Job Descriptions How to Write Them Effectively. © Business & Legal Reports, Inc. 0606 Session Objectives You will be able to: Define the purpose of job.

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Job Descriptions How to Write Them Effectively

© Business & Legal Reports, Inc Session Objectives You will be able to: Define the purpose of job descriptions Identify the key elements of an effective job description Gather and organize necessary information Write complete, accurate, and objective job descriptions Help us comply with employment laws

© Business & Legal Reports, Inc Session Outline Compliance with employment laws What job descriptions are and why they are important Key elements of an effective job description Guidelines for writing effective job descriptions

© Business & Legal Reports, Inc Legal Requirements ADA FLSA Equal Pay Act

© Business & Legal Reports, Inc Legal Requirements (cont.) Title VII Age Discrimination in Employment Act Occupational Safety and Health Act State law

© Business & Legal Reports, Inc What Are Job Descriptions? Brief written statements that: Define main objective and essential functions Describe duties, skills, efforts, and responsibilities State required education and experience

© Business & Legal Reports, Inc Why Are They Important? Clarify who is responsible for what in the organization Help employees understand their responsibilities Assist you in making good hiring decisions and determining training needs

© Business & Legal Reports, Inc Why Are They Important? (cont.) Help in recruitment efforts Help us analyze and improve the organization Aid compliance with employment laws Provide a basis for job evaluation, job classification, and wage administration

© Business & Legal Reports, Inc Common Problems Exaggerate or downplay importance of job Fail to pinpoint critical job elements Ignore decision-making aspects of job

© Business & Legal Reports, Inc Common Problems (cont.) Fail to focus on behavior Describe qualifications not really needed for job success

© Business & Legal Reports, Inc Job Descriptions: Basic Issues Questions?

© Business & Legal Reports, Inc Elements of a Job Description Job identification Job summary Essential functions Accountabilities Job specifications

© Business & Legal Reports, Inc Job Identification Job title Source for job titles

© Business & Legal Reports, Inc Job Identification (cont.) Job code Other job identification information

© Business & Legal Reports, Inc Job Summary Start with an action word Explain the job’s major functions Explain the job’s purpose

© Business & Legal Reports, Inc Essential Functions Define the essential job duties Use behavioral language Focus on functions rather than means

© Business & Legal Reports, Inc Essential Functions (cont.) Target outcomes rather than activities Be specific

© Business & Legal Reports, Inc Accountabilities End results Standards of measuring performance Delegated authority Employee’s superior

© Business & Legal Reports, Inc Job Specifications Skill Effort Responsibility Working conditions

© Business & Legal Reports, Inc What Doesn’t Belong Negative statements Generalized statements Abbreviations Occasional or temporary duties

© Business & Legal Reports, Inc Job Descriptions & ADA ADA requirements Define essential job functions

© Business & Legal Reports, Inc Job Descriptions & ADA (cont.) Include essential criteria only Be open-minded about the “how”

© Business & Legal Reports, Inc Job Description Elements Questions?

© Business & Legal Reports, Inc Format Length Layout Multiple formats

© Business & Legal Reports, Inc Guidelines for Writing Choose your words carefully Begin each sentence with an active verb Be specific Qualify whenever possible

© Business & Legal Reports, Inc Guidelines for Writing (cont.) Include essential information only Describe the desired outcome Focus on essential activities Refer to job titles rather than people

© Business & Legal Reports, Inc Gathering Information Job analysis Questions to ask

© Business & Legal Reports, Inc Organizing the Information Sequence of operations approach Major duty approach Relative importance approach

© Business & Legal Reports, Inc Key Points to Remember Job descriptions describe the purpose, essential functions, and specifications of a job They help employees understand responsibilities and help you make good hiring decisions and determine training needs They help us comply with employment laws

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