The article explains how to create and assign HR jobs in a system, including setting job profiles, attributes, and defaults that override cost center or company defaults. Jobs are used in various modules like Job Requisitions and Pay Information. It details creating jobs with fields like category, description, pay grade, and competencies.
Assigning HR Jobs to Employees
About HR Jobs
Similar to cost centers, this feature allows you to assign profiles and attributes to an employee based on their assigned job. Employee attribute and profile defaults can also be assigned based on an employee's active and primary position, default cost center or the company default. If a position attribute is non-blank, it will override the defaults in the job profile. If both the job and position settings are blank, the specified default for the default cost center will be used, followed by company default if all settings for the attribute are blank.
Jobs can be assigned/used in the following areas of the application:
- Job Requisitions (requires Recruitment module)
- Job Change History widget in employee accounts
- Pay Information widget in employee accounts
- HR Actions: HR Action Item (Default Job)
- Global Setup > Company Setup in the Cost Center Trees widget (Jobs HR): When enabled here, this field appears along with the other cost centers throughout the system wherever cost center information can be gathered.
- Global Setup > Company Setup in the Account Policies widget in the Required Cost Centers section. If checked, any new employee account set up in the system will require a Default Job to be added.
Creating HR Jobs
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Settings > HR Setup > Jobs
- Select "Add New".
- Enter all information for the job.
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Category: Enter an optional category for the job.
Please Note: This field will be blank initially, but as categories are added, they will be available to select from the dropdown when creating future jobs.
- Name: Enter the job title.
- Abbreviation: Enter an optional abbreviation for reporting purposes.
- Description: Enter an optional brief description of the job.
- Job Description: Allows for a longer and more extensive job description, with full editing capabilities. If utilizing Job Requisitions, the job description entered here will populate the Job Description field on the requisition.
- External ID: Enter an optional external code for the job.
- Payroll Code: Enter an optional payroll code for the job.
- Visible: Select this box to allow this job to be viewed and selected.
- Display on Applicant Tracking: Select this box to display the job information within applicant tracking.
- Applicant Tracking Only: Select this box to display the job information only in applicant tracking.
- Standard Work Day: Define the standard work day (number of hours) for the job.
- Employee Type: Select the default employee type for the job.
- EEO Classification: Select the default EEO Classification for the job.
- Union: Allows you to associate a Union with the job.
- Pay Grade: Select the default Pay Grade for the job, if pay grades are defined for your company.
- Pay Type: Select the default pay type (Hourly, Salaried, etc.) for the job.
- First Screen: Select the first screen view for the job.
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Allow Override At Employee Level: Select these boxes to allow for overrides if the employee’s settings differ from the defaults.
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Please note: It is recommended that you select all of these boxes for all jobs.
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- Company EINs: select the button ‘Add Company EIN’ and choose the appropriate EINs from the list
- Workers Comp Code Types: Select any related Workers Compensation codes for the state in which the job is located.
- Salary Survey: Input salary survey findings from an external source (such as the job market's average salary for the specific job).
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Competencies required for the job can be added by selecting
, then
- Competencies can be added to the selection list under Company Settings > HR Setup > Performance Review > Competencies.
- Weights can be added to the competencies, or they can be evenly weighted by selecting the Weight Evenly checkbox. If different weights are entered for each competency, they must add up to 100, or the job will not save.
- Employees Assigned To The Job: This section will display all employees that are currently assigned to this job.
- Notes: This section allows you to add any related notes about the job. Click the "New Note" button to create a new entry. You may also click the "Add Note" button at the top of the page to add a note.
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Defaults > Profiles: Select the profiles associated with the job.
- These profiles will override any profiles set in employee accounts unless the Allow Override At Employee Level check box is checked. If the override is checked, the profile assigned in the employee account will be used.
- Allow Override At Employee Level: Select these boxes to allow for overrides if the employee’s settings differ from the defaults.
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Skills/Job Settings: Add and define skills and job strains to the job.
- The labels for Skills and Job Strains are links you can click to go to those configuration pages and create items for selection in the widget.
- Job Info History: This button (located on the top right of the screen) will display the audit trail of the settings for the selected job.
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- Once the job has been fully configured, select "Save".
- Select "Add New".
Assigning HR Jobs to Employees
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Team > My Team > Employee Information
- Select the employee
- Please Note: Assigning an HR Job to a current employee will override the employee’s settings for any settings that were applied to the job. Be sure to take note of any settings that differ from the defaults prior to assigning the job, so that these settings can be reapplied after assignment.
- Locate the Default Job field located within the Pay Information widget
- Please Note: This is often located on the Main tab, but can be customized per user, so could show on a different tab.
- Select the
icon on the Default Job field.
- Select the bubble icon for the job you want to assign.
- Choosing the job will make changes to the employee's setup based on the settings within the job. You will see applicable fields change on the screen, but the system will not callout each changed field for you.
- Enter any necessary overrides to the new default settings for that employee.
- Select "Save".
- Select the employee
FAQ
Q: Why do the "Allow Override At Employee Level" boxes not show in the Defaults > Profiles section?
A: If the Position Management feature is enabled, the default profiles are set in the Position setup rather than the Job setup.
Q: Why is a certain field blank but greyed out/disabled when I'm adding a new employee?
A: If a field is blank when adding an employee, but is also greyed out/disabled, this means that particular field does not have a default set up within the Job setup and the "Allow Override At Employee Level" box is not checked.