How to Write a Job Description

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checkThink 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
• Fair Labor Standards Act (FLSA) Classification
• 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)
• Physical Requirements and Work Environment

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

FSLA Classification


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

• Strong sense of customer service
• Good organizational skills
• Supervisory experience in a corporate mailroom environment
• Good driving record

Physical Requirements and Work Environment
• Ability to lift a minimum of 25 pounds
• Tight deadlines


• 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 GeneralSpecific
Computer literateProficient with Microsoft Word, Excel, QuickBooks
Good communication skillsAbility to communicate technical information to nontechnical audiences
Handles administrative choresReceives, 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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Judy Lindenberger "gets" leadership. She is the rare coach and trainer capable of coupling personal growth with professional development, which is why top companies and individuals invite her to work with them. Judy focuses on driving performance. From developing more impactful communications to helping successful leaders become even better; from navigating your career to managing conflict; your team will leave her programs with renewed energy and focus. Judy's background includes designing and facilitating the first-ever sexual harassment prevention training for federal workers, leading the management training department for a major financial organization, and creating a highly successful, global mentoring program for a Fortune 500 company which won the national Athena Award for Mentoring for two consecutive years. She is also a certified career coach and human resources consultant. A must hear speaker at industry conferences and a published author, Judy earned a B. A. in communications and an MBA in human resources. In her free time, Judy serves as Member, Board of Trustees, YWCA Trenton and Vice President, Hopewell Valley Regional School District. She is the Past President of the Board of SERV Achievement Centers, and is a trained community mediator and child advocate. SpecialtiesCustomized training (instructor-led and e-learning), career coaching, HR audits, organizational assessments, and human resources consulting. Contact: [email protected] or 609.730.1049.