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How To Define Job Responsibilities (With Examples)

By Conner Martin - Dec. 21, 2022
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Summary. Job responsibilities are the tasks employees are expected to complete as a part of their role. When defining job responsibilities, prioritize which tasks are most important for the employee to complete successfully.

Job responsibilities are a key component of hiring and managing employees. They are the primary functions that gauge the employee’s success and contribution to the company.

It is very important to properly define the job responsibilities of your employees because it clarifies what needs to get done and by whom. As an employer, you need to make sure that both you and your employees are on the same page and work together towards achieving success.

Key Takeaways:

  • To define job responsibilities, first understand the needs that must be met.

  • Tips for writing a job description include focusing on the outcome of tasks and connecting back to the company’s mission.

  • Defining roles and responsibilities is essential because it leads to more effective hiring and managing of employees.

What Are Job Responsibilities?

Job responsibilities are the expected tasks an employee must complete to fulfill their role. These tasks include functions and actions of an employee that contribute to the overall success of the company.

When added up, job responsibilities define the role of the employee. This is why job responsibilities are used in job descriptions and listings. They clarify what the company seeks in its candidates, and it allows applicants to understand what type of work they can expect.

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How to Define Job Responsibilities

To define job responsibilities as an employer, you must take the following steps:

  1. Understand needs that must be met. Before you begin to define the responsibilities of a job, you must know the purpose of the job. In one way or another, the job is there to fulfill a need. Even if this job didn’t exist, these tasks still have to get done. This is the foundation of job responsibilities.

  2. Create a job title. Creating a job title creates a clear picture of the role. It should hopefully sum up the main purpose of the position in as few words as possible. Once you have the job title down, you can move on to its more detailed responsibilities.

  3. List the duties of the position in order of importance. Most jobs come with several responsibilities. However, some require more attention than others. Rank the responsibilities to show what’s most important to complete. If this is for a document, such as a job description, use seven to ten bullet points to avoid overwhelming the reader.

  4. Clarify position within the company. A list of job responsibilities should give an accurate representation of the position’s role among other employees. You should be able to tell if you are looking at an entry-level, mid-level, senior, or executive position.

    You should be able to tell who, if any, reports to this position, and who this position reports to. Additionally, you should be able to tell if this position is a part of a specific department or not.

  5. Evaluate and ask for feedback. Once you think you have defined the job responsibilities, ask for feedback. If you have one, ask your H.R. department to review it. Also, you might want to consider the opinions of your employees, especially if it relates to their current role.

With these steps in mind, you can ensure that the job responsibilities fulfill their goal of clearly setting expectations.

Tips for Clarifying Job Responsibilities

Consider the following tips to help you define job responsibilities:

  • Focus on the outcome of tasks. This keeps the responsibilities objective and shows how the employee’s actions are part of a process.

  • Be clear, concise, and specific. A list of job responsibilities should be easy to read and understand. Otherwise, the list may be ignored or misunderstood.

  • Communicate expectations. Setting expectations ahead of time is a proactive approach to conflict management. When issues appear, you are able to point to the expectations that were not met. This keeps the discussion fair and professional.

  • Highlight accountability. A list of job responsibilities should show who is accountable to whom. A company is a team of individuals, so one’s responsibilities are going to directly affect someone else in the company.

  • Use skills and competencies. This is important when you want to attract appropriate candidates or make it clear to current employees what they need to be proficient at.

  • Connect back to the company’s mission and values. Employees are happier and more productive when they can see how their role plays into the bigger picture. This gives them a sense of value. Help your employees out by showing that their responsibilities are not arbitrary, but critical to the company’s purpose.

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Why Defining Roles and Responsibilities is Important

Defining the roles and responsibilities of employees is important because it:

  • Sets expectations. Probably the number one most important thing about defining job responsibilities is that it sets expectations. Understanding expectations allows for more clarity in the communication, management, administration, and evaluation of duties.

