Job Descriptions and Specifications

The output from a job analysis is used to develop a job description and its job specifications. A job description identifies a job’s tasks, duties, and responsibilities. It describes what is done, why it is done, where it is done, and, briefly, how it is done.

While the job description outlines activities to be done, job specifications list the knowledge, skills, and abilities (KSAs) an individual needs to perform a job satisfactorily. KSAs might include the education, experience, work skill requirements, personal abilities, and mental and physical requirements a person needs to do the job, not necessarily the current employee’s qualifications.

A typical job description contains several major parts. Each organization formats job descriptions in a way best suited to its inherent culture and management practices. Consistency of information and formatting across all the organization’s jobs ensures uniformity.

The critical end products of a job analysis are job descriptions, which identify the tasks, duties, and responsibilities of jobs, and job specifications, which list the knowledge, skills, and abilities needed to perform a job satisfactorily.

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