The purpose of these guidelines is to provide you with the tools to write a job description. A job description in this exercise will consist of both,
a. job-related data that includes job title and location, supervisory and managerial reporting chains, job summary, tasks and functions to be performed, working conditions, use of machines, tools and equipment, and working hazards;
and
b. information regarding the minimal requirements for an incumbent to successfully perform the job. This information typically includes knowledge, skills, abilities, and other characteristics (physical, emotional, aptitude, values and ethics, creativity, etc.), educational qualifications, experience, training, and certifications and credentials to perform the job.
Important point: The job description is not a job announcement. Therefore, the job description will not contain information about the availability of a job, nor include information on the application process (including required documents), benefits, and legal statements regarding equal employment opportunities.
A job description should be organized, appealing, and provide easily discernible information.
Guidelines for Writing Task Statements
A task statement is a descriptive statement containing the following information:
1. What action or behavior is performed;
2. How that action is performed (procedures, materials, equipment, etc.);
3. Purpose for which the action is performed.
The statements need to be sufficiently descriptive to succinctly and concisely describe the task. Your task statements should not be too general nor overly complex such that an incumbent would not precisely understand the task, or leaves some ambiguity in meaning.
Typically, you should end up with 6-8 task statements reflecting the most important tasks for a job.
A caveat is needed before we proceed in writing task statements. Writing task statements are a result of having conducted a job analysis. For this exercise, we assume a job analysis has been conducted and are now writing tasks statements. Let’s look at three examples.
Example 1: Schedules job applicants for interviews with respective departmental managers by calling job candidates from a list provided by the hiring team and confirming their availability and interview date, time, and location.
Action or behavior: “Schedules job applicants…..”
How the action is performed: “calling job candidates from a list provided by the hiring team and confirming their availability and interview date, time, and location.”
Purpose for which the action is performed: “for interviews with respective departmental managers”.
Example 2: Explains and answers questions regarding employee benefits and human resources policies to new employees during orientation by using a standard new employee orientation packet and Powerpoint in order to ensure employee’s understanding of all available benefits and human resources programs in the company.
Action or behavior: “Explains and answers questions regarding employee benefits and human resources policies to new employees during orientation.…”
How the action is performed: “….using a standard new employee orientation packet and Powerpoint..”
Purpose for which action is performed: “….to ensure employee’s understanding of all available benefits and human resources programs in the company.”
Example 3: Collects and compiles EEOC data on an annual basis following established guidelines for filing reports to the EEOC on the EEO-1 form.
Action or behavior: “Collects and compiles EEOC data …..”
How the action is performed: “following established guidelines for filing reports to the EEOC….”
Purpose for which the action is performed: “EEO-1 form” requirement.
Guidelines for Writing KSAO Statements
Only after the important duties and tasks of a job have been identified, can one then establish the KSAOs required to perform those duties and tasks. Therefore, your KSAO statements need to comprehensively cover what are required to perform the task statements. Let us use the previous three examples of task statements:
Example 1: Schedules job applicants for interviews with respective departmental managers by calling job candidates from a list provided by the hiring team and confirming their availability and interview date, time, and location.
Example 2: Explains and answers questions regarding employee benefits and human resources policies to new employees during orientation by using a standard new employee orientation packet and Powerpoint in order to ensure employee’s understanding of all available benefits and human resources programs in the company.
Example 3: Collects and compiles EEOC data on an annual basis following established guidelines for filing reports to the EEOC on the EEO-1 form.
In order to perform the tasks in Example 1, the incumbent will require the following,
a. Interpersonal skills
b. Skill in oral communication
In order to perform the tasks in Example 2, the incumbent will require the following,
a. Skill in oral communication
b. Knowledge of company benefits and human resources policies and practices
c. Skill in using Powerpoint
In order to perform the tasks in Example 3, the incumbent will require the following,
a. Knowledge of EEOC reporting requirements
b. Ability to analyze EEO data.
c. Ability in attention to detail.
d. Skill in using Excel.
If these three tasks were required in a job, the following KSAOs, with a brief explanation, are required for that job:
a. Interpersonal skills: Skills to relate to others and understand their perspectives and ideas, and to respond appropriately.
b. Skill in oral communication: Skill in orally communicating and explaining ideas and concepts to others in a clear and concise manner
c. Skill in using Powerpoint: Skill in developing Powerpoint slides using graphics and templates to make descriptive and creative presentations.
d. Skill in using Excel: Skill in using the Excel spreadsheet to enter, sort, manipulate, and conduct statistical analysis of data.
e. Ability to analyze EEO data: Ability to use the 4/5ths rule or statistical analysis of EEO data to determine adverse impact.
f. Ability in attend to detail: Ability to be thorough and accurate in completing a task.
g. Knowledge of company benefits and human resources policies and practices: Knowledge of company pay, benefits (health, life insurance, disability, etc.), training opportunities, performance appraisal process, grievance procedures, employee ethical and legal obligations, and other relevant HR policies and practices.
h. Knowledge of Equal Employment Opportunity Commission (EEOC) reporting requirements.
In writing KSAOs, be mindful of the following points:
1. One major error that many people make when writing a KSAO statement is that they simply attach the word “skill” or “ability” or “knowledge” in front of the task statement. For example, take the following task statement:
“Collects and compiles EEOC data on an annual basis following established guidelines for filing reports to the EEOC on the EEO-1 form.”
If you write a KSAO in the form of, “Ability to collect and compile EEOC data”, it is incorrect because all you have done is place the word “Ability in from of the tasks statement without describing the KSAOs need to perform the task.
2. Do not use “credentials” or “experience” as KSAOs. For example, “Must possess a Bachelors Degree in Business” is not a KSAO. It may be required for a job but it is not a KSAO. It is a “catch-all” term for a number of KSAOs but it doesn’t tell you what specific KSAOs were acquired with the Bachelors Degree. Another one that you should not use is, for example, “Requires 5 years of experience as a Human Resources Specialist”. It begs the question, what KSAOs did they acquire in those 5 years of experience that allows them to perform the specific tasks? You will have the opportunity to identify required education and experience elsewhere in the job description.
3. Finally, do not add an adjective in the KSAO statement that describes a level of performance for the KSAO. For example, DO NOT write, “Outstanding skills in written communication”, or “Superior knowledge of….”. We want to identify the KSAO and at this stage it’s not appropriate to identify the levels at which they have to be performed (you can identify levels of required performance for hiring or performance appraisal purposes at a later date, but those are for other specific purposes).
For purposes of this exercise, once you have completed the task and KSAO statements, you can then add them to the template for a job description.