Job Descriptions: What are they and what should be included within them?

What is a job description?

A job description is a formal, written document outlining a job’s essential duties and responsibilities. In addition, it defines the qualifications and competencies, e.g., knowledge, skills, and abilities, that candidates must possess in order to be successful in the job. It also acts as a guide to help define the job’s purpose within the organization and is a resource for setting performance expectations and for determining wage levels within an organization. Therefore, it is a good communication tool for supervisors and employees within any organization.

How should my organization use job descriptions?

Organizations utilize legally compliant job descriptions to:

• Identify the requirements of each job
• Establish hiring criteria
• Orient new employees to their jobs
• Set standards for employee performance and evaluations
• Establish a basis for making a reasonable accommodation for individuals with disabilities
• Help identify the physical requirements of a job when determining if an employee may return to work after an accident or illness, as defined by workers’ compensation laws

What should be included in a job description?

Legally compliant job descriptions should include the following information:

• Header Section – to include the following: Job Title, Department, Fair Labor Standards Act (FLSA) Exemption Status, Title of Direct Supervisor, Date Created and/or Revised
• Summary and/or a General Overview of the Job’s Purpose
• Essential Duties and Responsibilities
• Supervisory Responsibilities
• Competencies (Knowledge, Skills, and Abilities) Required
• Education, Experience, and Certifications Required
• Required Physical Demands
• Work Environment Requirements
• Signature Lines for Both the Employee and the Direct Supervisor

 Is getting signatures on the job description a good idea?

Both the direct supervisor and the employee who holds the job should sign at the end of the job description. Signing a job description confirms that an employee understands and agrees to the essential duties and responsibilities of their job, which promotes transparency and sets clear performance expectations from their first day of employment. It also protects both the organization and the employee by ensuring accountability, reducing confusion with regard to essential duties and responsibilities, and providing a legal document for performance evaluations or disputes. Employment disputes include wrongful termination claims, or in some cases documenting the essential duties and responsibilities for compliance with the Americans with Disabilities Act and its Amendments Act (ADAAA), and workers’ compensation claims.

Who should create job descriptions?

One person who either works within the organization, e.g., a human resources professional, an administrative professional, etc., or who understands the internal structure of the organization, e.g., a consultant, should be responsible for coordinating the job description effort, so as to make sure that all job descriptions are consistently created in the same format. Supervisors and employees should work together to ensure that their job descriptions are always accurate and current, reflecting the work being done in coordination with the written essential duties and responsibilities. Existing job descriptions should be reviewed on an annual basis to ensure that they are up-to-date. Employees should remember that job descriptions do not necessarily cover every task or duty that might be assigned, and that additional responsibilities may be assigned, as necessary.

For additional information regarding the writing of job descriptions, please contact us at www.newfocushr.com.

Written by:

• Kristen Deutsch, M.B.A., CCP
  President
  03/08/2026