Hiring your first employee is an exciting milestone, but it’s also a critical step that can shape the future of your business. A well-crafted job description not only helps you attract top talent but also ensures you stay compliant with employment laws. If you’re unsure where to start or want to avoid common pitfalls, this guide will walk you through each step to create a clear, compliant, and effective job description that sets you and your new hire up for success.

Before you start writing a job description, take time to analyze the role you need to fill. If the job is new, use worksheets or questionnaires to clearly define the tasks and responsibilities. If someone, like a founder or contractor, is already performing the work, observe and interview them to understand their workflow. Document your findings to help you outline the key requirements for the position. This step ensures that you know exactly what the job entails before you start writing.

The U.S. Bureau of Labor Statistics’ Occupational Outlook Handbook (OOH) is an excellent resource for crafting job descriptions. Browse relevant occupations or search specific job titles to find profiles that describe typical tasks, required qualifications, and work environments. Pay special attention to the "What They Do" section for a clear breakdown of responsibilities. Use this information as a baseline to structure your own job description.

When writing your job description, you should include the following key elements to attract the right candidates and ensure compliance with California’s employment laws:

Choose an accurate and specific title that clearly reflects the role. Go ahead and use the information you found from the OOH, this an industry standard name that job seekers will be familiar with. Avoid misleading or overly creative titles like “guru” or “rockstar,” which can confuse candidates and complicate compliance with employment laws.

Here is where you will provide a brief description of your business, its mission, and its culture to give candidates a sense of who you are. Highlight aspects that make your workplace unique but ensure the language remains professional.

"XYZ, LLC is a growing [industry-specific] company dedicated to delivering exceptional [services/products]. Our team values collaboration, innovation, and a commitment to excellence. We pride ourselves on creating a positive and supportive work environment where employees can thrive and grow."

As a manager you need to set up expectations and attract the right person for the job. Use bullet points to list the main tasks and duties, focusing on the most important aspects of the job. Aim for 5–7 points. Ensure these responsibilities are action-oriented and measurable. Avoid vague phrases like "handle tasks as needed" that lack specificity.

• Manage and organize daily schedules, appointments, and meetings for team members.  

• Prepare, edit, and distribute correspondence, reports, and presentations.  

• Maintain office filing systems and ensure accurate recordkeeping.  

• Answer and direct phone calls, emails, and other communications professionally.  

• Order and maintain office supplies, ensuring resources are available as needed.  

• Assist with event planning and coordination, including team meetings and company events.  

Clearly define the core tasks that are fundamental to the role. This is crucial for ADA compliance, as it helps candidates understand what they must be able to do with or without reasonable accommodation. Be precise and avoid overstating physical requirements unless they are absolutely essential. Stay compliant by avoiding discriminatory language. Use inclusive terms like "they" instead of "he/she," and focus on actions rather than physical traits (e.g., "move around the store" instead of "walk around the store").

• Regularly sit, stand, and walk throughout the workday.  

• Ability to lift and move objects up to 15 pounds occasionally.  

• Perform repetitive hand and wrist movements for typing and data entry.  

• Communicate effectively in person, over the phone, and via email. 

Describe the work environment, physical demands, and any travel requirements, ensuring accuracy and relevance. Use neutral language and focus on the requirements of the job rather than assumptions about candidates.

• Work is performed in a professional office environment.  

• Minimal travel may be required for company events or training.  

Disclosing salary or pay information is required in California on job description advertisements. California employers with 15 or more employees must include pay scale information in all job postings, including those on third-party sites. The law defines "pay scale" as the salary or hourly wage range that the employer reasonably expects to pay for the position.

• Salary Range: $40,000–$50,000 annually, based on experience.  

• Benefits: Health insurance, 401(k) with company match, paid time off, and opportunities for professional development.  

Once you’ve drafted the job description, add a disclaimer stating that it’s not an exhaustive list of all possible duties, allowing for flexibility as the role evolves. Share the draft with upper management or trusted advisors for feedback and make adjustments as needed. Secure the finalized version in a safe, accessible place for future reference. This document will be crucial for job postings, interviews, and performance reviews.

Job descriptions should be living documents that evolve with your business. Schedule regular reviews to ensure they remain accurate and up-to-date. Engage current employees in the review process for their roles, as their feedback can help refine responsibilities and expectations. Updated job descriptions not only help attract the right candidates but also support fair evaluations and accommodations for existing employees.

Crafting a thoughtful, accurate, and compliant job description is the foundation of a successful hiring process. It ensures you attract the right candidates, set clear expectations, and build a solid working relationship with your first employee. As your business grows, revisiting and refining job descriptions will help you stay organized and adapt to new challenges. Take the time to follow these steps, and you’ll not only find the perfect fit for your team but also create a stronger, more professional workplace.