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The job description is the formal written documentation produced from the job analysis. The job description is a position summary including a list of a specific job duties or essential functions, position qualifications, required education and experience, necessary skills and abilities, responsibilities, reporting requirements, working conditions, physical requirements, and supervisory responsibilities (if applicable).
Scope
Job descriptions help employers identify essential functions of a job, and helps employees know what to expect of the job and what the job expects of them.
Regulatory citations
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Key definitions
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Summary of requirements
What a job description can do. One of the most important aspects of developing and using a job description is that it brings a level of consistency to positions. Employees know what to expect of the job and what the job expects of them. In the case of employee turnover, or when there is an increase in business, organizations that have developed job descriptions can quickly replace or hire additional workers.
HR can also use a job description in reviewing an employee’s job performance during the appraisal process. Staffing and career planning are also simplified by using standard format job descriptions.
The Americans with Disabilities Act (ADA) does not require that an employer have written job descriptions. However, if discrimination claims arise, the ADA will look at the job description and will consider the list of essential functions as part of the evidence in the claim.
What should be on a job description? Even though the format of job descriptions varies from company to company, there are common elements that should be part of most job descriptions. The top portion of the job description could include basic information such as the:
- Name of the position (e.g., computer programmer);
- Department the position is located in (e.g., information systems);
- Name of the reporting supervisor (e.g., John Smith); and
- Hours to be worked (e.g., 8am to 4:30pm).
The main body of the job description should contain specific information about the job, such as:
- Principle duties and essential functions (e.g., write computer programs);
- Knowledge, skills, and experience (e.g., knowledge of various computer languages, ability to program in those languages, and 4 years experience in programming);
- Education (e.g., a two or four-year degree in computer programming);
- Certification/License (e.g., ASP, Cisco, COMP TIA, Microsoft, Oracle, project management);
- Working conditions; and
- Equipment (e.g., computer, server maintenance, PDA).