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A job description is a written record of the responsibilities of a particular job. It indicates the qualifications required for the position and outlines how the job relates to others in the company. In a clear, concise manner, the job description should indicate:

• Position title

• Salary or pay grade

• Department

• To whom the position is accountable (the supervisor/manager)

• Hours required

• A summary of the job

• Major responsibilities or tasks

• Qualifications

• Relation of the position to others in the company

The job description should be organized in such a way that it indicates not only the responsibilities involved, but also the relative importance of these responsibilities. Within the broad categories mentioned above, you will want to include such information as the following examples:

• Extent of authority exercised over the position

• Level of complexity of the duties performed

• Amount of internal and external contact

• Amount of access to confidential information

• Amount of independent judgment required

• Amount of pressure involved in the job

• Type of machinery or equipment used

• Working conditions

• Terms of employment

If the position you are filling is new, preparing the job description will help you clarify what the position entails and its necessary qualifications. If you are filling a position that is being vacated, and if it is possible to do so, ask the departing employee to update the job description. It is common for a job description to become quickly outdated.

A departing employee may also help you review the job description to determine if activities being performed are still critical to the functioning of your company and still add value to the organization. This may also be an opportunity to redistribute workload among other employees.