How to Write a Professional Job Description

Clear job descriptions are vital to finding qualified employees.

Finding qualified employees to work for your company starts with a clear understanding of the specific tasks they'll be expected to perform as well as how you plan to compensate them for their time and efforts. Even if you confine your candidate search to in-house referrals and word of mouth, you still need to put the particulars of the position in writing. This provides applicants with an overview of what will be expected of them and protects you in the event that their activities or attitudes require disciplinary action or termination.

Things You'll Need

• Word processing software

Instructions

1. Assign a title to the position and make a complete list of the duties associated with that job. To give prospective applicants a reasonable sense of how much time each task consumes in the workday, you can either assign each task a percentage or list them in bullet points or narrative in their hierarchy of importance.
   Example:
   Preparing client invoices and processing payments: 65%
   Maintaining client database: 15%
   Ordering office and library supplies: 10%
   Receptionist duties: 10%

2. Identify the work hours, duration of assignment and pay scale for the position. Most candidates will assume that the workday is 9 a.m. to 5 p.m. If it's anything other than this, they'll want to know before they apply. Likewise, a position that's seasonal or has been established to fulfill a temporary or on-call need should be identified as such. Pay rates are described in terms of hourly, annual, commission or flat rate. The latter is usually based on the number of items produced or--in the case of consulting jobs--a set fee to accomplish a specific set of objectives. If overtime and/or extensive travel is expected, this needs to be clearly stated.

3. Define the educational, experiential and physical qualifications required to fulfill the duties of the job. Examples of these include education; the ability to read, write and speak English; related work experience and training; licensing and certifications; proficiency in a foreign language; familiarity with computer software; and physical strength and agility. This section of the job specs should also address desirable personality traits such as leadership, initiative, ability to multi-task or work under pressure, flexibility, communications skills, patience and a sense of humor.

4. Explain how prospective candidates should apply for the position and what types of materials should be submitted for consideration. Examples of these include resumes, portfolios, personal essays and letters of recommendation. In addition, the method of application should be described. Examples of this would include mailed or dropped-off resumes, online applications and cattle call interviews. Mention any deadlines for applications.

Tips & Warnings

• Job specifications should always be reviewed by an attorney or human resources representative to ensure compliance with state and federal hiring regulations.

References

• "How to Hire a Champion: Insider Secrets to Find, Select, and Keep Great Employees"; David P. Snyder; 2007
• "The Essential HR Handbook: A Quick and Handy Resource for Any Manager or HR Professional"; Sharon Armstrong, Barbara Mitchell; 2008
• "Human Resource Essentials: Your Guide to Starting and Running the HR Function"; Lin Grensing-Pophal; 2002

Resources

• "Business Know-How: How to Write a Job Description"
• "UCLA: Guide to Writing Job Descriptions"
• "HR Daily Advisor: Tips for Job Descriptions"