write a job description

Writing A Descriptive Job Description

Title of the Job

· Be as specific as possible (if feasible, avoid non-descript titles such as “associate”)

· Be sure to include job’s level/grade, if applicable (junior, senior, etc.)

· Use gender-neutral language (“fire fighter” not “fireman”)

Identifying Information

· Company Name & Function or Department

· Location

· To whom the job reports

· Salary range (optional)

General Purpose (Job Summary)

· A brief overview of the job (3-5 sentences); why the job exists, what the work involves, responsibilities, tools used, amount of autonomy

*Helpful Hint: this is usually easiest to do last, but should always be presented early in the finished product)

Core Duties & Responsibilities

· In order of importance, list the essential duties of the job (typically 8-10)

· “Core duties & responsibilities” are those that must be performed in order to accomplish successful job performance

· Include general work activities and responsibilities (use tasks sparingly for purposes of clarification)

· Provide some indication of the amount of autonomy and judgment that must be exercised as part of the job

· Provide some indication of the complexity of the job

· Avoid functions that only happen irregularly (e.g., “takes over for manager if he/she is absent)

· Be sure to include any physical requirements, such as weight to be lifted, etc. (if applicable)

· Often the phrase “other additional duties, as requested by the supervisor” is used to avoid the situation of people saying “that’s not in my ob description…”

*Helpful Hint 1: Some considerations as to whether something is “core” or essential:

- Does the position exist to perform the function?

- Is the time spent in performing the function significant?

- If the function is not performed, are there serious consequences for the company?

- Have past or present employees actually performed the function as part of the job?

Work Role Interactions

· Indicate (by job title) with whom the position would have regular (day-to-day) contact, excluding immediate supervisors & mangers) – this should include stakeholders both inside & outside the org.

· The nature of the contact (role interaction) should be very clear from the previous section, if not provide more detail

KSAOs (Job Specification)

· List the essential knowledge, skills, abilities, and other characteristics (e.g., work styles such as dependability) that are needed for successful job performance

*Helpful Hint: Provide a brief description of the KSAOs when necessary; not everyone knows what “teamwork skills” or “a customer-focus” means

Quantitative Dimensions (Optional)

· Describe the job in terms of financial accountability/results (operating budget, authorization limits, sales volume, etc.)

Experience, Education, Training, & Misc. Requirements

· Indicate minimum work experience (both type and length)

· Indicate educational requirement (degree and specialization, if possible)

· Describe any special certification or other training that is necessary (CPA, CPR, EMT license, etc.)

Contact Information

· Where/who/how to send resume or apply

· Specify how further contact will occur (“don’t call us, we’ll call you” – but in a more tactful way that indicates a general process)