Job Description Template with ADA Compliant Essential Functions

Why It Matters: The Americans with Disabilities Act (ADA) requires employers to provide reasonable accommodations for qualified individuals with disabilities. A well-written job description that clearly distinguishes Essential Functions from marginal ones is your first line of defense. It sets clear, legally defensible expectations and helps ensure a fair hiring process.

Key Components & How to Write Them:

Clear Job Title: Use a standard, recognizable title (e.g., "Marketing Manager," not "Marketing Guru").
Summary: Provide a brief, accurate overview of the role's purpose and its place within the organization.
Essential Functions: This is the most critical section for ADA compliance.

Definition: Essential functions are the fundamental, non-delegable duties of the job. The individual must be able to perform these functions with or without a reasonable accommodation.
How to List Them:
- Start each bullet with an action verb (e.g., Manage, Analyze, Create, Operate, Present).
- Be specific and quantitative where possible. Instead of "Handles customer inquiries," write "Resolves an average of 50+ customer inquiries via phone and email daily."
- Focus on the outcome, not the method. For example, "Must be able to access information from a computer database" is better than "Must be able to use a keyboard," as the former allows for accommodations like voice-activated software.
- Typically, list 5-8 essential functions. If you have more, some may be marginal and should be moved to a separate section.

Marginal Functions: Place less critical duties in their own section, prefaced with "Additional responsibilities may include..."
Qualifications (Knowledge, Skills, and Abilities):
- Distinguish between "Required" and "Preferred." Requiring unnecessary qualifications can discourage applicants with disabilities and may violate the ADA.
- Avoid specifying how a skill must be demonstrated (e.g., "must be able to lift 50 lbs") unless it is truly essential. Instead, describe the outcome (e.g., "must be able to move equipment weighing up to 50 lbs across the workshop"), which opens the door to accommodations like using a dolly.
Physical Demands & Work Environment: Be accurate and factual. Use phrases like "Seldom," "Occasionally," "Frequently," and "Constantly" to describe how often a physical action is required (e.g., "Frequently required to sit; occasionally required to lift up to 20 lbs").

Example Snippet (for an Office Manager):

Essential Function (Compliant): "Produces and distributes company-wide communications, including memos and newsletters, using word processing and email software." (Focuses on the outcome).

Non-Compliant: "Must type 80 words per minute." (Specifies the method; an accommodation like voice-to-text could achieve the same outcome).

How to Write Salary Range in Job Description Template

Why It Matters: Salary transparency is increasingly a legal requirement (with many state and local laws mandating it) and a powerful talent attraction tool. It builds trust, sets clear expectations, saves time for both recruiters and candidates, and promotes pay equity by reducing bias.

Best Practices:

Know the Law: First, research the specific laws in your state/city (e.g., Colorado, California, New York City, Washington). Laws often dictate when you must disclose the range and to whom.
Do Your Homework: Before posting, establish a fair, data-backed salary range for the role. Use market data from sources like Radford, Payscale, Salary.com, and industry surveys. Factor in experience, seniority, and your company's compensation philosophy.
Format Clearly: Place the range prominently in the job description, typically in the "Compensation" or "Benefits" section.

Good: "Salary Range: $85,000 - $110,000 annually"
Even Better: "The starting salary for this role is between $85,000 and $110,000. The final package will be determined based on the candidate's qualifications, experience, and internal equity."

Be Specific and Reasonable: Avoid overly broad ranges like "$50,000 - $150,000," as it appears untrustworthy. A range of $30,000-$40,000 is more realistic.
Consider Total Rewards: If the base salary is non-negotiable or on the lower end, highlight the total compensation package:

"Base Salary: $70,000 - $90,000"
"Plus annual performance bonus of up to 10%"
"Comprehensive benefits package including health insurance, 401(k) match, and equity options."

Prepare for Negotiation: Ensure your hiring managers and recruiters are aligned on the range and know what to offer based on a candidate's experience level within that band.

Example Snippet:

Compensation & Benefits:

A competitive base salary within the range of $75,000 - $95,000, commensurate with experience.
Eligibility for our annual performance bonus plan.
Full medical, dental, and vision insurance.
401(k) with a 4% company match.
Generous paid time off and parental leave policies.

