Sample Job Description Templates Standards

Sample_Documents

DISCLAIMER: This is a sample template provided for informational purposes only. It does not constitute legal, tax, or financial advice. Organizations should consult their own legal and tax advisors and tailor this document to reflect their specific business needs, geographies, and applicable laws.

Document Header

Field	Value
Title	Job Description Templates & Standards
Document Type	Job Description Templates & Standards
Category	Base Compensation
Company	<Company Name>
Version	<Version Number> (e.g., v1.0)
Effective Date	<Effective Date> (e.g., <Date>)
Last Review Date	<Last Review Date>
Next Scheduled Review	<Date> (e.g., 12 months from Effective Date)
Document Owner	<Title of Owner> (e.g., Director, Total Rewards)
Document Approver(s)	<Senior HR Leader>; <Legal Counsel>; <Regional HR Leader>
Applies To	Global, unless otherwise specified in Regional Adaptations
Related Documents	Job Architecture & Levels Policy; Compensation Philosophy; Title Governance Standards; Pay Transparency Guidelines; Job Evaluation Methodology
System of Record	<HRIS Name> administered by <Company Name> HRIS team

Purpose and Objectives

• Define standard templates, content requirements, and quality criteria for job descriptions at <Company Name>
• Ensure compliance with applicable laws in <Country>, <Country>, and other operating geographies
• Promote internal equity, market competitiveness, and consistent job leveling across the enterprise
• Enable effective recruiting, performance alignment, workforce planning, and total rewards decisions
• Provide clear guidance for HR, managers, and approvers on creation, maintenance, and governance

Objectives

• Establish a single, authoritative template for job descriptions that scales across job families and regions
• Clarify roles and responsibilities for content authorship, review, and approval
• Integrate job descriptions into job architecture, job evaluation, pay grade mapping, and HR systems
• Provide writing standards and validation rules for accuracy, inclusivity, and accessibility
• Define review cycles, change control, and record retention requirements

Scope and Applicability

In Scope

• All regular full-time and part-time positions at <Company Name> across corporate, operations, technology, sales, and support functions
• Temporary roles expected to exceed <Number> months
• Global coverage with regional adaptations as described herein
• Job architecture alignment, job evaluation inputs, and pay grade mapping

Out of Scope

• Contingent worker statements of work managed through <Vendor Name>
• Individual performance goals, KPIs, or personal development plans
• Offer letters and employment contracts (see <Legal Policy Name>)

Applicability

• Applies to new jobs created on or after <Effective Date> and legacy jobs during the subsequent refresh cycle
• Where local law conflicts with this standard, local law prevails; use the Regional Adaptations section to configure required variations

Governance and Guiding Principles

• Single Source of Truth: The job description in <HRIS Name> is the authoritative record
• Market Informed, Internally Aligned: Reflect external benchmarks while maintaining internal equity
• Clarity and Brevity: Use plain language, action verbs, and concise statements
• Inclusivity: Use neutral, bias-aware language and accessible format
• Compliance: Conform with classification rules, pay transparency, and accommodations obligations
• Lifecycle Discipline: Create, approve, publish, and review on defined cadences with auditability

Roles and Responsibilities

• Total Rewards (TR)
  • Owns templates, standards, and governance
  • Conducts job evaluation and assigns pay grade within <Number> business days
  • Ensures compliance with classification, regional pay transparency, and internal equity
• HR Business Partners (HRBPs)
  • Advise managers on content quality, leveling, and organizational alignment
  • Facilitate stakeholder reviews and regional input
• Hiring Managers
  • Draft job content aligned to template
  • Provide accurate responsibility weighting and minimum qualifications
  • Maintain job descriptions as duties evolve
• Talent Acquisition (TA)
  • Adapts job descriptions to recruitment postings per Employer Brand and local laws
  • Ensures posted content reflects essential functions and qualifications
• Legal
  • Reviews specific content for compliance when laws change or on exception basis
• HRIS
  • Maintains fields, workflows, and integrations to downstream systems (e.g., ATS)
• DEI and Accessibility
  • Reviews language for inclusion and accessibility standards during scheduled audits
• Finance
  • Provides budget oversight for headcount and approves jobs with budget responsibility implications

