Job Validation & Essential Duties Management
AlignSure validates job descriptions against ADA requirements, tracks physical demands, and matches transitional duties to medical restrictions—with attorney-grade audit trails.
The Job Validation Compliance Problem
Most organizations operate with job descriptions that are 5-10 years old, missing essential duties definitions, and disconnected from the physical demands employees actually perform. When ADA accommodation requests or workers' comp claims arrive, the documentation gap becomes a legal liability.
Outdated Job Descriptions
Job descriptions often haven't been reviewed in 5-10 years. Duties drift, physical demands change, and essential functions are never formally classified—creating ADA exposure with every accommodation request.
Missing Essential Duties Definitions
Without formal essential vs. non-essential function classification, employers cannot defend accommodation decisions. EEOC investigations start with the job description—and vague language invites scrutiny.
Undocumented Physical Demands
Physical demand levels (sedentary, light, medium, heavy, very heavy) are rarely documented to DOL standards. Without this data, return-to-work coordinators cannot match restrictions to available work.
ADA "Direct Threat" Gaps
Employers who deny accommodation based on safety risk must document individualized "direct threat" analysis. Without structured essential duties data, this analysis lacks the evidence EEOC requires.
Multi-Location Inconsistency
Same job title, different duties across locations. A "Warehouse Associate" in one facility lifts 50 lbs; in another, 25 lbs. Inconsistent descriptions create unequal ADA treatment and litigation risk.
No Validation Accountability
Who validated the job description? When? With what credentials? Most organizations have no audit trail for job description reviews—making it impossible to prove compliance diligence in litigation.
Key Regulatory Touchpoints
How AlignSure Solves It
AlignSure replaces static Word documents and disconnected spreadsheets with a structured, multi-reviewer validation workflow—built on Microsoft 365 with identity-bound attestations at every step.
Job Description Validation Workflow
Structured validation with safety advisor and attorney review at every stage.
ADA Essential Duties Alignment
Classify essential functions, document direct threat analysis, and build audit-ready evidence for EEOC inquiries.
Transitional Duty Matching
Compare medical restrictions to essential duties and identify available transitional work across locations.
Physical Demands Analysis
DOL-compliant physical demand documentation covering lifting, postural, environmental, and dexterity requirements.
Multi-Location Consistency
Standardize job descriptions across locations while documenting legitimate regional variations.
Reviewer Accountability & Audit Trail
Identity-bound attestations and exportable audit logs for every validation decision.
Microsoft Teams Integration
Every workflow runs where your team already works—no standalone HR portal required.
Who This Is For
AlignSure serves every stakeholder involved in job validation—from safety advisors documenting physical demands to attorneys defending ADA compliance decisions.
Safety Advisors
- Validate job descriptions against DOL physical demand standards
- Document essential duties with legal defensibility
- Coordinate with operations on actual vs. documented duties
- Provide attestations with professional credential backing
Attorneys / In-House Counsel
- Review essential duties for ADA compliance
- Document reasonable accommodation analysis
- Build litigation defense evidence
- Access audit trail for discovery requests
HR Directors / HRBPs
- Maintain current, compliant job descriptions
- Coordinate return-to-work programs
- Reduce ADA accommodation disputes
- Ensure consistency across locations
Return-to-Work Coordinators
- Match injured workers to available transitional duties
- Coordinate with treating physicians on restrictions
- Accelerate return-to-work timelines
- Track return-to-work success metrics
Risk Managers / WC Coordinators
- Reduce days-away-from-work
- Lower experience modification factor
- Document reasonable accommodation attempts
- Provide evidence to insurance carriers and TPAs
Operations / Department Managers
- Ensure job descriptions reflect actual work performed
- Support hiring with accurate duty statements
- Coordinate with safety advisors on duty changes
- Validate new positions before posting
What Makes AlignSure Different
Not a generic HRIS module. AlignSure is purpose-built for ADA-compliant job validation with multi-reviewer accountability and workers' comp integration.
