Job Descriptions Important to Your Organization’s Success

By Joy Lynn Hyer, SPHR, SHRM-SCP, CCP, Compensation/Survey Analyst
Published April 26, 2016

There are many reasons why having a well-written job description is important, not the least of which is to provide a clear picture of the reason the job exists, the nature and level of a job, and the pay. While most organizations have job descriptions, they often have not been updated in many years and are unrecognizable as far as the job they represent.  

A job description should be a complete, accurate and concise document that communicates a fairly detailed picture of the current job duties and responsibilities. It does not need to contain every last thing an employee does, and instead should focus on duties and responsibilities that are primary and fundamental to the job. A rule of thumb for knowing if a duty is essential: if removing the function would alter the nature of the job, it is considered essential.

Job descriptions should be used from hire to separation. They are critical to the hiring process and should be reviewed and updated annually. A good job description can be matched to available survey data for compensation planning and is helpful in determining pay grade and exemption status. Integrate job descriptions into your performance evaluation process and, if necessary, disciplinary documentation.  

Current job descriptions may also offer assistance when an employee returns from leave as well as provide protection in litigation for complaints under the American with Disabilities Act (ADA), Equal Pay Act (EPA), Fair Labor Standards Act (FLSA) or Family Medical Leave Act (FMLA).

Employees should know their job expectations, so remember to provide copies of their job descriptions annually. Then let them review and update it with their supervisors.  Use job openings as a chance to update job descriptions. If you need help updating your job descriptions, we will be having a class this summer to assist you.

Members may also access sample job descriptions on our website. 

We can also assist you in writing job descriptions. If you have any questions or would like a proposal, please contact us via email at info@hrsource.org or via phone at (800) 448-4584.