US Job Description Template

Purpose

This policy establishes standard practices to create, maintain, and update job descriptions across [Organization Name]. Accurate job descriptions serve as standard reference points for recruiting, onboarding, performance reviews, ADA reasonable accommodation assessments, and FLSA duty-based classification reviews.

Working through related paperwork at the same time? See also our The Ultimate Job Description Template, Job Description Template (UK) and US ADA Reasonable Accommodation Policy Template.

Scope

This policy applies to all active and open roles at [Organization Name]. It covers managers, supervisors, HR staff, and administrators involved in role design, recruitment, or performance management.

Responsibilities

• [Human Resources Department / Designated HR Role]: Manages the job description framework. Verifies FLSA status against Department of Labor (DOL) rules, confirms compliance with local pay transparency laws, and maintains official records.
• [Hiring Manager / Supervisor]: Partners with HR to draft functional duties, separates essential tasks from marginal duties, and updates descriptions whenever job responsibilities shift.
• [Employee]: Reviews and signs their job description at hire and whenever major changes occur.

Required Job Description Components

Every job description generated at [Organization Name] must include these sections:

• Job Identification: Lists official job title, department, direct supervisor, work location, schedule, FLSA status (exempt or non-exempt), pay range (where state or local law mandates it), document version, approving authority, and date.
• Position Summary: Outlines why the role exists, its core accountabilities, and what defines success in the position.
• Essential Functions: Lists the core duties (typically 5-8 items) the role exists to perform. Begin each point with an action verb, focus on required outcomes instead of physical methods, and include approximate time percentages where applicable.
• Marginal Duties: Details occasional, secondary, or coverage tasks separately from essential functions so primary duties remain clear.
• Physical Requirements and Work Environment: Clearly outlines physical demands (lifting limits, standing time, mobility), travel expectations, and working conditions.
• Qualifications: Specifies required education, experience, certifications, or licenses. Separate minimum requirements from preferred qualifications.
• Acknowledgment Block: Includes signature lines for employee and supervisor review and confirmation.

Procedure for Drafting and Updating Job Descriptions

1. Draft the initial job description with the direct supervisor before opening recruitment or posting the job.
2. Classify tasks into essential functions or marginal duties based on role intent, team capacity to absorb tasks, and required specialized skills.
3. Frame essential functions around required outcomes rather than physical methods. This keeps language open for reasonable accommodations.
4. Determine FLSA classification by comparing planned duties and pay against current regulatory exemption criteria.
5. Limit required qualifications to items directly tied to business necessity and core job functions.
6. Check local and state pay transparency laws, adding pay ranges where legally required.
7. Submit the draft to [Role] for review and final approval.
8. Issue the approved document upon hire or role change, collect employee and supervisor signatures, and file the record.

Records and Review Cycle

• Records Retention: Store signed job descriptions electronically or physically in [System/Location].
• Review Cycle: [Role] must review all active job descriptions annually, before publishing any job posting, and immediately after any major change in duties.