Job description writing guide

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Job Description Writing Guide
Roosevelt University Human Resources
February 2021
Job Description Writing Guide
This guide provides the basics of writing a job description for administrative staff positions and covers the
following sections of the job description:
o Position Information
o Knowledge, Skills and Abilities
o Job Duties
o Physical Requirements
o Summary
o Appendix A/Appendix B
Appendices to assist in writing the description can be found at the end of this guide.
Position Details
This Position Details section contains general information about the job – the current or requested classification,
working title, exemption status, department name, position number, the job description summaries.
Position Information:
• Position: If you have the position number, enter; leave blank if unknown.
• Category:
• FTE: Full time is 1; part time see below
How to calculate FTE and/or Standard Hours
FTE - Standard Hours per week divided by 37.5 hours equals FTE
Standard Hours - FTE multiplied by 37.5 hours equals Standard Hours
Hours
per week
FTE
30 .80
25 .66
20 .53
18 .48
15 .40
10 .27
• FLSA: Enter exempt (salaried) or non-exempt (hourly).
• Job Type: Enter of Ful-time or part time.
Position Summary:
• Summarizes the main points of the job description which may include key responsibilities, functions, and
duties; education and experience requirements; and any other pertinent information (i.e. scheduling
requirements, travel, etc)
• Write four or five sentences to state the major purpose, objective or function of the position.
• Include information about your division, department and/or program.
• Do not enter specific tasks, as these will be entered under ‘duties and responsibilities.

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Job Description Writing Guide
Roosevelt University Human Resources
February 2021
Knowledge, Skills and Abilities (KSA)
The knowledge, skills and abilities, or KSAs, section of the job description outlines the knowledge and skills
required to successfully function in the job. The KSAs cover a variety of areas pertaining to the job, for example, the
level of education/experience required, analytical skills and ability required for the job.
• Knowledge: comprehension of a body of information acquired by experience or study.
• Skill: a present, observable competence to perform a learned activity.
• Ability: competence to perform an observable behavior or a behavior that results in an observable product.
Describe the knowledge, skills and abilities required to perform the essential functions of the job. Divide
them into requirements and preferences.
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.
The following questions may help you identify qualifications:
• What training and experience best prepare someone to work in this position?
• What licenses, certifications, or legal requirements pertain to this position?
• What must one know or be able to do in order to successfully perform the work of the position?
• Think of some critical on-the-job situations related to the work activities. What knowledge, skills, abilities, or behaviors
make the difference between handling these situations well and poorly?
• What must someone in this position be willing to do (e.g., frequently work alone or without supervision)?
DO:
Use specific language for the knowledge/skills/abilities. For example:
Too General Specific
Computer literate Proficient with MS Word, Excel, QuickBooks
Good communication skills Ability to communicate technical information
to non‐technical audiences
Handles administrative tasks Receives, sorts, and files monthly personnel
action reports
Years of Experience Required: State the specific experience that would enhance the capability of any individual to
effectively perform the job. The statement of experience should usually be shown as “X years of specific experience.”
Required Education: Enter ‘bachelor’s degree’ unless otherwise specified. If this requirement changes in the future, the
hiring manager should work with HR to make the appropriate change.
Certification/licensure: List any professional licenses, accreditations, or certifications to ensure candidates meet industry
standards or can perform specialized tasks on the job.
Minimum Qualifications: State “Refer to Knowledge, Skills and Abilities required” if different.
Preferred Qualifications: List and additional measurable and job-related levels of experience, knowledge, and/or skill the
ideal employee would have.
Equipment Operated: The physical and/or environmental requirements of the position may be evident in the tasks listed in
the job description or by the required qualifications. It is also important to list any unusual
environmental conditions, such as loud noises, cold temperatures, confined spaces, dust, or fumes.

