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What Information Must be Included in a Job Description?

Posted by Vicki Simpson, HR Business Partner on March 1, 2024

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Question: I have a new sales position open in our office. Are there any legal requirements around the information that I have to include in a job description?

Answer: There are no legal requirements for what to include in a job description. However, it is advisable that job descriptions are as specific as possible.

A well-written job description is key in the staffing process. It aids in identifying candidates who are qualified to perform the essential functions of the position and who have the education and experience required.

  • For the employee, the job description defines what is expected of him or her. A well-written job description is also an important tool in employee retention, performance management, and training. It provides both the employee and supervisor with clear and documented job expectations.
  • For the employer, the job description provides quantitative standards against which objective performance appraisals can be conducted and sound decisions can be made regarding retention, training, promotions, and changes in compensation.
  • For both the employee and the employer, the job description defines the essential job functions that are necessary to the job, with or without reasonable accommodation.

For employers with 5 or more employees, your job description must comply with the California Fair Employment and Housing Act (FEHA). If you have 15 or more employees, your job description must be compliant with the federal Americans with Disabilities Act (ADA) which plays a key role in determining an individual’s ability to physically perform the essential functions of the position. It can also be the basis for objective consideration of reasonable accommodations.

Creating a sound job description takes some work and will typically involve a job analysis. It is a good idea for employers to review existing job descriptions to ensure accuracy regularly.

CEA is here to help! CEA University has a terrific job description builder in the Compliance Campus section.

CEA members can also download our Job Description Toolkit on the Employer Toolkits page, and as always, your HR advisors are standing by Monday – Friday 8am-5pm to answer your questions.