--- title: Seven Reasons Up-to-Date Job Descriptions Are a Must description: Up-to-date job descriptions provide a range of benefits for employers from recruiting and determining salary to ensuring compliance with various laws. image: https://blog.axcethr.com/hubfs/blog%20image%20up%20to%20date%20job%20descriptions.png --- - [Client Portal](https://www.axcethr.com/client-services/) - [Employee Login](https://www.axcethr.com/client-services/) [![AxcetHR Solutions Blog](https://blog.axcethr.com/hubfs/AxcetHR2021%20Blog/axcethr_logo_white%20(1).png)](https://www.axcethr.com/) - [About Us](https://www.axcethr.com/about-us/) - [Corporate Philantropy](https://www.axcethr.com/about-us/corporate-philanthropy/) - [Meet the Team](https://www.axcethr.com/about-us/meet-the-team/) - [Values and Culture](https://www.axcethr.com/about-us/values-and-culture/) - [Kansas PEO](https://www.axcethr.com/about-us/kansas-peo/) - [Missouri PEO](https://www.axcethr.com/about-us/missouri-peo/) - [Careers](https://axcethrsolutions.prismhr-hire.com/) - 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[Human Resources](https://blog.axcethr.com/topic/human-resources) - [Payroll Administration](https://blog.axcethr.com/topic/payroll-administration) - [Employee Safety & Risk Management](https://blog.axcethr.com/topic/employee-safety-risk-management) - [Employee Benefits](https://blog.axcethr.com/topic/employee-benefits) - [All about COVID-19 in the Workplace](https://blog.axcethr.com/topic/covid19) - [Kansas & Missouri HR News](https://blog.axcethr.com/topic/kansas-and-missouri-hr-news) - [Kansas City Interest News](https://blog.axcethr.com/topic/kansas-city-interest-news) - [PEO/HRO](https://blog.axcethr.com/topic/peo) - Choose Topic: - [Human Resources](https://blog.axcethr.com/topic/human-resources) - Payroll Administrations - [Employee Safety & Risk Management](https://blog.axcethr.com/topic/employee-safety-risk-management) - [Employee Benefits](https://blog.axcethr.com/topic/employee-benefits) - [PEO](https://blog.axcethr.com/topic/peo) # Seven Reasons Up-to-Date Job Descriptions Are a Must By [Jeanette Coleman, SPHR & SHRM-SCP](https://blog.axcethr.com/author/jeanette-coleman) on [Nov 07, 2019](https://blog.axcethr.com/seven-reason-up-to-date-job-descriptions-are-a-must) 5 min read [0 comment(s)](https://blog.axcethr.com/seven-reason-up-to-date-job-descriptions-are-a-must#comments-listing) Share this: - - - - [whatsapp://send?text=https://blog.axcethr.com/seven-reason-up-to-date-job-descriptions-are-a-must](whatsapp://send?text=https://blog.axcethr.com/seven-reason-up-to-date-job-descriptions-are-a-must) - [mailto:?subject=Seven%20Reasons%20Up-to-Date%20Job%20Descriptions%20Are%20a%20Must&body=https://blog.axcethr.com/seven-reason-up-to-date-job-descriptions-are-a-must](mailto:?subject=Seven%20Reasons%20Up-to-Date%20Job%20Descriptions%20Are%20a%20Must&body=https://blog.axcethr.com/seven-reason-up-to-date-job-descriptions-are-a-must) ![blog image up to date job descriptions](https://blog.axcethr.com/hs-fs/hubfs/blog%20image%20up%20to%20date%20job%20descriptions.webp?width=840&name=blog%20image%20up%20to%20date%20job%20descriptions.webp) From business owners and management to HR and employees, the degree of people who depend on accurate, up-to-date job descriptions spans across your entire organization. Up-to-date job descriptions aid in determining appropriate compensation for employees, succession planning, recruiting the right employees, training and developing talent, ensuring effective performance management and safeguarding compliance. At the employee level, job descriptions help team members understand what is expected of them and help ensure they are on the right track. An effective job description is a written statement based on the findings of a job analysis and identifies the tasks, duties, and responsibilities expected to be performed, as well as competencies required for an employee to be successful in a particular role within your organization. Creating accurate job descriptions isn’t a once and done task at your business. In fact, when done right, job descriptions should be living documents that shift and change as frequently as your organization does. At the minimum, job descriptions should be updated once each year, but for businesses growing and evolving, updates may need to be made more frequently. [![Axcet HR Solutions HR Consultant discuss quiet retaliation in the workplace](https://no-cache.hubspot.com/cta/default/2652187/interactive-217838560512.png)](https://blog.axcethr.com/hs/cta/wi/redirect?encryptedPayload=AVxigLKP1MzaXcQiDeNVNVmlHLlkxFxyVkG91JTyJ2VL7MN4ssLBH4e22cuBEfgJbg3IpRGjUhJxKhMjqjZn0YrZncKaAl%2F6QEnT6Ipz966XdQ7fde2JrxDTPbZc38OeNXiTB1gFJZ2lkmmEChtwQmrH%2BTm02b59FbpOvM0rXg6Dx0b4PTd6XhVCXQf6XZTYeg%3D%3D&webInteractiveContentId=217838560512&portalId=2652187) While there aren’t any state or federal laws requiring businesses to maintain up-to-date job descriptions, they are