How Job Descriptions Benefit Companies

Organizations large and small have recognized the advantage of maintaining current written job descriptions for all job positions. The essential areas of a job description should include: Essential Duties and Responsibilities, Qualification Requirements (Education & Experience, Language Skills, Mathematical Skills, Reasoning Ability, and other skills), Physical Demands, and the Work Environment.

USES FOR A JOB DESCRIPTION: Current job descriptions are useful in many areas of your business activities, such as:

<      Placing Classified Ads: The job duties and responsibilities outlined on the Job Description can serve as the basis for writing targeted job advertisements to help ensure that only the most qualified candidates who are interested in your position apply. Make sure to accurately describe the position and to include personality traits desired as well.

 

<      Hiring the Right Employee: Interviewers who review the Job Description before talking to applicants will be better able to ask job-related questions and obtain more useful information from applicants. Additionally, applicants can see in “black-and-white” what is expected of him/her and decide if there is a match between the job and the individual’s qualifications before continuing with the recruitment process.

<      Clarifying Responsibilities: Job Descriptions help employees develop a sense of how their job fits in with the company as a whole. The Job Description should provide a clear picture of the scope of responsibilities of the position, and reduce the amount of time required of management to clarify what is expected of the employee.

<      Performance Appraisal Tool: Communicates to employees what is expected in advance of evaluating how well they performed the job is key. A Job Description can be a primary tool in seeing that the employee understands what is expected. Yearly and introductory period performance appraisals are a perfect time to (1) review the employee’s Job Description to make sure that he/she is performing according to expectations, and to (2) discuss any changes in job responsibilities that have occurred and update the Job Description.

<      Returning Employee to Work: Prior to an employee returning to work from a disability or long-term absence (work-related or not), a properly written job description can be used by the physician to determine if the employee is able to return and under what (if any) limitations.

<      Complying with ADA Requirements: Although a written Job Description is not required by the ADA (Americans with Disabilities Act), it can be extremely helpful should a claim under the ADA be filled. A properly written Job Description can be pertinent evidence.

HOW TO DEVELOP JOB DESCRIPTIONS?

ü  When identifying essential functions of the position, focus on the purpose of the function, not the manner in which the function has been performed in the past. 

ü  Involve employees in the process of developing their job description.

TPO is an award-winning firm established in 1991 made up of a group of highly experienced, nationally certified HR experts and trainers. TPO is licensed by the State of California (PI-25638) to provide investigative services. For more information, please contact us at 800-277-8448 or visit our web site www.tpohr.com.

Contents © 2011 TPO Human Resource Management. No part of this article may be reproduced, excerpted or redistributed in any form without express written permission from TPO Human Resource Management.