Job Architecture Framework

Career Streams and Levels

Career Stream	Typical Levels	Level Codes	General Description
Individual Contributor (IC)	IC1, IC2, IC3, IC4, IC5	<IC1-IC5>	Increasing scope, autonomy, and impact; no direct people management
People Manager (M)	M1, M2, M3	<M1-M3>	Direct management accountability and people leadership
Executive (E)	E1, E2	<E1-E2>	Enterprise leadership with strategic impact
Sales (S)	S1, S2, S3	<S1-S3>	Revenue-generating roles with variable pay components

Mapping to Pay Grades

• Each level maps to a pay grade in the Global Salary Structure with midpoint progressions of approximately <Percentage> to <Percentage>
• Job evaluation points or market pricing determine placement into grade <Grade Range>
• TR validates internal equity across jobs within ±<Percentage> of midpoint when mapping

Job Description Template Structure

Required Fields and Standards

Section	Field	Required/Optional	Ownership	Guidance / Standard
Job Identification	Job Title	Required	Hiring Manager with HRBP	Use market-aligned, level-appropriate titles per Title Governance; avoid internal codes in public title
Job Identification	Job Code	Required	HRIS	Unique alphanumeric code: <Prefix>-<Family Code>-<Level>-<Sequence>
Job Identification	Job Family / Subfamily	Required	TR	Align to Job Architecture taxonomy
Job Identification	Career Stream / Level	Required	TR	IC/M/E/S and level (e.g., IC3)
Job Identification	Department / Cost Center	Required	Hiring Manager	Select from <ERP/Finance System> list
Job Identification	Location / Country	Required	Hiring Manager	City, State/Province, <Country>; indicate remote/hybrid/on-site
Classification	Exemption / Overtime Status	Required where applicable	TR with Legal	E.g., FLSA Exempt/Non-Exempt (US), Working Time Rules (EU), <Country-specific>
Reporting	Reports To (Title)	Required	Hiring Manager	Title of direct manager
Job Summary	Position Summary	Required	Hiring Manager with HRBP	2–4 concise sentences describing purpose and impact
Essential Functions	Key Responsibilities	Required	Hiring Manager	5–8 bullets, action verbs, each with percent time allocation; totals to 100%
Qualifications	Minimum Qualifications	Required	Hiring Manager	Education, licenses, certifications, and minimum experience
Qualifications	Preferred Qualifications	Optional	Hiring Manager	Desired but non-mandatory credentials or experiences
Skills	Knowledge, Skills, and Abilities (KSAs)	Required	Hiring Manager	6–10 bullets covering technical, professional, and behavioral skills
Scope and Impact	Decision-Making and Impact	Required	Hiring Manager with TR	Describe autonomy, complexity, and impact on results
Scope and Impact	Budget / Financial Responsibility	Optional	Hiring Manager with Finance	Dollar ranges and type (Opex, Capex)
Scope and Impact	Supervisory Responsibility	Optional	Hiring Manager	Number and level of direct/indirect reports
Work Conditions	Physical Demands and Work Environment	Required	Hiring Manager	Essential physical requirements and conditions; include accommodations statement
Travel	Travel Requirements	Optional	Hiring Manager	Expected travel <Percentage> by period; domestic/international
Language	Language Requirements	Optional	Hiring Manager	Specify required languages and proficiency levels
Legal Statements	EEO, Pay Transparency, At-Will, Accommodations	Required	TR with Legal	Standard corporate statements per region
Rewards Linkage	Pay Grade / Range	Required	TR	Grade <Number>; range reference in compensation system; do not publish confidential ranges externally
Evaluation	Job Evaluation Method/Input	Required	TR	Market pricing source or point-factor summary recorded for audit
Metadata	Effective Date	Required	TR	When this job description becomes active
Metadata	Version and Change Log Link	Required	TR	Version ID and link to Change Log entry

