A comprehensive job description is more than just a recruiting tool.
For most employers, a job description is used only when hiring. Traditionally, it is a bare-bones document outlining the tasks, duties, functions, and responsibilities for performing a given job.
Job Descriptions are not just for recruiting!
Employers shouldn’t wait until there is a sudden need to hire to have a job description for each employee. Having a “ready to go” job description for each position can aid employers in a number of ways.
More than a recruiting tool, an internal job description can aid employers with…
- Evaluating current staffing logistics along with information for future staffing needs.
- Establishing titles, pay grades and salary levels company-wide.
- Establishing legal requirements for compliance purposes.
- Purpose of the position as it relates to the company’s mission and goals.
- Establishes baseline requirements for physical task readiness, experience and skill levels, and technical expertise.
- Establishing requirements for training, licensing and certifications.
- Provide employees with a clear and concise job performance guide and standards.
- Pre-determine reasonable ADA accommodations for the position.
Internal Job Description Checklist
This checklist is designed for internal use only. Some elements can be used as part of a listing on a job board.
- Date: When the job description was written or last reviewed.
- Job title: Name of the position.
- Classification: Exempt or nonexempt under the Fair Labor Standards Act (FLSA)—which determines whether it is eligible for overtime.
- Salary grade/level/family/range: Compensation levels, groups, or pay ranges into which jobs of the same or similar worth are placed, including minimum and maximum pay bands.
- Reports to: Title of the position the person performing this job reports to.
- Summary/objective: Summary and overall objectives of the job.
- Essential functions: How an individual performs tasks and the frequency with which the tasks are performed; the tasks must be part of the job function and truly necessary or required to perform the job.
- Competency: Knowledge, skills, and abilities.
- Supervisory responsibilities: Direct reports, if any, and the level of supervision.
- Work environment: Temperature, noise level, whether the job is inside or outside, and other factors that will affect the person’s working conditions while performing the job.
- Physical demands: Such as whether the job entails bending, sitting, lifting, or driving.
- Position type and expected hours of work: Full-time or part-time, typical work hours and shifts, days of week, and whether overtime is expected.
- Travel: Percentage of travel time expected for the position—such as locally or in specific countries or states—and whether it is overnight.
- Required education and experience: The base level of education, degrees, or years of experience in the same or related field that the employer deems necessary to perform the role.
- Benefits eligibility: Health insurance, benefits and retirement plan vesting details for this position.
- Union eligibility: Note if this job is performed by a member of a union.
- Additional eligibility qualifications: Licensing, Certifications, industry-specific experience, and experience working with specific equipment or programs.
- Contractors: Note if this job is performed by someone the employer considers a contractor and summarize the project’s scope, payment terms, and any employer-provided benefits. See the U.S. Department of Labor’s fact sheet on regulations around the classification of independent contractors per the FLSA.
Review and Approve
Once an employer has established the details in the list above, it is recommended that an initial draft be presented to the position supervisor for review and input. This draft version allows the company a chance to review, add, or subtract any detail before the final job description is presented to senior management for approval.
Cardinal Services is here to help.
Need Help creating a job description, establishing a workers’ comp code, or creating a job description that complies with state and federal labor laws? Call Cardinal at (541) 888-9799 to speak to one of our HR experts!