NFIB

Writing Accurate Job Descriptions
03/ 05/ 2003

by Vicki Gerson

Misunderstandings with new employees are a common occurrence. Perhaps an employer is not clear as to who is going to supervise the new hire and he grows frustrated that many different employees are acting like his boss. Another new employee might spend her first week wondering exactly what her job duties are, while the rest of her department seem too busy to talk to her.

To avoid these and other misunderstandings, an employer should prepare accurate, specific job descriptions to be handed out and discussed during the interview process. Look at the following example:

Position Title: Administrative Assistant

General Responsibilities: This position involves clerical and administrative work. You will be responsible for scheduling appointments, receiving visitors and keeping records. This position requires independent judgment and the ability to plan. Must possess proficient skills in MS Word and Excel. This person reports directly to the office manager.

Duties To Be Performed:
1. Prepare memoranda and notices--some confidential information.
2. Open, read and sort mail. Refer mail to appropriate people in the company.
3. Maintain a schedule of appointments, meetings and other due dates.
4. Handle telephone calls and visitors.
5. Prepare reports, maintain records and handle other administrative work.

You may also want to include the hours this person is expected to work, the allotted time for lunch, the number of sick days and vacation days allowed and the salary.

Be as honest as you can in the job description. Don't highlight the most interesting aspects of the position and gloss over the routine responsibilities. The employee may feel they were duped and leave the job.

With so many people currently looking for work, you'll likely receive a healthy stack of resumes for even a brief help-wanted ad. Keep in mind that a general position title like "administrative assistant" means many different things to many different people. By being as honest and precise about the job as you can during the interview process, you'll ensure finding the best match for the job--and hopefully one who will stick around for a while.

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