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    Creating a new job description or updating an existing one? Download Lakeside’s free, editable Word template with guided sections, practical examples, and a final review checklist to help you get started.

    Job responsibilities change, but job descriptions don’t always keep up. Whether you’re creating a new position or updating an existing one, these five steps will help you define responsibilities, identify qualifications, and create a job description that reflects the work being done today.

    For more on keeping existing descriptions current, read our guide to reviewing and updating job descriptions.

    Why Are Job Descriptions Important?

    A well-written job description does more than support recruiting. It helps employers:

    • Clarify responsibilities and set clear expectations for employees.
    • Support onboarding by helping new hires understand their roles.
    • Guide performance management with defined responsibilities and goals.
    • Identify development opportunities as employees grow in their roles.
    • Support HR compliance by documenting essential job functions and informing classification reviews.

    Keeping job descriptions current gives managers and employees an accurate reference for the work being performed.

    How to Write a Job Description in 5 Steps

    Follow these five steps to create a job description that clearly defines the role, its responsibilities, and the qualifications needed for success.

    Step 1: Start with a Job Analysis (the Actual Work, Not the Previous Job Description)

    Before writing, take time to understand what the position actually involves. A job analysis doesn’t need to be formal or time-consuming. Talk with the employee currently performing the work, their manager, and others who work closely with the role.

    Ask:

    • What does this person spend most of their time doing?
    • What responsibilities do they own, and what do they share with others?
    • What has changed about the position over the past year?
    • Are there new systems, processes, or expectations that affect the role?
    • What does strong performance look like in the first six months?

    For a new position, work with the hiring manager to define what needs to be accomplished. For an existing position, compare what you learn with the current job description to identify necessary updates.

    Step 2: Write a Clear Job Summary

    A job summary should explain why the position exists, its primary responsibilities, and how it contributes to the organization. Aim for two to four sentences that give readers a clear picture of the role without getting into every detail.

    For example:

    Too vague:

    “Responsible for supporting daily business operations.”

    More effective:

    “Coordinates daily office operations, supports internal teams, and manages administrative processes that help employees work efficiently and keep the organization running smoothly.”

    The second version gives a clearer picture of the position and its contribution.

    Step 3: Define Job Duties and Responsibilities

    Focus on the primary responsibilities that define the role, rather than listing every possible task. Be specific about what the employee does and the outcomes they’re expected to achieve.

    Too vague:

    “Handles employee onboarding.”

    More effective:

    “Coordinates onboarding for new hires, including preparing offer paperwork, scheduling orientation, and checking in at 30 and 90 days to identify opportunities and support a positive onboarding experience.”

    When writing job responsibilities:

    • Start each statement with an action verb.
    • Focus on five to eight primary responsibilities.
    • Describe the expected outcomes, not just the tasks.
    • Identify which responsibilities are essential to the position.
    • Consider noting the approximate percentage of time spent on each major responsibility.

    Clearly documenting essential job functions is particularly important because written job descriptions may be considered when evaluating accommodation requests under the Americans with Disabilities Act (ADA).

    Step 4: Identify Job Specifications and Qualifications

    Job specifications outline the skills, education, experience, certifications, and other qualifications needed to perform the role.

    Separate qualifications into three categories:

    • Required qualifications: Skills, credentials, or experience someone genuinely needs on their first day.
    • Preferred qualifications: Additional experience or capabilities that would be helpful but aren’t essential.
    • Qualifications that can be learned: Systems, processes, or skills that a capable employee can develop with training and support.

    Review each requirement carefully. Degrees, certifications, or years of experience carried over from previous job descriptions may no longer be necessary. Consider whether equivalent experience or on-the-job training could provide the skills needed to succeed.

    Step 5: Review the Essential Parts of a Job Description

    Once you’ve defined the role summary, responsibilities, and qualifications, make sure the document includes the other important components of a complete job description.

    Job Title and Reporting Structure

    Include the position title, department, reporting relationship, and any supervisory responsibilities. Use a title that accurately reflects the work and is recognizable within your industry.

    Success Measures

    Describe what successful performance looks like. Consider outlining expectations for the first 30, 90, and 180 days to give managers and employees a starting point for evaluating progress.

    Working Conditions and Physical Demands

    Document the physical, environmental, and other demands that are genuinely part of the job. These should align with the position’s essential functions.

    FLSA Classification and Compensation

    Confirm whether the position is exempt or non-exempt based on actual job duties and applicable salary basis and salary level requirements, not simply the job title.

    Include compensation information as appropriate and review pay transparency requirements in the states where you recruit. For example, Minnesota requires employers with 30 or more employees in the state to include a pay range and general description of benefits in job postings.

    Equal Opportunity and Accommodation Language

    Include an appropriate equal opportunity statement and information about requesting reasonable accommodations during the hiring process.

    Because federal, state, and local requirements can differ, have your HR lead or legal counsel review the language for the locations where your organization hires.

    Review and Approval Information

    Record who reviewed and approved the job description and when. This creates accountability and makes future updates easier.

    Frequently Asked Questions About Writing Job Descriptions

    Review job descriptions annually and whenever responsibilities, reporting relationships, technology, or organizational needs change. It’s also a good practice to revisit them before recruiting for an open position.

    Not every review requires a rewrite. The goal is to confirm that the document still reflects the role today. Job description reviews and job analyses are also included in our Year-End HR Planning Checklist.

    The five foundational components are job title and reporting structure, job summary, responsibilities, qualifications, and working conditions. A complete description should also address relevant compensation, classification, and compliance requirements.

    ChatGPT can help organize information and draft clearer descriptions, but it can’t replace input from the people who understand the role. Have managers and HR review AI-generated content to ensure responsibilities, qualifications, and compliance information are accurate.

    A job description documents a position’s responsibilities, qualifications, and requirements. A job posting uses that information to attract candidates. Both should accurately represent the role, but they serve different purposes.

    Download Our Free Job Description Template

    Ready to get started? Download Lakeside’s free, editable Word template with guided sections, responsibility and performance planning tables, and a final review checklist.

    This article and template provide general information for employers and are not legal advice. Consult your HR lead or legal counsel about your specific situation and the laws that apply in your states.

    Need a Second Set of Eyes?

    Whether you’re updating existing job descriptions, defining a new role, or preparing to hire, Lakeside HR Group’s experienced HR consultants can help you get the details right.

    Connect with our team or call: (612) 504-6453

    About Lakeside HR Group

    We are a premier Recruiting and HR Consulting firm connecting people and businesses through personalized, full-service solutions. As a boutique firm of seasoned HR professionals, we specialize in providing customized HR services for small to midsize businesses. With expertise across diverse industries, positions, and states throughout the U.S., we partner with our clients to discover top talent and deliver the support needed to help their businesses thrive.

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