Multi-Reviewer Workflow
Safety advisor + attorney coordination—not just HR editing a Word document. Structured review stages with credential-backed attestations.
Identity-Bound Validation
Microsoft Entra ID attestations ensure every validation decision is tied to a verified identity—not anonymous edits in a shared document.
Return-to-Work Integration
Direct connection to workers' compensation workflows. Validated essential duties enable transitional duty matching the day an injury occurs.
Physical Demands Rigor
DOL-compliant demand level classification (Sedentary through Very Heavy) with lifting, postural, environmental, and dexterity requirements.
Audit-Ready Evidence
Exportable validation history with reviewer credentials, attestation timestamps, and essential function documentation for EEOC inquiries or litigation.
Microsoft-Native
Embedded in Teams with SharePoint document management. No standalone HR portal to adopt, no separate login, no workflow disruption.
Financial Measurement
Track days-away-from-work reduction, experience mod impact, and indemnity savings directly tied to validated job descriptions.
How AlignSure Compares
Generic HRIS Job Description Modules
- ✕No multi-reviewer validation workflow
- ✕No identity-bound attestations
- ✕No physical demands classification
- ✕No return-to-work integration
Standalone ADA Compliance Tools
- ✕Disconnected from operations and workers' comp
- ✕No Microsoft 365 integration
- ✕No financial impact measurement
- ✕No transitional duty matching
The Validation Process
A structured, six-stage workflow that transforms static job descriptions into validated, attorney-reviewed, audit-ready compliance documents.
Initial Job Analysis
Operations/manager describes actual duties performed with frequency, duration, and criticality assessment. Physical demands are initially classified.
Safety Advisor Validation
On-site observation or detailed interview. DOL physical demand level assignment, environmental factors documentation, essential vs. non-essential classification, and safety advisor attestation with credential.
Attorney Review
For high-risk positions: ADA essential function legal review, direct threat analysis documentation, reasonable accommodation scenario planning, and attorney sign-off with attestation.
Approval & Publication
Final job description locked with version control. Validation date and reviewer IDs recorded. Integration with HRIS for hiring and performance management. Re-validation schedule set.
Return-to-Work Application
Injured worker restrictions compared to essential duties. Transitional duty matching across locations. Modified duty plan generation with physician and employee sign-off.
Audit & Reporting
Validation status dashboard, overdue re-validation alerts, reviewer activity logs, and exportable compliance reports for audits or litigation.
Typical Client Outcomes
Real results from organizations using AlignSure to validate job descriptions and manage essential duties compliance.
$300K+ Litigation Cost Savings
A national manufacturer faced an ADA discrimination claim after denying reasonable accommodation. AlignSure's attorney-validated essential duties documentation—showing that lifting 50+ lbs was a frequent, critical function that couldn't be eliminated—provided the evidence needed for summary judgment. Estimated litigation cost savings: $300K+.
18 Days Faster Return-to-Work
A Texas healthcare system reduced average return-to-work time by 18 days by using validated job descriptions to match injured employees to transitional duties. With 120 annual workers' comp claims, this delivered $420K in reduced indemnity costs and lowered their experience mod from 1.15 to 0.97.
50 Locations in 90 Days
A 50-location retail chain discovered that "Store Manager" duties varied wildly across sites, creating ADA compliance exposure. AlignSure's validation workflow standardized the role, identified legitimate regional variations, and ensured all locations had attorney-reviewed job descriptions. Completed in 90 days across all locations.
Integration & Compliance
AlignSure connects to your existing infrastructure with enterprise-grade security and regulatory alignment.
Regulatory Alignment
- ADA Title I (42 U.S.C. § 12101 et seq.)
