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/comp-
flsa.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
Reports
Provides
Creates
Reviews
Assists
Enters
Designs
Directs
Schedules
Counsels
Prepares Coordinates
Manages Maintains
Develops 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