How to write job descriptions
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The document provides guidance on writing effective job descriptions. It explains that job descriptions are important for communication, organizational efficiency, and compliance with the Americans with Disabilities Act. The document outlines the key sections that should be included in a job description, such as the position title, essential functions, minimum requirements, and knowledge/skills/abilities. It emphasizes using clear, concise language focused on outcomes rather than tasks when describing the essential functions of a job.
How to write job descriptions
- 1. Writing JobWriting Job DescriptionsDescriptions DESINGED BY, MR.SUNIL KUMAR
- 2. ObjectivesObjectives Understand how the job descriptionUnderstand how the job description process worksprocess works Know the legal ins and outs of writingKnow the legal ins and outs of writing job descriptionsjob descriptions Be able to successfully write jobBe able to successfully write job description for your position(s) underdescription for your position(s) under your supervisionyour supervision
- 3. Why do we need them?Why do we need them? CommunicationCommunication – Employees know what is expected in jobEmployees know what is expected in job – Defines accountabilityDefines accountability Organizational EfficiencyOrganizational Efficiency – Helps eliminate duplication ofHelps eliminate duplication of responsibilitiesresponsibilities – Identifies hiring criteriaIdentifies hiring criteria
- 4. Americans withAmericans with Disabilities ActDisabilities Act Signed into law in 1990Signed into law in 1990 Enforced by EEOCEnforced by EEOC – 5 Titles5 Titles Title I: Employment ProvisionsTitle I: Employment Provisions Prohibits employment-related discriminationProhibits employment-related discrimination against persons with disabilitiesagainst persons with disabilities Established concept of “reasonableEstablished concept of “reasonable accommodation”accommodation”
- 5. Use Job Description….Use Job Description…. As main source of informationAs main source of information To define minimum requirements of aTo define minimum requirements of a jobjob To focus on essential functions andTo focus on essential functions and specific knowledge, experience skillsspecific knowledge, experience skills needed to perform the jobneeded to perform the job
- 6. Sections on JobSections on Job DescriptionDescription FLSA ClassificationFLSA Classification Position TitlePosition Title DepartmentDepartment Position SummaryPosition Summary Essential FunctionsEssential Functions ““Other” – Non-essential FunctionsOther” – Non-essential Functions Organizational ReportingOrganizational Reporting
- 7. Sections on JobSections on Job Description, Cont.Description, Cont. Minimum RequirementsMinimum Requirements Additional Desirable QualificationsAdditional Desirable Qualifications Working ConditionsWorking Conditions
- 8. FLSA ClassificationFLSA Classification ExemptExempt NonexemptNonexempt For details on FLSA classification see:For details on FLSA classification see: www.dol.gov/dol/compliance/comp-www.dol.gov/dol/compliance/comp- flsa.htmflsa.htm
- 9. Position TitlePosition Title Clearly define the position in as fewClearly define the position in as few words as possible.words as possible.
- 10. Job SummaryJob Summary Brief overview of the reason the positionBrief overview of the reason the position existsexists Written in broad terms identifying functionsWritten in broad terms identifying functions of job, but not the specificsof job, but not the specifics Easier to write after the essential functionsEasier to write after the essential functions are determinedare determined Think of as an essay question: “DescribeThink of as an essay question: “Describe the essence of the job in 30 words or lessthe essence of the job in 30 words or less
- 11. Essential FunctionsEssential Functions Identifies the functions that areIdentifies the functions that are essential to the existence of theessential to the existence of the positionposition Functions should be arranged in orderFunctions should be arranged in order of importanceof importance Use action verbs to begin eachUse action verbs to begin each functionfunction
- 12. Determining EssentialDetermining Essential FunctionsFunctions The position exists to perform theThe position exists to perform the functionfunction There are a limited number ofThere are a limited number of employees available to perform theemployees available to perform the functionfunction The function is highly specializedThe function is highly specialized A large amount of time will be spentA large amount of time will be spent performing the functionperforming the function
- 13. Writing EssentialWriting Essential FunctionsFunctions – Use clear and concise language. When possible, useUse clear and concise language. When possible, use words that have a single meaning.words that have a single meaning. Use examples / explanations for words which haveUse examples / explanations for words which have varying interpretationsvarying interpretations – Use non-technical language whenever possible.Use non-technical language whenever possible. A good job description explains the objectives, duties,A good job description explains the objectives, duties, and responsibilities of a job so that they areand responsibilities of a job so that they are understandable even to a layperson.understandable even to a layperson. – Use telegraphic sentence style (implied subject / verb /Use telegraphic sentence style (implied subject / verb / object / explanatory phrase). Avoid unnecessary wordsobject / explanatory phrase). Avoid unnecessary words Example: The job incumbent transports all companyExample: The job incumbent transports all company mail to various locations throughout the entire facility.mail to various locations throughout the entire facility.
