At its core, a job description is a document that outlines the tasks, qualifications, and expectations for a specific role or a job posting within an organization. It serves as a blueprint for both the employer and the employee, ensuring that both parties have a clear understanding of the role’s requirements and duties.

Importance of a job description in the hiring process

A job description is crucial in the hiring process because it acts as a filter to attract suitable candidates and filter out the wrong ones. Clearly outlining what the position involves and what is expected helps seekers assess whether they are a good fit for the role, reducing the likelihood of mismatched hires.

What are the components of a job description?

1. Job title

The job title is the first thing most job seekers see, so it needs to be clear, concise, and reflective of the role’s responsibilities. A good job title should accurately convey the nature of the position while being specific enough to attract suitable candidates.

How to choose an appropriate job title: Consider industry standards and common terminology. Avoid using jargon or an overly creative job title that might confuse potential employees or misrepresent the role.

2. Job summary

The job summary or description provides a brief overview of the job roles, highlighting the key tasks and objectives. It should give potential employees a snapshot of the position and its contribution to the organization.

Tips for writing a concise and accurate summary: Concentrate on the role's main objective. Make sure it appropriately conveys the primary duties of the position while keeping it brief—two to three sentences should be plenty. To keep the job description organized, use headings and subheadings. As a result, candidates may locate the information they want more easily.

The importance of non-discriminatory language: Your job description should not contain anything that could be interpreted as discriminatory based on age, gender, color, disability, or other protected features.

3. Primary tasks and job duties

This section should outline the core responsibilities of the role and detail what the employee will be doing on a day-to-day basis. It’s essential to be specific and clear to avoid ambiguity.

How to outline the duties clearly and effectively: Use bullet points for easy readability. Start each duty with an action verb (e.g., “Manage,” “Coordinate,” “Develop”) and avoid vague language.

4. Skills and qualifications

Here, you’ll list the skills and qualifications necessary for the role. This includes both required and preferred education, such as educational background, certifications, and years of experience.

Differentiating between required and preferred qualifications: Separate the must-have education from those that are desirable but not essential. This will serve as a wholesome guide for potential employees to understand what is necessary for the position and what would be a bonus.

5. Physical requirements

If the position has specific physical requirements—such as the capability to lift a specific amount of weight or stand for long periods—this needs to be clearly stated. This section is particularly important for compliance with the Americans with Disabilities Act (ADA). Making sure applicants are aware of the physical requirements of the job lowers any legal concerns while building equity and diversity. Additionally, if necessary, it allows employers to assess what adjustments are acceptable.

Legal considerations under the ADA: Ensure that any physical requirement is job-related and essential for the role. Avoid language that could be considered discriminatory or exclusionary.

6. Reporting structure

This part of the job description clarifies who the employee will report to and who, if anyone, will report to them. It’s important to set expectations and understand the role’s place within the company.

How to clarify reporting structure: If the position has direct reports, include them along with the title of the person or department they report to.

7. Salary range and benefits

Transparency about salary and benefits is increasingly important in today’s job market. Providing a salary range helps manage candidate expectations and demonstrates fairness and openness.

Legal considerations for transparency in job postings: Any local or state laws mandating pay transparency should be considered. A pay range that is in line with comparable responsibilities within the organization and represents market norms should be maintained.

8. Company culture

The culture and values of the organization should also be reflected in the job description. This can help job seekers assess whether they can flourish in the organization's environment and fit in with its culture.

How to reflect company values and culture in the job description: Include a brief description of the company’s mission, values, and work environment. Highlight any unique aspects of the culture that might appeal to a potential ideal candidate.

When do you need a job description?

1. Defining new positions

When creating a new role, it’s important to write a job description that aptly reflects the responsibilities and education needed. This helps set the stage for the hiring procedure and ensures that everyone involved has a clear understanding of the new position.

Work closely with department heads to determine the specific duties and experience for the new role.

2. During company restructuring

Job descriptions need to be changed when a company restructures to make sure that positions match the new organizational structures and goals. Effective job descriptions can help clarify shifts in responsibilities, reporting line modifications, and role scope adjustments. This ensures that each role is appropriately described within the updated organizational framework.

