The Talent Leader’s Guide to Writing Inclusive Job Descriptions

Talent Acquisition professionals and Hiring Managers are often trying to strike the right balance between a tight budget and high expectations. You might be staring at a backlog of open requisitions, facing pressure to meet Office of Federal Contract Compliance Programs (OFCCP) outreach goals, or simply trying to cut through the noise of high-volume, low-quality applications. The solution often starts before you even look at a resume. It starts with the job postings themselves.

Writing inclusive job descriptions isn't just a "nice to have" or a box-checking exercise. It is a strategic business move. When done correctly, inclusive job descriptions expand your access to skilled candidates, reduce the administrative burden of screening unqualified applicants, and ensure compliance with federal standards. Here is how to evaluate your current postings and optimize them for the modern workforce.

How to Evaluate Essential and Non-Essential Job Duties

Accurately differentiating between essential and non-essential job functions is foundational to ADA compliance and inclusive hiring. It is also the first step in creating inclusive job descriptions that attract talent rather than unintentionally excluding talent.

Determining essential job duties

A duty is typically considered essential when it meets one or more of these criteria:

• The role exists to perform that duty. (For example, a project manager exists to coordinate and deliver projects.)

• The task cannot be removed without fundamentally altering the job.

• The duty requires specialized skills or training.

• Only a small number of employees can perform it.

• Significant consequences arise if the duty isn't performed.

These core factors align with ADA guidance. The goal is to emphasize defining the function (the "what") rather than prescribing a specific method (the "how").

Determining non-essential (marginal) duties

Non-essential duties usually fall into these categories:

• They are performed infrequently.

• They can be easily reassigned without impacting overall job performance.

• They support the work but do not define the role.

• They are "nice to have," not "need to have."

Common examples include physical requirements, such as lifting heavy boxes or standing for long periods, which are often misclassified as essential. In many cases, these are simply one way of performing a task and are often unnecessary to list as requirements at all.

Why this distinction matters

Distinguishing between essential and non-essential duties ensures ADA compliance and fair accommodation practices. It removes hidden barriers for individuals with disabilities, neurodivergent talent, and veterans. By aligning duties with actual expectations, you clarify job expectations and support more accurate performance reviews.

Actionable Steps to Writing Inclusive Job Descriptions and Expanding Your Talent Pool

Shifting your job descriptions away from pedigree and toward clarity and outcomes creates a true inclusive job description. This approach directly addresses the "skills gap" many employers face.

1. Replace degree and experience requirements with skills

Research from Allegis Group shows that many graduates may lack job-ready skills, while skills-based hires often have longer tenure and lower first-year turnover.

Instead of writing:

"Bachelor’s degree in Business required. 5 years of experience."

Try using:

"Ability to manage multiple priorities using project management tools." "Experience coordinating cross-functional teams." "Skilled in stakeholder communication and timeline execution."

This widens your talent pool dramatically and aligns with modern hiring trends and federal talent pipelines.

2. Remove exclusionary or biased language

To ensure your job posting contains a truly inclusive job description, review your drafts for language that unintentionally alienates talent.

• Avoid gendered terms like "guys," "salesman," or "chairman." Use gender-neutral titles instead.

• Avoid age-coded language like "young team," "digital native," or "energetic." Focus on professional maturity and capability.

• Avoid ableist language. Instead of "must stand," "lift 30 lbs," or "hear clearly," use task-based descriptions like "moves items between locations" or "communicates effectively with the team."

• Avoid neuro-exclusive phrasing. Terms like "fast-paced," "high-pressure," or "multitasking required" can deter qualified neurodivergent candidates.

3. Add structured skill and behavior expectations

Using a skills rubric helps standardize evaluation and supports manager consistency. Break skills down into "Must Have" versus "Nice to Have." Define what proficient looks like versus expert levels. This clarity reduces bias and helps you screen candidates faster.

4. Add explicit inclusion and accommodation statements

Inclusive job descriptions should always include a clear, empathetic accommodation statement. For example:

"We are committed to ensuring all candidates can fully participate in our hiring process. If you need a workplace or interview accommodation, please let us know."

This signals safety, boosts applicant confidence, and supports self-identification.

5. Frame roles around outcomes, not personality traits

Finally, focus on what needs to be achieved rather than the personality type you think fits the mold.

Instead of: "Works well in a high-pressure, fast-paced environment." Try: "Prioritizes tasks and communicates progress using project tools."

Instead of: "Rockstar multitasker." Try: "Collaborates with team members to problem-solve and deliver on deadlines."

Moving from intention to impact

Writing inclusive job descriptions is the first step toward building a sustainable, high-quality talent pipeline. It helps you meet compliance requirements, fill roles with candidates who actually have the right skills, and reduce the time your team spends reviewing unqualified resumes.

If you are looking to take this further, CareerCircle offers training on inclusive hiring practices and skills-based hiring strategies that help you build these pipelines with confidence. Let’s build the future of hiring, together.

Frequently Asked Questions (FAQ)

Q: Will an inclusive job description lower the quality of my applicants? A: No. In fact, it often increases quality. By focusing on specific skills and outcomes rather than generic credentials, you attract candidates who are actually capable of doing the job, rather than just those who look good on paper.

Q: How does this help with OFCCP compliance? A: Federal contractors are required to take affirmative action to recruit veterans and individuals with disabilities. Inclusive job descriptions that remove barriers and explicitly welcome these groups is a critical piece of documentation for demonstrating your outreach efforts and compliance.

Q: What is the difference between ADA and OFCCP? A: The ADA (Americans with Disabilities Act) is a civil rights law that prohibits discrimination against individuals with disabilities in all areas of public life, including jobs. The OFCCP (Office of Federal Contract Compliance Programs) is a federal agency that ensures companies doing business with the federal government adhere to non-discrimination and affirmative action laws.

Q: Can I still list a degree on a job posting if it is absolutely necessary? A: Yes. If a degree is a strict requirement for licensure (such as in law or medicine) or is truly essential to the role, you should list it. However, for many corporate roles, skills, certifications, and equivalent experience are often better predictors of success.