job description guidelines

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:

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

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

accommodate	conduct	extract	obtain	schedule
achieve	confer	facilitate	operate	screen
acquire	consolidate	file	originate	search
act (as)	construct	forecast	organize	secure
adapt	consult	formulate	participate	select
address	control	furnish	perform	serve
adjust	convert	gather	persuade	service
administer	cook	generate	plan	sign
adopt	coordinate	govern	predict	simplify
advise	correlate	guide	prepare	sell
allocate	correspond	handle	present	solicit
analyze	counsel	highlight	preside	solve
apply	create	hire	prevent	specify
appoint	customize	identify	process	stimulate
appraise	delegate	illustrate	produce	strategize
approve	deliver	implement	program	streamline
arrange	demonstrate	improve	promote	strengthen
assemble	design	improvise	propose	study
assess	determine	incorporate	provide	submit
assign	develop	increase	publicize	suggest
assist	devise	influence	publish	summarize
assume	devote	inform	push/pull	supervise
assure	direct	initiate	quantify	support
attain	discuss	inspect	recognize	survey
attract	disseminate	install	recommend	systematize
audit	distinguish	instruct	reconcile	teach
augment	distribute	interact	record	test
authorize	document	interface	recruit	trace
budget	draft	interpret	redesign	trade
calculate	drive	interview	reduce	train
circulate	edit	introduce	refer	transcribe
clarify	eliminate	investigate	refine	transfer
clean	encourage	issue	regulate	translate
clear	enforce	lift	reinforce	transmit
climb	ensure	maintain	repair	troubleshoot
collaborate	establish	manage	reorganize	type
collect	evaluate	market	report	update
combine	execute	modify	represent	upgrade
communicate	exhibit	monitor	research	validate
compile	expand	motivate	resolve	verify
complete	expedite	negotiate	restructure	walk
compose	explore	notify	review	weld
compute	extend	observe	revise	write