Job Descriptions

Centralized, versioned, approved job descriptions — ADA-ready sections, competency-linked, exportable to PDF/Word, built on your job architecture.

MangoApps

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Overview

Job Descriptions is the system-of-record document for every job title in your organization. Each description is structured, not a blob of prose: a position summary, essential functions kept separate from other duties, education and experience requirements, licenses and certifications, physical and mental demands recorded as activity-by-frequency grids, work environment, FLSA status, EEO category, and a reasonable-accommodation statement — the shape an ADA analysis, an FLSA audit, or a classification review actually needs.

Publishing freezes a full version with the author, date, and a change summary, along with the title's family, level, pay grade, code, and competencies as they stood that day. Prior versions can be viewed, compared side by side section by section, and restored into the working copy. Publication can be routed through the platform's multi-level approval workflows with comments and notifications, so a description never goes live without the sign-offs your policy requires.

Every person who holds the title is asked to review and acknowledge the current description when it is published and when they take the role, with reminders while it stays open and a report of who has signed. Set a re-acknowledgment cadence and every holder whose signature is older than it is asked again automatically, without anyone having to change a word of the description; you can also start a campaign by hand at any time. Employees see their own description on desktop and on their phone; supervisors see the descriptions for everyone in their reporting line; leadership sees them all.

Descriptions export to PDF and Word under your brand, a built-in compliance check flags biased language, overstated physical demands, missing ADA elements, reading level, and pay-transparency readiness before you publish, and "Create posting" hands the published description to Job Board as a draft requisition so the posting and the record never drift apart. Existing Word and PDF job descriptions import in bulk as drafts, matched to your titles.

Hr Operations

Highlights

Structured, not prose: essential functions, demands grids, FLSA and EEO fields give every description the shape an ADA or wage-and-hour review needs.

Every publish is a frozen, comparable, restorable version — with who changed what, when, and why.

Route publication through multi-level approvals; approved content goes live automatically and an old approval can never cover new text.

Every job holder acknowledges the current version — on publish and on hire — with reminders and a who-has-signed report.

A built-in compliance check flags biased language, overstated demands, reading level, and missing ADA elements before you publish.

Export to PDF or Word under your brand, or hand the description to Job Board as a draft posting in one click.

Capabilities

Structured Authoring

One document per job title, built on your existing families, titles, levels, and pay grades
Essential functions kept separate from other duties, with optional percent-of-time
Physical and mental demands as activity × frequency grids (never / occasionally / frequently / constantly)
Education, experience, licenses & certifications, knowledge-skills-abilities, work environment, supervisory scope
FLSA status, EEO category, reports-to title, effective date, reasonable-accommodation statement
Competencies and pay range render from the title — never re-typed into the document
Starter library by role type, and AI describe-to-fill for any section
Bulk import of existing Word / PDF descriptions as drafts, matched to your titles

Version Control & History

Every publish freezes a full version — author, date, change summary, and the title's classification that day
View any prior version; compare two versions side by side, section by section
Restore a prior version into the working copy without rewriting history
Unpublished revisions are visible to admins only; employees always see the current published version
Descriptions due for review flagged in the library, on a cadence you set (12 months by default)

Approvals & Acknowledgment

Multi-level approval workflows — sequential levels, parallel approvers within a level, comments, notifications
Approved content publishes automatically; an approval can never be reused for content the approver didn't see
Every current job holder asked to acknowledge each published version, with a deadline and reminders
New hires and transfers asked to acknowledge on taking the title
Acknowledgment report per title — requested, signed, overdue — with CSV export
Annual re-acknowledgment campaigns — set a cadence and every holder whose signature is older is asked again automatically, or start a campaign by hand from the Acknowledgments report

Compliance Check

Biased and exclusionary language (age, gender, ability, national origin, culture-coded jargon)
Overstated physical demands — heavy or hazardous activities at high frequency
Missing ADA elements, FLSA classification, EEO category, accommodation statement
Reading level (Flesch-Kincaid) and pay-transparency readiness
Optional AI review for findings the rule list can't express — advisory, never blocks publishing, and switched on or off per workspace in Settings

Export & Connections

PDF and Word export under your brand, for any version
"Create posting" hands the published description to Job Board as a draft requisition, linked to the title
Employee view on desktop and phone; supervisors see their reporting line; leadership sees all
Ask AI assistant: find a description, summarize duties, run the check, list who hasn't acknowledged
Competencies scored inside performance reviews — a review template can read the title's competencies and required levels, and the gap feeds the nine-box
Requisitions mirror to and from your ATS through Job Board, with a nightly status pull

Limits & Specs

Documents: One per job title
Versions kept: Unlimited
Acknowledgment deadline: 14 days (configurable 1–365)
Bulk import: Up to 50 Word / PDF files per run
Export formats: PDF, Word (.docx), library CSV
Pricing: $3/user/mo, min 200 (license required, opt-in per tenant)

Screenshots

The Library lists every job title with the state of its description — published, draft, review due, or none yet — grouped by job family.

A published job description: position summary, essential functions, and physical demands as an activity-by-frequency grid, with the title's level and pay grade in the header.

The structured editor keeps essential functions separate from other duties, with AI describe-to-fill available on any section.

Every publish freezes a version with its author, date, and change summary — view any prior version, compare two side by side, or restore one.

The acknowledgment report shows who has signed the current version of each description, with re-acknowledgment campaigns and their progress below.

An employee opens their own description and acknowledges it in one click, with the deadline stated.

Bulk import brings existing Word and PDF descriptions in as drafts, matched to your job titles.

Settings control acknowledgment on publish and on hire, the deadline, the re-acknowledgment cadence, and the default accommodation statement.

Use cases

ADA and FLSA defensibility

When an accommodation request or a wage claim arrives, the essential functions, measured demands, and the employee's dated acknowledgment are already on file.

Public-sector classification

Maintain a class specification for every title with version history, approvals, and side-by-side comparison when a reclassification is reviewed.

Performance conversations that start from the job

Managers and employees read the same published description; the title's competencies and weights are captured in every version.

Recruiting from the record

Create a posting from the published description so the requisition reflects the real job, not a recruiter's memory of it.

Migrating a Word-file library

Drop in the existing .docx library; descriptions land as drafts matched to your titles, ready for review and publish.

Resources

Job Descriptions Datasheet (PDF)

Datasheet

Features, capabilities, licensing model, and FAQ on one downloadable sheet — share it with your HR and legal teams.

FAQ

Nothing changes for employees until you publish again — edits are held as an unpublished revision that only admins see.

Only if you configure an approval workflow for Job Descriptions. Without one, publishing is direct.

Admins and app admins see everything, including drafts. Supervisors see the published descriptions for every title held by someone in their reporting line. Everyone sees the published description for their own title, on desktop or on their phone.

No. It is advisory — it scores the document, lists findings by severity, and explains what to change. The author decides.

From the platform's Job Titles & Families and Compensation settings. Job Descriptions adds the document layer on top and never duplicates the taxonomy.

Yes. Upload Word or PDF files; each is parsed into the structured sections and saved as a draft for the matching title (by position code, then name). Structured CSV imports go through the shared Smart Import page.