a useful business tool when it comes to compliance with the Fair Labor Standards Act, the Americans with Disabilities Act and to establish minimum job qualifications to help protect from discrimination claims during the hiring process. Here are seven reasons every organization should have up-to-date job descriptions: ## 1. Recruiting If you’re relying on inaccurate job descriptions to recruit employees, you may find it hard to find the right talent or may even be hiring the wrong people for the job. Effective job descriptions identify the set of skills and abilities required to perform the job, along with any environmental pressures relevant to the position (i.e., outdoor work, heavy lifting, operating machinery). When the requirements are thoroughly laid out, it helps prevent the wrong candidates from applying in the first place—making it easier to implement a [consistent, effective interview process](https://blog.axcethr.com/interview-process) that leads to better hiring decisions. ## 2. Determining Salary When considering a fair salary range for a given position, factors such as the candidate’s level of experience and skill set, your business’s location and the job description should all be taken into account. Another advantage of having accurate job descriptions is that they allow you to compare your organization’s salary ranges for positions to the competition. Websites like glassdoor.com allow users to search through their database of similar job descriptions written by other organizations to see what is considered a fair salary for similar roles available at other companies. ## 3. Ensuring Proper Performance Management As your organization grows, duties shift and change. For example, take an employee who has held the same job title for multiple years at your company. It is highly unlikely that the tasks the individual performs today are the same duties from two years ago. Over time, new teams form, new positions are created, different services are offered and new technology is created, all of which all work to change the way jobs are performed. Job descriptions address performance standards, work rules and serve as a valuable communication tool between managers and employees. They help guide the employee in his career while employed at your business and aid management in properly evaluating employee performance. ## 4. Succession Planning A large part of succession planning is strategically hiring and training to fill talent gaps. But before companies can begin to think about succession planning, they need to fully understand the jobs at their organization. Accurate job descriptions, therefore, form the foundation for successful succession planning. RELATED: [Business Succession Planning; Why It Should Be Your Top Priority >>](https://blog.axcethr.com/business-succession-planning-why-it-should-be-your-top-priority) ## 5. Determining ADA Reasonable Accommodations **A thorough job description details what the employer considers to be the essential job functions. In order to be qualified for the position, the applicant must be able to perform those essential job functions.** **Under Title I of the Americans with Disabilities Act (ADA), employers may be asked to make reasonable accommodations (modifications or adjustments) to the job, the work environment or the way things are usually done during the hiring process to enable an individual with a disability to have an equal opportunity to not only get the job but also to successfully perform their job duties.** **Up-to-date job descriptions serve as a starting point for the essential duties and reasonable accommodations conversation. ** ## 6. Describing Legitimate Minimum Qualifications Certain qualifications, such as a commercial driver’s license, a particular academic degree or a negative drug test, required to start the job should be clearly stated upfront. That way, if the individual seeking the position doesn’t hold the minimum qualifications, grounds for discrimination claims on behalf of the individual denied the position can be avoided. ## 7. Justifying Exemption Status In order for a job description to serve as a valuable tool when determining exemption status under applicable wage and hours laws, it must accurately reflect job duties relevant to determining exemption status. For example, [according to SHRM](https://www.shrm.org/ResourcesAndTools/hr-topics/talent-acquisition/Pages/Why-You-Should-Have-Job-Descriptions.aspx), “ ... if you claim a person is exempt from minimum wage, timekeeping and overtime requirements under the “executive” exemption to the Fair Labor Standards Act (FLSA), the job description must state which department the employee manages and that the individual regularly supervises at least two or more full-time equivalent employees every week.” Additionally, all other managerial duties should also be included in the job description. RELATED: [Job Titles Alone Don't Determine Who's Exempt from Overtime