Job Descriptions
Presented by:
Peggy Accuardi
Compensation
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Overview
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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).
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Overview – cont.
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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.
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Internal Job Description Uses
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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.).
Joint Commission requirements.
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Job Description Components
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Job title
General summary of job
Key relationships
Education and Experience (Minimum qualifications)
Knowledge, skills and abilities
Principal duties & essential functions
Major challenges
Physical, mental, sensory requirements
Working conditions
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Job Title
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Keep titles consistent with industry standards,
as much as possible.
Title should be somewhat descriptive of what
the position does.
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General Summary
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Often written in the final step of the process
A short paragraph of no more than three to
four sentences which concisely informs the
reader of the nature, level, and objective of
the position.
Summary is used to communicate with job
applicants.
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Key Relationships
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Who the position reports to (title, not names)
Peer positions
Direct reports
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Minimum Requirements and Education
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Should be legally defensible as job
related and consistent with business
necessity, to avoid discrimination
claims.
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Minimum Requirements and Education
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Educational requirements should meet the
needs of the position and 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.
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For example: In Oregon -Teachers require a
Bachelors degree in order to obtain a Teaching
License.
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Minimum Requirements and Education
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Equivalent years of experience may be
considered in lieu of educational
requirements
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For example: Bachelors degree and 2 years of
experience,
or 6 years of experience in lieu of a degree if
appropriate for the position.
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Knowledge, Skills, and Abilities
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Knowledge
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Necessary knowledge to competently perform the functions
of the position.
e.g. Advanced knowledge of development and/or maintenance of EMR
systems
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Skills
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Technical or functional skills required to do the job.
e.g. Strong understanding of client/server and host-based systems
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Abilities
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Competence to perform an observable behavior.
e.g. Ability to analyze and independently solve complex problems and
communicate outcomes.
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Principal Duties & Essential Functions
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General responsibility or duty.
8-12 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.
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Principal Duties
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In conjunction with the essential functions…..
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Principal duties should be the most important
tasks, which are listed in order of importance
and/or necessity, and identify the specific
functions required to perform the job.
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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.
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Principal Duties
Examples: “Receptionist”
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“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?
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Major Challenges
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Should reflect true challenges faced within
the position.
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Examples:
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Working with minimal supervision in a fast-paced
environment with multiple demands to prioritize.
Working in a matrix reporting structure with multiple
conflicting priorities.
Keeping abreast of rapidly changing business and
technology needs.
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Who Should Prepare
Job Descriptions?
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Directors or Executives
Manager
Supervisor
NOT solely the incumbent!
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How often should they be reviewed?
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When job duties change significantly
 These are not minor changes, but
may result in a change to a principle
duty or essential function.
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Examples: job acquires more responsibility,
a reduction in duties, etc.
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Conclusion
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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.
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The End
Questions?…Comments?…Concerns?
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