Writing Standards and Style Guide

• Use present tense, active voice, and action-oriented verbs (e.g., designs, analyzes, leads)
• Limit Key Responsibilities to 5–8 bullets, 10–20 words each, with percent time allocation totaling 100%
• Focus on essential functions, not how a specific person performs the job
• Avoid internal jargon, acronyms, or proprietary names unless necessary; define terms when used
• Use inclusive, neutral language; avoid gendered terms and unnecessary physical ability descriptors
• State credentials as minimum or preferred; do not combine them ambiguously
• Do not include compensation figures in job descriptions; link to grade only
• For global use, avoid region-specific legal jargon; place regional legal text in designated regional fields
• Use consistent capitalization for section headers and titles per <Style Guide Name>

Responsibility Weighting Example

Responsibility Statement	Percent of Time	Validation Notes
Lead month-end close activities including reconciliations and variance analysis across <Region> entities	30%	Essential; measurable; cross-functional
Design and maintain <System/Process> dashboards to monitor KPIs and SLAs	25%	Supports business outcomes; data-driven
Partner with <Department> to develop annual budget and quarterly forecasts	20%	Collaboration and influence
Improve process efficiency through Lean techniques and automation	15%	Continuous improvement
Provide guidance to junior team members and review deliverables	10%	Non-people-manager leadership
Total	100%	Must equal 100%

Compliance and Legal Considerations

• Classification and Exemption
  • US: FLSA Exempt/Non-Exempt determinations documented by TR and Legal
  • EU: Working time, overtime eligibility, and professional categories per <Country> statute
  • APAC/LatAm: Apply <Country> role classification rules; document rationale
• Reasonable Accommodation
  • Include accommodations statement: <Company Name> provides reasonable accommodations in accordance with applicable laws
• Equal Employment Opportunity
  • Include EEO statement tailored to <Country> and global standards
• Pay Transparency and Posting Requirements
  • Where required (e.g., <Country/State>), TA inserts location-specific pay range and benefits language in postings; core job description remains range-free
• Data Privacy
  • Store and process job data per <Company Name> privacy policy and <Country> data protection laws
• Contractual Nature
  • Clarify that job descriptions do not create a contract; at-will employment applies where legally permitted

Job Evaluation and Pay Grade Mapping

• Evaluation Method
  • Primary: Market pricing using <Survey Vendor Names> matched to <Benchmark Job Codes>
  • Secondary: Point-factor evaluation using factors such as Knowledge, Problem Solving, Impact, Communication, and Working Conditions
• Decision Rules
  • If strong market match (≥<Percentage> job content alignment), use market pricing; otherwise use point-factor
  • Internal equity check: ensure jobs of similar scope align within ±<Percentage> of midpoint
• Documentation
  • Record evaluation source, survey cuts (e.g., <Industry>, <Revenue Band>, <Geography>), and composite market rate
  • Maintain audit trail in <HRIS Name> attachment or link
• Example Mapping

Level	Evaluation Points (Illustrative)	Pay Grade	Midpoint Progression
IC2	120–180	<G5>	<Percentage> midpoint progression from G4
IC3	181–260	<G6>	<Percentage> midpoint progression from G5
M1	261–340	<G7>	<Percentage> midpoint progression from G6
M2	341–430	<G8>	<Percentage> midpoint progression from G7

Approval Workflow and Version Control

Standard Workflow for New or Updated Job Descriptions

1. Hiring Manager drafts using the standard template and submits in <HRIS Name>
2. HRBP reviews content for clarity, scope, and alignment to organization design
3. TR evaluates job, assigns career level and pay grade, and validates internal equity
4. Legal reviews only if new legal language or high-risk roles are involved
5. DEI/Accessibility reviews language during quarterly audits or for high-volume roles
6. Approver(s) provide final approval in <HRIS Name> and the job is published as Active
7. TA adapts content for external posting as needed per local regulations

Turnaround Standards

• Draft to HRBP review: <Number> business days
• TR evaluation: <Number> business days from HRBP handoff
• Final approval: within <Number> business days of TR assignment

Versioning and Change Log

• Each job description carries a version number and Effective Date
• Substantive changes (e.g., level, grade, essential functions, classification) require full re-approval
• Minor edits (e.g., spelling, non-substantive clarifications) may be fast-tracked by TR

Version	Date	Change Type	Summary of Changes	Author	Approver
v1.0	<Date>	New	Initial release	<Name>	<Name>
v1.1	<Date>	Minor	Clarified travel requirement	<Name>	<Name>

