Difference and Similarities among three Positions
Similarities and Differences
The key similarity among three jobs, such as receptionist, information clerks and database administrators is that all provide information to customers. All three types of jobs are linked to providing information to the internal and external customers about company’s operations, policies, processes and new products and services. On the other hand, there are various differences between three jobs. One of the differences is the scope of the jobs. For example, receptionist is responsible for administrative tasks like taking calls and welcoming visitors (Bureau of Labor Statistics).
Information clerks perform clerical duties ranging from maintenance of records to collection of data. In comparison to receptionist, the information clerk prepares reports, claims and bills. In addition, they are involved in collecting and recording the data with respect to customers, employees and general public. Moreover, they maintain files in relation to soft and hard copies. In the same way, database administrators’ job is somehow different from receptionist and information clerks apart from providing information to customers (Bureau of Labor Statistics).
It can be linked to the fact that database administrators than receptionists and information clerks use software to arrange data with respect to finance and customer shipping. Moreover, they use technology to ensure data security, operational efficiency, and continuous improvement in the system by making alternations and emergence of older data to new ones (Bureau of Labor Statistics).
Actions taken by Director
There are certain actions that are required to be taken by the director of Vigo County Tax & Municipal Services. For example, she should update the job descriptions of the receptionist, information clerks, and database administrators. She should clearly identify the job duties required to be performed by each position’s people to reduce role ambiguities and role conflicts. For instance, providing information is the similar job responsibility in case of all three positions. Hence, the job descriptions should include explanation to which extent certain information can be provided to customers and from which areas. Moreover, the director should clearly set roles in terms of job descriptions by identifying the areas of expertise each position should have to perform duties with proper pay scale. Furthermore, it should be identified by director that which types of duties can be performed by three positions due to inter-linkages between departments. For example, receptionists can perform duties like recording data other than their general duties but that would be data associated with receptionists’ position like people with direct contact with receptionists for future follow up. In addition, its’ compensation should also be indicated that this extra duty would not be separately compensated but would be part of general duties.
Updating of Job Descriptions
Sometimes, the organizations do not update job descriptions despite of its high value as a competitive edge in various aspects. In my opinion, the organizations do not update job description to avoid the expenses of recruitment and selection and training and development. It is due to the fact that with the change in the internal and external environment with changes in technology, the duties are also updated. Hence, the requirement of new personnel is raised to fill up with new skills and qualification to perform updated duties cannot be performed by existing employees. Recruitment and selection along with training and development need budgets and time that especially in case of small firms taken as challenge to maintain. Furthermore, to avoid the salary adjustments they ignore the updating of job descriptions as if job duties of a certain position will be increased its salary will also be adjusted. Therefore, to avoid investment the organizations do not update job descriptions despite the fact that it is important to update job descriptions to increase productivity, reduce role conflicts, operational efficiency and goal-setting (Al-Marwai et al. 4).
Purpose and Functions of O*NET
O*NET i.e. Occupational Information Network refers to the unique and complete database of competencies of the worker, job needs, resources and other things. The purpose of O*NET is to use contemporary and dynamic skill-based database and common language to communicate skills of employees. In addition, the aim is to change huge data into precise and targeted occupational intelligence so that everyone can easily understand it. The functions of O*NET include expansion of pool of candidates to fill up positions, assistance in developing job descriptions and defining the job-specific success factors in relation to employers. For workforce, the functions include providing tools, empowering people, ensuring success, providing flexibility and improving programs for youth. For career counselors and educators, the functions include providing assistance to teachers and career counselors to prepare students for careers by offering tools. For jobs seekers, the functions include identification of jobs align to interests, skills and experience, researching facilities, maximization of earning potential and job satisfaction, and providing opportunities for growth (O*Net Academy).
Administrative Assistant and Comparison of Previsous or Current Job
Investigation of Administrative Assistant Job
The investigation of administrative assistant job at O*Net identifies that there are different categories of position like executive secretariats and executive administrative assistants, legal secretariats, and medical secretariats, etc. The administrative assistants are responsible for providing the high-level administrative support. They do so by conducting research, developing statistical reports, managing information requests, and fulfilling clerical functions like preparation of correspondence, welcoming visitors, conducting conference calls and scheduling of meetings. They also provide training and supervise lower level clerical staff. The technology used in this job includes accounting software, database user-interface and query software, and project management software.
Comparison of Previous Job
I have been a customer service representative in the past in a private firm. My Job description as part of job duties includes communicating with the customers and providing information about products and services. In addition, the median hourly wage was $10.25. The comparison of my job description with the job description available at Bureau of Labor Statistics provided me a notion that the job description has been updated as now it also includes the job duty of processing of orders. I was not responsible for processing the orders, but only transferred the call to order department for order processing after generating lead. Moreover, the median salary reached to $ 15.25 in May 2015 (Bureau of Labor Statistics).
It indicates that job descriptions are required to be updated to increase productivity and to avoid role conflicts.
Work Cited
Al-Marwai, Sahal Ali, and Indra Devi Subramaniam. "A Review of the Need for Writing & Updating Job Descriptions for 21 st Century Organizations." European Journal of Social Sciences 12.2 (2009).
Bureau of Labor Statistics. Receptionists. 2015a. Web. Jan 03. 2016. <https://www.bls.gov/ooh/office-and-administrative-support/receptionists.htm#tab-2>
Bureau of Labor Statistics. Information Clerks. 2015b. Web. Jan 03. 2016. <https://www.bls.gov/ooh/office-and-administrative-support/information-clerks.htm#tab-2>
Bureau of Labor Statistics. Database Administrators. 2015c. Web. Jan 03. 2016.
<https://www.bls.gov/ooh/computer-and-information-technology/database-administrators.htm#tab-2>
Bureau of Labor Statistics. Customer Service Representatives. 2015d. Web. Jan 03. 2016. <https://www.bls.gov/ooh/office-and-administrative-support/receptionists.htm#tab-2>
O*NET Academy. What is O*NET? 2016. Web. Jan 03. 2016. <http://www.onetacademy.org/view/What_is_ONET/info
O*NET Online. Administrative Assistants. 2016. Web. Jan 03. 2016. < https://www.onetonline.org/link/summary/43-6011.00>
