Think of a job description as a “snapshot” of a job. The job description
needs to communicate clearly and concisely what responsibilities and tasks the
job entails and to indicate, as well, the key qualifications of the job – the
basic requirements (specific credentials or skills) – and, if possible, the
attributes that underlie superior performance.
Following is a quick look at the categories that make up a well-written job
description:
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)
Educational requirements and experience requirements are the areas where
inadvertent 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.
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
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
Tips:
Don’t rely solely on a job’s history as you’re putting together a job
description for today. Focus instead on what the job needs to be in light of
the organization’s current needs and long-term objectives.
A task is what the person in the job will actually do. Qualifications are
the skills, attributes, or credentials a person needs to perform each task.
Clarify the actual tasks and responsibilities before you start thinking about
what special attributes will be needed by the person who will be fulfilling
those responsibilities.
A well-written job description consists of more than a laundry list of the
tasks and responsibilities that the job entails. It reflects a sense of
priorities.
Credentials (such as degrees and licenses) are absolute necessities in
some jobs. The thing you want to make sure of, however, is that whatever
credentials you establish have a direct bearing on the candidate’s ability to
become a top performer.
The job you describe must be truly doable. When you’re lumping several
tasks into the same job description, make sure that you’re not creating a job
that very few people could fill.
Use specific language. For example:
Too General
Specific
Computer literate
Proficient with Microsoft Word, Excel, QuickBooks
Good communication skills
Ability to communicate technical information to nontechnical
audiences
Handles administrative chores
Receives, sorts, and files monthly personnel action reports
Warning! A job description is generally regarded as a legal document. Any
references to race, color, religion, age, sex, national origin or nationality,
or physical or mental disability is illegal.
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