Implementation Guidelines

Phased Rollout

• Phase 1: New roles created after <Effective Date>
• Phase 2: High-volume roles refreshed within <Number> months
• Phase 3: Remaining legacy roles completed within <Number> months
• Pilot with <Business Unit> to refine templates and workflow

HRIS and ATS Configuration

• Configure required fields as mandatory in <HRIS Name>; enforce validations (e.g., responsibilities total 100%)
• Create integrations with <ATS Name> to map fields to external postings, excluding confidential fields
• Store attachments (e.g., evaluation worksheets) under the job record with access controls

Naming and Coding Standards

• Job Title: Market-facing title, no internal codes; maximum <Number> characters
• Internal Title (if used): Structured as <Family> <Level> (e.g., Engineer III)
• Job Code Pattern: <Prefix>-<Family Code>-<Level>-<Sequence> (e.g., US-ENG-IC3-0123)

Translation and Localization

• Translate public-facing text for <Countries/Languages> using <Translation Vendor Name>
• Keep a master English version as the legal reference unless prohibited by <Country> law
• Maintain field-level regional overrides in <HRIS Name>

Quality Assurance and Audits

• Quarterly sample-based audits by TR to verify compliance with standards
• Annual equity review links job content to pay outcomes and progression rates

Review and Maintenance

• Standard review cadence: every <Number> months or upon one of the following triggers:
  • Organization restructure impacting responsibilities or reporting
  • Introduction of new technology materially changing essential functions
  • Market movement or evaluation updates resulting in grade changes
  • Legal or regulatory changes in <Country> requiring template updates
• Managers are accountable for initiating updates when the job changes by ≥<Percentage> of duties
• Sunset jobs inactive for <Number> months; archive per records retention policy

Regional Adaptations

United States

• Include FLSA status and state-specific pay transparency posting text when applicable
• Include at-will employment disclaimer where lawful

European Union

• Reference working time directives and local collective agreements where relevant
• Include language on fixed-term vs. indefinite contracts per <Country>

Canada

• Province-specific pay disclosure requirements and French translation for Quebec when required

APAC and LatAm

• Include regionally required statements on probation, benefits entitlements, or classification schemes
• Translate mandatory legal text per <Country> standard

Sample Job Description Templates

Template A: Individual Contributor (IC)

Job Identification

• Job Title: <Job Title>
• Job Code: <Code>
• Job Family / Subfamily: <Family> / <Subfamily>
• Career Stream / Level: IC<Level>
• Department / Cost Center: <Department> / <Cost Center>
• Location: <City>, <State/Province>, <Country> (Remote/Hybrid/On-site)
• Reports To: <Manager Title>
• Exemption / Overtime Status: <Status> (e.g., Exempt)

Position Summary

• <2–4 sentences that describe the role’s purpose, scope, and value to <Company Name>>

Key Responsibilities (with Percent Time)

• Leads <function/process> to deliver <outcome> across <scope> <Percentage>%
• Analyzes <data/system> and recommends improvements to <process> <Percentage>%
• Collaborates with <teams/customers> to implement <initiative> <Percentage>%
• Develops documentation and training materials for <audience> <Percentage>%
• Ensures compliance with <policy/regulation> in <activity> <Percentage>%
• Total must equal 100%

Minimum Qualifications

• Bachelor’s degree in <Field> or equivalent experience
• <Number> years of experience in <Discipline>
• Proficiency in <Systems/Tools>

Preferred Qualifications

• Advanced degree or certification in <Field> (e.g., <Certification>)
• Experience in <Industry/Domain>

Knowledge, Skills, and Abilities (KSAs)

• Technical: <Technology/Methodology>
• Analytical: <Analysis Techniques>
• Communication: <Written/Verbal>
• Collaboration: <Cross-functional teamwork>

Decision-Making and Impact

• Works independently on moderately complex tasks; decisions impact <Team/Function>

Supervisory Responsibility

• None

Budget / Financial Responsibility

• Influences spend up to <Amount>; no direct budget ownership

Physical Demands and Work Environment

• Ability to <requirements>; reasonable accommodations available

Travel

• Up to <Percentage>% travel, <Domestic/International>

Pay Grade / Range Reference

• Grade <Number> per Global Salary Structure

Legal Statements

• <EEO Statement>
• <Accommodations Statement>
• <At-Will Disclaimer or Local Equivalent>

