Job Descriptions Methods with Example

Job descriptions are written documents that contain information about a job. The description includes the following information:

Identifying Information The job description is identified with the title of the position, department, supervisor’s title, salary range or grade, and the date it was created.

Supervisory Responsibilities If the position has responsibility for supervising others, a description of those leadership responsibilities is listed in this section.

Position Summary The summary provides a brief overview of the job and its primary purpose, usually two to five sentences.

Essential Functions Essential job functions are the reason the job exists and must be performed

by the incumbent. Each function should include a description of the level of complexity and the frequency of tasks. As appropriate, the functions describe relationships that the incumbent will have, including supervisory, with co-workers in the work group, with co-workers in other departments of the company, and any external relationships with vendors or customers, and the level of interaction that will take place in these relationships.

Nonessential Functions Nonessential job functions are those that could be performed as part of another job in the organization. For ADA purposes, these functions could be moved into other jobs as a reasonable accommodation for a disabled employee who is fully qualified to perform the essential job functions.

Equipment Operated This section lists tools or equipment that will be used and the frequency of use. This includes use of the computer, telephone, and production equipment; any hazardous equipment or tools that will be used; and protective gear or uniforms that will be required.

Job Specifications Job specifications state the minimum qualifications needed for successful performance. Depending on the job, some or all of the following may be required specifications:

· Education, Licenses, or Certificates Required Minimum required qualifications are described in this section. The requirements must be related to the essential job functions to comply with the ADA.

· Communication Skills Required A description of the level of communication skills necessary to do the job is included in this section. Will the position be writing reports, making presentations internally or externally, or communicating orally?

· Experience Required The minimum level of experience required to successfully perform the position is identified.

· Skills Any skills necessary for successful job performance are included in this section. Physical Requirements Any physical requirements must be described to comply with the ADA. The physical requirements must be related to the essential job functions.

· Mental Requirements For ADA purposes, describe the level of mental acuity required to perform essential job functions.

· Work Environment The work environment is described, whether it’s in an office setting or includes any hazardous equipment or locations that will impact the employee. If stairs or ladders must be used or the job will require work in confined spaces, this must be included as well.

Approvals The job description should be signed by the manager to verify its accuracy.

During the job analysis process, it’s important to keep in mind that the analysis focuses on the job, not the person. Particularly when a high-performing employee has been in a job for any length of time, it can be difficult to separate what the employee brings to the job from the job’s main purpose.

The ability to update the job competencies, essential functions, and job specifications should be a post-analysis function that is properly planned for and maintained. For example, some companies update the competencies, functions, and specifications each time the position becomes open or on an annual basis sorted by department. These types of processes account for changes or updates to job duties and outputs without having to complete an organization-wide job analysis all at once, which can be time-consuming and disruptive to day-to-day operations.

Example of job description

Job Title: Customer Service Representative

Purpose: The customer service representative is responsible for providing excellent customer service to clients and customers of the organization. They will handle inquiries, complaints, and requests for assistance in a timely and professional manner.

Key Responsibilities:

· Respond to customer inquiries and complaints via phone, email, and in-person interactions

· Resolve customer issues in a timely and satisfactory manner

· Maintain thorough knowledge of the organization's products and services

· Keep track of customer interactions and follow up on any outstanding issues

· Meet or exceed performance goals for customer satisfaction and productivity

Requirements:

· Strong communication skills, both verbal and written

· Ability to handle customer inquiries and complaints effectively

· Ability to work in a fast-paced environment

· Strong problem-solving skills

· Knowledge of the organization's products and services

Education and Experience:

· High school diploma or equivalent required

· Prior customer service experience preferred, but not required

This job description is intended to provide a general overview of the responsibilities and requirements of the customer service representative position. It may be revised or updated periodically to reflect changes in the job or the needs of the organization.