How to Write a Job Description - ApplicantStack
The article from ApplicantStack explains that writing a clear, professional job description is crucial for attracting qualified candidates, setting realistic job expectations, guiding recruitment and performance evaluations, increasing applicant diversity, and avoiding legal issues, emphasizing the importance of a standardized process involving relevant stakeholders to create effective job descriptions that reflect well on the company and reduce hiring inefficiencies.
Knowing how to write a job description is one of the key components to attracting and hiring the best talent. That means it’s an essential skill for hiring managers, HR professionals, and recruiters.
What is a Job Description?
A job description is a formal listing of the specific responsibilities and important details about an employment position. Though it isn’t the exact thing as a job posting, the job posting includes the job description. A job posting may include additional information about the company.
A good job description will:
- Help attract the right candidates
- Be a template for writing your job posting and advertisements
- Increase the diversity of your applicant pool
- Serve as a guide for writing your interview questions and candidate evaluation
- Set realistic expectations for the new hire
- Assist managers/supervisors with performance reviews and identifying areas for training or development
- Prevent legal problems with federal agencies in the event of a discrimination allegation
Why is a Good Job Description Important?
A job description is usually the first touchpoint a candidate has with your company. If it’s professional and compelling, it reflects well on your organization. Conversely, if it’s full of clichés and trite phrases, or grammar and spelling mistakes, high-quality candidates will pass it by.
A good job description sets expectations for prospective applicants, saving everyone time and frustration. If a job description doesn’t clearly outline the role, unqualified job seekers may apply, or qualified job seekers may apply without understanding the nature of the position. If they are hired and the actual job is different than what the job description described, they may leave, wasting time and money and potentially harming your brand.
How to Write a Job Description
Creating a standardized process is the first step.
- 1.
Gather the appropriate people for the task. The manager to whom the position will report might be the best person to take the lead. Employees performing similar jobs can also contribute. If the position is new and will relieve current employees of workload, they should be part of the discussion.
- 2.
Perform a job analysis. Gather as much data as possible, including job responsibilities of current employees, internet research, and sample job descriptions for similar jobs. Analyze the duties, tasks, and responsibilities of the position.
- 3.
Write the job description. The format and style for writing job descriptions is different from other types of business writing. Follow a basic format and include specific components:
Job Description Template
- 1.Irresistible intro
- 2.Job location
- 3.Job title
- 4.(Optional) Salary or wage
- 5.The person the position will report to
- 6.Job responsibilities
- 7.Candidate requirements (must-haves)
- 8.Desired candidate qualifications (nice-to-haves)
- 9.Work environment
- 10.Statement about company and benefits
- 11.EEOC statement
Irresistible Opener
Many job postings start with the location and job title, but including an intro will set your job posting apart. In a competitive hiring environment, a unique, enticing opener can help your posting stand out. Consider involving your marketing team to craft this section.
Example for a Content Marketing Manager:
Interested in defining how AI shapes the future of work? Cresta is on a mission to make every knowledge worker 100x as effective, 10x faster and 10x better.
Example for a Graphic Designer:
Think fast and edit faster? Dream in 9:16? Ok, we’ll cut the BS. Sculpt designers make the attention-grabbing social media creative assets we need and love. Can you help us make awesome content? We’re hiring freelance and full-time creatives.
Compare to a generic opener:
Under the direction of the Art Director, the Graphic Designer will perform a wide variety of graphic design functions. Responsibilities include design and production of print and digital collateral: brochures, direct mail, environmental graphics, invitations, advertisements, and graphics for web, social media, e-mail, and video.
Job Location
Even for remote positions, include the company’s location. Many job seekers search by city, and job sites match postings to candidate locations. Not listing a location may reduce your posting’s exposure.
Job Title
The job title should accurately reflect the type and level of work. Avoid acronyms, jargon, and overly-creative titles. Be clear and concise so applicants can easily determine if they want to apply.
Job Summary
The job summary describes the primary reason for and function of the job, providing an overview without detailed task descriptions. Its length should range from one sentence to a paragraph, depending on the job’s complexity.
Example for a Human Resources Director:
Manages the human resources function and day-to-day human resources management activities throughout the organization. This includes employee recruiting, orientation, compensation, benefits, and related programs. Manages all HR functions, staff, and the HR department budget.