DEI (Diversity, Equity, and Inclusion) Job Description Template

Why It Matters: A DEI-focused job description does more than just attract a diverse pool of candidates; it signals your company's values and commitment to creating an inclusive environment. It ensures you are evaluating candidates based on skills and potential rather than biased or exclusionary language.

Key Strategies for an Inclusive JD:

Use Inclusive Language:
- Tools: Use tools like Textio or Gender Decoder to identify and remove gendered wording (e.g., aggressive, rockstar, ninja) and military-style language (e.g., deploy, tactical) that can unconsciously deter certain groups.
- Focus on Collaboration: Use words like "collaborate," "support," and "contribute" alongside "lead" and "manage."
Emphasize Your Company's DEI Commitment: Add a dedicated "Our Commitment to DEI" section.

Example: "[Company Name] is an equal opportunity employer. We believe that diverse teams build better products and create a more inclusive world. We strongly encourage applications from underrepresented groups, people of color, women, LGBTQIA+ individuals, and people with disabilities."

Re-frame Qualifications to be More Inclusive:
- Skills Over Pedigree: Instead of "Ivy League degree required," list the necessary skills (e.g., "strong analytical and problem-solving skills").
- "Required" vs. "Preferred": Scrutinize every "required" qualification. Could a candidate learn this on the job? Does it truly exclude someone with equivalent experience from a non-traditional background? Consider adding language like "or equivalent practical experience."
Highlight Inclusive Benefits: Show you support all employees.

Mention flexible working hours, remote work options, mental health benefits, religious holiday PTO, transgender-inclusive healthcare coverage, and support for parents.

Avoid Culture Fit Clichés: Phrases like "we're a family" or "work hard, play hard" can be exclusionary. Instead, describe the culture factually: "We value transparency through our weekly all-hands meetings," or "We support autonomy with a flexible PTO policy."

Example Snippet:

Our Commitment to Diversity, Equity, & Inclusion:

At Our Company, we know that a diverse and inclusive team is a source of strength and innovation. We are committed to creating an environment where everyone can do their best work and belong. We encourage you to apply even if your experience doesn't perfectly align with every listed qualification. You might be the right candidate for this or another role!

Qualifications:

Required: 3+ years of experience in digital marketing or equivalent practical experience.
Preferred: Experience with SEO and content management systems.
Demonstrated ability to collaborate effectively in a team environment.
A growth mindset and curiosity for learning new tools and platforms.

By incorporating these elements, you transform a standard job description into a powerful tool for compliance, transparency, and building a stronger, more diverse workforce.

Job Description Template with Hybrid Work Policy

Why It Matters: A clear hybrid work policy is no longer a perk but a standard expectation for many candidates. It sets precise expectations upfront, prevents misunderstandings, and attracts talent that values flexibility while ensuring business needs for collaboration and presence are met.

Key Components & How to Write It:

Be Specific and Quantify: Avoid vague terms like "flexible schedule." Clearly define the requirement.
State the Purpose: Briefly explain the "why" behind the policy (e.g., to balance collaboration with focus time).
Define "Anchor Days": Specify which days employees are required to be in the office (e.g., "Tuesdays and Thursdays are designated team collaboration days").
Outline Eligibility: Mention if the policy is role-dependent or company-wide.
Detail Logistics: Cover any core hours, time zone requirements for remote days, and technology provisions (e.g., equipment, VPN).
Placement: The policy should be in a dedicated "Work Model" or "Location" section near the top of the JD, after the job summary.

Example Snippet for the JD:

Work Model: Hybrid

Role: [Job Title] is a hybrid role, requiring in-office presence at our [City, State] headquarters for a minimum of three days per week (e.g., Tuesday through Thursday).

Purpose: This model is designed to foster a strong culture of collaboration, mentorship, and spontaneous innovation while providing flexibility for focused work.

Details: Specific in-office schedule will be determined in partnership with your manager. The company provides all necessary equipment (laptop, monitors) and a stipend to support your home office setup.

Job Description Template with Company Benefits Section

Why It Matters: Benefits are a significant part of your total compensation package and a powerful tool for attracting and retaining talent. A well-articulated benefits section demonstrates that you invest in your employees' well-being, financial security, and professional growth, making your offer more competitive.