Template B: People Manager (M)

Additional Manager-Specific Sections

• Supervisory Responsibility: Direct reports <Number>; indirect reports <Number>
• Talent Management: Hires, develops, and manages performance per <Company Name> guidelines
• Budget Accountability: Owns budget of <Amount>; ensures fiscal discipline

Key Responsibilities (with Percent Time)

• Shapes team strategy aligned to <Business Unit> objectives <Percentage>%
• Manages team performance, engagement, and development <Percentage>%
• Oversees delivery of <Programs/Services> with quality and timeliness <Percentage>%
• Partners with cross-functional leaders to drive <Initiative> <Percentage>%
• Ensures compliance, risk management, and audit readiness <Percentage>%

Template C: Sales (S)

Additional Sales-Specific Sections

• Territory/Segment: <Territory/Segment>
• Quota Type and Period: <Amount> per <Period>
• Sales Credit Rules Reference: <Plan Document Link/Name>

Key Responsibilities (with Percent Time)

• Prospects and qualifies opportunities in <Territory> <Percentage>%
• Manages pipeline to achieve <Quota/Targets> <Percentage>%
• Negotiates terms within <Authority Levels> and closes deals <Percentage>%
• Coordinates with pre/post-sales teams to ensure customer success <Percentage>%

Validation Rules and Quality Checks

• Required fields completed with no placeholders remaining prior to approval
• Key Responsibilities total 100% with no single responsibility below 5% unless justified
• Titles align to Title Governance; avoid inflated language (e.g., Lead, Principal) without TR approval
• Minimum qualifications reflect the essential floor; preferred qualifications are truly optional
• Classification rationale documented for roles in ambiguous categories
• Regional legal text reviewed by Legal or authorized regional HR
• Accessibility check completed: plain language, readable lengths, and accommodations statement included

Metrics and Reporting

• Coverage: <Percentage>% of active jobs have a current, approved job description
• Freshness: <Percentage>% of job descriptions reviewed within the last <Number> months
• Equity linkage: <Percentage>% of jobs pass internal equity checks post-update
• Turnaround time: Median days from draft to approval by function and region
• Audit findings: Number and severity of defects per quarter with corrective actions

Records Management

• Store finalized job descriptions in <HRIS Name> with version history
• Retain prior versions for <Number> years or as required by <Country> law
• Archive inactive job descriptions after <Number> months of inactivity

Review and Approval Process

Stage Gates

1. Draft complete and validated by Hiring Manager
2. HRBP review complete; feedback resolved
3. TR evaluation and grade assignment completed
4. Legal review (conditional)
5. Final approval by designated approver(s)
6. Publication in <HRIS Name> and notification to TA

Escalation Path

• HRBP to TR Lead for evaluation disputes
• TR Lead to <Head of Total Rewards> for grade/level escalations
• Legal for compliance disputes
• HRLT for cross-functional alignment issues

Examples and Good Practices

• Clear Summary Example: Designs and operates data pipelines that deliver timely insights for <Business Unit>, improving decision quality and operational efficiency
• Responsibility Bullets
  • Instead of: Helps with reporting say Builds and automates monthly reporting in <Tool>, improving refresh time by <Percentage>%
  • Avoid personal traits; focus on job tasks and outcomes
• Qualification Clarity
  • Minimum: Bachelor’s in <Field> or equivalent experience; <Number>+ years in <Discipline>
  • Preferred: Master’s in <Field>; <Certification>
• Bias Avoidance
  • Avoid words like young, digital native, able-bodied; focus on job-relevant requirements
• Accessibility
  • Use 12–14 point equivalent font in exported formats and clear headings for screen readers

Frequently Asked Questions (For HR and TR)

• How many responsibilities should a job have?
  • Aim for 5–8 responsibilities totaling 100% of time
• Can I list pay ranges?
  • Do not include in job descriptions; TA adds ranges in postings where required
• What triggers a re-evaluation?
  • Significant changes to scope, decision rights, complexity, or market value
• How do I handle hybrid or remote?
  • Specify arrangement and eligibility per <Remote Work Policy Name>

