JOB DESCRIPTIONS 1

Overview Regardless of the size or complexity of an organization, good job descriptions are vital management tools and important documents for many legal reasons. While law does not require them, job descriptions are critical in supporting practically every employment action (hiring, compensation, promotion, discipline, and termination). 2

Overview – cont. Employers today must comply with a long and growing list of employment laws and regulations. If an employee or a government agency challenges a hiring or employment decision, one of the most important documents you will be expected to provide is a copy of the job description. 3

Internal Job Description Uses Evaluate job content and internal/external pay comparisons. Communication tool for recruiting. Performance management or training needs. Show compliance with laws and regulations (FLSA, ADA, Workers Comp, etc.). 4

Job Description Components Job title General summary of job Key relationships Education and Experience ( Minimum qualifications ) Knowledge, skills and abilities Principal duties & essential functions Physical, mental, sensory requirements Working conditions 5

Job Title Keep titles consistent with industry standards, as much as possible. Warehouse Worker vs. Receiving Customer Service Rep vs. Call Center Rep Title should be somewhat descriptive of what the position does. 6

General Summary Often written in the final step of the process A short paragraph three to four sentences informs the reader of the nature, level, and objective of the position. Summary is used to communicate with job applicants. 7

Key Relationships Who the position reports to (title, not names) Direct reports 8

Minimum Requirements and Education Should be legally defensible as job related and consistent with business necessity, to avoid discrimination claims. Hooters 9

Minimum Requirements and Education Educational requirements should meet the needs of the position reflect the minimum qualifications. Most positions do not need to have a degree in order to be able to perform the principle duties. However, some do. For example: In New Jersey -Teachers require a Bachelors degree in order to obtain a Teaching License. 10

Minimum Requirements and Education Equivalent years of experience may be considered in lieu of educational requirements For example: Bachelors degree and 2 years of experience, or 6 years of experience in lieu of a degree if appropriate for the position. As future first year graduates… 11

Knowledge, Skills, and Abilities Knowledge Necessary knowledge to competently perform the functions of the position. e.g. Advanced knowledge of development and/or maintenance of PeopleSoft systems Skills Technical or functional skills required to do the job. e.g. Strong understanding of client/server and host-based systems Abilities Competence to perform an observable behavior. e.g. Ability to analyze and independently solve complex problems and communicate outcomes. 12

Principal Duties & Essential Functions General responsibility or duty duties are usually sufficient. Each statement begins with action verb. Should recognize true scope of job. State what to do, not how to do it. At the end, include other duties may be assigned as needed 13

Principal Duties Most important tasks In order of importance and/or necessity Identify the specific functions required to perform the job. 14

Essential Functions A duty is an essential function if: It is a fundamental job duty that is necessary for the position and There are a limited number of employees to whom this duty could be delegated and The duty requires skill so specialized, it would require hiring a new person if the incumbent were absent and Requires a large percentage of time spent doing it. 15

Principal Duties Examples: “Receptionist” “Answer high volume central telephone system and direct calls accordingly”. “Develop and maintain office forms and procedures”. “Serves on Stewardship Committee”. Which of the examples above are essential functions? 16

Who Should Prepare Job Descriptions? Directors or Executives Manager Supervisor NOT solely the incumbent! 17

How often should they be reviewed? When job duties change significantly These are not minor changes, but may result in a change to a principle duty or essential function. Examples: job acquires more responsibility, a reduction in duties, etc. 18

Conclusion Job descriptions are important. It is imperative they be kept up to date. They have many different users across the organization. They can be important in legally defending a decision. Job descriptions are a collaborative effort between managers and Human Resources. 19