Pay >>](https://blog.axcethr.com/job-titles-alone-dont-determine-whos-exempt-from-overtime-pay)   ## [![HR compliance services for small businesses from Axcet HR Solutions](https://no-cache.hubspot.com/cta/default/2652187/interactive-189255892628.png)](https://blog.axcethr.com/hs/cta/wi/redirect?encryptedPayload=AVxigLIhux9juPWINPViAHTZFJy8ovTq9VA%2FTL%2B3%2F8sPdVao%2Breh2GshH9Cpy2uEcUrKozGpUl3iO9IdSTRs6r9muVM3mre%2FeGbAT3t5yoTL4BJZxrITteLKyI3bi3E6ugbBGfuoE4PAsG%2FX%2BbDeTRqVEksVa5%2Fr%2Fuzj%2BmldajCdurO6PcOWx%2BKvqTxnoU7o0kiT%2FpEGtGVJ0FydrX7wOEc%2BDSkFjhbbmUDCnZYMHT8Zg%2B6kvPENTL7d%2FP9NOYlTc4Qu98ABu9Ym%2BZXxWRMo7ign%2FyuSOa3kBg%3D%3D&webInteractiveContentId=189255892628&portalId=2652187) ## Expert Support for Every Step of the Hiring Process At Axcet HR Solutions, [our HR consultants are highly experienced](https://www.axcethr.com/services/human-resources/hr-compliance-services/) in the most up-to-date recruiting, hiring and retention strategies. We support businesses by writing compliant job descriptions, utilizing a state-of-the-art applicant tracking system, customizing offer letters, providing interviewing questions and training, onboarding new hires and performing background checks and drug screening. For more information, [contact us here](https://www.axcethr.com/schedule-consultation/). [![New call-to-action](https://no-cache.hubspot.com/cta/default/2652187/9758b087-ec74-438d-a7b6-270ed3cca6da.png)](https://cta-redirect.hubspot.com/cta/redirect/2652187/9758b087-ec74-438d-a7b6-270ed3cca6da) [![Jeanette Coleman, SPHR & SHRM-SCP](https://blog.axcethr.com/hs-fs/hubfs/Jeanette-04.jpg?width=80&height=80&name=Jeanette-04.jpg)](https://blog.axcethr.com/author/jeanette-coleman) Written by #### [Jeanette Coleman, SPHR & SHRM-SCP](https://blog.axcethr.com/author/jeanette-coleman) Jeanette Coleman, SPHR, SHRM-SCP, is the Director of Human Resources at Axcet HR Solutions, where she has contributed her expertise for over 21 years. As a leader in the HR industry, she holds advanced certifications as a Senior Professional in Human Resources (SPHR) and SHRM-Senior Certified Professional (SHRM-SCP). Jeanette oversees HR strategy and operations, ensuring Axcet delivers exceptional HR services that help small and mid-sized businesses stay compliant and grow. With a Master’s degree in Human Resource Management from Keller Graduate School and a Bachelor of Science in Business Administration from Kansas State University, Jeanette is well-equipped to lead and support clients in navigating complex HR challenges. Throughout her 15-year tenure as Director of Human Resources, she has been instrumental in positioning Axcet as the Midwest’s largest and premier Professional Employer Organization (PEO). Her previous roles at Axcet include Director of Employee Benefits and Senior HR Consultant, where she gained extensive experience in HR outsourcing, and employee risk management. Jeanette’s expertise has been recognized through industry and regional publications. She co-authored the article “High-Touch in the Age of High-Tech: How PEOs Can Embrace AI Without Losing Their Humanity” (https://peoinsider.org/articles/high-touch-in-the-age-of-high-tech-how-peos-can-embrace-ai-without-losing-their-humanity/) for PEO Insider (March 2026), alongside Jo McClure, and was featured in Ingram’s Magazine in a Q&A (https://ingrams.com/article/qa-with-jeanette-coleman/) discussing generational change, technology, and workplace culture. These contributions reflect her perspective on balancing innovation with the human side of HR. Jeanette’s leadership reflects her deep commitment to helping businesses thrive through strategic, compliance-driven HR solutions. Through her writing, she shares insights on HR strategy, compliance, and best practices to help employers confidently manage their workforce. Published in: PEO Insider and Ingram's Read more [View all posts →](https://blog.axcethr.com/author/jeanette-coleman) ### Get HR Updates ### Table of Contents ### Related Resources - [services Human Resources](https://www.axcethr.com/services/human-resources/) #### [4 Ways Smaller Businesses Can Make Benefits More Affordable ![nov 8 blog image](https://blog.axcethr.com/hubfs/nov%208%20blog%20image.png)](https://blog.axcethr.com/4-ways-smaller-businesses-can-make-benefits-more-affordable) #### [![Why Counteroffers Fail and What Employers Should Do Instead](https://blog.axcethr.com/hubfs/counteroffers%20blog%20image.png) Why Counteroffers Fail and What Employers Should Do Instead](https://blog.axcethr.com/why-counteroffers-fail-and-what-employers-should-do-instead) ## Let us know what you think... ![AxcetHR Blog](https://blog.axcethr.com/hubfs/AxcetHR2021%20Blog/axcethr_logo_white%20(1).png) - [Why Axcet](https://www.axcethr.com/why-axcet/) - [What We Stand For](https://www.axcethr.com/about-us/what-we-stand-for/) - [Expertise](https://www.axcethr.com/expertise/) - [Employee Benefits](https://www.axcethr.com/services/employee-benefits/) - [Human