How to Write a Job Description
What does a job description do?
The job description accurately reflects the duties and responsibilities of the position. When well-written, it produces a realistic picture of a job and answers the question, “What does the person in this role actually do?”
Purpose of a job description
- Describes the position’s responsibilities
- Sets the foundation for recruiting talent
- Develops talent
- Sets the stage for ideal work performance by clarifying responsibilities, expected results, and evaluation of performance.
- Helps to maintain an equitable compensation system
- Ensures legal compliance
When to update a job description
A job description should be revisited and updated in line with the annual performance evaluation cycle.
What should a job description contain?
- Sufficient information to describe major responsibilities and essential functions as they exist today.
- Provide the information necessary to classify the position, not the person
- Job Descriptions are “incumbent neutral” and not based on any specific quality of an incumbent (such as knowledge, skills, abilities, performance, dedication, loyalty, years of service, or degree).
- The document should not include every detail of how and what work is performed so that it remains useful even when minor changes occur.
Who writes the job description?
- The hiring manager will meet with the Compensation & Classification Manager for a JD Audit meeting, where they will describe the duties, responsibilities, and expectations of the position.
- The Compensation & Classification Manager will use this information to draft a job description and title the position appropriately, based on the duties and responsibilities of the position.
- The Compensation & Classification Manager will then run a compensation analysis to see where this position lands in the Council Approved Pay Plan.
- For each position, we will review internal employees who do comparable work based on the duties and responsibilities described in the job description.
- The approved hiring salary range will be based off of internal equity
- Once the compensation band has been established, the Comp & Class Manager will assign the position a title based off the duties and responsibilities of the position.
What will be in the final document provided by HR?
The final job description will contain the following components: job title, job purpose, job duties and responsibilities, minimum qualifications (required), and preferred qualifications.
Job Title
The Job Title is a brief description (1-4 words) of the job which reflects the content, purpose, and scope of the job and is consistent with other job titles of similar roles within the City of Greeley.
- Examples include: Talent Acquisition Partner, Human Resources Business Partner, Human Resources Business Partner Manager, Human Resources Deputy Director, Human Resources Director
Job Purpose
The Job Purpose provides a high-level overview of the role, level and scope of responsibility consisting of three or four sentences providing a basic understanding of the position.
Job Duties and Responsibilities (Essential Functions)
This section contains a description of the duties and responsibilities assigned to the job. They describe the fundamental nature of the job and how the person will be spending the mass majority of their time.
- Include explanatory phrases which tell why, how, where or how often the tasks and duties are performed.
- Focus on outcome of tasks.
- Decision Making – Independent or dependent.
- Identify areas of accountability.
- Describe the level and type of responsibilities.
- Describe the nature of contact, the people contacted, and the extent to which the incumbent will interact with others within and outside of the organization.
- List job duties that reflect the position requirements and ensure they are not based upon the capabilities of any one individual.
If applicable, also address the type of supervisory responsibility that is expected from this role. Detail the extent of the job’s authority to hire, discipline, terminate, assign work, train, and evaluate performance of subordinates. This can be either a separate job duty or noted in other job duties as appropriate. The following lists various levels of supervision:
- Provide direction to other individuals.
- Supervises, hires, trains, provides work direction, and problem-solving assistance for student workers. Also oversees the daily operations of other staff.
- Supervises staff, including hiring, scheduling and assigning work, reviewing performance, and recommends salary increases, promotions, transfers, demotions, or terminations.
Minimum Qualifications
This section lists the required level of job knowledge (such as education and experience) required to do the job. This section focuses on the “minimum” level of qualifications for an individual to be productive and successful in this role.
Knowledge, Skills, and Abilities
Required knowledge, skills, and abilities, including the level or depth of knowledge required for entry into the position. Please refer to the “COG KSAs” handout.
Preferred Qualifications
These Preferred Qualifications are “nice to have” but are not essential to carrying out the day to day functions of the job. Candidates that meet the preferred qualifications may qualify for higher pay.
Working Conditions
Identify the working conditions and physical demands that relate directly to the essential job duties and responsibilities to be compliant with the Americans with Disabilities Act. Describe the type, intensity (how much), frequency (how often), and duration (how long) of physical or mental capabilities required.