Job descriptions are a list of performance tasks and functions that define and establish the performance expectations for a given employment
position within an organization. Simply put, job descriptions are used by both the employer and employee to provide a measurable set of work
criteria and expectations associated with the position. So why are they important, and how are they used?
Employers use job descriptions to screen hiring applicants, define the general scope of work within the position, as a tool to justify compensation
and benefits, maintain their employee diversity, and can aid the employer in legal rebuttals to certain discrimination or unfair hiring allegations.
Employees use job descriptions in much the same manner as the employer. It provides an undisputed understanding of the work expectations, responsibilities, and requirements for the employee.
In both cases, an accurate written job description can prove to be a useful tool in performance reviews, justification for compensation and benefits, hiring practices
to include compliance with both federal and state standards such as the Americans With Disabilities Act (ADA) and the Family Medical Leave Act (FMLA) to name a few.
Anti-discrimination laws such as the ADA, FMLA, and Equal Pay Act do not specifically require organizations to maintain job descriptions. However, the ADA and FMLA does require an "essential functions" review
of a job when an allegation arises.
Notice how we mentioned "a written job description". Verbal misunderstandings are common place within any organization, so it is advisable for the employer to create a clearly defined description for
each position, and it is also the responsibility of the employee to meet these expectations for the position they are hired to perform. Over time employees can outgrow their original job description
and depending on the growth or changes with an organization, the employee's tasks can often change. It is both the employer and employee responsibility to review his or her job description and if
needed make adjustments to it accordingly. Annual performance reviews are a perfect time for this review process to occur.
Creating a Job Description
Performance expectations and the tasks and functions associated with a position are the major component to any job description. It is common place to list the most critical and/or important tasks
and functions to be performed first in the job description.
A common job description includes:
- Job Classification and Summary:
- Job title
- Exemption status
- General reporting to (i.e. department, division, etc)
- Principal job function
- Duties, Tasks, Functions, and Responsibilities:
- Provides a list of the essential job functions associated with the position in order of importance.
- Job Requirements:
- Defines the minimum education, skills, experience, certifications, and licenses necessary to perform the job functions.
- Special Conditions:
- Any special requirements and/or working conditions that are commonly associated with the job should be listed. For example, working in a hazardous environment or requiring travel with the job is considered special condition.
Writing an effective job description can help in avoiding miscommunication or misunderstands as to the expectations associated with the job. All job descriptions should be drafted in a logical and
comprehensive manner, which is specific and measurable.
