Posts Tagged ‘Personnel File’

The Importance of Job Descriptions

September 21st, 2016
Job Descriptions create the foundation for recruiting, hiring, managing, and setting expectations of employees. Writing Job Descriptions is a critical step in workforce planning. Job Descriptions should be considered ‘living’ documents that should be updated as job duties change and evolve.
To create a job description, the organization should first conduct a job analysis. The activities included in the Job analysis are:
  • Reviewing the existing job description; and
  • Interviewing the employee in the position, his/her supervisor, and others who work closely with the employee.
Including management and employees in creating job descriptions can promote your organization’s values and re-enforce the company culture.

The benefits of Job Descriptions include:
  • Recruiting Assistance – It relays core job requirements to applicants to attract competent employees and helps develop interview questions.
  • Defines Essential Duties & Qualifications – It clearly communicates the requirements of the position.
  • Creates a Standard for Performance Reviews – It serves as a basis of the job requirements that must be met.
  • Determines Reasonable Accommodations – It can assist in determining reasonable accommodations for compliance with the Americans with Disabilities Act.
  • Liability – It can be used to dispute Unemployment claims and assist in determining proper Workers’ Compensation codes which determine premiums.

Job Descriptions should typically include the following:

  • Job Title – It should include an accurate description of the type of work performed and level of the work.
  • Position Summary – It should provide a basic overview of the purpose and function of the job.
  • Job Duties, Responsibilities, and Tasks – It should have a listing of the primary tasks the jobholder performs.
  • Minimum Job Requirements – It should include education, experience, skills, and any certifications or licenses needed to do the job.
  • A line that states “other duties as assigned” – A job description is subject to change and is not intended to be all inclusive.
  • Title of Direct Supervisor, and other important reporting structure information
  • Physical Requirements – This can include minimum lifting requirements, sitting, standing, walking, climbing, talking, hearing, seeing, tasting, smelling, and use of hands/fingers.
  • Work Environment – This should, if applicable, include noise level, extreme temperatures, weather conditions, and various types of exposure.
  • FLSA status (Exempt or Non-Exempt) – By spelling out the FLSA status you set the parameters for work hours, pay type, and overtime.
  • A line for the employee to sign as proof they have reviewed and understand the job description.  Once the employee has signed the job description, give one copy to the employee, and place the original in the employee’s personnel file.

AccuPay HR is available to help clients create and/or update Job Descriptions, as well as most other HR needs. Please call our Certified HR Professionals, Betsy Wilson or Laura Buchanan at (317) 885-7600 for more information about AccuPay HR services and pricing. 

PayDay is an email communication of payroll news, legal updates and tax considerations intended to inform clients and colleagues of AccuPay about current payroll issues and planning techniques.  You should consult with your CPA or tax advisor before implementing any ideas, comments or planning techniques.
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