A job description typically consists of six major components, including essential job functions and physical demands, according to Job Accommodation Network.
Key takeaways for six parts of a job description before interviews
- List the six standard components before you post the role: essential job functions, knowledge and critical skills, physical demands, environmental factors, the roles of the ADA and other federal laws such as the Occupational Safety Health Act (OSH Act), and any explanatory information that may be necessary to clarify job duties or responsibilities, according to Job Accommodation Network.
- Write the description before you advertise or interview. A written job description prepared before advertising or interviewing applicants will be considered as evidence in determining essential functions, along with other relevant factors, according to Job Accommodation Network.
- Define essential functions as the fundamental job duties of the employment position the individual with a disability holds or desires, according to Legal Information Institute.
- Remember that a qualified individual is one who, with or without reasonable accommodation, can perform the essential functions of the employment position that such individual holds or desires, according to ADA.gov.
The six parts of a standard job description
The six standard parts are: 1. Essential job functions 2. Knowledge and critical skills 3. Physical demands 4. Environmental factors 5. The roles of the ADA and other federal laws such as the Occupational Safety Health Act (OSH Act) 6. Any explanatory information that may be necessary to clarify job duties or responsibilities
These components form the core structure of the document. The first item, essential job functions, lists the duties that are fundamental to the role. The second item covers the specific knowledge and critical skills required to perform the work. The third item details the physical demands of the position, such as lifting or standing. The fourth item describes environmental factors, which might include exposure to certain conditions. The fifth item addresses the roles of the ADA and other federal laws such as the Occupational Safety Health Act (OSH Act). The sixth item allows for any explanatory information that may be necessary to clarify job duties or responsibilities.
Writing this description before you advertise or interview applicants matters for how it is used later. A written job description that is prepared before advertising or interviewing applicants for a job will be considered as evidence [in determining essential functions] along with other relevant factors, according to Job Accommodation Network. This timing makes the document part of the record used to define the role. However, the job description will not be given greater weight than other relevant evidence, according to Job Accommodation Network. It is one piece of the puzzle, not the sole determinant.
What essential functions mean in practice
When drafting the duty list, distinguish between core responsibilities and occasional tasks. The term essential functions means the fundamental job duties of the employment position the individual with a disability holds or desires, according to Legal Information Institute. This definition anchors the description in the actual work performed, not just the job title. It clarifies that the role is defined by what the person must do to succeed in the position they hold or seek.
Not every task listed in a job description qualifies as essential. The term “essential functions” does not include the marginal functions of the position, according to Legal Information Institute. If a duty is marginal, it should not drive the core requirements of the role. Identifying these distinctions prevents over-specifying the role and keeps the focus on the work that truly matters.
A job function may be considered essential for any of several reasons, including but not limited to the following, according to Legal Information Institute. This open-ended list allows employers to assess the specific context of their organization. It acknowledges that what is essential in one firm may differ in another based on operational needs. The flexibility ensures that the definition remains practical for diverse workplace structures.
The function may be essential because of the limited number of employees available among whom the performance of that job function can be distributed; and/or, according to Legal Information Institute. In a small team, a single person may handle multiple roles that a larger firm would split among several. The function may be essential because of the limited number of employees available among whom that job function can be distributed. Limited distribution is one reason a function may be essential.
How to structure the duty list
Start by listing every task the person actually performs. For each task, estimate the time spent. If you use percentages, make sure they add up to 100 percent, according to Job Accommodation Network. Note the frequency for each activity. State whether the task happens daily, weekly, or periodically, according to Job Accommodation Network. This level of detail creates a clear record of the role.
A job description serves as the basis for later hiring choices. Job analysis is the foundation for all assessment and selection decisions, according to U.S. Office of Personnel Management. See Hiring Decision Debrief: Notes to a Recorded Decision. The analysis process helps you understand the job by examining specific elements. It looks at the tasks performed in a job, according to U.S. Office of Personnel Management. It also examines the competencies required to perform those tasks, according to U.S. Office of Personnel Management. Finally, it looks at the connection between the tasks and competencies, according to U.S. Office of Personnel Management.