Key Responsibilities
Begin each responsibility with a present tense action verb and describe the area of responsibility in action terms. Typically, there will be 7 to 10 responsibilities.
Examples:
- Develops marketing programs directed at increasing product sales and awareness.
- Writes programming code to develop various features and functionality for commercial software products.
- Designs and develops user interfaces for commercial software products.
- Supervises technical support employees in providing technical support to organization clients.
- Manages development of advertising and various marketing collateral materials.
Minimum Candidate Requirements
Describe the minimum knowledge, skills, and abilities required. Avoid arbitrary or inflated requirements. Include only what is necessary for the job.
Requirements may include:
- Education (type and minimum level)
- Experience (type and minimum level)
- Special skills (languages, software proficiencies)
- Certifications and licenses
Desired Additional Candidate Requirements
List additional qualifications on your wish list, but don’t include too many to avoid discouraging qualified candidates or making the description too long.
Work Environment/Physical Requirements
Describe the work environment and any physical requirements. Be specific about lifting, standing, travel, or other physical demands.
Examples:
- Requires ability to lift large and heavy packages.
- Must be physically capable of safely lifting a minimum of 50 lbs. without assistance.
- Requires the ability to work flexible shifts.
- Must be able to travel 50% to other job sites.
- Able to meet tight deadlines in a fast-paced work environment.
Disclaimer
All job descriptions should have a disclaimer stating that the description is only a summary of typical functions, not an exhaustive list. Responsibilities, tasks, and duties may differ from those outlined, and other duties may be assigned.
Make the Job Description About the Candidate
Consider what would make the job enticing to the applicant. Edit the description to see it through the eyes of the job seeker. This will improve the performance of your postings.
What to Avoid in Your Job Description
- Unnecessary qualifications: Only include what is actually required.
- Non-inclusive language: Remove language that could discourage candidates from underrepresented groups, e.g., “digital native.”
- Clichés: Avoid terms like “self-starter,” “go-getter,” “team player.”
- Idioms, slang, and corporate jargon
Get Feedback from Your Hiring Team
Have multiple people review your description. Ask current employees performing the job to review it. Work closely with the hiring manager to ensure all aspects of the position are conveyed. Marketing team members can help describe the culture and work atmosphere. For remote teams, use collaborative documents for feedback.
Job Description Example
Drywall Carpenter General Foreman
- Sacramento, CA
- $35-$40 an hour, Full-Time
Essential Responsibilities and Duties
- Supervise all field production activities
- Assist the Foreman in planning the job, ordering materials and managing employee schedules
- Establish project goals and monitor the success of goals throughout the project
- Monitor labor efficiencies, project labor needs for the duration of the project
- Achieve productivity objectives by effectively managing and assigning tasks to crew members
- Maintain an accurate labor tracking log and communicate with key project personnel
- Use a proactive approach to anticipate and resolve potential issues
Skills and Experience Requirements
- 3-5 years experience as a General Foreman Drywall framer or similar role
- Lift and/or pull 75 lbs., climb ladders, work off ladders, lifts or other equipment
- Ability to maintain a standing position for extended periods of time, fully squat, bend or kneel while wearing a tool belt
- Capable of working in a variety of weather conditions
- Uphold company core values of integrity, leadership, passion and excellence at all times
- Support activities at all job sites as directed
[COMPANY NAME] provides commercial construction services throughout the United States, delivering innovative solutions and outstanding service to our customers for time-tested buildings and facilities. As a 100% employee-owned quality contractor, we hire the best people, give them exceptional training, and provide robust opportunities for professional growth.
What to Avoid in Your Job Description
- Poor formatting (keep things organized with bulleted lists)
- Trendy buzzwords (e.g., “bones day,” “black belt,” “unicorn”)
- Gender-biased language (e.g., “seeking someone who can manage his schedule”)
- Vague business jargon (e.g., “savvy go-getter”)
Source: Inc.com
This article is part of a multi-volume guide:
- Create a Job Description
- Define Your Hiring Criteria
- Post Job to Job Boards
- Candidate Screening
- Schedule Interviews
- How to Conduct Interviews
- Collecting Team Feedback
- Making Your Selection
- Extending The Job Offer
- Hiring Your Next Employee
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