Many employers formally document the content of their jobs. Some of the more common methods of job documentation are checklists, SOPs and job descriptions.

Generally, employers are free to decide whether they will have job descriptions and, if so, how to use them. Many employers choose to use the written job description because they find it provides them the greatest utility of all job documentation methods. Depending on how detailed they are, job descriptions can be used directly or indirectly to:

• assign work and document work assignments
• help clarify missions
• establish performance requirements
• assign occupational codes, titles and/or pay levels to jobs
• recruit for vacancies
• explore reasonable accommodation
• counsel people on career opportunities and their vocational interests
• train employees
• check for compliance with legal requirements related to equal opportunity, equal pay, overtime eligibility, etc.
• make decisions on job restructuring
• suggest ways to enrich the work experience.

In plain, clear language, job descriptions document a job's major functions or duties, responsibilities and/or other critical features, such as skill, effort and working conditions. They may be specific and detailed or generic. In accordance with the employer's purposes, job descriptions may tell:

• who (usually the incumbent or the supervisor)
• does what work (including review of the work of others)
• where
• when (or how often)
• why (the purpose or impact of the work)
• how (it is accomplished).

To the extent reasonable, the job description writer should use action verbs with an implied subject (who) and explicit work objects and/or outputs (what).

Example Job Descriptions
From a specific and detailed job description: (implied subject) Evaluates (action verb) jobs (what) by assigning official title, occupational code and grade in accordance with the job evaluation system (how). (implied subject) Collects (action verb) key job information (what) from various sources, e.g., work interviews and direct observation (where), (Implied subject) analyzes (action verb) the data (what) to identify job content and critical evaluation issues (why), then (when) (implied subject) prepares (action verb) or revises (action verb) job descriptions (what). A corresponding entry from a generic job description: (implied subject) Evaluates (action verb) jobs (what) and prepares or revises (action verbs) job descriptions (what).

All job descriptions are summaries. The baseline objective is to provide enough information in the right format and language to be accurate, clear and useful to the employer. Clarity and utility are particular concerns when generic, general job descriptions are used. The employer must ensure that job descriptions of this type:

• contain enough accurate information to be useful to the employer for at least one important purpose, and
• are not so broad that they confuse or mislead managers, employees and/or job applicants.

Job Descriptions and the Law
Generally, federal law does not require employers to have job descriptions, but there are some exceptions. One exception concerns jobs where employees handle or dispose of hazardous waste such as oil, antifreeze, transmission fluid, auto parts cleaner, paint thinner or similar material. The governing regulation (40 CFR S264.16) does not prescribe a format or degree of specificity for descriptions of these jobs, but it does outline what must, at a minimum, be in them.

Federal regulations and guidance governing the Americans With Disabilities Act do not require employers to have job descriptions. However, employers choosing to have job descriptions will find that there is a significant impact on format and content. Because the employment provisions of the ADA focus on essential functions, the employer must ensure that all essential functions are covered in the job description.

A single job task may be essential. If so, it should be covered in the job description. If the essential task exists in the job by itself, apart from a "larger" essential duty (or function) that is described, then it must be expressed, not implied. Conversely, if it is an integral part of a duty (or function) that is expressed, then it may be implied. Another requirement of the ADA is that essential functions be distinguished from non-essential ones if the employer chooses to describe non-essential functions. There are several practical approaches to meeting this requirement. Employers may:

• indicate the time spent on each function (most, but not all, functions that account for only a small part of the job are non-essential)
• surround non-essential functions with asterisks
• list non-essential functions last under a separate heading or other means of demarcation
• put non-essential functions in a footnote.

Caution: There is general agreement that entries such as "Performs other duties (or functions) as assigned" are not suitable for covering essential functions. If it is essential, it needs to be described, either explicitly or implicitly.

It is also important to use language that effectively establishes the nature and importance of essential functions without being prejudicial to persons with disabilities. The ADA requires that job descriptions focus on essential functions in terms of what they actually require, not simply the ways they are currently or have customarily been performed. Although care is needed to craft descriptive but nonprejudicial language, the wording need not be awkward. One simple pattern that may be followed is to:

• give some notion of frequency, intensity and/or duration (to help establish the level of the work demand)
• describe the current or customary manner of performance, then add the words "or otherwise (do something)" or use the word "typically" (to acknowledge the possibility that alternate manners of performance may be reasonable, as determined on a case-by-case basis)
• provide operational linkage to establish importance to the job.

Keeping Job Descriptions Current
Because job descriptions (and other forms of job documentation) are important, they have the potential to become the subject of contention, including grievances or litigation. Accordingly, it is critical that accuracy be maintained. To ensure this, the employer should designate one party (for example, the supervisor or the HR department) as having primary responsibility for keeping them current. In addition, the employer should have a plan for reviewing them regularly. A plan of this type should reflect the personnel resources available to do the review and the character of the job content.

Use of Disclaimers
Some employers use one or more disclaimers to remind readers that job descriptions are not meant to be all-inclusive and/or the job itself is subject to change. Some examples are:

• Nothing in this job description restricts management's right to assign or reassign duties and responsibilities to this job at any time.
• This job description reflects management's assignment of essential functions, it does not prescribe or restrict the tasks that may be assigned.
• Critical features of this job are described under the headings below. They may be subject to change at any time due to reasonable accommodation or other reasons.

Summary
Job descriptions can be very useful to employers, employees and job applicants. However, there are pitfalls. To avoid them, the employer must:

• carefully consider the format and degree of detail to be used (generic/general v. specific/detailed, disclaimer(s), etc.)
• ensure that the descriptions are prepared with care (i.e., clear, accurate and sufficient for the intended purpose(s), using nonprejudicial language)
• keep them current.

Reprinted by permission. © 1998 Society for Human Resource Management.
Copyright © 1999 Dow Jones & Company, Inc. All Rights Reserved.