You can follow a structured process to complete this analysis. A checklist goes over six steps to conducting a job analysis, according to U.S. Office of Personnel Management. Using a step-by-step approach keeps the duty list consistent. It ensures you capture the necessary details for each role.
Write the duties in a list before you add other parts. Include the time estimates and frequency for each item. This creates a solid foundation for your screening and interview process. Use the specific tasks and competencies to guide your questions. See Check 4 duty tests before you write a salaried offer. Keep the list factual and tied to the actual work performed.
Illustrative example of splitting duty time
Picture one open role with four duties. Cleaning fills 65 percent of the week, stocking fills 15 percent, a daily opening check fills 10 percent, and a weekly note fills 10 percent. The shares equal 100 percent. Cleaning, stocking, and the opening check happen daily, and the note happens weekly. Write the duties, time shares, and frequencies first, then the other standard parts. These shares are illustrative only.
The role of laws and safety requirements
The Americans with Disabilities Act of 1990, As Amended defines a "qualified individual" as someone who, with or without reasonable accommodation, can perform the essential functions of the employment position they hold or desire, according to ADA.gov. This definition ties the legal concept of qualification directly to the specific duties you list in the job description. A person who can perform the essential functions with or without reasonable accommodation still meets that definition. See ADA staffing responsibilities: 9 topics to review.
When determining which functions are essential, the employer’s judgment is given consideration. If you prepare a written description before advertising or interviewing applicants, that description is considered evidence of the essential functions of the job, according to ADA.gov. This provision highlights the importance of finalizing your duty list before you begin the hiring process. The written document serves as a reference point for what the role actually requires, rather than relying on verbal explanations during interviews.
Consider a scenario where a hotel requires housekeepers to thoroughly clean 16 rooms per day. In this case, the employer does not have to justify this standard as "essential," according to Job Accommodation Network. However, if a person with a disability is disqualified by such a standard, the employer should be prepared to show that it does in fact require employees to perform at this level. The employer should be prepared to show that these are not merely paper requirements and that the standard was not established for a discriminatory reason, according to Job Accommodation Network. This example illustrates the need to be prepared to substantiate performance standards if they are challenged.
Reference table of publisher rules
Each row identifies the publisher and the exact rule or definition found in their documentation.
| Publisher | Rule or Definition | Source Page |
|---|---|---|
| Job Accommodation Network | A job description typically consists of six major components: 1) essential job functions; 2) knowledge and critical skills; 3) physical demands; 4) environmental factors; 5) the roles of the ADA and other federal laws such as the Occupational Safety Health Act (OSH Act); and 6) any explanatory information that may be necessary to clarify job duties or responsibilities. | Job Accommodation Network |
| Job Accommodation Network | The ADA does not require an employer to develop or maintain job descriptions. | Job Accommodation Network |
| U.S. Office of Personnel Management | Job analysis is the foundation for all assessment and selection decisions. | U.S. Office of Personnel Management |
| Legal Information Institute | The term essential functions means the fundamental job duties of the employment position the individual with a disability holds or desires. | Legal Information Institute |
| ADA.gov | For the purposes of this subchapter, consideration shall be given to the employer’s judgment as to what functions of a job are essential, and if an employer has prepared a written description before advertising or interviewing applicants for the job, this description shall be considered evidence of the essential functions of the job. | ADA.gov |
Use these definitions to structure the next posting.
Open the next job you will post and write the essential duties in a list before you add the other parts.
Job description FAQ
Does a small firm have to keep a written job description?
The ADA does not require an employer to develop or maintain job descriptions, according to Job Accommodation Network. While not legally mandatory, having one is useful for defining the role.
What are the six usual parts?
The components include essential functions, knowledge and skills, physical demands, environmental factors, the role of disability and safety laws, and any note needed to clarify the duties. These sections help structure the role clearly.
What is an essential function?
Essential functions are the fundamental job duties of the employment position the individual with a disability holds or desires, and the term does not include the marginal functions of the position, according to Legal Information Institute.
Does a description written before the interview outweigh other evidence?
A written job description prepared before advertising or interviewing applicants will be considered as evidence along with other relevant factors, according to Job Accommodation Network.
What should you write down today?
Write down the six components today, including the essential-duty list with time and frequency, before you advertise or interview applicants, according to Job Accommodation Network.