Why Do You Need Job Descriptions?

There is no law that jobs require job descriptions. However, job descriptions can be useful for both practical and legal reasons.

Here are some of them:

As a Practical Communication Tool

Aside from any legal reasons for having job descriptions, practical reasons outweigh the legal ones. Job descriptions, for example, can be effective communication tools for informing employees about the tasks you expect them to complete. Job descriptions may also include information about the quality or quantity of performance standards, as well as work rules that apply to a specific job. Employees may fail to meet your expectations if clear communication is not maintained.

To Assist in Identifying the Best Employees for a Job

Job descriptions can assist in identifying specific skills or abilities required for a position, as well as the environmental pressures that apply to the position. A good job description informs the applicant about what the position entails or requires. Some applicants may decide that they are not a good fit for the position or are not interested in it after reading the job description. If an applicant withdraws his or her application, a prospective employer cannot be held liable under any applicable laws for any “adverse action.”

To Assist with the Interactive Process

Some state or federal laws require qualified individuals with disabilities to make reasonable accommodations.

A job description serves as a starting point for the employer’s perception of the essential job duties. The applicant or employee must then specify which of the listed duties he or she is unable to perform.

Defining Legal Minimum Qualifications

If a job necessitates a specific certification, such as a commercial driver’s license, a specific degree, or a professional designation, include it in the job description. Similarly, if a negative drug test is required prior to beginning or continuing work, it should be stated in the job description.

Other objective, minimum qualifications can be listed as well, such as the need for regular attendance and the ability to collaborate well with others. Then, if a person applies for a job but lacks the necessary certification or qualifications, you have a legitimate, nondiscriminatory reason for not hiring the person.

To Assist in Justifying an Employee’s Exempt Status

Job descriptions do not determine whether a person is exempt or nonexempt under applicable wage and hour laws. A job description must first accurately reflect the responsibilities of a specific position. In addition, other elements of the applicable exemptions must be present for each individual worker in order to qualify as exempt.

The job description should state that the employee “regularly exercises independent judgment and discretion about matters of significance” or something to that effect. Again, using words like “negotiates” or “decides” to describe duties that require such independent judgment and discretion would be beneficial.