How To Write A Job Description

Think of a job description as a “snapshot” of a job. The job description needs to communicate clearly and concisely what responsibilities and tasks the job entails and to indicate, as well, the key qualifications of the job – the basic requirements (specific credentials or skills) – and, if possible, the attributes that underlie superior performance.
Following is a quick look at the categories that make up a well-written job description:

• Title of the position
• Job Code
• Department
• Reports to (to whom the person directly reports)
• Supervise ( person(s) directly report to the position holder)
• Overall responsibility
• Key areas of responsibility
• Consults with (those who the person works with on a regular basis)
• Term of employment (Full time, temporary, 12 months, etc..)
• Qualifications (necessary skills and experience required) KSAs
• Job requirement (physical , mental, etc..)
• Authorities
• Reports/ documents
• Key performance criteria/ area(s)

Tips & Tactics

Helpful advice for making the most of this Guide

• Don’t rely solely on a job’s history as you’re putting together a job description for today. Focus instead on what the job needs to be in light of the organization’s current needs and long-term objectives.

• A task is what the person in the job will actually do.

• Qualifications are the skills, attributes, or credentials a person needs to perform each task.

• Credentials (such as degrees and licenses) are absolute necessities in some jobs. The thing you want to make sure of, however, is that whatever credentials you establish have a direct bearing on the candidate’s ability to become a top performer.

• Be specific with your job requirements. It will save you time during the screening process and will keep your focus on qualified candidates.

• Clarify the actual tasks and responsibilities before you start thinking about what special attributes will be needed by the person who will be fulfilling those responsibilities.

• A well-written job description consists of more than a shopping list of the tasks and responsibilities that the job entails. It reflects a sense of priorities.

• Instead of detailing tasks, keep your job descriptions focused on responsibilities and what you would like the individual to accomplish in this position.

• The job you describe must be truly doable. When you’re lumping several tasks into the same job description, make sure that you’re not creating a job that very few people could fill.

• Experience should not include an upper limit

• Any reference to race, color, religion, age, sex, national origin or nationality, physical or mental disability, or sexual orientation in your job description is illegal, so avoid them!

• Be sure you are clear regarding the physical requirements of the position. If it requires heavy lifting, you will want to be sure to document that in the description for legal reasons.

• Finally, Compare your description to positions in similar companies. Is your description competitive?

• Compose specific duty statements that contain most of the following elements
- A precious action verb (see below)
- An object of the verb
- The expected outcome
- The frequency of duties
- The tools, equipment, aids and processes to be used

• Always use specific language. For example:

Too General

- Computer literate
- Good communication skills
- Good organizational skills
- Handles administrative chores
- Lifts heavy packages
- Operates electronic imaging machine
- General verbs such as:
* Prepares ..
* Handles
* Processes
* Maintains

Specific

- Proficient with Microsoft Word, Excel, QuickBooks
- Ability to communicate technical information to nontechnical audiences
- Ability to set priorities, manage time effectively and efficiently, etc..
- Receives, sorts, and files monthly personnel action reports
- Frequently lifts heavy packages weighing up to 50 pounds
- Must know how to operate an electronic imaging machine
- Specific verbs such as:
* Assists – to create, plan, and conduct
* Manages
* Administers
* Resolves
* Ensures
* Identifies
* Recruits
* Analyzes
* Provides
* Reviews
* Interviews
* Coordinates
* Performs
* Sorts and distributes
* Orders, stores, and receives—
* Facilitates
* Records
* Documents
* Oversees
* Approves
- Be consistent: Define terms like may, periodically, occasionally regularly, etc..
- Prepare a miscellaneous clause: This clause provides flexibility, and may be phrased as follows: "performs other related duties as assigned by supervisory personnel"

Job description guidelines

Writing a compelling job description can make the difference between attracting a superstar and a not-so-super candidate. You do not have to be an experienced recruiter to write a job description that gets noticed. A terrific job description lets candidates know what will be expected of her from the outset helping to ensure a smooth transition once hired. A well-written job description can also help you be sure you are complying with necessary employment laws.

Identify the Goal

Job descriptions don't just communicate required duties to your employees; they also clarify your organization's purpose and its effectiveness.

Study the Job

As the first step in writing a job description, you need to study the job itself. This process--job analysis--gives an overview of your organization's functions.

Learn Legal Constraints

JDs are generally treated as legal documents, providing grounds for removing employees who do not meet written expectations.

Categorize

You can start the writing process by placing the job functions into categories. Categories common to job descriptions include position title, department name, supervisor's name, job objectives, essential functions, work condition, and experience or skills required.

Write

In writing this document, concentrate on your use of language.

Review

Pass it on to someone else to review it, ideally someone who has performed the job involved.

Revise

You should immediately incorporate valid feedback into the job description. Since jobs, like everything else, constantly evolve, you can expect to be making periodic changes to the job description in the future as well.