1. How to write an effective job description
East Carolina University Department of Human Resources

2. Step 1: perform a job analysis

3. What is a job analysis?
A job analysis is the process used to collect information about the duties, responsibilities, necessary skills, outcomes, and work environment of a particular job.
The job analysis may include these activities:
reviewing the job responsibilities of current employees,
doing Internet research and viewing sample job descriptions online or offline highlighting similar jobs,
analyzing the work duties, tasks, and responsibilities that need to be accomplished by the employee filling the position,
researching and sharing with other companies that have similar jobs, and
communicating the most important outcomes or contributions needed from the position.

4. Factors to consider in job analysis
Labor Market Resources
Equipment or Work Process Alternatives
Competing Demands for Funds and Space
Overall Goal or Program Priorities
Reorganization of Current Work Responsibilities

5. What to outline in your Job analysis?
What are your staffing needs?
Where will this position fit within your current organizational design?
Why will the job exist?
What are the qualifications needed?
What are the mental/physical tasks that will be involved with this position?
What are the methods and or equipment that will be used?

6. Step 2: writing a job description

7. What is a job description?
Snapshot of a specific job
Legal document
Sets clear expectations for the employee
Provides an opportunity to clearly communicate your organization’s direction
Tells the employee where he or she fits inside of the big picture.
Helps organization employees, who must work with the person hired, understand the boundaries of the person's responsibilities.

8. What resources should I use?
Job analysis information
Other staff
External sources (i.e outside agencies, websites, professional requirements)
Existing job descriptions
Competency Profile (only as a guide- do not copy word for word!!)
If reclassifying a position, use the current employee as a resource.

9. Basic Components of a job description
These are the basic components of the job description:
Overall position description with general areas of responsibility listed,
Essential functions of the job described with a couple of examples of each,
Required knowledge, skills, and abilities,
Required education and experience,

10. Components of the ecu job description
Identifying Information (i.e. department, work hours, etc.)
Primary Purpose of the Organizational Unit
Primary Purpose of the Position
Change in Responsibilities or Organizational Relationship
Description of Work
Competencies
Preferred Education and Experience
ADA Checklist
Organizational Chart
You will talk about all of these in your training at this time. Explain what goes in each and why it is important.

11. Primary purpose of the organizational unit
A general description of the organizational unit
Description of the programs and services to be provided

12. Primary purpose of the position
Summary of the job responsibilities
Brief paragraph
No specific details of responsibilities
Overall objective of the position
Example: Under the general supervision of the department head, provides a broad range of secretarial and office management services in support of teaching, research, and administrative functions of the department.

13. Change in responsibilities or organizational relationship
Organizational changes, restructuring, change in duties
Be specific
How does it affect position?
How does it affect relationships within the unit?
Example: Due to the restructuring of the department, this position will now be assigned budgetary functions to include various line item accounts such as travel, equipment, and supplies. These functions were previously assigned to position , Accounting Technician Contributing. Position will not be filled and will be abolished.

14. Description of work Detailed description of duties to be assigned
Related to competencies required
Discuss supervisory responsibilities, complexity, accountability, etc.
List in order of importance
Percentage of time assigned
Indicate how this will be measured

15. competencies Brief summary of the competencies needed for the position
List technical, educational, managerial, physical, etc.
Do not copy description of work or competency profile
Example: The employee must be able to work effectively with people in a constantly changing environment, communicate clearly with others, be comfortable training users, and have considerable knowledge and understanding of computer technology and how it relates to libraries. He/she must possess a thorough knowledge of operating systems, and the capabilities and limitations of computer and peripheral equipment. In addition, he/she must have a thorough knowledge of the principles and techniques of computer applications and documentation; the ability to comprehend, analyze, and interpret programming needs.

16. Preferred education and experience
Must be no less than Minimum T&E for Class
May include specific certifications
May include specific training or skills
Example: Additional training and experience include one year programming experience with a working knowledge of at least one high-level programming language such as C++, Cold Fusion, C#, or PHP; working knowledge of relational database systems such as MS SQL, Oracle, MySQL, or Sybase; web development experience; knowledge of designing relational databases, HTML programming experience; experience in an academic library preferred.

17. When should you review/ update your job description?
Job Change
New Leadership
Prior to Posting Vacant Position
Reorganization
Should be reviewed every year during annual evaluation period to assess changes

18. example