Job Descriptions

Introduction
Even if not currently hiring or creating a new position, an employer should have clear, concise, and accurate job descriptions for all positions. A job description serves both existing and potential/future employees. It provides current employees with clear guidelines about their responsibilities, and will keep employees focused on their job. The boundaries delineated by a job description can prevent employees from encroaching on others' responsibilities.

In the recruitment process, a job description gives potential employees comprehensive information about the job for which they are applying. An accurate and effective job description filters applicants who are being evaluated for the opening - helping generate a higher-quality pool of applicants. It also serves as a resource to the supervisor who is filling a position by helping determine the types of selection tools that should be used when hiring.

Additionally, job descriptions provide standards that can be used to judge employee performance. This provides the foundation for employee compensation programs and for comparing the relative worth of each job's contributions to the company's overall performance.

The job description functions as a legal document. It is important to understand the legal requirements and ramifications of the information contained in job descriptions. Americans with Disabilities Act (ADA) requirements are determined by the essential functions of the job, including physical, ergonomic, environmental and other requirements. Employers must make reasonable accommodations for disabled and otherwise qualified applicants and employees. A job description, therefore, should describe the �essential� elements of the position. An employer may choose to include non-essential job tasks as well, but they should be listed separate and distinct from essential tasks, so as to not potentially discriminate against disabled persons that may be able to perform the job functions. Additionally, US Department of Labor overtime regulations are determined in part by the responsibilities of the employee in a position. The job description may be used to defend a company's classification of a position as exempt from overtime pay.

Pros and Cons of Having a Job Description

Pros:

• Clarifies relationships within the company
• Increases likelihood that employees understand the responsibilities of their positions; decreases likelihood of misunderstandings
• Keeps employees focused on their job and prevents them from encroaching on others' responsibilities
• Ensures that the right information is given when a job is advertised and ultimately leads to a satisfactory selection
• Filters job applicants, leading to a higher-quality pool of applicants that are better fit for the position
• Gives supervisor criteria to use in hiring/selection process
• Helps ensure a fair and equitable wage and salary structure
• Provides foundation for performance evaluations
• Provides defense of employment practices concerning ADA , EEO, and overtime

Cons:

• Involves potentially complicated legal issues such as ADA compliance, EEO, and overtime regulations
• Poorly written or inflexible job descriptions can lead to refusals to carry out assignments
• Can hinder an employee's progress if it is interpreted too narrowly
• Boundaries allow employees to concentrate only on the minimum they are expected to do
• An overly-specific or high-reaching job description can discourage qualified candidates from applying, or cause qualified applicants to be weeded out
• Exceptionally rigorous requirements could result in a flood of responses from applicants with only one or two of the listed qualifications, without providing useful criteria for sorting through these applications.
• Takes time and effort to perform proper job analysis and write a good job description � may not seem worthwhile, especially for lower-paying positions

Job Analysis - An Important Step
To write an accurate and effective job description, it is helpful to first start with a job analysis. A job analysis is the systematic gathering of information about a job to identify its tasks, duties, and responsibilities. A task is a basic element of work that is a logical and necessary step in performing a job duty. A duty consists of one or more tasks that constitute a significant activity performed in a job. A responsibility is one or several duties that identify and describe the major purpose or reason for the job's existence.

�Essential� job tasks, duties, and responsibilities can be separated from nonessential ones by examining the percentage of time and frequency with which they are done, as well as the importance of each. An essential function typically comprises a significant percentage of the employee's time (often more than 20%), is performed regularly, impacts other parts of the job as well as other jobs, and there is no one else to do it. A non-essential function typically comprises 5% to 10% or less of the employee's time, is performed infrequently or substituted as part of another job, and has little consequence to the job or other jobs if not performed.

These essential job functions can then be used to determine the Knowledge, Skills, and Abilities (KSAs) the jobholder needs in order to perform the job. Knowledge is defined as the body of information necessary for task performance. Skills are the levels of competency or proficiency needed for task performance. Abilities are the traits or capabilities necessary to perform the job.

The job analysis will also determine the amount of supervision necessary, the performance expectations for the job, and with whom the jobholder interacts. The final output of a job analysis is the job description.

