Writing Effective Job Descriptions

A well-written job description serves multiple purposes. It attracts the right candidates, sets clear expectations, supports ADA compliance by defining essential functions, and provides documentation that can be valuable in employment disputes. Many employers underinvest in this foundational document.

Key Components of a Job Description

Every job description should include these elements:

• Job title: Use a clear, standard title that accurately reflects the role
• Department and reporting structure: Identify who the position reports to
• Job summary: A brief overview of the role's purpose and how it fits within the organization
• Essential functions: The fundamental duties of the position, listed in order of importance or frequency
• Minimum qualifications: Education, experience, certifications, and skills required to perform the job
• Preferred qualifications: Additional qualifications that are desirable but not required
• Physical demands and working conditions: Relevant physical requirements and environmental factors
• FLSA classification: Whether the position is exempt or non-exempt
• EEO statement: Your equal employment opportunity commitment

Defining Essential Functions Under the ADA

The ADA requires employers to make reasonable accommodations for qualified individuals with disabilities who can perform the essential functions of the job. How you define essential functions matters:

• A function is essential if the position exists to perform that function
• A function is essential if only a limited number of employees can perform it
• A function may be essential if it requires highly specialized skills
• The amount of time spent performing the function is relevant but not determinative

Use concrete, measurable terms. Instead of "must be able to lift heavy objects," specify "must be able to lift and carry up to 50 pounds frequently." This precision helps with both ADA analysis and candidate self-selection.

Avoiding Discriminatory Language

Review job descriptions for language that could discourage protected groups from applying:

• Avoid age-related terms like "recent graduate," "digital native," or "energetic"
• Do not include requirements that disproportionately exclude protected groups unless they are genuinely job-related
• Use gender-neutral language throughout
• Do not require a driver's license unless driving is an essential function
• Be cautious with criminal history inquiries, as many jurisdictions have ban-the-box laws

Writing for Recruitment

Beyond legal compliance, your job description is a marketing tool:

• Lead with what makes the role and your organization compelling
• Be specific about what the person will actually do day to day
• Include salary range where possible or required by law
• Mention benefits and growth opportunities
• Keep the description concise and scannable with bullet points
• Avoid internal jargon that external candidates will not understand

Maintaining and Updating

Job descriptions should be living documents:

• Review and update at least annually and whenever duties change significantly
• Have the incumbent and supervisor both review the description for accuracy
• Use consistent formatting across all positions
• Store job descriptions centrally and ensure hiring managers have current versions
• Retain prior versions as part of your employment records