Writing Job

Descriptions

Objectives

Understand how the job

description process works
Know the legal ins and outs of
writing job descriptions
Be able to successfully write job
description for your position(s)
under your supervision

Why do we need them?

Communication
Employees know what is expected in
job
Defines accountability

Organizational Efficiency
Helps eliminate duplication of
responsibilities
Identifies hiring criteria

Americans with
Disabilities Act

Signed into law in 1990

Enforced by EEOC
5 Titles

Title I: Employment Provisions

Prohibits employment-related
discrimination against persons with
disabilities
Established concept of reasonable
accommodation

Use Job Description.

As main source of information

To define minimum requirements
of a job
To focus on essential functions
and specific knowledge,
experience skills needed to
perform the job

Sections on Job
Description

FLSA Classification
Position Title
Department
Position Summary
Essential Functions
Other Non-essential Functions
Organizational Reporting

Sections on Job
Description, Cont.

Minimum Requirements
Additional Desirable Qualifications
Working Conditions

FLSA Classification

Exempt
Nonexempt

For details on FLSA classification

see:
www.dol.gov/dol/compliance/compflsa.htm

Position Title
Clearly define the position in as few
words as possible.

Job Summary

Brief overview of the reason the

position exists
Written in broad terms identifying
functions of job, but not the specifics
Easier to write after the essential
functions are determined
Think of as an essay question:
Describe the essence of the job in 30
words or less

Essential Functions

Identifies the functions that are

essential to the existence of the
position
Functions should be arranged in
order of importance
Use action verbs to begin each
function

Determining Essential
Functions

The position exists to perform the

function
There are a limited number of
employees available to perform
the function
The function is highly specialized
A large amount of time will be
spent performing the function

Writing Essential
Functions

Use clear and concise language. When possible,

use words that have a single meaning.
Use examples / explanations for words which have
varying interpretations
Use non-technical language whenever possible.
A good job description explains the objectives,
duties, and responsibilities of a job so that they
are understandable even to a layperson.
Use telegraphic sentence style (implied subject /
verb / object / explanatory phrase). Avoid
unnecessary words
Example: The job incumbent transports all
company mail to various locations throughout the
entire facility.

Writing Essential
Functions, Cont.
Keep sentence structure as simple as
possible; omit all words that do not
contribute necessary information.
Begin each sentence with an active verb,
always use the present tense.
Whenever possible, describe the desired
outcome of the work, rather than the
method for accomplishing that outcome.
For example, instead of "writes down phone
messages"- a task-oriented approach - you
might say "accurately records phone
messages.

 Avoid words, such as "handles," that does not tell

specifically what the employee does.
Others you may want to avoid: "checks," "prepares,"
"examines," "sends." If these words are the most
accurate and specific ones available, it may be
acceptable to use them. But if a more specific term
would describe the task more clearly, use it.
Use generic terms instead of proprietary names
("Microsoft," "Xerox," "Macintosh," etc.).
Avoid using gender based language.
Qualify whenever possible.
Don't just say that a file clerk "files" materials; say
that s/he "files alphabetically."

Examples of Action
Verbs

Provides
Reviews
Assists
Designs
Schedules
Prepares
Manages
Develops

Reports
Creates
Enters
Directs
Counsels
Coordinates
Maintains
Writes

Organizational
Relationships

Identify positions reporting directly

and indirectly to the position
To what position(s) does this
position report
List frequent and occasional
contact, i.e., employees, outside
agencies.

Minimum
Requirements

Education/Experience
Identify what education and
experience are minimally required to
successfully carry out the essential
function of the job
Remember to think in terms of the
position not the person

Licenses, Certifications, etc.

Knowledge, Skills and

Abilities

Identify specific KSAs needed to

successfully perform the essential functions
of the job
Only list the KSAs needed to achieve the
desired results, not those the ideal
candidate might possess
Use examples from the job to help define
the KSAs concisely.
Avoid using subjective modifiers, e.g., high
level, which have a different meaning for
each individual.

Examples of KSAs

Ability to interact effectively with

visitors, administration, faculty and
staff
Knowledge of applicable state and
federal laws and regulations
governing post-secondary
education
Skills in computer hardware repair
and troubleshooting

Knowledge, Skills, and

Abilities
For detailed information and
examples of how to write
knowledge, skills and abilities, go
to ?

Additional Desirable
Qualifications

Qualifications in addition to the

minimum requirements that
would be beneficial in
successfully performing the job

Working Conditions

Physical Demands

Physical activities
Lifting weight and exerting force
Vision requirements

Work Environment
Exposure to extreme conditions, i.e.
weather, chemicals
Noise level

Resources

www.oalj.dol.gov/libdot.htm
www.mhsqic.org/psam/humanreso
urce/jobdescriptions/jobdescrip4.h
tm