The Job Description
A well-written job description gives job candidates a clear look at the role and what it entails. It also provides the skills and experience that are required, and what your household can offer them.
In turn, this helps household employers attract and retain the most qualified candidates and will greatly improve your chances of making the right decision for a long-term employee.
Job descriptions should also be transparent. Providing details about the duties required is important, and it should also clearly list the salary and benefits.
Candidates appreciate – and look for – clear and accurate descriptions. It shows that you are clear about what you want, and they may be more likely to trust you because you’ve shown that you’re detail-oriented and don’t want to waste time – either theirs or yours.
For an in-depth look at the anatomy of a winning job description, please see Chapter Three: Creating Job Descriptions.
Sample Job Description
About the Job
Private family in Portland, Oregon is looking for a full-time housekeeper to work Monday – Friday from 9am – 5pm in their 4,000 square foot home.
The family is looking for someone to do all the housekeeping work including, but not limited to, laundry, bedding, deep cleaning, polishing, floors, tidying, organizing etc.
What Works Best for Family
Someone who can work well with a family with children in and out (one is homeschooled with a private tutor and the other goes to public school), guests and family that visit regularly. You also must enjoy being around dogs.
About the Family
Adults: 2
Children: 1 teen, 1 child
Dogs: 2
Position Responsibilities
- Housekeeping: Full Housekeeping Required
- Cooking: Dinners would be helpful if you cook but not required.
- Laundry: Family Laundry
- Ironing: Yes
- Errands: No Errands Required
- Driving: Not Required
- Travel: No Travel Required
Position Requirements
- Work Hours: 9:00 AM – 5:00 PM
- Languages: English or English/Spanish speaking
- Experience: 5+ Years of Experience
- References: Minimum of 2 References
- Background: Background check upon contingent offer of hire
Position Compensation
- Salary: $30 – $35/hour
- Living Accommodations: Live Out
- Vacation: Yes
- Health Insurance: No
The Employment Contract
Establishing a clear employment contract is necessary for both you and your household employee. These contracts go beyond basic terms of employment – they serve as comprehensive documents that protect everyone involved and set clear expectations from the start.
Work schedules, compensation, and specific duties must be meticulously detailed to avoid any misunderstandings.
Given that household staff often have access to private family matters and sensitive information, privacy protections through non-disclosure agreements have become an essential component of these contracts.
It’s particularly important to note that household workers must be treated as formal employees with proper tax withholdings, not as independent contractors.
To attract and retain quality staff in today’s competitive market, employers should consider offering compelling benefits packages that may include healthcare, retirement plans, education reimbursement, and performance bonuses. These additional benefits not only help secure top talent but also foster long-term, stable working relationships within the household.
Learn more about developing a gold-standard employment contract in Chapter Eight: Contractual Agreements.
Sample Contract
This agreement is between employer’s name (“the Employer”) and worker’s name (“the Employee”). The Employee shall begin work for the Employer on start date. The place of work is the Employer’s residence, located at employer’s address.
I. Work Responsibilities
a. The Employee’s job title is (e.g. Nanny, Housecleaner, Elder Caregiver).
b. The Employee is a live-‐in / live-‐out (circle one).
c. The Employee agrees to perform the following duties as a requirement of her employment: (Be as specific as possible)
- e.g. Care for one child (Sam Jones, boy, age 8).
- e.g. Pick Sam up from school in the afternoons and care for him until the Employer gets home; prepare dinner for Sam on Tuesdays.
- e.g. light housekeeping (limited to cleaning kitchen after use and tidying Sam’s play area).
Any additional responsibilities must be negotiated in a separate writing, along with additional pay.
II. Scheduling, Cancellations, and Records
a. The following represents a typical weekly work schedule. The Employer will limit fluctuations and will provide as much notice of change as possible. Additional hours must be negotiated verbally or in writing, along with additional pay.
| Weekday | Start Time | End Time | Daily Hours |
|---|---|---|---|
| Saturday | |||
| Sunday | |||
| Monday | |||
| Tuesday | |||
| Wednesday | |||
| Thursday | |||
| Friday |
Total weekly hours: _________
b. In the event of any cancellation of hours in the typical work schedule on the Employer’s part, the Employee will be paid as usual for all regular work hours.
c. The Employer will record all hours worked by the Employee and will keep the records in (e.g. the top filing cabinet in the office) , to be accessible to and reviewable by the Employee at all times.
