Accurate information on jobs is necessary to efficiently direct and/or control the operations of an organization, and job descriptions result from job analysis. In many institutions job descriptions are a mandatory requirement and managers should have current and systematized information on jobs. The myriad of laws, guidelines, and court decisions concerning employment opportunity make this even more necessary.
Comprehensive job descriptions can be used in selection, training, performance appraisal, compensation and to defend employment practices. Review job descriptions on at least an annual basis and update. Review and revise them whenever you're hiring a new position or transferring/moving someone from another position.
Involve Human Resources from the onset. They often have good suggestions and preparation tips and will typically have a great array of resources you may not be aware of such as subscriptions to journals and other pay services.
Involve the employee when appropriate and solicit their ideas and input for changes in the job description.
In identifying essential functions, be sure to consider whether employees in the position actually are required to perform the function, and whether removing that function would fundamentally change the job.
List all the knowledge, skills, and abilities necessary to perform the job; divide them into requirements and preferences.
The requirements listed on the job description must support the essential functions, and serve as the primary criteria for selecting/rejecting candidates.
Don't lock yourself into strict requirements that may prevent you from considering qualified candidates. Consider substitutions (ex., 4 years of professional experience or a bachelor's degree).
Forward for review and approval to all appropriate parties and get signoff.
source : supportingadvancement.com
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