Creating a job description logically follows the performance of a job analysis. As Prien et al. (2009) point out, a job analysis is a process aimed at developing an understanding of what employees do in their work, and a job description is a written statement resulting from this process. Job descriptions can be used in interviewing applicants, checking professional references, managing performance, training and development, succession planning, preventing health and safety issues, handling labor relations, and managing employees’ compensation (Rohr, 2016). What is more important, carefully composing job descriptions help employers and employees avoid the risk of legal issues.
Job descriptions consist of job title, job summary, essential job functions, qualifications, and other requirements (REIL-Extend, 2019). The job title is the first element that a candidate pays attention to. Therefore, it should reflect the job role and the level of responsibility (REIL-Extend, 2019). A job summary gives an overview of the position, including the main task performed and the responsibility level. Essential job functions are, perhaps, the most important element of a job description because it determines whether the created job description is legally compliant (Mader-Clark, 2013). For example, under the ADA, essential job functions cannot be eliminated to provide disabled people with reasonable accommodation (Diana, 2017). Therefore, employers should list all essential functions in the job description and distinguish them from non-essential responsibilities. It will allow the employer to hire a candidate qualified for the position and not discriminate against disabled people.
Qualifications are attributes that a candidate should possess to be qualified for the job. This element includes educational requirements, training requirements, knowledge requirements, and experience (Mader-Clark, 2013). Including qualifications in a job description is necessary because it allows HR managers to find the right person for the position and makes it clear to candidates whether they are eligible to apply for the job. Finally, other elements may include working conditions, salary range, company description, benefits, and diversity and inclusion statement (REIL-Extend, 2019). Organizations can add them to the job descriptions when appropriate; for example, if a position involves a hazardous working environment, an employer should consider describing working conditions.
Job Description for the Position of Administrative Assistant
The Administrative Assistant works under the supervision of the Administrative Services Manager. The individual in this position provides ongoing support to the in-house attorney, the Chief Compliance Officer, and the Human Resources Vice President; provides requested information to outside legal entities; schedules meetings and takes minutes; performs other duties as assigned.
Essential Job Functions
Provides requested information to outside legal entities: gathers the information for the outside counsel; signs and accepts subpoenas; processes certified mail requests; answers phone calls and emails; participate in video conferences.
- Schedules meetings and takes minutes: coordinates with executive team members and an outside counsel in scheduling meetings; attends meetings; documents, saves, and stores minutes.
- Performs other job-related duties as assigned.
Non-Essential Job Functions
- Serves on the Compliance Committee
- Performs clerical receptionist duties, such as faxing, filing, etc.
- Provides support to the Administrative Services Manager
- Assists in retention planning and activities
- Screens employees twice a week
- At least 2 years of experience as a general office assistant or a receptionist.
- Professional communication skills: the ability to organize and convey information orally and in writing.
- Excellent calendar management and organization skills: the ability to coordinate complex meetings, adjust schedules, and set priorities.
- Time management and self-discipline skills: the ability to organize daily schedules and work effectively both in the office and remotely.
- High School Diploma.
Diversity & Inclusion Statement
We celebrate diversity and inclusion and welcomes candidates from all backgrounds because we want our workplace to reflect the communities we serve.
The Rationale for the Chosen Job Design
The chosen job design includes the job title, job summary, essential job functions, non-essential job functions, qualifications, and diversity and inclusion statement. The rationale for the selected job design is that it reflects the information discovered during the job analysis. The job design uses bullet points, which clearly define what an employee is expected to do in this position. Using bullets is an effective way to attract candidates and make the position clear to them (Mader-Clark, 2013). In addition, the order in which items are positioned in the job description is not random; the essential job duties and qualifications are arranged in the order of importance. For example, in the Administrative Assistant position, experience and skills are more important than education; therefore, experience is placed first, and education is placed last on the list. It is a good practice to arrange the elements of a job description in the order of importance or time consuming because it allows candidates to focus their attention on the most important parts (REIL-Extend, 2019). Finally, the job description includes a diversity and inclusion statement, which serves to attract job seekers from different backgrounds.
The purpose of the job summary section is to provide candidates with an overview of the position and define the level of responsibility. The essential job functions section lists the core responsibilities of an employee. From this section, it is evident that the job involves a lot of talking and hearing. The inclusion of such activities as answering calls in the list of the essential functions will protect the organizations from legal cases filed by people not physically qualified for the job (Diana, 2017). Non-essential job functions are included to enhance candidates’ understanding of what they will be expected to do in the position. The qualifications section is necessary to find the right candidates who will find the job intellectually engaging (Wordu et al., 2019). Finally, the diversity and inclusion statement is added to encourage qualified candidates from various backgrounds to apply for the position.
Diana, M. (2017). Preparing useful and legally compliant job descriptions.
Rohr, S. L. (2016). Harnessing the power of the job description. Human Resource Management International Digest, 24(6), 8-11.
Mader-Clark, M. (2013). The job description handbook. Nolo.
Prien, E. P., Goodstein, L. D., Goodstein, J., & Gamble, L. G. (2009). A practical guide to job analysis. Pfeiffer.
REIL-Extend. (2019). Job description redesign: Taking your job descriptions to the next level.
Wordu, C K., Ekakaa, E.-O. N., & Irozuru, E. (2019). The challenge of effectiveness in work places using a modern management technique. International Journal of Management Science and Entrepreneurship, 9(5), 42-54.