Job Analysis and Job Descriptions

The Job Description

An approved job description is the end result of the entire job analysis process. It includes a summary of the most important features of a job when performed in a competent manner including:

• Primary purpose
• Essential functions
• Core competencies
• Basic and preferred qualifications
• Work environment

A Job or Position?

Job analysis requires knowing the difference between a job and a position. A job is a group of essential functions which must be accomplished to attain an important end result. A position represents the role each employee performs within one particular job. Each employee performs a position for a company. For example, each job title represents one job in an organization, but there may be multiple positions performing one particular job.

For example, a Sales Representative is one job, but a Sales Representative for Chicago and a Sales Representative for Miami are positions within the Sales Representative job. There could even be 500 positions but only one job carrying one job title. Job descriptions should exist for each job in an organization, but not for each position. A well-written job description can help document a job with unique differences from position to position.

A job description should not describe an employee but should always describe the job itself.

Job Description Format

Just like a Job Questionnaire, a Job Description can be formatted in many different ways. The following format is a standard job description format and designed to follow a best practices approach:

Example - Job Description

Company Overview

Consider adding one to three pictures at the top of the job description along with a statement which can be used for staffing. Although the Company Overview is optional, a job description letterhead with one to three pictures and a brief organization-wide message will clearly support the talent acquisition process and communicate a positive message even to new and existing employees.

Heading

Typically, the heading will include the job title, department, the writer’s name, the job code or profile, date, exemption and approval. Consider including heading items that relate to the job and not items that relate to the position or employee.

Job Titles

The job title should describe the nature and level of work performed by the job. Job titles should be descriptive, gender neutral, as well as simple. Always avoid inflating job titles. Inflated job titles will also create inflated pay expectations over time and other issues as an organization grows.

Primary Purpose

The Primary Purpose is a statement of the major end result expected of the job. It should include a brief, specific statement of the job’s relationship to the corporate objectives. It should be written to identify the overall significance of the job from the company’s point of view.

The statement should include the part of the company’s objectives that must be accomplished by the job, why the job exists, and the results that are expected for what the job pays. It can also be written to drive organization results.

Generally, the Primary Purpose starts with an action verb and will include one sentence only. Occasionally, two sentences might be used if a job performs two functions such as Finance and Information Services.

Example - Primary Purpose for Chief Executive Officer