Job Descriptions

Job descriptions are an essential and important piece when it comes to roles and responsibilities and should be an accurate reflection of the position. A well-written job description gives employees a clear and realistic understanding of what is expected on an ongoing basis. Most charter schools update job descriptions on an annual basis, usually around spring time in anticipation of the new school year. However, the pandemic may have changed and shifted responsibilities for your employees. Have you updated your job descriptions to reflect this? Or, will you incorporate these changes during your annual review?

A job description sets the foundation for recruiting, developing and retaining talent. It also sets the stage for work performance, expectations, and is a tool to measure and evaluation performance. A job description should not include every little detail of how and what work is performed. It needs to remain useful so that when minor changes occur it does not need to be changed or modified.

What should be included in a job description introduction?

• Job Title
• Supervisor/Supervises
• Status- Exempt or Non-Exempt
• Department
• Salary Range
• Budget Code and Percentage (*Especially for federally or state comp ed funded job positions)
• Job Purpose- A paragraph that outlines an overview of the job

What information should be included in the body of the job description?

Job duties and responsibilities, or essential functions, should be addressed. Focus on the fundamental nature of the job. Here are some items to include in this section, but not limited to:

• Include phrases that tell why, where and how tasks and duties will be performed.
• Include tasks that are truly necessary or required.
• Reference areas of decision-making
• List job duties that reflect the position requirement and not base them off of the capabilities of any single individual.
• Add in supervisory responsibilities, if any.

Need help determining what the essential job functions are? Follow the steps below:

• Ask employees (who are in that role) and their managers to identify the key tasks and responsibilities of the position.
• Interview and observe employees performing the job. This can be done over a span of time. Ex:) days or weeks
• Have employees fill out questionnaires or worksheets
• Collect data from outside sources for comparable salary levels, job duties and responsibilities.
• Review the results with employees and their managers, using their feedback to tweak the findings and get an accurate representation of the job duties and responsibilities.

What are other areas to address in a job description that are just as important?

• Required education and experience (knowledge, skills and abilities)-identify educational qualifications that an employee must possess to satisfactorily perform the job duties and responsibilities.
• Preferred education and experience-preferred educational qualifications and experience based on requirements that are job-related.
• Travel- Frequent/Infrequent
• Normal work hours and days
• Working conditions-identify the working conditions and physical demands related directly to the essential job duties and responsibilities to be compliant with the American Disabilities Act.

What should be included in the conclusion of a job description?

• Add a disclaimer-note that duties, responsibilities and activities may change or new ones may be added at any time with or without notice. Detail that job descriptions are not designed to cover every duty or responsibility that is required of an employee.
• Add a signature line/acknowledgement-by signing the job description the employee acknowledges and understand the requirements and essential functions of the job.

*Federal/State Comp Ed language- If applicable, add a sentence or two letting the employee know they are getting paid out of a federal or state comp ed fund.

Have questions?

Ask questions, get answers and discuss this topic on the Charter School Community Roundtable!