How to Write a Position Description

Put time and thought into writing a job description.

In order to attract qualified candidates that will be the best match for a job, it is important that your position description detail the duties, responsibilities and employment benefits as clearly as possible. This will not only reduce the amount of time interviewing applicants but can potentially shorten the learning curve once they are hired. For the job-seeker, a specification sheet that defines exactly what an employer is looking for will help determine which job openings merit attention.

Instructions

1. Give the position a title that reflects what sort of activities the job might entail. If, for example, you use a generic title like "clerk," an applicant will not know if it is a front desk position greeting customers, a back-room assignment doing inventory or a job performing key data entry tasks. In addition, if you are with a government agency that is fond of acronyms and abbreviations, keep in mind that a candidate outside the system will not know if a "CAV Assistant II" involves brains, brawn or a special license.

2. Identify where the job duties will be performed. If this is not specified in the description, applicants will likely assume they will be working at the same address as the one where they are requested to mail their resumes. It is also important to reference the department and supervisory authority to whom the new hire will report.
   Example:
   This position reports directly to the Vice President of Student Affairs.

3. Provide a list of duties the employee will be expected to perform. These can either be addressed in a few sentences of narrative or listed as a series of bullet points depending on the job's complexity. The most critical and/or frequent tasks are listed first. A typical workday can also be described in terms of workload percentages.
   Example:
   Administer timed tests to new applicants - 50%
   Lead orientation workshops - 30%
   Give recruitment talks at area high schools - 20%

   If the employee will be required to travel, work overtime, or engage in dangerous activities, these need to be spelled out as well.

4. Define the skills, knowledge and experience required for applicants to be seriously considered. Examples include academic credentials, familiarity with specific software programs, foreign language proficiency, ability to operate standard office equipment, "x" number of years in a similar industry, ability to lift 30 pounds and so on.

5. Specify desirable traits such as a sense of humor, the ability to work without supervision, an outgoing personality, a team player, a self-starter, the ability to stay cool in a fast-paced environment and so on.

6. Identify the work hours, wages, employee benefits and any perks such as use of a company car, free parking and employee discounts. If a job is anything other than permanent full-time and traditional daytime hours, prospective candidates need to know this. The type of benefits you offer--medical, dental, vision, 401K--is also often a deal-breaker with job applicants so include this information as well.

7. Advise candidates how to apply for the job and what the filing deadline is. Examples include online applications, mailed resumes, phone appointments or visiting the office. If additional materials, such as recommendation letters, writing samples or school transcripts, are required, state this in the description.

Tips & Warnings

• Always have your job descriptions reviewed by human resource personnel or legal counsel to ensure compliance with state and federal employment laws.

References

• "How to Write a Job Description"; Frederick Alan Casemore; 2006
• "The Job Description Handbook"; Marjorie Mader-Clark; 2008
• "Perfect Phrases for Writing Job Descriptions"; Carole Martin; 2009

Resources

• Business Know-How: How to Write a Job Description
• Entrepreneur: How to Write a Job Analysis and Description