Resources](https://www.axcethr.com/services/human-resources/) - [Payroll Services](https://www.axcethr.com/services/payroll-and-tax-administration-services/) - [Risk Management](https://www.axcethr.com/services/workers-comp-and-employee-safety-risk-management/) - [Meet the Team](https://www.axcethr.com/about-us/meet-the-team/) - [Subscribe to Latest Resources](https://www.axcethr.com/subscribe-to-the-latest-resources/) - [Resource Library](https://www.axcethr.com/expertise/resource-library/) - [\[ Client Portal \]](https://www.axcethr.com/client-services/) - - - - - Search for: Copyright © 2023 Axcet HR Solutions – Kansas City's PEO Since 1988 | [Privacy Policy](https://www.axcethr.com/privacy-policy/) | [Terms and Conditions](https://www.axcethr.com/terms-conditions/) | [**Join our Team – Careers »**](https://axcethrsolutions.prismhr-hire.com/) 10975 Grandview Drive Suite 200, Corporate Woods Building 27, Overland Park, KS 66210 | Call us: 913-383-2999 *The IRS does not endorse any particular For more information on [certified professional employer organizations](https://www.axcethr.com/why-axcet/certified-peo/), go to [www.irs.gov](https://www.irs.gov).* Remove cookies ![](https://dc.ads.linkedin.com/collect/?pid=43031&fmt=gif) ```json { "@context" : "https://schema.org", "@type" : "BlogPosting", "author" : { "@type" : "Person", "name" : "Jeanette Coleman, SPHR & SHRM-SCP", "url" : "https://blog.axcethr.com/author/jeanette-coleman" }, "dateModified" : "2026-08-11T17:10:29.239Z", "datePublished" : "2019-11-07T13:45:00.000Z", "headline" : "Seven Reasons Up-to-Date Job Descriptions Are a Must", "image" : [ "https://blog.axcethr.com/hubfs/blog%20image%20up%20to%20date%20job%20descriptions.png" ], "mainEntityOfPage" : { "@id" : "https://blog.axcethr.com/seven-reason-up-to-date-job-descriptions-are-a-must", "@type" : "WebPage" }, "publisher" : { "@type" : "Organization", "logo" : { "@type" : "ImageObject", "url" : "https://blog.axcethr.com/hubfs/_logo_axcethr_primary.png" }, "name" : "Axcet HR Solutions" } } ``` ```json { "@context" : "https://schema.org", "@id" : "https://www.axcethr.com/#organization", "@type" : "Organization", "address" : { "@type" : "PostalAddress", "addressCountry" : "US", "addressLocality" : "Kansas City", "addressRegion" : "MO" }, "aggregateRating" : { "@type" : "AggregateRating", "bestRating" : "5", "ratingValue" : "5", "reviewCount" : "100" }, "areaServed" : { "@type" : "Country", "name" : "United States" }, "award" : [ "IRS Certified Professional Employer Organization (CPEO)", "Award-Winning HR Solutions Provider", "SHRM Certified HR Professionals", "HRCI Certified HR Professionals" ], "contactPoint" : { "@type" : "ContactPoint", "areaServed" : "US", "availableLanguage" : "English", "contactType" : "Customer Service" }, "description" : "Award-winning Professional Employer Organization (PEO) providing comprehensive HR solutions, payroll services, employee benefits, and risk management to small and mid-sized businesses. 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Up-to-date job descriptions aid in determining appropriate compensation for employees, succession planning, recruiting the right employees, training and developing talent, ensuring effective performance management and safeguarding compliance. At the employee level, job descriptions help team members understand what is expected of them and help ensure they are on the right track. An effective job description is a written statement based on the findings of a job analysis and identifies the tasks, duties, and responsibilities expected to be performed, as well as competencies required for an employee to be successful in a particular role within your organization. Creating accurate job descriptions isn’t a once and done task at your business. In fact, when done right, job descriptions should be living documents that shift and change as frequently as your organization does. At the minimum, job descriptions should be updated once each year, but for businesses growing and evolving, updates may need to be made more frequently. While there aren’t any state or federal laws requiring businesses to maintain up-to-date job descriptions, they are a useful business tool when it comes to compliance with the Fair Labor Standards Act, the Americans with Disabilities Act and to establish minimum job qualifications to help protect from discrimination claims during the hiring process. Here are seven reasons every organization should have up-to-date job descriptions: 1. Recruiting If you’re relying on inaccurate job descriptions to recruit employees, you may find it hard to find the right talent or may even be hiring the wrong people for the job. Effective job descriptions identify the set of skills and abilities required to perform the job, along with any environmental pressures relevant to the position (i.e., outdoor work, heavy lifting, operating machinery). When the requirements are thoroughly laid out, it helps prevent the wrong candidates from applying in the first place—making it easier to implement a consistent, effective interview process that leads to better hiring decisions. 