Following up on orders over a week old second most critical. Clear driving record, over 21 years of age, and ability to carry up to 100 pounds is not optional, it is required.

Tools Required:

• Desk top computer

• Lap top computer

• Company Smart Phone

• Company Ipad

• Dual monitor computer screen

• Printer

• Hole puncher

• Weekly binder

• Scanner

• Fax machine

• Shredder

• Company Car

• Company Credit Card

Speed & Accuracy Considerations: generally expect about 30 minutes to 8 hours per order or visit. When placing invoice in software, expect about 5 minutes to place order. Total time of 10 minutes per order when returning to office and placing in Excel Spread Sheet. Accuracy of information is most critical component. Following up on clients is second most critical piece

Natural Instructors/Supervision:

Steve Siggins & Tom Heermans will provide input and training. Mikey is the sales and marketing representative for Houston and will provide initial training on software programs, and daily oversight of activity. Eileen is the billing manager and will do the returns on product and take any company related receipts.

Task Duration: Task duration is impacted by how busy the marketing reps are in the field. It is anticipated that on average, the sales and marketing representative would be inputting and calling in approximately 3-4 orders daily and visiting about 1-4 customers on a daily basis. Approximately 80% of the work day.

Task Acquisition Concerns: Core task involves focus, accuracy, strong interpersonal communications, strong ability to learn and teach, strong driving skills. Must be able to lift up to 100 pounds. Entering in correct codes and product identifiers are critical. Knowledge of the software programs Excel and SAP are strong. Ensure access to codes and product #’s are in close proximity to work station. May need to show person how the companies and products differ for clarity.

Project Two Description: Cooking Demonstrations

Task Steps:

1. Communicate with customer if any special events are going on

2. Discuss what is envisioned as being cooked during demonstration

3. Get the demonstration box (cooking supplies), grills, and propane that will be used

4. Drive to grocery store and purchase all food and necessary demonstration items that will be used during demonstration (including the purchase of any alcohol that is needed)

5. “Prep” food as according to demonstration needs

6. Place all food in cooler for next day trip

7. Drive to business site and set up:

a. Tent

b. Grill

c. Propane

d. Food items

e. Food displays

f. Product information packets

8. Begin to cook as decided upon for demonstration

9. Answer customer questions and direct to business employees as needed

10. Take down and clean up demonstrations

11. Fill out demonstrators form as needed by business management

12. Turn in demonstrators form and appropriate business receipts to Eileen

13. Lifting and carrying up to 75 pounds when bringing supplies and samples to business sites and closet. Individual pieces weigh less than 2 pounds. Sales and marketing representative will put up heavier items or shelves that are too high to reach as needed or requested.

14. Breakdown cardboard boxes using a box cutter

15. Throw boxes in the recycle bin outside of the office.

Quality Measures: All of same product together and in organized way for easy access

Tools Required:

1. Company Truck

2. Food handlers card

3. Company Credit card

4. Extra-large cooler

5. Ice

6. Demonstrators box

7. Grill (s)

8. Propane

9. Latex Gloves

10. Demonstration food and beverage

11. Demonstrators form

12. Pen

13. box cutter (to open and breakdown boxes)

Speed & Accuracy Considerations: Generally expect an average of 2-3 demonstrations monthly. Being on time and cooking methods are most critical components

Natural Instructors/Supervision: Steve and Tom (owners) will provide input and direction.

Task Duration: up to 8 hours and can take up to two weeks in duration at any given business site

Task Acquisition Concerns: May need to detail preferences of how demonstrations are maintained to ensure optimum results, knowledge on how equipment works. Need to know how to cook food and obtain food handlers card

Project Three Description: Ordering product samples and marketing material

Task Steps (samples):

1. place in company spreadsheet that is on desktop for each customer

2. indicate product or pieces that are being ordered

a. date ordered

b. quantity

c. reason

3. Contact manufacturer’s representative of that particular product with same information, including where to send it to (business site, or SHW)

4. If product is not received within a week

a. Contact manufacturer’s rep of that product to know where it is

b. Contact business site to indicate arrival

5. If product is received to business site

a. Follow up with them to know if they are needing support setting up display/product

b. Visit them no more than 48 hours to ensure it is displayed as according to contract and if they have new orders

6. If product is received by SHW

a. Audit product to ensure it was correctly delivered (if not, give invoice to Eileen for returns)

b. Make contact with business site and deliver as according to business needs

c. Deliver to business and set up as needed by business site

d. Follow up with them no more than 48 hours to ensure it is displayed as according to contract and if they have new orders.

