3.2 Job Analysis and Job Documentation

Building the Staffing Foundation

Job analysis is the process of collecting information about the work a job actually requires. HR may use interviews, questionnaires, observation, supervisor input, work logs, and existing documentation to identify duties, working conditions, tools, reporting relationships, and the knowledge, skills, abilities, and other characteristics needed for successful performance. The output is not only a job description; it is a factual basis for many HR decisions.

PHR questions often place job analysis before recruiting or selection. If a job has changed, HR should update the job description and criteria before posting the role. If the organization uses outdated requirements, it may screen out qualified candidates, create pay or classification problems, or rely on criteria that cannot be defended as job-related.

A job description should be clear enough for candidates, managers, and HR users to understand the role. Common fields include job title, department, reporting line, summary, essential functions, required qualifications, preferred qualifications, work environment, physical requirements where relevant, exempt or nonexempt classification support, and approval history. HR should avoid vague requirements such as good attitude if the requirement cannot be tied to observable job behavior.

The distinction between required and preferred qualifications is important. Required qualifications should be necessary for the job, consistently applied, and supported by the analysis. Preferred qualifications can help rank candidates, but they should not quietly become exclusionary screens unless they are truly required. HR should watch for inflated education or experience requirements that may create adverse impact without improving performance.

Job analysis also supports compliance-oriented conversations. Under ADA concepts, essential functions help frame reasonable accommodation discussions. Under equal employment opportunity principles, job-related criteria help reduce bias in screening and interviewing. For wage and hour review, duties can support exempt or nonexempt analysis, although classification requires careful review of the applicable rules.

A practical PHR sequence is:

• Verify the job has not materially changed.
• Gather manager and incumbent input where appropriate.
• Identify essential functions and job-related qualifications.
• Separate required criteria from preferred criteria.
• Use the updated documentation throughout recruiting and selection.

The exam answer with the best HR judgment usually updates the role before filling it. Recruiting from an inaccurate job description creates errors that can follow the organization into interviews, offers, onboarding, training, and performance management.