- EEOC Enforcement Guidance on Reasonable Accommodation
- Department of Labor Physical Demand Classification
- Workers' Compensation state regulations
- OSHA recordkeeping (injury-risk related)
Technical Integration
- Microsoft 365 / Entra ID for identity binding
- HRIS systems (Paycom, ADP, Workday, UKG)
- Workers' Comp case management systems
- Occupational medicine / RTW platforms
- SharePoint document management
Data Security & Compliance
- BAA-compliant (for healthcare employers with PHI)
- Audit logging for all validation activities
- Role-based access control (RBAC)
- Export capabilities for litigation/EEOC requests
- Version control and change tracking
Measurable Outcomes
AlignSure tracks the metrics that matter—connecting validated job descriptions to financial impact and compliance readiness.
RTW Velocity
Days-away-from-work reduction tied to validated transitional duty matching
ADA Litigation Risk
Validated job descriptions as percentage of total workforce positions
Experience Mod Impact
Correlation between validated duties and faster return-to-work outcomes
Validation Compliance
Percentage of jobs validated within scheduled re-validation windows
Transitional Duty Success
Percentage of injured workers placed in modified duty from validated job library
Cost Avoidance
Litigation defense costs saved through attorney-validated essential duties evidence
Indemnity Savings
Reduced workers' comp costs from faster RTW enabled by validated job descriptions
Multi-Location Coverage
Standardized, validated job descriptions across all enterprise locations
Getting Started
Three engagement paths—choose the approach that matches your organization's readiness and risk profile.
Pilot Validation Project
Select 10-20 high-risk or high-volume positions. Complete safety advisor and attorney validation. Demonstrate ROI before enterprise rollout.
Workers' Comp Integration
Start with injured worker return-to-work cases. Validate jobs as needed for transitional duty matching. Expand based on injury frequency patterns.
Enterprise Job Library
Full job description validation across organization. Multi-location standardization with complete audit trail and compliance reporting.
Workers' Compensation & FROI
Validated essential duties enable transitional duty matching, FROI compliance, and experience mod tracking.
Texas Market Compliance
Subscriber & non-subscriber WC compliance, DWC Form-001, and multi-location Texas coordination.
Financial Measurement Framework
Quantify Cost of Compliance, Cost of Health, and the financial impact of ADA-compliant job validation.
Job Validation & ADA Compliance FAQ
What are "essential functions" under the ADA?
Essential functions are the fundamental job duties that an employee must be able to perform, with or without reasonable accommodation. The EEOC considers factors including whether the position exists to perform that function, the number of employees available to perform it, and the degree of expertise required. AlignSure helps document these distinctions with reviewer accountability and audit trails.
How often should job descriptions be validated?
Best practice is to re-validate job descriptions every 2-3 years or whenever duties materially change. High-risk positions (those with significant physical demands or frequent ADA accommodation requests) should be reviewed more frequently. AlignSure tracks validation dates and sends automated re-validation alerts.
Who should validate job descriptions for ADA compliance?
A multi-reviewer approach provides the strongest legal defensibility. AlignSure supports a structured workflow: operations managers describe actual duties, safety advisors validate physical demands against DOL standards, and attorneys review essential function classifications for ADA compliance. Each reviewer attests with their Microsoft Entra ID-bound identity.
How does job validation connect to workers' compensation?
Validated job descriptions with documented physical demands are essential for return-to-work programs. When an employee is injured, the validated essential duties list enables transitional duty matching against medical restrictions—accelerating return-to-work timelines and reducing experience modification factors. AlignSure connects directly to workers' compensation workflows.
Can AlignSure help with EEOC investigations or ADA litigation?
AlignSure generates exportable compliance packages that include the full validation history, reviewer credentials, attestation timestamps, and essential function documentation. This evidence is designed to support EEOC inquiry responses, reasonable accommodation documentation, and litigation defense. AlignSure does not provide legal advice—it provides the evidence your legal team needs.
Ready to Validate Your Job Descriptions?
See how AlignSure reduces ADA litigation risk and accelerates return-to-work outcomes with validated, attorney-reviewed job descriptions—all inside Microsoft Teams.
AlignSure does not provide legal advice. It provides the evidence your legal team needs.