In HR, sometimes the dullest jobs are the most important. Even HR has essential functions, and one of them is updating job descriptions. It’s not exactly the thrilling part of HR, but it can’t be overlooked. It’s the beginning of the new year—bite the bullet.
No HR manager has time to just sit down and go over all the company’s job descriptions. But don’t let that dissuade you from doing it at all. Chunk the job. Plan to do 5 a week, or send out a batch for review the first Monday of the month, or whatever system works for you.
Who Should Be Involved?
BLR®‘s Job Descriptions Encyclopedia suggests that the following participate in job description review:
The position’s incumbent. This person knows the job better than anyone else. (Involving the incumbent is more common at professional, supervisory, and managerial levels.)
The position’s supervisor. The supervisor is also familiar with the job, and may be aware of aspects that the incumbent is not.
The upper-level manager. This person primarily checks functional relationships and responsibility delegations.
The wage administrator (or in some cases, the job descriptions or compensation committee). This person approves the format and content, and may evaluate to see if changes in the position require a review of compensation or classification.
HR/Employment law attorney. An HR professional with knowledge of the legal factors or an employment law attorney checks to be sure that there are no legal “red flags.”
The union. In the case of unionized employees and depending on the ultimate use of the job description, the union may also be asked to participate in the review and approval process.
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The advantages of this broad-based approval process are obvious: Each individual reviews the completed job description from his or her own unique perspective, evaluating it on the basis of what he or she knows and understands best about the job in question. This is an excellent means of obtaining broad-based participation in the program while at the same time encouraging each group to stay within the limits of its own expertise.
Of course, approval procedures vary according to the amount of responsibility given to supervisors and job analysts, the extent to which the company favors administrative controls, the purposes for which the job descriptions will be used, and the terms of any relevant union contracts.
The general question for all of the reviewers: Is this job description a complete, accurate, and clear representation of the job? And, are essential functions accurately selected and correctly described?
Here’s a checklist to help you determine the adequacy of your descriptions.
Consistency and Lawfulness
Are job descriptions based on a job analysis?
Are job descriptions written in conformity with the Americans with Disabilities Act?
Do job descriptions identify:
- Essential functions of the job?
- Nonessential functions of the job?
- The physical environment (e.g., outdoor work, work in a walk-in refrigerator, work in inclement weather, work in a lower humidity)?
- Physical requirements (e.g., lifting)
Are job descriptions coordinated with:
- Applicable wage and hour laws, particularly overtime rules?
- Evaluations (i.e., are the responsibilities in the job description contained in the evaluation, and are all of the items contained in the evaluation also reflected in the job description)?
Are job descriptions related to:
- The statements made in recruiting for the position?
- The tests administered to applicants?
Are job descriptions used in:
- Workforce planning?
- Determining the availability of educational benefits?
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Administration
Are current job descriptions updated?
As new positions are created, are job descriptions written?
Do job descriptions contain:
- Skills needed for the job?
- Knowledge needed for the job?
- Abilities needed for the job?
- Responsibilities?
- Essential job functions?
- Nonessential job functions?
- Physical work environment?
- Title?
- Authority?
- Reporting relationship?
In tomorrow’s Advisor, the tricky territory of physical, mental, and environmental requirements, plus an introduction to an extraordinary collection of job descriptions—already written for your positions.