WHAT TO INCLUDE IN A JOB DESCRIPTION
A good job description should include a company overview and job overview, as well as an explanation of the associated responsibilities, skills & qualifications, and work environment. Below are some general guidelines for writing each of these sections effectively.
1. COMPANY OVERVIEW
Providing an accurate, concise description of your business is a great way to attract the right employees. Think of this section as an advertisement for your company -- why should prospective employees want to join your team?
Some useful things to include here are:
- Core company values
- Mission statement
- Brief history of your organization
- Anticipated growth
- Business goals
2. JOB OVERVIEW
In a few sentences, describe the purpose, importance, and fundamental qualities of the position being offered. No need to be too specific or comprehensive here -- the idea is to provide a zoomed-out image of the role the applicant would be filling in your company.
This is where you’ll outline the specific day-to-day responsibilities of the job. Bullet-point format is typically the most practical way to present this information.
4. NECESSARY SKILLS & QUALIFICATIONS
List in bulleted format the skills & qualifications that are absolutely essential to this position. Consider as many specific conditions of the job as possible in order to create a complete list of qualifications an applicant must have in order to succeed.
5. PREFERRED SKILLS & QUALIFICATIONS
List in bulleted format the skills & qualifications that are not essential, but would make an applicant more eligible for the position being offered.
6. WORK ENVIRONMENT
Describe the environment in which the applicant would be spending most of their time. In this description, include information about:
- Company culture
- Pace of work
- Amount of collaborative vs. independent activity
- Who the employee will report to (or vice versa)
Documentation Specialist Job Description
Below is our documentation specialist job description. You can post it as-is to an online job board like ZipRecruiter, or download and customize it to match the unique aspects of your business. Keep in mind that adding a custom company overview and description of the work environment (outlined above) will help you draw in the right applicants.
Documentation Specialist Job Description
Our documentation specialist will manage and organize the many documents that flow in and out of the business. They’re expected to archive all paperwork so it’s easy to both find and retrieve. We need our documentation specialist to be exceptionally meticulous. They may be asked to edit documents for clients, input data, or review paperwork for potential errors. We also need them to be strong multi-taskers when on the job. From preparing special reports to updating spreadsheets, they may be asked to perform a number of administrative duties throughout the day.
- Manage and organize all digital and physical documentation
- Prepare, review, and edit client paperwork
- Ensure the integrity and accuracy of all paperwork
- Develop a high-level filing system
- Teach departments new documentation procedures and policies
- Archive all documents in an organized fashion
- Create intuitive categories and divisions for all documentation
- Perform various administrative tasks throughout the day
- Comply with all privacy and security regulations
Necessary Skills & Qualifications:
- At least 1 year in an administrative role
- Familiarity with common office software (e.g., databases, spreadsheets, etc.)
- Excellent organizational skills
- Clear written and verbal communication
- Proven success with common filing strategies
- Outstanding typing skills
- High school diploma (or equivalent)
Preferred Skills & Qualifications:
- Bachelor’s degree in a business-related discipline
- Proven success creating a high-level filing system
3 STEPS TO TAKE WHEN HIRING EMPLOYEES
ENSURE LEGAL COMPLIANCE
Hiring employees can be an intimidating and time-consuming process, but it doesn’t have to be. We’ve created a hiring compliance checklist to help you get over the legal hurdles with ease. From obtaining an Employer Identification Number (EIN) to confirming work eligibility, our guide covers everything you need to know.
SET UP PAYROLL
Even if your business only has a few employees, setting up a payroll service can save you time for running your business and also ensure that your company is compliant with important federal requirements, such as employee withholding.
We recommend Gusto, a user-friendly payroll platform for small businesses. Try out their services and get one month free.
ACQUIRE WORKERS' COMP INSURANCE
Workers’ compensation insurance provides financial and legal protection for your business and its employees.
Whether or not you need workers’ comp insurance for your company depends on the nature of the job, the employer-employee relationship, and the unique regulations of your state.