Writing Effective Job Descriptions

A well-written job description should include the purpose of the job, duties and responsibilities, qualifications, and skills, knowledge and abilities (KSA’s) required to perform the job. Writing a job description that is dynamic and functional will benefit you in the end. Many jobs are subject to change because of organizational changes, new technology, and personal growth. Jobs change as incumbents and the organizational needs change.

Purpose of a Job Description

A job description is a written statement that describes the main objective of the job and clearly and concisely communicates the essential and non-essential job functions as well as the minimum and preferred qualifications pertinent to the position. An accurate and well written job description will be useful to:

  • Clarify and align the position with the organizational mission.
  • Evaluate work distribution and departmental organization (job restructuring).
  • Analyze jobs to determine appropriate pay ranges and classifications.
  • Identify the knowledge, skills and abilities the idea candidate should possess.
  • Provide the candidates and incumbent an accurate representation of what the job entails and the minimum and preferred qualifications.
  • Comply with ADA requirements which require that job descriptions include essential functions.
  • Comply with EEOC requirements that the essential duties or functions are fundamental to the position (as opposed to marginal).
  • Comply with equal opportunity, equal pay, overtime eligibility, and other legal requirements.
  • Identify reasonable accommodations to enable a disabled person to perform the essential functions.
  • Determine the value of a particular job in comparison with other jobs.
  • Screen applicants and evaluate and compare candidates.
  • Train employees.
  • Create performance standards that can be used in performance evaluations.
  • Assist incumbents in understanding their jobs better.
  • Counsel employees on career opportunities and their interests.
  • Write an effective advertisement copy.
  • Write appropriate interview questions.
  • Create your selection matrices

Elements of a Job Description

Job descriptions should include the following elements:

  • Position Title
  • Purpose (Job Summary)
  • Job Functions (Duties and Responsibilities)
  • Minimum and Preferred Qualifications (Required/Desirable for Position)

Position Title

Identify the job in a word or two (Program Manager; Assistant Professor; Secretary; Electrician; Police Officer).

Purpose (Job Summary)

The purpose of a job should be a concise statement of the primary purpose of the position and role in the department that make the job unique. Establish the reporting structure above and below the position in this section as well as the level of decision-making authority.

Creating a job purpose/job summary is an important part of the job description because it creates the foundation of the position. To help define the scope, accountability and qualifications needed, identify and talk with stakeholders, co-workers, supervisors and subordinates.                                                                        

Questions to ask when preparing a job purpose/summary:

  • Why does this position exist?
  • What does this position accomplish?
  • What are the end results or objectives of this position?
  • Who are the key stakeholders? Students, faculty, staff, the public or other?
  • How does this position support the department and its mission?
  • What are the expectations for this position and/or person in this position?
  • If applicable, what functions are no longer needed and can be eliminated?
  • What are the new needs or functions that can be developed or restructured?
  • How can the position be made better, become more valuable, more productive – even more attractive to recruit qualified applicants?

Job Functions (Duties and Responsibilities)

The main body of the job description is a numerical listing of specific job duties and responsibilities identified from the job analysis. It requires writing the detail of each essential function, duty, task, responsibility and role within an organization. The job duties and responsibilities should contain clear, declarative statements in priority order of the major tasks, duties and responsibilities.

Questions to ask when writing job duties and responsibilities:

Leadership/Supervisory

  • Will this position have a supervisor/office management role?
  • Consider the number and type of employees supervised, level of authority to hire/fire, conduct performance evaluations, and/or assign work and priorities.
  • Will this position organize, coordinator or assign workflow within the office?
  • Will this position now or in the future hire, train, supervise, evaluate staff and/or students?
  • Will this person represent the manager or department to others outside of the University or internally?
  • What kind of decision-making, problem solving on a regular basis would you need from this position?
  • Is this position authorized to write or change policies and procedures?  If so, for the department, unit or for the University?
  • Does this position chair committees or lead working groups?

Budget/Fiscal Responsibility

  • Will this position independently manage the budget?
  • Would the position be authorized to approve expenditures?
  • Is there grant management or writing in the position?
  • Is generating revenues a requirement?
  • Does this position monitor vendor contracts or get involved in the bid process?
  • Does this position contribute to the budget development process?
  • Would this position prepare purchase requisitions?
  • Is this position responsible for maintaining inventory or ordering supplies?
  • Does this position have any responsibilities related to Graduate Assistances, such as coordinating financial support or teaching assignments?
  • Does this position get involved in budget reporting and/or auditing functions?

Administrative

  • Will this position be required to compose web information or update the website?
  • Would this position be involved in coordinating or supporting special events such as Open Houses, graduations, conferences, symposiums, meetings?  Would the person be responsible for logistics and equipment?
  • Would this position be accountable for personnel actions?
  • What kind of correspondence would this position compose, and for whom?
  • Will this person serve as an authoritative resource for information? Will this position be required to analyze and interpret data, or write narratives?

Extent of Public Contact

Consider the people, agencies, institutions with whom the incumbent will have contact. What is the type and frequency of the contact, i.e., negotiating contracts, answering questions, serving as a resource, etc.?

Minimum and Preferred Qualifications (Required/Desirable for the Position)

Qualifications are the educational requirements, certification/licensing requirements and experience, as well as the knowledge, skills and abilities (KSAs) required to successfully perform the duties of the job.

Before writing the minimum qualifications you should evaluate your needs. Suggestions include:

  • List all the KSAs necessary to perform the job and separate the minimum qualifications from the preferred.
  • The qualifications must support the essential functions. Qualifications should be used as criteria for reviewing applications/resumes. The ADA prohibits disqualifying a candidate who meets the qualifications of the position and \whose disability can be reasonably accommodated.
  • Consider making qualification requirements more flexible, i.e., rather than ask for a degree in a particular discipline or field, consider a degree in a particular or a related field or consider an equivalency of experience, training and education in lieu of a degree.
  • Use specific language.
Specific Vague
Proficient with Microsoft Word, Excel, PowerPoint, and Access Computer skills
Proven ability to supervise employees involved in graphic design; experience managing a large staff of professional and/or technical staff Supervisory skills
Proven ability to present technical and/or non-technical information to a variety of audiences Good presentation skills
Demonstrated ability to deal effectively with the public, students, faculty, staff and external agencies Good interpersonal skills

Note: Be sure that the stated minimum and preferred qualifications are defensible and directly related to the duties and responsibilities of the position. If you are going to use criteria in the selection process it must be identified in the minimum and/or preferred qualifications.