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Job descriptions
No law requires companies to use job descriptions. However, if a company chooses to use job descriptions, the ADA requires that the employer review and periodically update them to reflect the actual functions of the company’s current jobs.
We highly recommend that employers use job descriptions because, among other reasons, they can:
- provide important documentation of an employee’s essential functions—this information would be useful in defending an ADA lawsuit
- serve as a baseline for performance evaluations
- provide a guide for a physician to use when an employer asks the physician to qualify a job applicant who has received a conditional job offer
- give employers an opportunity to examine ways to reconfigure departments.
Tailoring your job descriptions to comply with the ADA
The ADA prohibits discrimination against qualified individuals with disabilities who, with or without reasonable accommodation, can perform the essential functions of a job. Thus, job descriptions clearly and accurately should indicate exactly which functions are essential.
Supervisors should analyze each job so that they can determine the essential functions of each position that they supervise, and each employee then should review his or her position’s description and perhaps offer input.
Determining essential functions
The essential functions of a job are the job duties of a position that an employee holds or that an applicant hopes to hold. Whether a particular function is essential depends on the circumstances of a given job.
A function may be essential for several reasons, including:
- the job exists to perform that function
- the employee holding the job was hired for his or her expertise in performing that function
- only a limited number of employees are available to perform that function.
In addition, in determining which job duties are essential, you should ask:
- Is the function actually being performed?
- Would removing the function fundamentally alter the nature of the job?
- Does the job exist to perform the function?
- Is the function specialized?
Format of a job description
The ADA does not require a particular job description format; however, you should be as precise as possible when listing a position’s essential functions. You might consider breaking down essential functions into different categories such as:
- physical and mental requirements
- or
- equipment operated
- or
- working conditions
- or
- supervisory control
- or
- required output.
Job descriptions should state that any list of essential functions is not necessarily exhaustive and may be supplemented, or otherwise revised by the employer, at its sole discretion.
Wording for describing physical demands
The general idea here is to avoid unnecessary exclusionary words. Also, if a physical demand is not essential in the performance of the job, reference to that demand should be omitted.
|
Physical Demand |
ADA-Compliant Words |
Job Description Language Example |
|
Stand or Sit |
Stationary Position |
Must be able to remain in a stationary position 50 percent of the time. |
|
Walk |
Move, Traverse |
The person in this position needs to occasionally move about inside the office to access file cabinets, office machinery, etc. |
|
Use hands/fingers to handle or feel |
Operate, Activate, Use, Prepare, Inspect, Place, Detect, Position |
Constantly operates a computer and other office productivity machinery (i.e., a calculator, copy machine, and computer printer). |
|
Climb (stairs/ladders) or balance |
Ascend/Descend, Work Atop, Traverse |
Occasionally ascends/descends a ladder to service the lights and ceiling fans. |
|
Stoop, Kneel, Crouch, or Crawl |
Position Self (to), Move |
Constantly positions self to maintain computers in the lab, including under the desks and in the server closet. |
|
Talk/Hear |
Communicate, Detect, Converse With, Discern, Convey, Express Oneself, Exchange Information |
The person in this position frequently communicates with students who have inquiries about their tuition bill or financial aid package. Must be able to exchange accurate information in these situations.
|
|
See |
Detect, Determine, Perceive, Identify, Recognize, Judge, Observe, Inspect, Estimate, Assess |
Must be able to detect funnel clouds from long distances. |
|
Taste/Smell |
Detect, Distinguish, Determine |
Occasionally must be able to distinguish sweet and bitter flavors when creating desserts for Applewood customers. |
|
Carry Weight, Lift |
Move, Transport, Position, Put, Install, Remove |
Frequently moves audio/visual equipment weighing up to 50 pounds across campus for various classrooms and events. |
|
Exposure to Work |
Exposed, Work Around |
Constantly works in outdoor weather conditions. |
Job Description
Job Title: ____________________________________________________________
Date of this Description: ____________________________________________________________
Job Summary: ____________________________________________________________
ESSENTIAL FUNCTIONSof the Job (listed in order of importance):
1.__________________________________________________________
2.__________________________________________________________
3.__________________________________________________________
4.__________________________________________________________
5.__________________________________________________________
MARGINAL JOB FUNCTIONS:
1.
2.
Skills Required to Perform the Duties of the Job:
1.__________________________________________________________
2.__________________________________________________________
Educational Requirements Needed to Perform the Duties of the Job:
1.__________________________________________________________
2.__________________________________________________________
Weight Lifting (or other physical) Requirements to Perform the Duties of the Job:
1.__________________________________________________________
2.__________________________________________________________
Licensing or Other Special Certifications Required:
1.__________________________________________________________
2.__________________________________________________________
Job Description Approved by:_________________________________________________________
Signature/Title:_____________________________________ Date:________________________
***THIS COMPANY RESERVES THE RIGHT TO MODIFY, INTERPRET, OR APPLY THIS JOB DESCRIPTION IN ANY WAY THE COMPANY DESIRES. THIS JOB DESCRIPTION IN NO WAY IMPLIES THAT THESE ARE THE ONLY DUTIES, INCLUDING ESSENTIAL DUTIES, TO BE PERFORMED BY THE EMPLOYEE OCCUPYING THIS POSITION. THIS JOB DESCRIPTION IS NOT AN EMPLOYMENT CONTRACT, IMPLIED OR OTHERWISE. THE EMPLOYMENT RELATIONSHIP REMAINS “AT-WILL.” THE AFOREMENTIONED JOB REQUIREMENTS ARE SUBJECT TO CHANGE TO REASONABLY ACCOMMODATE QUALIFIED DISABLED INDIVIDUALS.***
At-will Job Description—Nonexempt (Office)
JOB TITLE
WORK TEAM LEADER?
