Job Description Development Standard Operating Procedure

Standard Operating Procedure: HR-JD-001 | Job Description Development

1. Executive Summary & Purpose

This procedure defines the standardized workflow for authoring, reviewing, and approving Job Descriptions (JDs) at Template Registry. The objective is to ensure legal compliance, internal pay equity, and clear alignment between functional requirements and organizational goals.

2. Scope & Prerequisites

• Scope: All full-time, part-time, and contract roles within the organization.
• Prerequisites:
  • Approved "New Headcount Request" (Form HR-NHR-99).
  • Access to the centralized HRIS (Workday/Greenhouse).
  • Template Registry Competency Framework (Ref: TR-CF-2023).
• Required Tools: Markdown Editor, Salary Benchmarking Database (e.g., Radford/Mercer).

3. Roles & Responsibilities (RACI)

4. Step-by-Step Procedure

Phase I: Initial Draft & Functional Definition

• Define primary mission of the role (The "Why").
• List 5-7 core responsibilities (Action-oriented verbs).
• Define non-negotiable hard skills vs. "nice-to-have" soft skills.
• Assign Leveling/Band using the TR Competency Framework.

Phase II: Market Alignment & Compliance

• Consult salary benchmarking database for local market range.
• Insert "Equal Opportunity Employer" boilerplate and mandatory legal disclosures.
• Screen for biased language (gendered verbs, exclusionary modifiers).
• Verify FLSA classification (Exempt vs. Non-Exempt).

Phase III: Review & Institutional Sign-off

• Submit draft to HRBP via internal ticketing system.
• Obtain Hiring Manager sign-off on technical accuracy.
• Route for Legal/Compliance approval on disclosure text.
• Upload final version to the ATS (Applicant Tracking System).

5. Quality Assurance & Pro-Tips

Best Practices

• The 80/20 Rule: 80% of the JD should describe stable, recurring tasks; 20% should allow for growth/special projects.
• Outcome over Task: Focus on results delivered rather than just tasks performed.
• Metric Thresholds: All JDs must contain at least one measurable KPI/success metric for the first 90 days.

Common Pitfalls

• "Kitchen Sink" Syndrome: Including every conceivable task leads to candidate dilution. Cap responsibilities at 7 key areas.
• Jargon Saturation: If a candidate outside the immediate niche cannot understand the requirements, the JD is too opaque.

6. Frequently Asked Questions (FAQ)

Q: How do we handle roles that evolve mid-search? A: If significant changes occur (e.g., changing a core requirement), the JD must be withdrawn from the ATS, updated, and re-approved by the Hiring Manager and HRBP.

Q: What is the mandatory expiration date for a JD? A: All JDs are considered "stale" after 6 months. Any active requisition must be audited against the current organizational needs every 180 days.

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