Best Practices:

Go Beyond the Basics: Everyone offers health insurance. Highlight what makes your package unique.
Categorize for Readability: Group benefits into logical categories (Health, Financial, Lifestyle, etc.).
Be Specific Where Possible: Instead of "competitive salary," use "salary range." Instead of "generous PTO," state the number of days or "unlimited PTO."
Placement: This section typically goes at the end of the job description, following the qualifications.

Example Snippet for the JD:

Benefits & Perks:

At [Company Name], we support our employees with a comprehensive benefits package designed for their holistic well-being.

Health & Wellness: Top-tier medical, dental, and vision insurance for you and your dependents. Gym membership reimbursement and quarterly wellness stipends.
Financial Future: Competitive salary range of [$X - $Y], 401(k) plan with a 4% company match, and equity grant opportunities.
Time Off: Flexible PTO policy, paid parental leave, and 11 paid company holidays.
Growth & Culture: Annual learning and development stipend of $1,500, company-wide retreats, and a vibrant, inclusive culture with employee resource groups (ERGs).

Non-exempt vs. Exempt Classification Job Description Template

Why It Matters: This is a critical legal and financial distinction under the Fair Labor Standards Act (FLSA). Misclassifying an employee can lead to significant legal penalties, back-pay fines, and reputational damage. The job description must accurately reflect the duties that determine the classification.

Key Differences:

Non-Exempt Employees: Are entitled to overtime pay (1.5x their regular rate) for all hours worked over 40 in a workweek. Their roles are typically more task-oriented.
Exempt Employees: Are not eligible for overtime pay. Their roles must primarily involve executive, administrative, professional, or outside sales duties as defined by specific FLSA tests.

How to Ensure Compliance in the JD:

Use the Correct Language:
- For Exempt roles, use verbs that imply decision-making, strategy, and autonomy: manages, directs, establishes, influences, plans, negotiates, recommends.
- For Non-Exempt roles, use verbs that are more task-specific: operates, prepares, processes, assists, maintains, responds.
Reflect the Role's True Duties: The description must match the actual job. You cannot make an exempt role sound more strategic to avoid paying overtime if the day-to-day work is primarily routine tasks.
Consult the FLSA Duties Tests: Before finalizing, check the specific criteria for the exemption you plan to use (e.g., the "Executive Exemption" requires managing a customarily recognized department and having the authority to hire/fire).

Example Comparison:

Exempt (Administrative Exemption - HR Manager):

"Manages the full employee lifecycle, recommends and implements HR policies, and influences company culture."

Salary Basis: Must be paid on a salary basis of at least $684 per week ($35,568 annually).

Non-Exempt (HR Coordinator):

"Processes new hire onboarding paperwork, maintains employee records in the HRIS, and responds to routine employee inquiries."

Overtime: "This role is eligible for overtime pay in accordance with federal and state law."

Job Description Template with Key Performance Indicators (KPIs)

Why It Matters: Including KPIs transforms a generic list of duties into a clear performance contract. It sets measurable expectations for success from day one, aligns the employee's efforts with business goals, and provides an objective framework for performance reviews and professional development.

Best Practices:

Link KPIs to Responsibilities: Each major responsibility should have a corresponding KPI.
Use the SMART Framework: Ensure KPIs are Specific, Measurable, Achievable, Relevant, and Time-bound.
Focus on Outcomes, Not Just Activities: Instead of "responsible for social media," state the expected result.
Placement: Integrate KPIs directly into the "Key Responsibilities" section or create a separate "Measures of Success" section.

Example Snippet for a Marketing Manager JD:

Key Responsibilities & Measures of Success (KPIs):

Responsibility: Develop and execute digital marketing campaigns to generate qualified leads.

KPI: Generate 500+ marketing-qualified leads (MQLs) per quarter with a cost-per-lead (CPL) under $50.

Responsibility: Manage and optimize the company's content marketing strategy.

KPI: Achieve a 15% year-over-year increase in organic website traffic.

KPI: Increase the email subscriber conversion rate by 5% in H1.

Responsibility: Manage the quarterly marketing budget.

KPI: Deliver all programs within ±2% of the allocated budget.

By incorporating these elements, you create a precise, transparent, and highly effective job description that attracts the right candidates and sets them up for success.