Human Resources

job description guidelines

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Introduction

The primary purpose of a job description is to identify the essential functions of the position. According to the Equal Employment Opportunity Commission (EEOC), essential functions are those tasks or functions of a particular position that are fundamental to the position (as opposed to marginal). Knowing the essential functions of the job will aid you in:

• writing appropriate interview questions; and
• determining whether a person is qualified to perform the essential functions; and
• identifying reasonable accommodations to enable a disabled person to perform the essential functions; and
• aid you in writing your job description.

WHAT ARE ESSENTIAL FUNCTIONS?

In identifying essential functions, be sure to consider (1) whether employees in the position actually are required to perform the function, and (2) whether removing that function would fundamentally change the job.

The Americans with Disabilities Act of 1990, from which the issue of essential functions has come into focus, lists several reasons why a function could be considered essential:

• the position exists to perform the function (e.g., if you hire someone to proofread documents, the ability to proofread accurately is an essential function, since this is the reason that the position exists);
• there are a limited number of other employees available to perform the function, or among whom the function can be distributed (e.g., it may be an essential function for a file clerk to answer the telephone if there are only three employees in a very busy office, and each employee has to perform many different tasks);
• a function is highly specialized, and the person in the position is hired for special expertise or ability to perform it (e.g., a company expanding its business with Japan is hiring a new salesperson, so requires someone not only with sales experience, but also with the ability to communicate fluently in the Japanese language).

To identify the essential functions of the job, first identify the purpose of the job, and the importance of actual job functions in achieving this purpose. In evaluating the "importance" of job functions, consider, among other things, the frequency with which a function is performed, the amount of time spent on the function, and the consequences if the function is not performed. The EEOC considers various forms of evidence to determine whether or not a particular function is essential; these include, but are not limited to:

• the employer's judgment;
• the amount of time spent on the job performing that function; and
• the availability of others in the department to fill in for the person who performs that function.

In defining the essential functions of a job, it is important to distinguish between methods and results. For example, is the essential function moving a fifty pound box from one part of the lab to another, or is it carrying the box? While essential functions need to be performed, they often do not need to be performed in one particular manner (unless doing otherwise would create an undue hardship).

Once you have determined what the essential functions are you can record these by using the Essential Job Functions Worksheet.

WRITING THE JOB DESCRIPTION

So now it's time to write the job description. Have you carefully thought about what is REALLY needed? Is there tolerance for a new person's learning curve? As you consider your responses to these questions, remember that the staff of the Employment Office are available to offer you guidance in writing your job description. There are certain important elements that are of great importance; include these in each job description. Please make sure to write sentences that are clear and concise.  When possible, use words that have a single meaning.

• Use examples / explanations for words which have varying interpretations

• Use nontechnical language whenever possible.

• A good job description explains the objectives, duties, and responsibilities of a job so that they are understandable even to a layperson.

• Use telegraphic sentence style (implied subject / verb / object / explanatory phrase). 

• Avoid unnecessary words Example: The job incumbent transports all company mail to various locations throughout the entire facility.  

• Keep sentence structure as simple as possible; omit all words that don't contribute necessary information.

• Begin each sentence with an active verb, always use the present tense.  

• Whenever possible, describe the desired outcome of the work, rather than the method for accomplishing that outcome. For example, instead of "writes down phone messages"- a task-oriented approach - you might say "accurately records phone messages.

• Avoid words, such as "handles," that don't tell specifically what the employee does. Others you may want to avoid: "checks," "prepares," "examines," "sends." If these words are the most accurate and specific ones available, it may be acceptable to use them. But if a more specific term would describe the task more clearly, use it.

• Use generic terms instead of proprietary names ("Microsoft," "Xerox," "Macintosh," etc.).

• Avoid using gender based language. Qualify whenever possible.

• Don't just say that a file clerk "files" materials; say that s/he "files alphabetically."

The Applicant Tracking Systems (ATS) prompts you for the following information.

Basic Purpose & Scope:

• This information provides a basic overview of the position.  It should include the basic responsibilities.

Responsibilities:

• This section should information listed on your Essential Job Functions Worksheet.  These functions should be properly articulated if they are unclear or uncommon.

Required Education, Skills, Experience, Certification/Licensing:

• These sections should only include only those items you wish to require from applicants.  Don't overstate these and commit yourself to elements you don't really want.  Do not include numbers as these are arbitrary in nature.  (Example:  Requires 3 years of programming experience.)  If you are going to utilize posting specific questions in the ATS, you should use required skills in your questions.

Preferred Education, Skills, Experience, Certification/Licensing:

• These sections should include those preferred items that are over and above the minimum qualifications.

Once you write your job description:

• forward it, for review and approval, to all appropriate parties up through your school or division's top approving authority
• approving authority forwards it to HR (Compensation) for review and grading
• HR reviews, grades, discusses questions, and returns it to your school or division approving authority, who reviews classification of new position and approves changes that will impact the budget

In summary:

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• List all the knowledge, skills, and abilities necessary to perform the job; divide them into requirements and preferences
• The requirements listed on the job description must support the essential functions, and serve as the primary criteria for selecting/rejecting candidates
• Don't lock yourself into strict requirements that may prevent you from considering qualified candidates. Consider substitutions (ex., 4 years of professional experience or a bachelor's degree)
• Keep in mind that, under the ADA, you cannot refuse to hire a qualified candidate who meets the requirements and whose disability can be reasonably accommodated

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Questions? Contact Human Resources (Compensation) and/or your Employment (237-4114), and we'll work with you to make this a fruitful process!

EXAMPLES OF ACTION VERBS TO USE IN JOB DESCRIPTIONS

 

 

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