III. Compensation and Reimbursements
a. The Employer will pay the Employee $ ________ per week, not including overtime. -‐ OR -‐ The Employer will pay the Employee $ _______ per hour.
b. The Employer will pay the Employee at the overtime rate for all hours over 40 worked in a week. The overtime rate of pay is $ _______ per hour (1½ times the regular hourly rate).
c. The Employer will reimburse all expenses incurred by the Employee in the course of employment. Any miles driven on the Employee’s car while on the job will be reimbursed at the IRS Mileage Reimbursement Rate.
d. All travel on which the Employee is asked to accompany the Employer must be mutually agreed upon and shall be compensated at an additional rate to be negotiated. The Employee shall be provided her own accommodations for the trip.
e. The Employer will pay the employee’s wages at the end of each workday / workweek (circle one).
f. Both the Employer and Employee shall have a signed record of each payment of wages. The Employer will provide worker with a copy of these records at the end of every workday / workweek (circle one).
IV. Meals, Communication Access, and Privacy
a. The Employer and Employee agree to the following food arrangement: The Employer will let the Employee know at least one day in advance if there is food available for the Employee on a given workday. If there is not food available for the Employee, then she will provide her own food. The Employer will allow the Employee to use the kitchen to heat or prepare her own meals.
b. The Employee shall have access to the Employer’s landline for necessary local calls, and to the Employer’s wireless internet service for limited work-‐related email communication, if required, during the workday.
c. The Employer will not install cameras or any video or audio recording devices anywhere in the home without the Employee’s express consent.
V. Time Off
a. The Employee may take (e.g. 10) paid vacation days per year.
b. The Employee may take (e.g. 5) paid sick days per year, which can be used in the event of illness or medical appointments for the Employee or a family member.
c. The Employer will pay the Employee for (e.g. 12) weeks of parental leave for the birth or adoption of a child.
d. The Employee will have paid holidays on (e.g. New Year’s Day, Christmas Day, Martin Luther King, Jr. Day, Fourth of July, Labor Day, and Thanksgiving).
e. The Employee has the option of taking unpaid holidays on (e.g. Memorial Day).
VI. Benefits, Insurance, and Taxes
a. The Employer will provide the following benefits for the Employee: (E.g. Transportation costs; health insurance).
b. The Employer will maintain Worker’s Compensation insurance. The plan is with (e.g. ABC Insurance Company) and the Policy ID is (e.g. 123456).
c. The Employer will pay and withhold the required taxes by law, along with income taxes per the Employee’s instructions and all other applicable taxes.
VII. Job Evaluations, Raises, and Letters of Reference
a. The Employer will provide the Employee with a written job performance review every (e.g. 6) months.
b. The Employee will receive an annual raise. The amount of the raise to be negotiated between the Employer and Employee based on the following criteria: (E.g. cost-‐of-‐living adjustment; excellent job performance).
c. The Employer will provide the Employee with a signed letter of reference upon the Employee’s request.
VIII. Termination
a. The Employer or Employee must provide at least (e.g. 2) weeks notice before terminating this employment agreement. If the Employer terminates the agreement, the Employer will provide (e.g. 4) weeks of salary as severance.
b. The Employer understands that the Employee is protected by labor laws, regardless of race, gender, religion, or national origin. The Employer also understands that it is illegal to retaliate against the Employee for asserting rights under this employment agreement or other labor laws.
______________________________________
Employer Signature Date
______________________________________
Employee Signature Date
Sample contact does not reflect legal obligations or provide legal advice. It is intended for informational purposes only.
Hiring & Employment
Define Job Requirements
Clearly define the position you’re hiring for (nanny, housekeeper, private chef, etc). List specific responsibilities and tasks, describe if it’s either a full-time or part-time job and name the specific hours, and specify the work location and any travel requirements.
Be sure to include required skills, experience, and educational background, in addition to compensation details – including health benefits, vacation days, and retirement/401K benefits. If you have a specific date that you’re looking to hire, be sure to indicate that and what the deadline is to apply.
Recruitment Process
While a trusted staffing agency can make this process easy, you can tackle this recruitment on your own with the right approach. It’s essential to handle your search with the same professionalism you’d expect from any hiring process – perhaps even more so, given that you’re bringing someone into your home.
Start with a clear, detailed job listing that paints an honest picture of what working in your home will be like. Whether you’re seeking a nanny, housekeeper, chef, or estate manager, there are specialized platforms where qualified candidates look for these positions.
