Job Analysis Template: Task Inventory

Instructions:
Start by reviewing the example, then clear the document.
1. Fill in the analyzed role title.
2. Fill in the duty. A job typically has 5-12 duties.
3. Fill in the specific tasks under each duty. Jobs have up to 100 tasks in total.
4. Fill in the frequency - How often is each task done?
5. Rate the importance of each task on a scale from Low to High.
6. Rate the difficulty of each task on a scale from Low to Very high.
7. Continue with the next duty and tasks, until you exhaust all the duties and tasks of the role.

ROLE [Receptionist]

DUTY 1: Hospitality duty

TASKS Frequency Importance Difficulty Task Importance Levels Task Difficulty Levels

[Answering the intercom when the doorbell rings] [300/day] Medium Low Low Low

[Welcoming guests and guiding them to the waiting room] [120/day] Medium Low Medium Medium

[Providing guests with a drink] [80/day] Low Low High High

[Answering questions from visitors] [30/day] High Medium Very high

[Managing expectations about waiting times] [30/day] Medium High

[Receiving and handling complaints] [6/day] High Very high

DUTY 2

TASKS Frequency Importance Difficulty

Functional Job Analysis Template
Instructions:
Start by reviewing the example, then clear the document.
1. Fill in the Job title in the Job summary section.
2. Head to the analysis part of the template.
3. Fill in examples for each relevant job component of the analyzed role. Start with Things, Data, and People for every role and continue with the other four components
based on relevance to the job in question.
4. Summarize your findings in the Job summary section.

Job summary

Job title [Accounts Payable Specialist]

[To manage and process the receipt and payment of invoices. To make corrections and amendments to those
Job purpose invoices when necessary, and to reconcile the invoices with the other elements of the company’s bookkeeping
process.]

[Control the inflow and outflow of invoices throughout the company as necessary. Ensure the swift payment of
Job functions
invoices received by the company.]

[A strong attention to detail. The ability to work independently and to process large volumes of data with the
Job requirements
assistance of technology.]

[The ideal candidate will have work experience processing invoices before. They will be happy to work for long
Desired skills
periods without much guidance or hand-holding. Someone who prefers to work with data.]

Job component Brief explanation Examples for the analyzed job

[Accounting software (e.g., QuickBooks); calculator; invoice

Things Physical objects and tools involved in the job
scanner]

[Vendor invoices; payment schedules; purchase orders; tax

Data Information, facts, and figures the worker deals with
documents]

[Communicating with the procurement team; liaising with

People Interactions and communications with others vendors regarding discrepancies; attending finance
department meetings]

[“Verify invoices against purchase orders”; “Process

Worker Instructions Guidance or directives given to the worker payments within the 30-day window”; “Reconcile monthly
statements”]

[Identifying discrepancies in invoices; deciding on the

Cognitive skills and decision-making abilities
Reasoning prioritization of payments; determining when to escalate
required
issues]

[Calculating invoice amounts; reconciling balances;

Maths Numerical and quantitative skills needed
computing taxes or discounts]
 Ability to read, write, and communicate effectively [Drafting emails to vendors; reading and interpreting contract
Language
in the context of the given job terms; documenting payment procedures]