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Job Description Writing Guide
Roosevelt University Human Resources
February 2021
Working conditions: Standard language for office environment:
“Normal climate-controlled office environment is provided. Job is largely sedentary, but there is a need to move about the
office and buildings frequently. Occasional bending, stooping, lifting, pushing and/or pulling is required (typically less than 10
pounds of weight or pressure). Regular use of desktop computer is required, calling for frequent hand/wrist movement and
repetition.”
Contact HR if different and need guidance.
Job Duties
The Job Duties section conveys the complexity, scope, and level of responsibility of a job. Due to the significance of this
section, it is important to describe the duties and responsibilities of the job accurately, concisely, and completely.
This section of the Job Description is comprised of three main elements:
Key Accountabilities
The main areas of responsibility within a job, or “buckets of work.” A job description usually
contains three to five Key Accountabilities.
Duty Statements
Sentences that provide additional information about the tasks associated with the Key
Accountability.
Percentage of Time Estimates the portion of the job that is spent on a particular Key Accountability.
List the overall job duties (not tasks) regularly performed by an employee in the position. Also identify the proportional time
to be spent by the employee on each such duty. The total of the percentages identified should be 95%. All job descriptions
posted will have “Other duties as assigned” listed at 5% percentage time.
See Appendix B for more information on how to calculate percentages.
DO:
• List them in descending order of importance to the extent possible.
• Focus on critical activities. Disregard minor occasional tasks, which are not unique to a specific job.
• Use clear and concise language; closely related duties should be grouped together in one responsibility
statement.
• Begin each duty/responsibility with an action verb with an implied subject (who) and explicit work objects
and/or outputs (what).
• Keep sentence structure as simple as possible; omit unnecessary words that do not contribute pertinent
information.
Job Duties Writing Methods
When the Job Duties are well written and organized, they can accurately convey the complexity, scope, and level of
responsibility of a job. There are a couple of ways one can go about determine the job duties:
Method # 1:
1. Think of the job in terms of its Key Accountabilities, or main responsibilities/functions. Typically, a job will have
3 - 5 major Key Accountabilities. Here are some examples:
• Budget Management
• Executive Support

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Job Description Writing Guide
Roosevelt University Human Resources
February 2021
• Event Coordination
2. After establishing the Key Accountabilities, generate specific job duties associated with each. These are the
individual tasks or duties that correspond to the Key Accountability. For example, specific Budget
Management duties might include:
• Prepare budgetary reports
• Analyze expenditures
• Monitor levels
3. Condense the specific job duties into two to three concise “Duty Statements,” beginning each statement with an
action verb (see appendix A for a useful list).
Method # 2:
1. Brainstorm a list of all the duties required to perform the job. These are the individual tasks completed on a
daily, weekly, monthly or annual basis. Below is an example of a task list:
• Arrange for catering
• Compose and types correspondence
• Coordinate logistical support for meetings, seminars, and departmental events
• Determine and secures the event location
• Make travel arrangements
• Monitor levels
• Prepare budgetary reports
2. Review the list and group the duties based upon the specific functions and responsibilities of the position,
also known as Key Accountabilities.
3. Establish the Key Accountabilities. For this group, the Key Accountabilities may include: Event
Coordination, Administrative Support, and Budget Administration.
4. Condense the specific job duties into two to three concise “Duty Statements,” beginning each statement with an
action verb (see appendix A for a list).
Below is an example of a well written and organized Key Accountability Section in a Job Description:
Duty and
Responsibility
Event Coordination
Coordinate all Dean’s Office events. This includes securing the event location, scheduling
presenters, coordinating the production of event marketing materials and programs,
maintaining the RSVP list, and making all catering arrangements. At the event, supervise the
event staff and greet the guests.
Percentage of Time 15%
Here are some things to remember when completing the Job Duties section of the job description:
• The Job Duties section should contain 3 - 5 Key Accountabilities.
• Title each Key Accountability section to summarize the function / role.
• Include 2 - 3 concise Duty Statements for each Key Accountability. The Duty Statements expand upon that
particular area of responsibility as well as the role and complexity of the position.

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Job Description Writing Guide
Roosevelt University Human Resources
February 2021
• Begin Duty Statement with an action verb (see page 8 for a list).
• Limit the listing of Duty Statements and Key Accountabilities to what is required to perform the job.
• Do not include duties that are no longer performed or those that may be required in the future
• Write the duties in terms of what the position requires, not based upon the capabilities of any individual.
• Determine an accurate percentage of time the incumbent should spend on that particular Key
Accountability over the course of a year
• The last Duty and Responsibility must always be “other duties as assigned-5%” as mandated by the
Office of Human Resources, if it has not already been specified in the tasks or duties already listed.
Physical Requirements
Include the job requirements to such as the amount of manual effort, climbing, lifting, reaching in percentage amounts.
The identification and explanation of the physical requirements of a job have legal ramifications related to ADA, and therefore
should be prepared thoughtfully
Task takes less than one-third of the time—describe as “occasionally”
Task takes one-third to two-thirds of the time—describe as “frequently”
Task takes more than two-thirds of the time—describe as “constantly”
If the amount of time spent on a task or responsibility is “none,” then omit that task from the job
description.
Consider the numerical weight in pounds for lifting/carrying and for pushing and pulling.

