As engineering recruiters we review and write a lot of job descriptions
Job descriptions are helpful tools for many reasons. They have many legal and practical applications.
In this article, we will define a job description, why you need one, and the steps necessary to create a successful one.
What Is A Job Description?
A job description is a document that states the job requirements, skills, job responsibilities, and duties required to perform a specific role. It usually includes company details such as mission and culture, salary range, and benefits.
How Do You Create A Job Description?
List An Accurate Job Title
Every job description starts with an accurate job title. A good job title has the following qualities.
- A job title should reflect the nature and duties of the position
- It is free of bias such as age or gender insinuations
- The importance of the role is not exaggerated
- The job title is generic to make it comparable to a similar job in the industry for equity and pay considerations.
- It is simple enough that it can be used in a job posting during the recruitment process and is easily searchable.
An example of a good job title is ‘Software Engineer’. An example of a bad job title for the same position would be ‘Rockstar Engineer’.
Write A Summary Overview of The Job
The job description overview should contain a few paragraphs defining the daily tasks, assignments, or projects the employee will be working on.
List The Job Responsibilities And Duties
This list should explain the responsibilities and duties required of the position. Use about 5 to 10 bullet points outlining the list.
Give a percentage of the day assigned to each duty. For example, 30% of the day will be spent conducting research and product design work will take up to 60% of the day.
Explain in Detail What Success Looks Like
Define what success looks like in the role for the first month, first quarter, and the first year. List any metrics or numbers that must be met on a consistent basis.
Include Who The Position Reports To
You should include the working relationships and the direct manager the position reports to.
This helps clarify the structure of the organization and how their position fits with the team. It also helps avoid any compliance issues that may arise.
When representing working relationships it is a good idea to use an organization chart stating reporting lines for the overall organizational structure.
You also want to state the size of the department and any interdepartmental interactions between teams.
State the Salary Range
Put a salary range in the job description rather than an exact salary. Make sure the compensation is competitive with similar positions within the organization.
The salary range should also take into consideration different educational and experience backgrounds.
Have A Colleague Look It Over For Any Errors
Send the job description to a coworker, have them check for errors or anything that should be added to the job description as needed.
Have the Hiring Manager and HR Approve The Final Draft
Send the final draft to the hiring manager and HR in case any additional changes are needed.
Publish the Job Description For Easy Employee Access
Make sure employees have easy access to the job description so there is no confusion on the role entails.
This way they can reference any duties and responsibilities and expectations that are expected of them.
What Is The Purpose Of A Job Description?
- Can be used as a starting point for a job posting to attract candidates.
- Stating a job summary
- Listing the benefits of a job
- Listing the duties and responsibilities of a job
- Stating the qualifications needed for a job
Why Do You Need A Job Description?
Clear and concise job descriptions define what the job role is, and the skills required for the role. It also states how the role fits in the overall structure of an organization.
A job description is important to stay compliant with federal and state labor and employment laws.
Job descriptions help hold employees accountable making sure they perform the functions stated. They also use it in creating job postings on job boards.
Job Posting VS Job Description
While similar a job posting and job description are not the same. Job postings are created to attract job seekers through advertisements on job boards.
A job description is a document created for internal use stating the duties, responsibilities, and working conditions of the job.
Common Job Description Mistakes To Avoid
Even experienced HR professionals and hiring managers can fall into common traps when writing job descriptions. Avoiding these pitfalls will help attract better candidates, reduce legal risk, and set employees up for success from day one.
Using Vague or Inflated Language
Phrases like ‘ninja,’ ‘guru,’ ‘rockstar,’ or ‘unicorn’ may seem fun and creative, but they hurt your hiring efforts in several ways.
They are not searchable on job boards, can deter qualified candidates who find them off-putting, and make it difficult to benchmark the role against industry compensation data. Stick to standard, recognizable job titles and clear language that accurately describes what the role involves.
Listing Unrealistic Requirements
One of the most common job description mistakes is requiring excessive experience or credentials that do not align with the actual demands of the role.
Requiring a master’s degree for an entry-level position, or 10 years of experience with a technology that has only existed for five, will significantly narrow your candidate pool unnecessarily. Research industry benchmarks and align your requirements with what the job truly demands.
Neglecting Inclusion and Bias
Unconscious bias can easily creep into job descriptions through word choice. Research has shown that certain adjectives and phrases tend to attract or deter candidates based on gender, age, or cultural background.
For example, terms like ‘aggressive,’ ‘dominate,’ and ‘competitive’ have been shown to skew male, while words like ‘collaborative’ and ‘supportive’ tend to be more inclusive. Use a bias-checking tool or have a diverse group of colleagues review the job description before publishing.
Failing to Update Job Descriptions Regularly
A job description should be a living document. As roles evolve, new technologies emerge, and company priorities shift, job descriptions must be updated to reflect these changes. An outdated job description can create legal exposure, cause confusion among employees about their responsibilities, and result in mismatched hires. Make it a standard HR practice to review all job descriptions annually or whenever a position opens.