Glossary

• ATS: Applicant Tracking System used for recruiting
• Career Stream: Groupings such as IC, Manager, Executive that define progression types
• Essential Functions: Core duties the job exists to perform; used for accommodations assessments
• Exempt/Non-Exempt: Classification under overtime laws (e.g., US FLSA)
• Job Architecture: Structured framework of families, levels, and progression
• Job Evaluation: Method to assess job size and value for pay alignment
• KSA: Knowledge, Skills, and Abilities required to perform the job
• Pay Grade: A level in the salary structure with defined minimum, midpoint, and maximum
• Point-Factor: Evaluation approach scoring jobs across consistent factors
• Title Governance: Rules for assigning and maintaining job titles consistently
• Total Rewards: Compensation, benefits, and recognition components
• Work Conditions: Physical and environmental conditions under which the job is performed

Communication to Employees and Managers

This message explains how job descriptions work at <Company Name>, what you can expect to see, and how you can request updates. Our goal is to make job information clear, consistent, and useful for employees, managers, and candidates.

What a job description is: It summarizes the purpose of a role, the most important responsibilities, and the qualifications needed to perform the job. It is written in plain language and focuses on the job, not the individual currently in the role. Job descriptions help guide recruiting, onboarding, career development, and compensation decisions.

What a job description is not: It is not a list of personal performance goals, and it is not an employment contract. Where applicable by law, employment at <Company Name> is at will, which means either you or <Company Name> can end the employment relationship at any time for any lawful reason. Performance goals, priorities, and projects change over time; those changes are managed through our performance process, not by rewriting the job description for every shift in work.

What you will see in your job description: A short summary describing the role, 5–8 key responsibilities with approximate time allocations that add up to 100%, minimum and preferred qualifications, and the skills that support success in the role. For some roles there may also be information about travel expectations, work location (on-site, hybrid, or remote), and any physical requirements. We also include standard statements about equal employment opportunity and reasonable accommodations.

How job descriptions support fairness: We maintain a consistent structure and writing standards across the company. Roles are evaluated using market data and internal comparisons to align jobs of similar size and scope. This helps keep compensation decisions fair and consistent. The pay grade associated with a job is set by our Total Rewards team, and country or state-specific pay range disclosures appear in job postings when required by law.

How updates happen: Managers are responsible for reviewing job descriptions with their HR Business Partner on a regular basis and when there are substantial changes in the work. If you believe your job description no longer reflects the essential functions of your role, speak with your manager. Managers can request updates through <HRIS Name> by starting a “Job Description Update” and providing a draft and a summary of changes. Total Rewards reviews updates to confirm job evaluation and pay grade alignment before approval.

Accessibility and accommodations: <Company Name> provides reasonable accommodations to qualified individuals with disabilities as required by law. If you need assistance to perform the essential functions of your job, contact <Accessibility/Accommodations Contact> at <Email/Phone>.

Where to find your job description: The current, approved version is stored in <HRIS Name> under your job record. If you cannot find it, contact <HR Help Desk> at <Email/Portal>.

Questions and support: For questions about your job description, talk with your manager or HR Business Partner. For questions about compensation and job levels, contact the Total Rewards team at <Email>. For legal or policy questions, contact <Legal or Employee Relations Contact>.

Effective date and next steps: This standard takes effect on <Effective Date>. Over the next <Number> months, we will refresh legacy job descriptions to align with this format. You do not need to take action unless your manager or HR Business Partner contacts you about an update. We appreciate your partnership in keeping our job information accurate and helpful.

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Document Information:

• Document Type: Job Description Templates & Standards
• Category: Base Compensation
• Generated: August 22, 2025
• Status: Sample Template
• Next Review: <Insert Review Date>

Usage Instructions:

1. Replace all text in angle brackets < > with your company-specific information
2. Review all sections for applicability to your organization
3. Customize content to reflect your company's policies and local regulations
4. Have legal and HR leadership review before implementation
5. Update document header with your company's version control information
6. At bottom of the document you find a short example on how the content could be communicated to end-users, for instance employees.

This sample document is provided for reference only and should be customized to meet your organization's specific needs and local legal requirements.