O Yes O No
DIVISION/DEPARTMENT
LOCATION
Part-time Full-time
DATE WRITTEN
REPORTS TO
Name
Title
SALARY GRADE
SALARY RANGE
SHIFT
PURPOSE (Include primary accomplishments, products, and services, who benefits from them and how.)
ESSENTIAL DUTIES (What do you have to be able to do to achieve the desired results of your job? Include management and leadership responsibilities for work team leaders.)
GENERAL DESCRIPTION (How would you describe this job to someone who has never done it?)
MINIMUM REQUIREMENTS (What is required to perform the essential duties?)
I have reviewed and determined that this job description accurately reflects the position.
________________________ __________ ____________________________ __________
Work team leader signature Date Employee signature Date
FOR STAFFING USE ONLY
Posting #__________________________
Posting Date_______________________
EEO Job Group____________________
At-will Job Description—Nonexempt (Production)
JOB TITLE WORK TEAM LEADER?
O Yes O No
DIVISION/DEPARTMENT
LOCATION Part-time Full-time
DATE WRITTEN REPORTS TO
Name Title SALARY GRADE
SALARY RANGE SHIFT PURPOSE: (Include primary accomplishments, products, and services, who benefits from them and how.)
ESSENTIAL DUTIES: (What do you have to be able to do to achieve the desired results of your job? Include management and leadership responsibilities for work team leaders.)
GENERAL DESCRIPTION: (How would you describe this job to someone who has never done it?)
MINIMUM REQUIREMENTS: (What is required to perform the essential duties?) I have reviewed and determined that this job description accurately reflects the position. ________________________________ _________ Work team leader signature Date
________________________________ _________ Employee signature Date
FOR STAFFING USE ONLY
Posting #________________________
Posting Date____________________
EEO Job Group__________________
At-will Position Description
Date:______________________________
Job Title:__________________________________
Employment Status:
Regular
Incumbent: Temporary
Full-Time
Department: Part-Time
Intern
Supervisor’s Name/Title: Reg. Hours Worked: ______/wk
Exempt Nonexempt
A position description is written to describe work currently organized and performed by a fully qualified employee (who possesses knowledge, skills, and experience required by the position). One should be on file for each regular full- and part-time position. Attach a copy of the last position description prepared for this position.
When was the last time this position description was updated? Date:___________________
What is the overall purpose and objective of this position (why does the position exist)?____________________________________________________________________________________________________________________________________________________
List in order of importance the major responsibilities of the job, and estimate the percentage of time spent on each responsibility (the main function of the job may or may not be the one where the most time is spent).
1. ________________________________________________ ____________ %
________________________________________________
2. ________________________________________________ ____________ %
________________________________________________
3. ________________________________________________ ____________ %
________________________________________________
4. ________________________________________________ ____________ %
________________________________________________
5. ________________________________________________ ____________ %
________________________________________________
6. ________________________________________________ ____________ %
________________________________________________
7. Able to reach to change productively and handle other essential tasks as assigned.___ %
Total 100%
Is this position closely, moderately, or minimally supervised?______________________________
Please explain:____________________________________________________
____________________________________________________________
____________________________________________________________
Does this position have supervisory responsibility (responsible for hiring, firing, performance appraisals, etc.)? Yes No If yes, list the number and title for positions that directly or indirectly report to this position (three secretaries, four programmers, etc.):
____________________________________________________________
Does this position have access to confidential information? Yes No
If yes, please explain:
____________________________________________________________
Does this position have access to or handle company funds? Yes No
If yes, please explain:
____________________________________________________________
It is important to this position that the incumbent be able to communicate fluently in English?
Yes No
If yes, please explain:
What kind of work experience (including length of time), training, and/or level of education is necessary for this position?
____________________________________________________________
____________________________________________________________
____________________________________________________________
List any required technical skills (typing, computer skills, etc.):_____________________________
____________________________________________________________
What other special training and/or abilities are necessary to qualify for this position?____________
Check any of the following factors that are important to successful performance in this position:
Problem Solving Bilingual Analytical Ability Interpersonal Skills
Communications Skills Dexterity
Describe the requirements of this position that make these factors important:
Working Conditions
_______________________________________________________
_______________________________________________________
Are there particular working conditions associated with this position that should be noted (working environment, hours of work, travel, work space, etc.)? oYes oNo If yes, please explain?_____________________________________________________
____________________________________________________________
____________________________________________________________
Analysis of Physical Demands of Position
Check physical demands that apply. Describe job responsibilities that
require physical demands checked.
1. Strength
a. Standing o ______ % of time
Walking o ______ % of time
Sitting o ______ % of time ______________________________
b. Lifting o ______ lbs.
Carrying o ______ lbs.
Pushing o ______ lbs.
Pulling o ______ lbs. ______________________________
2. Climbing o
Balancing o ______________________________
3. Stooping o
Kneeling o
Crouching o
Crawling o ______________________________
4. Reaching o
Handling o ______________________________
5. Speaking o
Hearing o____________________________
6. Seeing o
Depth perception o
Color vision o ______________________________
