Job Description

A job description is a document primarily used by employers as an advertisement for prospective employees. It also can be used for determining compensation and performance reviews. It is a broad, general, and written statement of a specific job, based on the findings of a job analysis. It generally includes duties, purpose, responsibilities, scope, and working conditions of a job along with the job's title, and the name or designation of the person to whom the employee reports.

Job description usually forms the basis of job specification. Job descriptions are based on objective information obtained through job analysis, an understanding of the competencies and skills required to accomplish needed tasks, and the needs of the organization to produce work. Job descriptions clearly identify and spell out the responsibilities of a specific job.

Job descriptions also include information about working conditions, tools, equipment used, knowledge and skills needed, and relationships with other positions. The best job descriptions are living, breathing documents that are updated as responsibilities change. The best job descriptions do not limit employees, but rather, cause them to stretch their experience, grow their skills, and develop their ability to contribute within their organization.

Job Description Components

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

Job Title
Keep titles consistent with industry standards, as much as possible. Title should be somewhat descriptive of what the position does.

General Summary
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.

Key Relationships
Who the position reports to (title, not names) Peer positions Direct reports

Minimum Requirements and Education

Should be legally defensible as job related and consistent with business necessity, to avoid discrimination claims.

Minimum Requirements and Education

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.
For example: In Oregon -Teachers require a Bachelors degree in order to obtain a Teaching License.

Minimum Requirements and Education Equivalent years of experience may be considered in lieu of educational requirements
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

Knowledge
Necessary knowledge to competently perform the functions of the position.
e.g. Advanced knowledge of development and/or maintenance of EMR systems

Skills
Technical or functional skills required to do the job.
e.g. Strong understanding of client/server and host-based systems

Abilities
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 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
In conjunction with the essential functions..
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 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
Should reflect true challenges faced within the position.
Examples:
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?

Directors or Executives Manager Supervisor NOT solely the incumbent!

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Significance of job description

A job description should be written concisely and with the primary purpose of informing. It is not so much a legal document, as it is a way to advise prospective and current employees of what is expected in a specific job. Some employee specialists suggest that job descriptions are not necessarily useful. Dr. John Sullivan is one of those. He believes they are usually worded in such a way that it is difficult to really evaluate a individual's performance. Therefore, if you are using job descriptions, it would be better to write specifically, concretely, and as inclusively as possible.

Features of job description

A job description contains many features. The first is the position title. It should be followed by the name of the person responsible for overseeing that position and the job location. It also is a good idea to include the pay scale range. It is important to add working conditions as this is a way for prospective employees to decide if they are interested in this specific position. It should include the hours and/or shift that the individual performing this position will be working. Most importantly, it will include duties, tasks, and responsibilities that lie within that specific post. This is the area that specifics should be included, including the skill set necessary to complete the tasks outlined.

Considerations
If you are using job descriptions in your company and/or work setting, it is a good idea to first do a task analysis before writing the document. This basically means examining the job and figuring out the tasks and what sequence are needed to perform the job. Examine the job also to figure out what knowledge and possible expertise is needed. If this position is one you are not personally knowledgeable about, it is more effective to ask your employees who oversee that part of the industry to give input and perform the analysis.

Benefits
A job description clearly defines what you expect as an employer. As an employee, a well-written job description can help you be prepared and informed of what is expected of you. If done correctly, it can be a useful tool to aid in the communication between management and employees.