JAN is a service of the U.S. Department of Labor’s Office of Disability Employment Policy. JAN's program consists of the following steps:

Step 1: Perform a Job Analysis

Job analysis essentially means determining a job's purpose and the structure of the job setting, including specifics about the worksite, workstation, and activities.

Job analysis is an investigative process that involves observing, interviewing, and sometimes other data collection methods such as task-centered questionnaires, checklists, and journal entries.

Some helpful questions for the interview:

Purpose

• Why does the job exist?
• What are the essential functions?

Job Setting

          A. Worksite

• What is the physical layout of the worksite?
• What equipment is used?
• Where are the essential functions performed?
• What conditions exist, both environmental (hot/cold, inside/outside, noise, lighting, ventilation, etc.) and social (works with the public, works under deadlines, works alone, etc.)?
• Is the job accessible (parking, entrances and exits, doors, etc.)?

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          B. Workstation

• How is the workstation arranged?
• How do workers obtain and discard equipment and materials?

          C.  Activities

• What is the required output level for the job?
• What are the necessary physical and mental requirements?
• Is specific training, certification, or education necessary?
• What happens if a task is not performed appropriately? 

Step 2: Record the Basics

Employers should develop job descriptions that clearly define the essential functions before advertising the job or interviewing applicants. (This is important because courts and EEOC will give little credence to job descriptions created after the fact.)

In addition, says JAN, do the following:

• Use clear, concise, unambiguous, nontechnical language.
• Describe the desired outcome rather than one method for accomplishing it. For example, instead of "writes down notes during meetings" put "records notes during weekly meetings."
• Avoid using gender-specific language, jargon, and proprietary names (e.g., Xerox).
• Seek the input of many managers and employees.
• Let individuals read their job descriptions, voice any concerns, and sign their job descriptions.

• Include:
  • Job title
  • Department
  • Relationships to other jobs and the purpose of contact with outside agencies and personnel
  • Duties and responsibilities, essential and marginal, with frequency, and estimated percentage of time spent on each
  • The quality and quantity of work expected
  • The repercussions of not performing each job function
  • Special working conditions such as shift, overtime, or as-needed work
  • Information on the accountability for results
  • A statement that when duties and responsibilities change, job description will be reviewed and subject to changes of business necessity

The job description should explicitly state the manner in which an individual is to perform the job. For example, a description of a position that requires "handling public inquiries" should include that the inquiries must be "handled in a prompt and friendly manner."

Employers should add regular attendance and timeliness as essential functions of any jobs that require them.

Step 3: Spell Out Qualifications

When detailing qualifications on job descriptions, employers typically require certain knowledge, skills, aptitude, training, and previous experience. Employers should remember that these qualifications might be gained in a number of ways. For example, knowledge may be gained through education, training, or experience.

In addition, other requirements, such as the possession of a driver’s license could be considered discriminatory. For example, it may seem necessary that an individual who must "attend evening meetings throughout the community" must "possess a driver’s license,” but an employer should distinguish between need and convenience. An employee with a disability who doesn't have a driver's license may be able to attend a meeting via teleconference or access public transportation to attend the meeting in person.

Prewritten job descriptions in the Job Descriptions Encyclopedia come with pay grades already attached. Try the program at no cost.

Step 4: Maintain Consistency

Internal consistency is very important when developing an overall bank of organizational job descriptions. The employer may want to select specific formats, fonts, logos, and other elements to streamline and standardize the appearance of the documents. Consistent language, such as preferred action words and frequently used terms, can help create cohesiveness throughout.

In tomorrow's Advisor, we'll take a look at using job descriptions to aid accommodation, and we'll introduce a remarkable job description program that has essentially written your job descriptions for you.

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