2. Determining Salary When considering a fair salary range for a given position, factors such as the candidate’s level of experience and skill set, your business’s location and the job description should all be taken into account. Another advantage of having accurate job descriptions is that they allow you to compare your organization’s salary ranges for positions to the competition. Websites like glassdoor.com allow users to search through their database of similar job descriptions written by other organizations to see what is considered a fair salary for similar roles available at other companies. 3. Ensuring Proper Performance Management As your organization grows, duties shift and change. For example, take an employee who has held the same job title for multiple years at your company. It is highly unlikely that the tasks the individual performs today are the same duties from two years ago. Over time, new teams form, new positions are created, different services are offered and new technology is created, all of which all work to change the way jobs are performed. Job descriptions address performance standards, work rules and serve as a valuable communication tool between managers and employees. They help guide the employee in his career while employed at your business and aid management in properly evaluating employee performance. 4. Succession Planning A large part of succession planning is strategically hiring and training to fill talent gaps. But before companies can begin to think about succession planning, they need to fully understand the jobs at their organization. Accurate job descriptions, therefore, form the foundation for successful succession planning. RELATED: Business Succession Planning; Why It Should Be Your Top Priority >> 5. Determining ADA Reasonable Accommodations A thorough job description details what the employer considers to be the essential job functions. In order to be qualified for the position, the applicant must be able to perform those essential job functions. Under Title I of the Americans with Disabilities Act (ADA), employers may be asked to make reasonable accommodations (modifications or adjustments) to the job, the work environment or the way things are usually done during the hiring process to enable an individual with a disability to have an equal opportunity to not only get the job but also to successfully perform their job duties. Up-to-date job descriptions serve as a starting point for the essential duties and reasonable accommodations conversation. 6. Describing Legitimate Minimum Qualifications Certain qualifications, such as a commercial driver’s license, a particular academic degree or a negative drug test, required to start the job should be clearly stated upfront. That way, if the individual seeking the position doesn’t hold the minimum qualifications, grounds for discrimination claims on behalf of the individual denied the position can be avoided. 7. Justifying Exemption Status In order for a job description to serve as a valuable tool when determining exemption status under applicable wage and hours laws, it must accurately reflect job duties relevant to determining exemption status. For example, according to SHRM, “ ... if you claim a person is exempt from minimum wage, timekeeping and overtime requirements under the “executive” exemption to the Fair Labor Standards Act (FLSA), the job description must state which department the employee manages and that the individual regularly supervises at least two or more full-time equivalent employees every week.” Additionally, all other managerial duties should also be included in the job description. RELATED: Job Titles Alone Don't Determine Who's Exempt from Overtime Pay >> Expert Support for Every Step of the Hiring Process At Axcet HR Solutions, our HR consultants are highly experienced in the most up-to-date recruiting, hiring and retention strategies. We support businesses by writing compliant job descriptions, utilizing a state-of-the-art applicant tracking system, customizing offer letters, providing interviewing questions and training, onboarding new hires and performing background checks and drug screening. For more information, contact us here.", "author" : { "@id" : "https://blog.axcethr.com/author/jeanette-coleman#author", "@type" : "Person", "name" : "Jeanette Coleman, SPHR & SHRM-SCP", "url" : "https://blog.axcethr.com/author/jeanette-coleman" }, "dateCreated" : "2019-11-07", "dateModified" : "2026-08-11", "datePublished" : "2019-11-07", "description" : "From business owners and management to HR and employees, the degree of people who depend on accurate, up-to-date job descriptions spans across your entire organization. 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