Omitting Compensation and Benefits
Candidates increasingly expect salary transparency. Studies consistently show that job postings that include salary ranges receive significantly more qualified applicants. Beyond salary, failing to mention key benefits such as remote work options, health insurance, retirement contributions, and professional development opportunities means missing a critical opportunity to differentiate your organization from competitors.
Overloading the Description With Too Many Duties
Listing 20 or more responsibilities signals one of two things: the role is poorly defined, or the organization expects one person to do the work of several.
This often results in candidate drop-off or, worse, hiring someone who quickly becomes overwhelmed and disengaged. Aim for 6 to 10 clearly defined responsibilities, and use time-allocation percentages to show candidates how their day will actually be structured.
How Job Descriptions Support Performance Management and Employee Development
A well-crafted job description is far more than a hiring tool it serves as the foundation for an employee’s entire lifecycle within an organization. From onboarding through annual reviews and career growth conversations, the job description remains a critical reference point for both managers and employees.
Setting Clear Expectations From Day One
When a new hire receives a thorough, accurate job description on their first day, it removes ambiguity about what is expected of them. They understand their primary responsibilities, who they report to, what success looks like, and how their role connects to broader organizational goals.
This clarity reduces the time it takes for employees to become productive and helps prevent misalignment that can lead to frustration on both sides.
Creating a Baseline for Performance Reviews
During performance evaluations, managers need an objective framework to assess how well an employee is performing relative to their role.
The job description specifically the duties, responsibilities, and success metrics outlined within it provides that framework. When both the employee and manager can refer to the same documented expectations, performance discussions become more structured, fair, and productive.
Identifying Skill Gaps and Training Needs
Comparing an employee’s current competencies to the skills listed in their job description helps managers identify gaps that need to be addressed through training or mentorship. This analysis is especially valuable during performance reviews or when an employee is being considered for a promotion. It transforms the job description from a static document into a dynamic development tool.
Supporting Promotions and Career Pathing
A series of well-written job descriptions across different levels of a role such as Junior Analyst, Analyst, Senior Analyst, and Lead Analyst creates a visible career ladder that employees can aspire to. When the competencies, responsibilities, and salary ranges for each level are clearly defined, it empowers employees to take
Conclusion
Learning how to create a job description is a straightforward process. Make sure to give the reader a good sense of the job, a clear picture of duties, responsibilities, and expectations of the role.
The job description can aid in measuring performance while taking the necessary steps to mitigate any disputes or other issues.
Dont have time to write a job description and recruit new employees? Reach out to the engineering staffing agency Apollo Technical
Frequently Asked Questions About Job Descriptions
How long should a job description be?
Most effective job descriptions are between 300 and 700 words. This length is sufficient to provide a clear overview of the role, list responsibilities, state qualifications, and include compensation information without overwhelming the reader. For highly technical roles, slightly longer descriptions may be appropriate, but always prioritize clarity and relevance over length.
What is the difference between a job description and a job specification?
A job description outlines the duties, responsibilities, and working conditions of a role. A job specification focuses on the qualifications, skills, education, and experience required of the person filling that role. In practice, many organizations combine both elements into a single document, though they serve distinct purposes in the hiring and HR process.
Who is responsible for writing a job description?
Job descriptions are typically a collaborative effort. The hiring manager provides the operational content daily tasks, responsibilities, reporting structure, and success metrics. HR ensures the description is compliant with labor laws, free from bias, aligned with compensation bands, and consistent with the organization’s internal documentation standards. Final approval should come from both the hiring manager and HR leadership.
How often should job descriptions be updated?
Job descriptions should be reviewed at minimum once per year and updated whenever a role substantively changes such as when new technologies are adopted, responsibilities shift, or the reporting structure changes. They should also be revisited every time a position opens to ensure the description accurately reflects the current needs of the team before it is used in recruitment.
Should salary information be included in a job description?
Yes, including a salary range is strongly recommended and is increasingly required by law in many U.S. states and municipalities.
Salary transparency reduces time wasted interviewing candidates whose compensation expectations do not align with the organization’s budget. It also promotes pay equity and signals that the organization values transparency a trait that resonates with today’s workforce.
Can a job description be used as a legal document?
Yes. Job descriptions carry legal weight in a variety of employment contexts, including ADA accommodation decisions, FLSA (Fair Labor Standards Act) exempt vs. non-exempt classification, performance management disputes, and wrongful termination claims.
For this reason, it is critical that job descriptions accurately reflect the actual duties of the role and are reviewed by HR or legal counsel to ensure compliance with applicable laws.
What should NOT be included in a job description?
Job descriptions should never include language that could be interpreted as discriminatory such as age preferences, gender-coded language, or requirements unrelated to the job’s essential functions.
Personal characteristics unrelated to job performance, such as physical appearance, should never be mentioned. Additionally, avoid listing overly specific requirements that would disqualify otherwise qualified candidates without legitimate business justification.
How is a job description used in performance management?
The job description serves as the benchmark for evaluating employee performance. During reviews, managers refer to the documented responsibilities, competencies, and success metrics to assess how well the employee is meeting the expectations of their role. This creates a fair, objective basis for performance discussions and helps justify decisions related to compensation adjustments, promotions, or performance improvement plans.
