Question:

Are job descriptions really that important? Or can we just stick a bullet point list on Indeed and call it a day?

Answer:

Job descriptions are an integral part of both the hiring process, and in protecting you from liability throughout the employment relationship. While most people use them during recruiting, they’re actually really helpful throughout the entire employee life cycle!

What’s a Job Description and Why is it Important

A job description is what it sounds like: it is a document that describes the details of the job. Job descriptions help an employer (a) recruit and assess the skills required of a future employee, (b) set the basis for compensation and employee classification, (c) set ongoing performance expectations, and (d) help evaluate the possibility for reasonable accommodations for disabilities.

A well-written job description is essential for recruiting. This document specifically sets forth the minimum job requirements, which helps ensure that everyone involved in the hiring process is on the same page.

Job descriptions are also an essential ingredient of a comprehensive compensation program. A job description provides a basis to compare market data of similar jobs. It also allows you to evaluate if you may be able to claim an exemption from your time tracking and overtime requirements for a given employee, which rely heavily on the duties of the job.

Once an employee is onboarded, a job description gives the supervisor and employee a mutual understanding of the job expectations and forms the basis for performance evaluations moving forward. This is a great moment to point out that every time an employee’s position changes (promotions, demotions, etc.) so too should the job description. All job descriptions, regardless of their effective date or update, should remain in the personnel file for the employee throughout the length of employment and beyond. Don’t forget to review the lesson about personnel files to understand your possible record retention guidelines.

And of course, a well-written job description can provide a basis for a legal defense for cases involving the Americans with Disabilities Act, the Fair Employment and Housing Act, and other applicable employment laws. In many of these cases, the courts look to the “essential functions” of the job to determine if an accommodation (or better accommodation) was possible prior to an adverse or other action being taken against a disabled employee. As ever, be sure to review the lesson about reasonable accommodations to understand your obligations.

Want to Learn More About Job Descriptions?

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