- 14. Writing EssentialWriting Essential Functions, Cont.Functions, Cont. – Keep sentence structure as simple as possible;Keep sentence structure as simple as possible; omit all words that do not contribute necessaryomit all words that do not contribute necessary information.information. – Begin each sentence with an active verb, alwaysBegin each sentence with an active verb, always use the present tense.use the present tense. – Whenever possible, describe the desiredWhenever possible, describe the desired outcome of the work, rather than the method foroutcome of the work, rather than the method for accomplishing that outcome.accomplishing that outcome. For example, instead of "writes down phoneFor example, instead of "writes down phone messages"- a task-oriented approach - youmessages"- a task-oriented approach - you might say "accurately records phone messages.might say "accurately records phone messages.
- 15. – Avoid words, such as "handles," that does not tellAvoid words, such as "handles," that does not tell specifically what the employee does.specifically what the employee does. Others you may want to avoid: "checks," "prepares,"Others you may want to avoid: "checks," "prepares," "examines," "sends." If these words are the most accurate"examines," "sends." If these words are the most accurate and specific ones available, it may be acceptable to useand specific ones available, it may be acceptable to use them. But if a more specific term would describe the taskthem. But if a more specific term would describe the task more clearly, use it.more clearly, use it. – Use generic terms instead of proprietary namesUse generic terms instead of proprietary names ("Microsoft," "Xerox," "Macintosh," etc.).("Microsoft," "Xerox," "Macintosh," etc.). – Avoid using gender based language.Avoid using gender based language. – Qualify whenever possible.Qualify whenever possible. Don't just say that a file clerk "files" materials; say thatDon't just say that a file clerk "files" materials; say that s/he "files alphabetically."s/he "files alphabetically."
- 16. Examples of ActionExamples of Action VerbsVerbs ProvidesProvides ReviewsReviews AssistsAssists DesignsDesigns SchedulesSchedules PreparesPrepares ManagesManages DevelopsDevelops ReportsReports CreatesCreates EntersEnters DirectsDirects CounselsCounsels CoordinatesCoordinates MaintainsMaintains WritesWrites
- 17. OrganizationalOrganizational RelationshipsRelationships Identify positions reporting directly andIdentify positions reporting directly and indirectly to the positionindirectly to the position To what position(s) does this positionTo what position(s) does this position reportreport List frequent and occasional contact,List frequent and occasional contact, i.e., employees, outside agencies.i.e., employees, outside agencies.
- 18. Minimum RequirementsMinimum Requirements Education/ExperienceEducation/Experience – Identify what education and experienceIdentify what education and experience are minimally required to successfullyare minimally required to successfully carry out the essential function of the jobcarry out the essential function of the job – Remember to think in terms of theRemember to think in terms of the “position”“position” not thenot the “person”“person” Licenses, Certifications, etc.Licenses, Certifications, etc.
- 19. Knowledge, Skills andKnowledge, Skills and AbilitiesAbilities Identify specific KSAs needed toIdentify specific KSAs needed to successfully perform the essential functionssuccessfully perform the essential functions of the jobof the job Only list the KSAs needed to achieve theOnly list the KSAs needed to achieve the desired results, not those the idealdesired results, not those the ideal candidate might possesscandidate might possess Use examples from the job to help defineUse examples from the job to help define the KSAs concisely.the KSAs concisely. Avoid using subjective modifiers, e.g., highAvoid using subjective modifiers, e.g., high level, which have a different meaning forlevel, which have a different meaning for each individual.each individual.
- 20. Examples of KSAsExamples of KSAs Ability to interact effectively withAbility to interact effectively with visitors, administration, faculty andvisitors, administration, faculty and staffstaff Knowledge of applicable state andKnowledge of applicable state and federal laws and regulations governingfederal laws and regulations governing post-secondary educationpost-secondary education Skills in computer hardware repair andSkills in computer hardware repair and troubleshootingtroubleshooting
- 21. Knowledge, Skills, andKnowledge, Skills, and AbilitiesAbilities For detailed information and examplesFor detailed information and examples of how to write knowledge, skills andof how to write knowledge, skills and abilities, go to ?abilities, go to ?
- 22. Additional DesirableAdditional Desirable QualificationsQualifications Qualifications in addition to theQualifications in addition to the minimum requirements that would beminimum requirements that would be beneficial in successfully performingbeneficial in successfully performing the jobthe job
- 23. Working ConditionsWorking Conditions Physical DemandsPhysical Demands – Physical activitiesPhysical activities – Lifting weight and exerting forceLifting weight and exerting force – Vision requirementsVision requirements Work EnvironmentWork Environment – Exposure to extreme conditions, i.e.Exposure to extreme conditions, i.e. weather, chemicalsweather, chemicals – Noise levelNoise level