  • Is necessary for an effective hiring process. When you can be more specific with what you are looking for in an ideal candidate, you are more likely to find someone close to it. A job listing with defined responsibilities helps filter out inappropriate candidates and attracts the talent you desire.

  • Creates a better work environment. A clear set of job responsibilities helps employers manage their employees. Everyone can be focused on what they need to do, which fosters professionalism, better communication, collaboration, and teamwork.

  • Saves time and money. All of these benefits add up to saving you time and money. Instead of having redundant responsibilities, hiring the wrong candidates, or suffering from poor communication due to unclear expectations, your company is focused on its goals.

  • Increases productivity. The time you save is put toward productivity. There is the added benefit that clear responsibilities can make employees feel more valued. Therefore, they will be more motivated and productive.

Companies that have clear job responsibilities for their employees are more efficient and effective. It helps make sure that employees are contributing to the company’s success. It also provides managers and employees alike with a clear understanding to use for communication and accountability.

Examples Of Job Responsibilities

Example 1: Junior Sales Representative

The job responsibilities of the junior sales representative include:

  • Services a current portfolio of over 50 accounts through consistent communication.

  • Seeks out new clients through email, phone calls, and in-person visits.

  • Works with the sales manager to plan out quarterly and yearly sales strategies.

  • Documents in-depth reports for management related to past, current, and future sales.

  • Researches new products and diversifies knowledge of current goods and services.

  • Collaborates with the marketing team to obtain new clients.

  • Assists the sales manager with administrative tasks.

  • Aims to ensure constant growth to help the company increase market share.

  • Fulfills company values of addressing the needs of the clients.

Example 2: Senior Software Engineer

  • Executes the full software development life cycle (SDLC)

  • Determines operational feasibility through evaluation and data analysis.

  • Develops and executes project plans based on data and strategies.

  • Work with management to monitor and improve current products.

  • Lead teams of 1 to 3 junior software engineers.

  • Analyzes test reports to develop solutions.

  • Troubleshoot, debug, and update current products.

  • Creates technical specifications for future use.

  • Assist in quality assurance programs.

  • Contributes to the company’s mission to be a leader in innovative solutions.

Example 3: Social Media Coordinator

  • Engage with users through company social media accounts.

  • Track and analyze social media metrics.

  • Develop quarterly and yearly social media campaigns with the marketing manager.

  • Create content through text, images, and videos.

  • Attend company events to produce content.

  • Research the latest social media trends and analyze their success.

  • Connects company brand to its egalitarian values.

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Job Responsibilities FAQ

  1. How do you describe job responsibilities?

    Describe job responsibilities by being clear and specific to show what is expected out of an employee. List job responsibilities in order of their importance to underscore priorities. Together, the job responsibilities should paint a clear picture of the employee’s workload and how it contributes to the overall success of the company.

  2. What is a job role?

    A job role is a part an employee plays within a company. Their role should contribute to the success of the company. A well-defined role will sum up the key responsibilities of an employee and clarify their area of specialty.

  3. What is a job description?

    A job description is a document that states the role, responsibilities, and qualifications required for a specific position. A job description may also come with a quick summary that explains the role’s function within the company. Job descriptions can be used both externally for hiring purposes, or internally for professional development.

  4. What are the five components of a job description?

    The five components of a job description are; Job title, company name, job summary, job responsibilities, skills and qualifications, and compensation and benefits. Each component builds on the previous one to create a logical flow of information. Together these components of a job description create an accurate portrayal of what an applicant or employee can expect at this job.

References

  1. United States Office of Personnel Management – What Is A Position Description?

  2. U.S. Bureau of Labor Statistics – Occupational Job Descriptions

  3. Wright State University – Writing an Effective Job Description

Author

Conner Martin

Conner is a professional writer and editor who has worked in a variety of different industries and media. He is passionate about communication and about making even complex topics accessible to wide audiences. Conner holds a Master of Professional Writing degree from the University of Oklahoma.

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