Essential Job Functions

As an employer adhering to the Americans with Disabilities Act, your first step in the hiring process will be to determine the job position's essential job functions. The following two-step guide will hopefully provide helpful information and guidance.

Step 1
Before creating a job description announcement and beginning the hiring process, you'll need to determine the essential job functions and marginal job functions (non-essential job functions) of the job position. The essential job functions will need to be included in the job description. They include tasks that are viewed as important to your unit's operation, that are performed frequently, that can't be redesigned or performed in another way, etc. This information will be important for determining if an applicant can perform the essential duties of the position with or without an reasonable accommodation.

Step 2
When describing the essential function requirements of the position, you should also identify and describe the physical (lifting, bending, standing) and mental (organizing, analyzing, problem solving) performing elements that are a necessary and integral part of the position. Try to be as specific as possible.

Essential job functions vs. Marginal job functions: A Receptionist Position
Essential:

• Answering the telephone and assisting callers.
• Recording messages for department personnel.
• Greeting clients and customers.

Marginal

• Serving coffee to clients and customers.
• Escorting clients to staff offices.

In summary…
Determining the essential and marginal functions of each job should be completed before preparing the job description and initiating the hiring process. Essential functions should contain the physical and mental elements of performing them. Qualifications and job standards must be job-related and consistent with operating necessity. It may be helpful to consider these important questions:

Does the job exist to do this function?
How much time per week is spent doing this function?
What are the minimum qualifications and job standards?
What critical skills, experience, training, education, and/or license are needed?
What equipment is used to do this function? How frequently is the equipment used?
What are the physical elements of this function?
What are the mental elements of this function?
Can other current employees do this function if necessary?
Would taking this function from the job significantly change the job?
Would there be significant consequences if this function were not performed?
Could this function be redesigned or performed in another way?
Did the previous employee do this function?
Do people in similar positions elsewhere do this function?
Is this function essential, as opposed to marginal?

Resources and Assistance
Do you need help writing a job description and identifying the essential job functions and requirements? For questions and assistance, contact the Job Accommodation Network or the Southeast Disability and Business Technical Assistance Center ADA and Accessible Information Technology Center.