223 Step Two: Determine the Essential Functions of the Job

Step 2 in the six-step reasonable accommodation process is to determine the essential functions of the job. The term “essential functions” is defined as the fundamental job duties of the position the individual with a disability holds or desires; the term excludes marginal functions of the position.

A job function may be considered essential for several reasons, including but not limited to, the following:

• The position exists to perform that function.
• A limited number of employees is available to whom the performance of the job function can be distributed.
• The function may be highly specialized so that the incumbent in the position is hired for his or her expertise or ability to perform the particular function.

Evidence of whether a particular function is essential includes, but is not limited to, the following:

• The employer’s judgment regarding a determination as to which functions are essential.
• Written job descriptions.
• The amount of time spent performing the function.
• The consequences of not requiring the incumbent to perform the function.
• The terms of a collective bargaining agreement.
• The work experience of past incumbents in the job.
• The work experience of current incumbents in a similar job.
• Actual duties performed by a person holding the job.

In addition, the relative importance of the specific functions for a particular position may differ according to how management implements the position locally. Variable factors may include tour, operation, mail volume, and the age and configuration of the facility. The essential functions of the job are determined case by case. Do not assume that any two Postal Service jobs are necessarily alike even if the same standard position description applies to both positions.

For example:

• A mail handler’s actual responsibilities may vary depending on his or her tour and the operation, mail volume, and the age and configuration of the facility.
• A postmaster’s actual functions in a level 18 Post Office™ will differ from those in a level 20 Post Office.

Position descriptions, qualification standards, job-preview videos, and job announcements may be useful to determine the essential functions of a job. However, these materials generally describe the requirements of a job generically. Also interacting with others and going beyond generic descriptions may help ascertain the actual essential functions of a specific job in a specific facility.

The Essential-Functions Review Worksheet (see Exhibit 261) is an optional tool that may be useful to do the following:

• Evaluate essential job functions.
• Identify how employees perform essential functions (e.g., physical requirements, vehicles or equipment used).

When using the worksheet, be sure to gather all relevant information about the job and its key responsibilities, including the position description and qualification standard or job announcement (see Exhibit 213(b)).