“While every organization is different, meaning there is never a ‘one size fits all’ job description, it is almost always a good practice for a business to have written job descriptions for all jobs,” says Bill Nolan, managing partner of the Columbus office of However, because it is virtually impossible to predict with complete accuracy every duty a job entails, it is important employers plan for that reality, says Nolan. “I almost always recommend that employers include a statement indicating the job description is intended to set forth major duties as they are understood at the time the description was prepared but that those duties may vary from time to time and also evolve over time,” says Nolan. It is extremely important that employers clearly communicate that a written job description is not necessarily an exhaustive list of the responsibilities expected of a person holding a certain position, he says.
“At the end of the day, the employee’s job is to do what the employer tells him/her,” Nolan says.
Operationally, written job descriptions “provide clarity” for the employer and employee as to the duties of a particular position, he says. Committing the responsibilities of a job to writing is also helpful in a variety of legal contexts, such as:
- Defining an employee’s proper status under wage/hour laws
- Determining whether an employee with a health issue can complete tasks associated with a certain position
- If an employee with a health consideration cannot fulfill the duties of a job, if accommodations are required based on anti-discrimination laws
- Providing a method for an employer to determine if the worker has met the company’s communicated job expectations
If a boss seeks to create or update a job description for staffers already employed with the company, it’s probably a good idea to get their input, suggests Nolan. “There is value in knowing if the employee’s and employer’s expectations are out of sync, and then addressing that,” he says.
It’s also wise to build flexibility into duties with an eye on revisiting the written job description as conditions warrant, or at least every two years, Nolan says.
Tami Kamin Meyer is an Ohio attorney and writer who tweets as @girlwithapen.
