2.5 Job Description

The primary output of the job analysis process is a job description, a document that includes job specifications. Combining the job description tasks, duties, and responsibilities with the job specification knowledge, skills, and abilities gives you all the data needed to write a job description.

A job description is a written statement of what a position entails: what is done, how it’s done and under which conditions. Wright State University’s Human Resources department notes that “when well-written, [a job description] produces a realistic picture of a job and answers the question, “What does the person in this role do?” (Wright State University, n.d., para. 1). In addition to describing the responsibilities of the position, a job description is the primary reference document for recruiting and evaluation. To that point, WSU (n.d.) notes it “sets the stage for optimum work performance by clarifying responsibilities, expected results, and evaluation of performance” (para. 2). As is true of a job analysis, a job description should be incumbent neutral, that is, a classification of the position without reference to a specific person in that position.

Although layouts vary, job descriptions generally include the following elements:

• Date
• Job title and other reference information such as a job code.
• NOC code
• Reporting Relationships - Identify the department the job is part of, the position the role reports to, and any supervisory responsibilities (e.g., the number of staff supervised).
• Job Summary – A brief (1–2 sentence) overview of the role, including its purpose, level and scope of responsibility.
• Essential Functions –  A representative description of the position’s crucial tasks, duties and responsibilities. Although in templates, this section is often titled “Job Duties and Responsibilities,” using the terminology “essential functions” reinforces the point that these are considered “must-have” capabilities. That is, they are required for the successful performance of the job and cannot be modified. Fairness and legal defensibility should include only the necessary skills or abilities. Employers who do not have job descriptions with current, defensible essential functions may find themselves unable to defend against a discrimination claim.
• Job Specifications - This section identifies the minimum acceptable qualifications, including education, experience, and specialized knowledge or skills. If applicable, a job description may also list a few preferred qualifications, which may reflect a preference for additional education, experience, knowledge, skills or ability. For example, the job may specify a minimum of a bachelor’s degree but list a preference for a master’s degree or a Human Resource certification.
• Physical requirements of the job – i.e., the ability to lift, see, or hear.
• Working Conditions – can include:
  • a description of the physical setting of the job;
  • information on the possibility of overtime, shift work, or flexible hours;
  • information about any travel that may be required;
  • safety protocols or protective equipment that must be used;
  • an indication of the noise level in the work environment;
  • any unique aspects of the job, such as high-stress situations, handling sensitive information, or working in extreme weather conditions; and
  • requirements for specific attire or uniforms.

Once the job description has been written, it should be filed in the HR department records. It can be modified (i.e., summarized) as a job posting.

Most importantly, a job description informs the employee and respective manager about the job (role) and expectations.

“5.8 Introduction to Job Descriptions” from Human Resources Management (Lumen) by Nina Burokas is licensed under a Creative Commons Attribution 4.0 International License, except where otherwise noted.

“5.9 Introduction to Job Descriptions” from Human Resources Management (Lumen) by Nina Burokas is licensed under a Creative Commons Attribution 4.0 International License, except where otherwise noted.—Modifications: Added additional elements and description.