During the screening process, take your time and be methodical – from initial resume reviews through background checks and trial workdays.
While you’re evaluating candidates, never lose sight of safety considerations – both yours and theirs. Make sure you’re up to speed on the legal aspects too, as employment laws vary by state and can be quite specific about what you can and cannot do during the hiring process.
For best practice strategies in candidate recruitment, please see Chapter Five: Recruitment Strategies.
How do we do it? Once the job description is written and posted on our job board and social media platforms, candidates will start applying. We will screen resumes, review applications, and shortlist candidates.
From our exclusive database, we will present you with up to three top-quality, verified and pre-screened candidates to meet you for an interview. Once you select the candidate you want to move forward with, our team will do thorough background checks, and can also conduct a skill assessment that evaluates specific skills related to your unique position.
Legal & Compliance
It is very important to follow the laws associated with hiring domestic staff.
Once an employee begins working in your home, it’s important to draft a clear and detailed contract that outlines their job duties, salary, and other terms of the position.
Review household rules and policies. Be sure both you and the employee are clear on what’s listed and then both sign the copy. If any confusion or dispute arises over the course of your employee’s work with you, refer to the contract. If things need to be adjusted or changed, discuss that with your employee and revise the contract accordingly.
As a household employer, you may need to be required to obtain specific insurance, too (e.g., liability insurance). Talk with your insurance provider to discuss what insurance requirements you have once your new employee starts their first day of work. Be sure you comply with local health and safety laws.
You’ll also need to understand and fulfill tax obligations with each paycheck provided to your new employee.
Why Household Staffing? We ensure all candidates have the legal right to work in the United States and partner with household tax and payroll agencies, so you can be sure your employee is paid on time and on the books.
Onboarding
Successful onboarding includes introducing staff to the household, discussing must-know routines, and outlining expectations. Provide your hire the necessary training for specific tasks and responsibilities, and include necessary tools or equipment they need to do their job well.
For strategic onboarding practices, see Chapter Nine: Orientation & Onboarding.
Performance Management
Effective management requires clear communication of job expectations and performance standards. Schedule regular performance reviews and offer constructive feedback or address any issues promptly.
Learn more management skills in Chapter Ten: Managing Domestic Staff.
Contract Renewal or Termination
If you’re satisfied with the work that your household employee is doing, discuss renewal terms of their contract, if applicable. If for any reason you need to terminate the employee, be sure to follow legal procedures (for example: providing a notice period) before doing so.
Discover how to plan for, and execute, a termination in Chapter Twelve: Termination & Transition.
Additional Considerations
Discuss and address confidentiality agreements or other privacy requirements at the beginning of employment. It’s also critical to find someone who aligns with your family’s values and lifestyle, and is standard to provide a probationary period to assess compatibility
Useful Contacts & Associations
International Nanny Association
INA serves as the umbrella association for the in-home child care industry by providing information, education and guidance to the public and to industry professionals.
Small Business Association:
The Small Business Administration (SBA) is a U.S. government agency established in 1953 to support small businesses and entrepreneurs. Its primary goal is to help small businesses succeed by providing resources, funding, and advocacy. The SBA offers a wide range of services, including: loan programs, training and education, business counseling, and contracting assistance.
Internal Revenue Service
The IRS (Internal Revenue Service) is the revenue service of the United States federal government. It operates under the authority of the Department of the Treasury and is responsible for administering and enforcing federal tax laws.
GTM Payroll and HR: Nanny Tax and Payroll Service for Households
GTM has a singular focus: to provide efficient nanny payroll and tax services and concierge-level support to household employers. Our certified, licensed experts provide the trusted advice you need to make the best decisions for your household and your home. We process more than $1 billion in household payroll annually, for thousands of clients across the country. We have national reach but treat every family we serve as a member of our own community.
HomeWork Solutions: Payroll Services for Household Employees
HomeWork Solutions specializes in providing household employers and their tax preparers real solutions for nanny tax compliance. We are nationally recognized experts in the field of household employment taxes, regularly consulted by media such as the New York Times and Wall Street Journal.
National Domestic Worker’s Alliance
The National Domestic Workers Alliance (NDWA) works to win respect, recognition, and labor rights and protections for the nearly 2.5 million nannies, housecleaners, and homecare workers who do the essential work of caring for our loved ones and our homes.
