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This guide provides the basics of writing a job description and covers the following sections of the job description:

• Position Details
• Job Duties (“What you do”)
• Performance Standards (“How you do it”)
• Job Factors

Position Details:

This Position Details section contains general information about the job – the job code working title, department name, reports to, FLSA status (determined by HR) and the job description summary.

Working Title – The working title for a job should be based upon the main function or role of the job. It is important to stray away from vague and very specific job titles, instead create a working title that appropriately describes both the level of responsibility and role of the job. Here are some examples of good working titles and those that need some improvement:

Job Description Summary – The job description summary:

• Contains 1 to 3 sentences
• Summarizes the main points of the job description which may include key responsibilities, functions, and duties.

Statement of Duties and Responsibilities:

The Job Duties section is the foundation of the Job Description. It conveys the complexity, scope, and level of responsibility of a job. Due to the significance of this section, it is important to accurately, concisely, and completely describe the duties and responsibilities of a job.

This section of the Job Description is comprised of three main elements:

Job Duties and Responsibilities:

When the Job Duties are well written and organized, they can accurately convey the complexity, scope, and level of responsibility of a job.

1. Think of the job in terms of its Key Accountabilities, or main responsibilities/functions. Typically, a job will have 3 - 5 major Key Accountabilities. Here are some examples:

• Budget Management
• Executive Support
• Event Coordination

2. After establishing the Key Accountabilities, generate specific job duties associated with each. These are the individual tasks or duties that correspond to the Key Accountability. For example, specific

Budget Management duties might include:

• Prepare budgetary reports for supervisor
• Analyze expenditures
• Prepares event agenda

3. Condense the specific job duties into two to three concise “Duty Statements,” beginning each statement with an action verb (see page 5).

To summarize, here are some things to remember when completing the Job Duties section of the job

Description:

• The Job Duties section should contain 3 - 5 Key Accountabilities.
• Title each Key Accountability section to summarize the function / role.
• Include 2 - 3 concise Duty Statements for each Key Accountability. The Duty Statements expand upon that particular area of responsibility as well as the role and complexity of the position.
• Begin Duty Statement with an action verb (see page 8 for a list).
• Limit the listing of Duty Statements and Key Accountabilities to what is required to perform the job.
• Do not include duties that are no longer performed or those that may be required in the future.
• Write the duties in terms of what the department and the position requires, not based upon the capabilities of any individual.

Job Factors:

The Job Factors section of the job description outlines the knowledge and skills required to successfully function in the job. The Job Factors cover a variety of areas pertaining to the job, such as the level of education/experience required, supervision responsibilities, physical demands and working conditions.

The assignment of Job Factors should be completed by the supervisor, or hiring manager, and, should be reflective of the general responsibility level of that position.

Education/ Experience:

Identify the minimum education, knowledge, skills and abilities (KSAs) and experience necessary for entry into the job, including:

• Level of education (such as high school, Bachelor's degree, Master's degree), and specific degree requirements.
• Work experience, both type and amount.
• Special training, certification or licensure (such as LPN or CPA)
• Special knowledge, skills or abilities (such as PC skills, Spanish language)
• List the education, work experience, and technical/professional skills required to be able to perform the job rather than those that describe the ideal candidate.

Physical Demands and Working Conditions:

Describe the work environment and physical demands (i.e., environmental elements, travel, irregular hours, hazardous/unpleasant working conditions, etc.) of the position.

Include the job requirements to such as the amount of manual effort, climbing, lifting, reaching, exposure to harsh conditions, exposure to dangerous chemicals, and so forth.  The identification and explanation of the physical requirements of a job have legal ramifications related to ADA, and therefore should be prepared thoughtfully.

Job Description Dos and Don’ts:

Before writing a job description, here are some helpful hints to consider:

DO:

• Refer to the Job Description Writing Guide
• Use a factual and impersonal style when writing the job description
• Base the job description on the department’s needs
• Write an accurate, concise, and complete job description
• Use complete sentences
• Keep sentence structure as simple as possible, omitting unnecessary words that do not contribute relevant information.
• Begin each duty/task with an action verb (see page 5 for a list).
• Be consistent when using terms like “may” and “occasionally.” (These terms should only be used to describe tasks that are performed once in a while)
• Refer to job titles rather than incumbents, i.e., “Reports to _______ Manager”.
• Be precise. This is critical for accurate job evaluation and analysis.
• Focus on critical activities.
• Use a logical sequence in describing duties and responsibilities (Key Responsibility first,
• followed by the corresponding duties)

DON’T:

• Base the content of the job description on the capabilities, skills, and interests of the incumbent
• Write the job description based upon the desired job classification
• Write the job description as step by step guide on how to do the job

Action Verbs: