The document provides guidance on writing effective job descriptions. It explains that job descriptions are important for communication, organizational efficiency, and compliance with the Americans with Disabilities Act. The document outlines the key sections that should be included in a job description, such as the position title, essential functions, minimum requirements, and knowledge/skills/abilities. It emphasizes using clear, concise language focused on outcomes rather than tasks when describing the essential functions of a job.
2. ObjectivesObjectives
Understand how the job descriptionUnderstand how the job description
process worksprocess works
Know the legal ins and outs of writingKnow the legal ins and outs of writing
job descriptionsjob descriptions
Be able to successfully write jobBe able to successfully write job
description for your position(s) underdescription for your position(s) under
your supervisionyour supervision
3. Why do we need them?Why do we need them?
CommunicationCommunication
– Employees know what is expected in jobEmployees know what is expected in job
– Defines accountabilityDefines accountability
Organizational EfficiencyOrganizational Efficiency
– Helps eliminate duplication ofHelps eliminate duplication of
responsibilitiesresponsibilities
– Identifies hiring criteriaIdentifies hiring criteria
4. Americans withAmericans with
Disabilities ActDisabilities Act
Signed into law in 1990Signed into law in 1990
Enforced by EEOCEnforced by EEOC
– 5 Titles5 Titles
Title I: Employment ProvisionsTitle I: Employment Provisions
Prohibits employment-related discriminationProhibits employment-related discrimination
against persons with disabilitiesagainst persons with disabilities
Established concept of “reasonableEstablished concept of “reasonable
accommodation”accommodation”
5. Use Job Description….Use Job Description….
As main source of informationAs main source of information
To define minimum requirements of aTo define minimum requirements of a
jobjob
To focus on essential functions andTo focus on essential functions and
specific knowledge, experience skillsspecific knowledge, experience skills
needed to perform the jobneeded to perform the job
6. Sections on JobSections on Job
DescriptionDescription
FLSA ClassificationFLSA Classification
Position TitlePosition Title
DepartmentDepartment
Position SummaryPosition Summary
Essential FunctionsEssential Functions
““Other” – Non-essential FunctionsOther” – Non-essential Functions
Organizational ReportingOrganizational Reporting
7. Sections on JobSections on Job
Description, Cont.Description, Cont.
Minimum RequirementsMinimum Requirements
Additional Desirable QualificationsAdditional Desirable Qualifications
Working ConditionsWorking Conditions
8. FLSA ClassificationFLSA Classification
ExemptExempt
NonexemptNonexempt
For details on FLSA classification see:For details on FLSA classification see:
www.dol.gov/dol/compliance/comp-www.dol.gov/dol/compliance/comp-
flsa.htmflsa.htm
10. Job SummaryJob Summary
Brief overview of the reason the positionBrief overview of the reason the position
existsexists
Written in broad terms identifying functionsWritten in broad terms identifying functions
of job, but not the specificsof job, but not the specifics
Easier to write after the essential functionsEasier to write after the essential functions
are determinedare determined
Think of as an essay question: “DescribeThink of as an essay question: “Describe
the essence of the job in 30 words or lessthe essence of the job in 30 words or less
11. Essential FunctionsEssential Functions
Identifies the functions that areIdentifies the functions that are
essential to the existence of theessential to the existence of the
positionposition
Functions should be arranged in orderFunctions should be arranged in order
of importanceof importance
Use action verbs to begin eachUse action verbs to begin each
functionfunction
12. Determining EssentialDetermining Essential
FunctionsFunctions
The position exists to perform theThe position exists to perform the
functionfunction
There are a limited number ofThere are a limited number of
employees available to perform theemployees available to perform the
functionfunction
The function is highly specializedThe function is highly specialized
A large amount of time will be spentA large amount of time will be spent
performing the functionperforming the function
13. Writing EssentialWriting Essential
FunctionsFunctions
– Use clear and concise language. When possible, useUse clear and concise language. When possible, use
words that have a single meaning.words that have a single meaning.
Use examples / explanations for words which haveUse examples / explanations for words which have
varying interpretationsvarying interpretations
– Use non-technical language whenever possible.Use non-technical language whenever possible.
A good job description explains the objectives, duties,A good job description explains the objectives, duties,
and responsibilities of a job so that they areand responsibilities of a job so that they are
understandable even to a layperson.understandable even to a layperson.
– Use telegraphic sentence style (implied subject / verb /Use telegraphic sentence style (implied subject / verb /
object / explanatory phrase). Avoid unnecessary wordsobject / explanatory phrase). Avoid unnecessary words
Example: The job incumbent transports all companyExample: The job incumbent transports all company
mail to various locations throughout the entire facility.mail to various locations throughout the entire facility.
