All About Writing Job Descriptions
When writing a job description, think of what a "snapshot" of the job might look like. The job description you write needs to communicate clearly and effectively what responsibilities, skills, aptitudes and tasks the job entails and to indicate, as well, the key qualifications of the job. It's always good to have as much information about human resources.
Competition and equal employment opportunity legislation has made job description analysis a mandatory organizational consideration for small businesses. Because human resources represent the largest cost item for most small businesses, small business owners must have current and systematized information on all jobs in order to produce products and services efficiently. The all of laws, guidelines, and court decisions concerning equal employment opportunity make job description analysis necessary. Small businesses have been quite vulnerable on the issue of discrimination in employment practices. One way to defend employment practices is to conduct job description analysis and prepare job descriptions.
Job descriptions are the most visible product from job description analysis. Complete and compliant job descriptions developed from job description analysis are used in selecting, training, performance appraisal, and compensation. There are many formats used in preparing job descriptions. Included in this factsheet is one job description format used by small businesses.
Competition and equal employment opportunity legislation has made job description analysis a mandatory organizational consideration for small businesses. Because human resources represent the largest cost item for most small businesses, small business owners must have current and systematized information on all jobs in order to produce products and services efficiently. The all of laws, guidelines, and court decisions concerning equal employment opportunity make job description analysis necessary. Small businesses have been quite vulnerable on the issue of discrimination in employment practices. One way to defend employment practices is to conduct job description analysis and prepare job descriptions.
Job descriptions are the most visible product from job description analysis. Complete and compliant job descriptions developed from job description analysis are used in selecting, training, performance appraisal, and compensation. There are many formats used in preparing job descriptions. Included in this factsheet is one job description format used by small businesses.
Things To Consider Writing In Your Job Description
Here are some of the most important things to have in your job descriptions:
- Title of the position
- Department
- Reports to (to whom the person directly reports)
- Overall responsibility
- Key areas of responsibility
- Consults with (those who the person works with on a regular basis)
- Term of employment
- Qualifications (necessary skills and experience required)
Writing Legally Compliant Job Descriptions
Educational requirements and job experience are the areas where discrimination may occur. Educational requirements must be a real necessity for the job. If someone could accomplish the work with equivalent job experience but who lacks a specific credential, the job description should be modified. And to avoid age discrimination, experience should not include an upper limit.
To be safe, you may want to use HR Job Description Software that is up-to-date with all the latest compliant issues.
To be safe, you may want to use HR Job Description Software that is up-to-date with all the latest compliant issues.
Sample Job Description
Title of the position
Senior Mailroom Clerk
Department
Operations
Reports to
Building Services Supervisor
Overall responsibility
Supervise mailroom staff and interface with all levels of management
regarding mail and supply deliveries
Key areas of responsibility
Consults with
Term of employment
12 months
Qualifications
Senior Mailroom Clerk
Department
Operations
Reports to
Building Services Supervisor
Overall responsibility
Supervise mailroom staff and interface with all levels of management
regarding mail and supply deliveries
Key areas of responsibility
- Maintain established shipping/receiving procedures
- Sort and distribute mail on a timely basis
- Maintain all photocopiers, fax machines, and postage meters
- Order, store, and distribute supplies
- Facilitate all off-site storage, inventory, and record management requests
- Document current policies and procedures in the COS Department as well as
implement new procedures for improvement - Oversee the use of a company van when needed
- Ensure that water and paper is available for customers on a continuous
basis
Consults with
- Building Services Supervisor
- Mailroom staff
- All levels of management
Term of employment
12 months
Qualifications
- Strong sense of customer service
- Good organizational skills
- Ability to lift a minimum of 25 pounds
- Supervisory experience in a corporate mailroom environment
- Good driving record
Job Description Analysis
Job analysis is an in-depth study of a job and provides information for writing job descriptions. A job analyst will collect information about jobs through interview with employees, observing performance of certain positions, asking employees to fill out surveys and checklists, and gathering information about a job from outside sources such as a Job Description Writing Software.
A job analyst will present the results of a analysis and review am with a job incumbent. A report is then presented to a incumbent's manager for review (often a incumbent's manager is a job analyst.) A manager may add, delete or modify duties, knowledge, skills, abilities, and oar characteristics. After managery approval is obtained, a documentation is forwarded through channels for final approval. A signed and dated job description is an prepared. This job description becomes a official record for this particular job.
A job analyst will present the results of a analysis and review am with a job incumbent. A report is then presented to a incumbent's manager for review (often a incumbent's manager is a job analyst.) A manager may add, delete or modify duties, knowledge, skills, abilities, and oar characteristics. After managery approval is obtained, a documentation is forwarded through channels for final approval. A signed and dated job description is an prepared. This job description becomes a official record for this particular job.
New Text / Write module
Writing Style For Job Descriptions
Job descriptions should be written in brief and clear sentences. The basic structure for sentences in a job description should be "implied subject/verb/object/explanatory phrase." It is best to use action verbs like "types" and "files."
Products To Help You Write A Job Description
The Job Description Handbook
Amazon Price: $19.79 (as of 07/11/2009) 
The Handbook of Model Job Descriptions
Amazon Price: $74.25 (as of 07/11/2009)
The Big Book of Job Descriptions for Ministry: Identifying Opportunities and Clarifying Expectations for Ministry
Amazon Price: $8.79 (as of 07/11/2009)
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