A job description defines and describes the job in terms of responsibilities, Knowledge, Skills and Abilities (KSAs) and reporting structure. In doing so, the job description sets boundaries for the position and distinguishes it from other jobs. The description presents information regarding how, when and where the job is to be done. It should also reflect the company's overall, long-term business plan. Most jobs gradually change in the course of an evolving business, so the corresponding job descriptions should change as well. Communication, encouragement, and training enable workers to grow with the demands placed on the business.

What to Include in a Job Description
Identification information � the job title, department, reporting relationships, and date. The job title is the first thing that an applicant sees; as such, it should be descriptive, to the point, and should include the job level within the company hierarchy.

Job summary � a brief description of job's overall purpose and responsibilities. The job summary indicates the reason the position exists, states the general nature of the job, and describes its role within the company. When using the job description to recruit potential job candidates, ClearlyBusiness.com recommends also including a brief summary of what your company does, where it is located geographically, and what the business environment is like. Using material from promotional materials, annual reports, and mission statements, depict the organization's background and future plans, and describe staffing, budget, and size of the company.

Job duties and responsibilities � the job's essential functions, often listed in order of importance. List everyday tasks and overall responsibilities. Be sure to include what goals or accomplishments are expected from the jobholder, and the level of authority of the position.

Job requirements � the knowledge, skills, qualifications, experience, and attributes needed to perform the job satisfactorily, and the physical requirements and working conditions for the job. The UCLA College of Letters and Science Personnel Office Guide to Writing Job Descriptions outlines the definition of Knowledge, Skills, and Abilities. Knowledge levels may be general, working, or detailed. KSA categories include:

• Vocational � work content; deals with a particular subject or field
• Mathematical � arithmetic, weights and measures, money, geometry, statistics
• Reasoning � comparing, classifying, copying, analyzing, coordinating, innovating
• Language � reading (standard and technical), writing (basic, business, technical, etc.), and speaking (basic, conversational, public speaking, bilingual, phone reception)
• Human relations � negotiating, teamwork, public relations, supervising
• Self-management � multiple tasks, repetition, distractions, prioritizing

Also, briefly describe the work environment, type of stock or machinery the employee will be handling, clients or vendors he/she will be working with, and hours expected to work. List the kinds of attitudes or attributes that would ensure success in the position.

Minimum qualifications � educational degrees, certification, or licensure required, and/or amount and type of experience required. Indicate which qualifications are absolutely required and which are preferred, and willingness to train. Be sure to indicate if experience is required in a specific field.

Flexibility � language, such as �other duties as assigned,� that allows for flexibility within the duties of the job description. However, such language is usually not allowed in collective bargaining agreements and job descriptions for union positions.

Optional: Salary/compensation � It is not required to include salary level/compensation in the job description. If it is included, be sure to use a salary range rather than a specific amount.

What Not to Include in a Job Description

• Reference to a specific gender (�sales man �) in the job title or requirements. It is illegal to indicate specific gender, race, religion, national origin, age, disability, or other potentially discriminatory characteristics in a job description.
• Description of the person in the job, rather than the job itself. When writing a job description for a position that is filled, it is easy to fall into the trap of writing about the person that currently performs the job. Be sure to describe what is actually required by the position.
• Strict requirements that could eliminate suitable candidates. Do not write a job description as a �wish list� for the perfect candidate. Excessively stringent requirements may eliminate qualified candidates from the job pool. Use flexible requirements instead - for example, consider substitutions of education for experience and vice versa.

Additional Job Description and Occupational Information
Click here to see sample job descriptions for several property management-related positions.

Property Management Job Descriptions, published by the IREM Foundation, provides nearly 200 sample job descriptions, covering all types of positions within the real estate management industry, including asset manager, property manager, maintenance supervisor and controller. This publication includes a CD-ROM that contains all the job descriptions in Microsoft Word for ease-of-use and accessibility. To purchase the Institute of Real Estate Management Foundation 's Property Management Job Descriptions, click here.

Occupational Information Network�
The Occupational Information Network database takes the place of the Dictionary of Occupational Titles (DOT) as the nation's primary source of occupational information. The O*NET Project is administered and sponsored by the US Department of Labor's Employment and Training Administration.

Occupational Outlook Handbook
The Occupational Outlook Handbook is a nationally recognized source of career information. Revised every two years by the US Department of Labor, the Handbook describes what workers do on the job, working conditions, the training and education needed, earnings, and expected job prospects in a wide range of occupations.