The key to an ADA-compliant job description is focusing on the essential functions of the role, not the methods used to perform them. A compliant description clearly separates what needs to be done from how it is done, allowing for reasonable accommodations without altering the job's core purpose. For example, instead of listing "must be able to lift 50 pounds," you should state "must be able to move inventory from storage to sales floor," which opens the door for mechanical assistance.
A well-structured, ADA-compliant description should start with a clear summary of the position's objective. Then, it must list the essential functions—the primary duties that are fundamental to the job. These must be distinguished from marginal functions, which are secondary tasks that can be reassigned or eliminated. The physical demands section should be framed as a general requirement, not a strict barrier, using language like "ability to communicate effectively" instead of "must be able to speak."
| Essential Function (What) | Non-Essential / Can Be Accommodated (How) |
|---|
| Process customer returns | Operating a cash register (can be done with software or assistive device) |
| Communicate with team via email | Typing at 60 wpm (can use speech-to-text software) |
| Move boxes up to 25 lbs | Lifting manually (can use a dolly or request assistance) |
The physical demands and work environment sections should be descriptive, not prescriptive. For instance, "occasional lifting of items up to 25 pounds" is a description of the task, not a requirement for the employee. This language allows for accommodations like a lift-assist device. Finally, include a clear statement that the company will provide reasonable accommodations to qualified individuals with disabilities. This is not just a legal shield; it is a signal to a wider talent pool that your organization values capability over conformity.