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Job Description Writing Guide
Roosevelt University Human Resources
February 2021
Summary
Here are some additional helpful hints to consider as you write the description:
DO:
• Use a factual and impersonal style when writing the job description
• Base the job description on the department’s needs
• Write an accurate, concise, and complete job description
• Use complete sentences
• Keep sentence structure as simple as possible, omitting unnecessary words that do n
o
t
contribute pertinent
information.
• Begin each duty/task with an action verb (see appendix A for useful list).
• Be consistent when using terms like “may” and “occasionally.” (These should be used to describe tasks that are
performed once in a while, or tasks that only some employeesperform.)
• Refer to job titles rather than incumbents, i.e., “Reports to Manager” instead of
“Reports to Mary Smith.”
• Be precise. This is critical for accurate job evaluation and analysis.
• Focus on critical activities.
• Use a logical sequence in describing duties and responsibilities (Key Responsibility first,followed by the
corresponding duties)
DON’T:
• Use the narrative form when writing a job description
• Base the content of the job description on the capabilities, skills, and interests of the person in the role
• Write the job description based upon the desired job classification
• Write the job description as step-by-step guide on how to do the job
• Include minor or occasional tasks, which are not unique to a specific job.

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Job Description Writing Guide
Roosevelt University Human Resources
February 2021
Appendix A:
Common Action Verbs
accommodate communicate draft interface recruit
achieve compile edit interpret reduce
acquire complete eliminate interview regulate
address compose enforce investigate report
adjust compute establish issue research
administer conduct evaluate lift resolve
advise confer execute maintain review
allocate consolidate expand manage schedule
analyze construct explore monitor search
apply consult facilitate motivate select
appoint control formulate negotiate solve
approve coordinate furnish observe specify
arrange correspond generate operate strategize
assess counsel guide organize streamline
assign create handle participate strengthen
assist customize hire perform summarize
audit delegate identify plan support
augment deliver illustrate predict teach
authorize demonstrate implement prepare train
budget design improve present translate
calculate develop improvise process troubleshoot
circulate devise incorporate program update
clarify direct increase provide validate
clear disseminate inform quantify verify
collaborate distinguish initiate recognize
collect distribute instruct recommend
combine document interact record

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Job Description Writing Guide
Roosevelt University Human Resources
February 2021
Appendix B:
Instructions for calculating time spent during day, week, month and year
This is designed to help you calculate percentages of time that you perform various duties/tasks. The calculation is based
on a standard 37.5 hour work week, 150 hour work month, and 1800 hour work year.
If a recurring duty is performed weekly and takes the same amount of time each week, the percentage of the job that this
duty represents may be calculated by dividing the number of hours spent on the duty by 37.5. For example, a two-hour
daily duty represents the following percentage of the job: 2 hours x 5 days/week = 10 total weekly hours 10 hours / 37.5
hours in the week = .26 = rounded to 25% of the job.
If a duty is not performed every week, it might be more accurate to estimate the percentage by considering the amount of
time spent on the duty each month. For example, a monthly report that takes 4 hours to complete represents the following
percentage of the job: 4/150 = . 026 = 2.6%.
Some duties are performed only certain times of the year. For example, budget planning for the coming fiscal year may
take two weeks (75 hours) and is a major task , but this work is performed one time a year. To calculate the percentage for
this type of duty, estimate the total number of hours spent during the year and divide by 1800. This budget planning
represents the following percentage of the job: 75/1800 = .041 = 4.1%. (This can be rounded to 5% of the job.)
Source: https://ofm.wa.gov/sites/default/files/public/shr/CompensationAndJobClasses/Comp%20Class%20HR%20Pro%20Tools/CalculatingPercentagesGu