14. Writing EssentialWriting Essential
Functions, Cont.Functions, Cont.
– Keep sentence structure as simple as possible;Keep sentence structure as simple as possible;
omit all words that do not contribute necessaryomit all words that do not contribute necessary
information.information.
– Begin each sentence with an active verb, alwaysBegin each sentence with an active verb, always
use the present tense.use the present tense.
– Whenever possible, describe the desiredWhenever possible, describe the desired
outcome of the work, rather than the method foroutcome of the work, rather than the method for
accomplishing that outcome.accomplishing that outcome.
For example, instead of "writes down phoneFor example, instead of "writes down phone
messages"- a task-oriented approach - youmessages"- a task-oriented approach - you
might say "accurately records phone messages.might say "accurately records phone messages.
15. – Avoid words, such as "handles," that does not tellAvoid words, such as "handles," that does not tell
specifically what the employee does.specifically what the employee does.
Others you may want to avoid: "checks," "prepares,"Others you may want to avoid: "checks," "prepares,"
"examines," "sends." If these words are the most accurate"examines," "sends." If these words are the most accurate
and specific ones available, it may be acceptable to useand specific ones available, it may be acceptable to use
them. But if a more specific term would describe the taskthem. But if a more specific term would describe the task
more clearly, use it.more clearly, use it.
– Use generic terms instead of proprietary namesUse generic terms instead of proprietary names
("Microsoft," "Xerox," "Macintosh," etc.).("Microsoft," "Xerox," "Macintosh," etc.).
– Avoid using gender based language.Avoid using gender based language.
– Qualify whenever possible.Qualify whenever possible.
Don't just say that a file clerk "files" materials; say thatDon't just say that a file clerk "files" materials; say that
s/he "files alphabetically."s/he "files alphabetically."
17. OrganizationalOrganizational
RelationshipsRelationships
Identify positions reporting directly andIdentify positions reporting directly and
indirectly to the positionindirectly to the position
To what position(s) does this positionTo what position(s) does this position
reportreport
List frequent and occasional contact,List frequent and occasional contact,
i.e., employees, outside agencies.i.e., employees, outside agencies.
18. Minimum RequirementsMinimum Requirements
Education/ExperienceEducation/Experience
– Identify what education and experienceIdentify what education and experience
are minimally required to successfullyare minimally required to successfully
carry out the essential function of the jobcarry out the essential function of the job
– Remember to think in terms of theRemember to think in terms of the
“position”“position” not thenot the “person”“person”
Licenses, Certifications, etc.Licenses, Certifications, etc.
19. Knowledge, Skills andKnowledge, Skills and
AbilitiesAbilities
Identify specific KSAs needed toIdentify specific KSAs needed to
successfully perform the essential functionssuccessfully perform the essential functions
of the jobof the job
Only list the KSAs needed to achieve theOnly list the KSAs needed to achieve the
desired results, not those the idealdesired results, not those the ideal
candidate might possesscandidate might possess
Use examples from the job to help defineUse examples from the job to help define
the KSAs concisely.the KSAs concisely.
Avoid using subjective modifiers, e.g., highAvoid using subjective modifiers, e.g., high
level, which have a different meaning forlevel, which have a different meaning for
each individual.each individual.
20. Examples of KSAsExamples of KSAs
Ability to interact effectively withAbility to interact effectively with
visitors, administration, faculty andvisitors, administration, faculty and
staffstaff
Knowledge of applicable state andKnowledge of applicable state and
federal laws and regulations governingfederal laws and regulations governing
post-secondary educationpost-secondary education
Skills in computer hardware repair andSkills in computer hardware repair and
troubleshootingtroubleshooting
21. Knowledge, Skills, andKnowledge, Skills, and
AbilitiesAbilities
For detailed information and examplesFor detailed information and examples
of how to write knowledge, skills andof how to write knowledge, skills and
abilities, go to ?abilities, go to ?
22. Additional DesirableAdditional Desirable
QualificationsQualifications
Qualifications in addition to theQualifications in addition to the
minimum requirements that would beminimum requirements that would be
beneficial in successfully performingbeneficial in successfully performing
the jobthe job
23. Working ConditionsWorking Conditions
Physical DemandsPhysical Demands
– Physical activitiesPhysical activities
– Lifting weight and exerting forceLifting weight and exerting force
– Vision requirementsVision requirements
Work EnvironmentWork Environment
– Exposure to extreme conditions, i.e.Exposure to extreme conditions, i.e.
weather, chemicalsweather, chemicals
– Noise levelNoise level