For example, a position that once reported to one department could suddenly report to another, or new credentials and abilities may be required to satisfy changing company goals.

When outlining these changes, it's necessary to update the job title, relevant credentials, and any specialized skills so that everyone is aware of the current demands of the position. Companies may also help employees through transitions and maintain clarity by providing concrete examples, such as changes to the desired prior work experience or new tasks.  

3. Reviewing and updating descriptions

Job descriptions should be evaluated and revised regularly to stay relevant and up to date. This is particularly crucial when employment rules and regulations change.

4. Ensuring compliance with current laws

Keep up with any changes to employment laws that could have an impact on job descriptions, such as new rules about nondiscrimination or wage transparency. Regularly updated job descriptions provide integrity in job advertisements and protect the business from legal liabilities.

5. Linking job descriptions to performance metrics

A job description is a valuable tool for setting performance metrics and goals. Link job duties to specific performance metrics to provide current employees with clear goals and expectations.

6. Identifying areas for improvement

A job description can also be used to identify areas where existing employees may need improvement. This is especially useful in performance improvement plans, where specific job duties can be used to set development goals.

Why choose the LegalZoom job description template? 

LegalZoom offers a standard job description template that includes all the essential components of a well-crafted job description. This job description template serves as a starting point for creating job descriptions for various roles, which you can fill and download as a .pdf file.

Tailor the job description template to the particular requirements of the role. Make sure that every relevant detail is included, such as work responsibilities, personal traits, necessary abilities, experience, and reporting structure.

LegalZoom’s templates are highly customizable. Adjust them using the rich editor. Then, customize the job description to align with your company’s requirements fully.

LegalZoom offers attorney assistance if you wish to ensure that your customized job descriptions comply with legal requirements. Consult an attorney to review your job descriptions to ensure they are legally compliant and avoid any potential legal issues.

Tips for employers: Where to find the right candidates

To reach the right candidates, you need to post your job descriptions where they’ll be seen by top talent. Popular job boards like LinkedIn, Indeed, and Glassdoor are great starting points—they each have large audiences, making it easy to find potential candidates with the qualifications and skills you need. For specialized roles, industry-specific boards can also be effective, targeting candidates with a specific skill set or background.

Company websites are also important; they showcase your company culture directly, giving candidates a feel for what makes your organization unique. Many companies now use job description templates to ensure their postings are consistent and professional and highlight key qualifications needed for the role. Posting across these platforms ensures that an effective job description reaches the widest pool of qualified candidates.

Conclusion

A strong job description serves as more than just a hiring tool. It is a tactical tool that can help you draw in the top candidates, set clear standards for job performance, and protect your business from lawsuits. You can write clear, concise, and effective job descriptions with the help of this guide.

Remember to regularly review and update your job descriptions to keep them current and compliant with evolving employment laws. If you're looking for a reliable template to start with, use LegalZoom's all-inclusive solution that can be customized to fit your company's requirements.

Frequently asked questions

What is a job description template?

A job description template is a standard format that lists the credentials, tasks, responsibilities, and other important aspects of a position. It provides uniformity and clarity in all employment ads.

Why is it important to include ‘other duties’ in a job description?

When 'other duties' are included in a job description, employees are free to take on more work as needed without repeatedly updating the description.

How do job descriptions help in hiring the best candidates?

Well-crafted job descriptions attract the best candidate by clearly outlining the role, qualifications, and expectations, making it easier for ideal candidates to see themselves in the position.

What should be included in a job description for open positions?

For open positions, include a clear job title, detailed responsibilities, required qualifications, job performance expectations, and information about paid time off and benefits.

What is the role of job boards in finding the perfect candidate?

Job boards are platforms where employers post job descriptions to reach a wide audience of job seekers, increasing the chances of finding the ideal candidate for an open position.

How do you write a job description that attracts ideal candidates?

Write a clear, comprehensive job description that emphasizes the main duties, necessary skills, and advantages of the position to draw in the best applicants. Make it appealing to the top applicants for the job.