How to Write Job Descriptions

What is a Job Description

A formal document that explains the position’s:

  • Tasks/duties;
  • Skills/knowledge required to perform tasks/duties;
  • Reporting relationship - title of the position that employee reports to;
  • Detail of the work performed (inputs/outputs);
  • Fair Labor Standards Act exemption status;
  • How the work is to be completed; and
  • Frequency and purpose of the work as it relates to the organization's mission and goals.

A well articulated position/job description will allow the reader (even those unfamiliar with the role) to understand why the position exists in the organization, what the role does for the organization, and what skills and expertise one must possess in order to be able to do the work. For Compensation & Classification, it provides the proper documentation to determine exemption status.

Why Use Job Descriptions

Job descriptions are used to:

  • Describe major functions and duties (limit to five to seven functions and duties).
  • Describe education/license/certifications requirements.
  • Develop job postings.
  • Describe knowledge, skills and abilities (KSAs) necessary to do the job.
  • Describe effort.
  • Assess candidate's qualifications during selection process.
  • Help set expectations.
  • Guide performance management process.
  • Guide accommodation decisions.
  • Serve as documentation in the event of a legal challenge.
  • Summarize the organization structure (reporting relationships).
  • Describe working conditions.

Timing: Developing and Updating

  • Creating new role
    • Hiring for a vacancy
      • Reorganization
        • Changes in roles and responsibilities  
          • Reasonable accommodations
            • Success planning

Key Components

  • U-M classification and working title.
  • Job summary.
  • Essential duties and responsibilities (with percentage of effort).
  • Skills and competencies.
  • Qualifications (education and experience).
    • Minimum qualifications.
    • Preferred qualifications.
  • U-M provides a standard form to help schools/colleges/units (SCUs) craft a job description.
  • Date of creation or last update. 

U-M Classification and Working Title

  • U-M classification
    • Standardized nomenclature to organize jobs into categories.
  • Working title
    • Reflects specific duties, specialization, or level (Coordinator, Manager, Sr Financial Controls Analyst, Project Facilitator).
    • Flexible for unit discretion.
    • Should be simple and recognizable.
  • Compensation and Classification website has additional principles and parameters.  

Job Summary

  • High-level overview (two to four sentences) of the role’s purpose that includes:
    • Purpose.
    • Key responsibilities and outcomes.
    • Contributions to the unit.
    • Department role reports into.
    • Supervisory/managerial responsibility.
    • Level of responsibility/scope.
    • Required skills/knowledge to perform each key responsibilities. 
  • Example: The Compensation Analyst supports the development and implementation of compensation programs to ensure market competitiveness and internal equity. Reports to the Director of Compensation.

Duties and Responsibilities

  • Most important tasks and percentage of effort.
    • Percentage of effort should be greater than 10% or less than 50%.
  • Use action verbs (e.g., develops, manages, coordinates).
  • Focus on outcomes, not tasks (e.g., “responds to emails by forwarding to appropriate individual” not “answers emails”).
  • Aim for five to seven major functions or duties.
  • Be mindful of potential inflationary effects when describing duties in a job description. Overstating responsibilities or using language that implies a higher level of authority or complexity than the role requires can lead to misclassification, inequity in compensation, and challenges in recruitment or performance evaluation.

Americans with Disabilities Act (ADA) Compliance 

Under the Americans with Disabilities Act (ADA), duties and responsibilities are categorized as either Essential or Marginal.

  • Essential
    • Position exists to perform that function.
    • Function is highly specialized.
    • Limited number of employees among whom the job function can be distributed.
  • Marginal
    • Function(s) can be eliminated.
    • Function(s) can be assigned elsewhere.

Skills and Competencies

  • Skills are specific learned abilities required to perform a task or job (e.g., technical writing; customer service; Excel; Google Slides, data visualization).
    • Include three to five key skills that are non-negotiable.
  • Competencies are broader, blending knowledge, behaviors, and skills to describe how work is performed (e.g., collaboration; strategic thinking; problem-solving; adaptability).
    • Include two to three core competencies aligned with your unit’s values and culture.

Qualifications

Qualifications and job level must align.

  • Required qualifications (need to have).
    • Education level (e.g., Bachelor’s degree in Marketing or related field).  
    • Certifications or licenses (if legally required).
    • Years of relevant experience (e.g., 3+ years in customer support).
    • Technical or role-specific skills (e.g., proficiency in Salesforce).
  • Preferred qualifications (nice to have).
    • Advanced degrees or certifications.
    • Experience with specific industries, tools, or systems.
    • Language fluency or additional capabilities.
    • Soft skills (e.g., “Demonstrated leadership in cross-functional teams”).
  • Be realistic and try to avoid “wish list” items. Differentiate clearly between “required” and “preferred.”

Working Conditions

Working conditions outline the physical, environmental, and situational context of the role. It helps set expectations, ensure ADA compliance, and inform reasonable accommodation decisions. May include:

  • Physical environment: Office, remote, lab, etc.
  • Schedule demands: Standard hours, shift work, weekends, on-call, overtime.
  • Physical demands: Lifting, standing, walking, repetitive motion.
  • Environmental conditions: Exposure to noise, weather, outdoors, etc.
  • Special conditions:  Exposure to hazardous materials or chemicals, need for personal protective equipment.
  • Travel requirements: Local or long-distance, frequency.

Internal Resources

External Resources

  • O*Net Online
    • O*NET OnLine has detailed descriptions of over 900 occupations and can offer detailed information on tasks, skills, work activities, and qualifications.
  • Bureau of Labor Statistics
    • BLS.gov can help someone writing a job description by providing accurate, up-to-date data on job duties, required skills, wages, and industry trends for a wide range of occupations.
  • Chatgpt .com
    • ChatGPT can help streamline the process of writing job descriptions by generating clear, tailored, and inclusive content quickly based on role-specific details.

Action Verbs

  • Administrative/Operational
    • Administers
    • Coordinates
    • Maintains
    • Organizes
    • Schedules
    • Processes
    • Implements
    • Manages
  • Analysis/Evaluation
    • Analyzes
    • Assesses
    • Audits
    • Evaluates
    • Interprets
    • Monitors
    • Reviews
    • Tracks
  • Communication/Interpersonal
    • Communicates
    • Collaborates
    • Consults
    • Informs
    • Liaises
    • Negotiates
    • Presents
    • Promotes
  • Leadership/Strategic 
    • Leads
    • Directs
    • Develops
    • Oversees
    • Plans
    • Strategizes
    • Supervises
    • Guides
  • Creative/Innovative
    • Designs
    • Develops
    • Creates
    • Formulates
    • Initiates
    • Improves
    • Innovates
    • Refines
  • Technical/Hands-On
    • Builds
    • Constructs
    • Installs
    • Operates
    • Programs
    • Repairs
    • Tests
    • Troubleshoots
  • Results/Outcome-Orientated
    • Achieves
    • Delivers
    • Enhances
    • Executes
    • Expands
    • Improves
    • Increases
    • Reduces