7. If ordering Marketing Material

a. Email either Tom or Steve regarding:

i. The type of marketing material needed

ii. Reason for marketing material

iii. Benefits of the marketing material

iv. Cost

b. If ordering, make a hard copy of the order form, invoice after it was ordered and payment receipt and give to Eileen.

4. Go online and order marketing material from approved retailer. Using the saved order list, order marketing materials as needed and approved by Eileen.

16. Enter order in premade Excel spreadsheet (quantity is only needed. Formulas auto populate to totals)

17. Print each spreadsheet to use as a reference when confirming upon receipt

18. Once received, audit what was ordered and deliver / use as needed

Quality Measures: ensuring accuracy of information given to Eileen is most critical. If it is not, the correction needs to be indicated to Eileen so she can make appropriate arrangements to return.

Tools Required:

Desk Top, lap top, company credit card

Speed & Accuracy Considerations:

Speed of confirming receipt of product is critical soon after delivery. Accurate account for supplies received is critical.

Natural Instructors/Supervision: Eileen will provide training with ordering. Eileen will handle any returns and appropriate paperwork

Task Duration: task duration is impacted by amount of product that is needed. Up to 1 hours weekly

Task Acquisition Concerns: noting the days and best time to track orders as they come in. Reminders to complete task because it is a supplemental task, ensuring proper receipts are turned in to Eileen.

Notes and Recommendations for on-site trainer, resource ownership, universal/assistive

Technology, further job modification, etc.:

This position would need to be further explored if using a job coach.

Job Analysis

Dusty Vigil

University of North Texas

ARP 687

Meeting with Steve Siggins from Siggins, Heermans, & White (SHW) gave a better understanding of small business dynamics and the skills necessary to work an administrative assistant or as a sales and marketing representative. Steve was very open to meeting with me regarding the types of positions they have, the purpose for them, and the tasks that are involved. Overall, this business has a familial environment, they seem to care deeply about the business, and the people that help maintain it. To better define the roles, two job analyses were completed and reviewed.

The position they have available for the administrative role is more than a support role. This position not only supports general management, but also is the first line of communication for all incoming orders. This administrative position is a new position to the company due to growth and is in constant communication with the manufacturer’s representatives, billing manager and other supervisory management. The sales position requires much more travel than an average position. We covered the work activity requirements, the job context, tools, machines, equipment, work aids, and what could be done in lieu of a specific job responsibilities to better define the role of the employee.

This company has used temporary services (except for the sales and marketing position) for administrative tasks during peaks in business; however, they have had little success in finding a person that fits the environment. We discussed both supported and customized employment options, things to consider when working with disabilities, such as the severity of the charge and how long ago it happened. We also discussed other strategies and accommodations the company could employ to get the balance of work needed to run the office efficiently. Since I am not in the business of placing candidates into jobs, we discussed the organizations in the metroplex that they can get in touch with to discuss types of skill sets and people that are available and ready to work. He was surprised to realize how flexible positions can be and the benefits of personalizing job tasks to each person’s abilities. We also discussed the types of training and accommodations that can reduce any barriers that could be preventing them from hiring the best applicants for the job. The incentives that are in place that businesses can be benefit from through the government were also enticed him. I gave him resources to organizations that he could look into to broaden his scope of finding effective employees, such as DARS.

Overall, he was very excited to know that other options are available to him. He admitted to being very naïve in working with disabilities, but also noted that one of his employees that worked there was struggling with some of the daily tasks. Learning about her speed and accuracy diminishing due to vision problems, I introduced him to inexpensive ways he could help her improve her speed. Being able to talk to him about job accommodations was most beneficial because he not only learned about what he could do immediately that could benefit employees overall, but he became more comfortable about the idea of hiring someone with a stated disability. Like most business owners, he was not aware of “job creation” and the benefits it can bring when you adjust duties or job description. We both felt the administration position was a role that could benefit from job task modification, however the sales position was one that could not deviate from the full duties. Though he is open to having anyone work in the position, he felt that he would be more comfortable knowing more about if a disability is present and if it even effects him or the position, and if it does, how they could work through it. He said, “If they are worth it skill wise, you adjust.”

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