Hi!
JOB DESCRIPTIONS AND JOB SPECIFICATIONS
In most cases, the job description and job specifications are combined into one document that contains several different sections. An overview of each section follows next.
JOB DESCRIPTIONS
A job description indicates the tasks, duties, and responsibilities of a job. It identifies what is done, why it is done, where it is done, and briefly, how it is done.
Performance standards should flow directly from a job description, telling what the job accomplishes and how performance is measured in key areas of the job description. The reason for including the performance standards is clear. If employees know what is expected and how performance is to be measured, they have a much better chance of performing satisfactorily.
Unfortunately, performance standards often are omitted from job descriptions.
Even if performance standards have been identified and matched to job descriptions, they may not be known by employees if the job descriptions are not provided to employees but used only as tools by the HR department and managers. Such an approach limits the value of job descriptions.
The essential functions should be identified in written job descriptions that indicate the amount of time spent performing various functions and their criticality. Most employers have interpreted this provision to mean that they should develop and maintain current and comprehensive job descriptions for all jobs. These job descriptions should list the job functions in the order of “essentiality.”
JOB SPECIFICATIONS
While the job description describes activities to be done, it is job specifications that list the knowledge, skills, and abilities an individual needs to perform a job satisfactorily. Knowledge, skills, and abilities (KSAs) include education, experience, work skill requirements, personal abilities, and mental and physical requirements(these are the job holders specifications). Job specifications for a data entry operator might include a required educational level, a certain number of months of experience, a typing ability of 60 words per minute, a high degree of visual concentration, and ability to work under time pressure.
It is important to note that accurate job specifications identify what Casas a person needs to do the job, not necessarily what qualifications the current employee possesses.
Therefore, the job specification statements that identify the qualifications required of those in the jobs should specify the exact knowledge, skills, abilities, and physical demands involved. For example, hearing, seeing, speaking, climbing, lifting and stooping should be mentioned when those actions are necessary in performing specific jobs.
Thus, Job Specification and Job description are a part of Job Analysis which means methodologies for analyzing the requirements of a job. This analysis essentially includes identifying the job requirements(Job Description) as well as the job holders requirements(Job Specification).
Together, they help in identifying the individual's strengths and weaknesses with respect to the Job, help in recruitment, competence analysis, identifying training needs, reducing turnover, designing wage structure, providing career path to the employee etc.
I hope this would help you to clear you doubts. You may get back to me for further clarifications.
Regards,
Shyamali