A job description is a written document that outlines the duties, responsibilities, qualifications, and expectations for a specific position. It tells candidates what they'll do, what skills they need, and what success looks like. For businesses with shift workers, a well-crafted job description sets the foundation for everything from interviewing to performance reviews to compensation decisions.
According to SHRM research, 67% of job seekers say a detailed job description is very important when deciding whether to apply for a position. That means the quality of your job description directly impacts the quality of your applicant pool.
The Essential Components
Job Title
Be specific and accurate. "Server" is better than "Customer Service Professional" if you're hiring someone to take orders and deliver food. Avoid inflated titles that create confusion.
Examples:
- Good: Line Cook, Certified Nursing Assistant, Retail Sales Associate
- Confusing: Culinary Artist, Patient Care Specialist, Customer Experience Ambassador
Position Summary (2-3 sentences)
Explain the role's primary purpose and how it fits into your operation.
Line Cook Example: "Prepares high-quality food according to recipes and presentation standards. Works as part of the kitchen team to ensure timely meal preparation during peak service hours. Maintains food safety and cleanliness standards throughout shift."
CNA Example: "Provides direct care to residents in our assisted living facility under nursing supervision. Assists with activities of daily living while promoting resident dignity and independence. Monitors and reports changes in resident condition to nursing staff."
Essential Duties and Responsibilities
List specific tasks in order of importance. Focus on what the person actually does on a typical shift.
Server Example:
- Greets customers within 30 seconds of seating
- Takes accurate food and beverage orders using POS system
- Delivers orders promptly and checks back within 2 minutes
- Processes payments and handles cash accurately
- Maintains cleanliness of assigned section throughout shift
- Responds to customer questions about menu items, ingredients, and preparation
- Coordinates with kitchen staff on special requests and order timing
Retail Stock Clerk Example:
- Receives and unpacks merchandise shipments
- Stocks shelves and builds displays according to planograms
- Performs inventory counts and reports discrepancies
- Operates pallet jacks and hand trucks safely
- Maintains organized backroom storage
- Assists customers with locating items when needed
Physical Requirements
Be honest about the actual demands. This helps candidates self-select and reduces early turnover.
Restaurant Server: "Must be able to stand and walk for 8-hour shifts, lift and carry trays up to 35 pounds, work in environments ranging from 35°F in coolers to 100°F+ near cooking equipment, bend and reach repeatedly throughout shift."
Warehouse Worker: "Regularly lifts boxes up to 50 pounds, operates forklifts and pallet jacks, works in non-climate-controlled warehouse (temperatures vary seasonally), stands on concrete floors for entire shift, performs repetitive bending and reaching motions."
Schedule and Working Conditions
Be specific about what "flexible scheduling" actually means.
Vague: "Must be flexible with scheduling" Specific: "Position requires availability for opening shifts starting at 5:00 AM, closing shifts ending at 11:00 PM, and weekend availability. Schedule varies based on business needs with two weeks advance notice."
Vague: "Occasional evening and weekend work" Specific: "Schedule includes two evening shifts per week (3:00 PM - 11:00 PM) and every other weekend. Holiday availability required for Thanksgiving and Christmas."
Required Qualifications
Distinguish between must-haves and nice-to-haves.
CNA Position: Required:
- Valid state CNA certification
- Current CPR certification
- Ability to pass background check and drug screening
- Reliable transportation to facility
Preferred:
- 6+ months experience in memory care setting
- Bilingual (English/Spanish)
- Experience with electronic medical records
Shift Supervisor Position: Required:
- 18+ years of age (for alcohol service supervision)
- 2+ years customer service experience
- Availability to work varied shifts including nights and weekends
- Basic math skills for cash handling and reconciliation
Preferred:
- 1+ year supervisory experience
- Food handler certification
- Experience with labor scheduling
Compensation and Benefits
According to Bureau of Labor Statistics data, wage transparency increases application rates by 30% and improves candidate quality.
Include:
- Starting wage or wage range: "$15.00-$17.00/hour based on experience"
- Pay frequency: "Paid bi-weekly via direct deposit"
- Benefits overview: "Health insurance available after 60 days, 401(k) with 3% company match, paid time off accrues at 1 hour per 30 hours worked, 25% employee meal discount"
Job Descriptions as Legal Documents
Job descriptions support ADA compliance by documenting essential functions. If an employee requests accommodation, the job description helps determine which functions are truly essential versus marginal.
According to Department of Labor guidance, job descriptions should accurately reflect current duties and avoid unnecessary requirements that could exclude qualified candidates with disabilities.
Essential vs. Marginal Functions
Essential: "Carries food trays weighing up to 35 pounds from kitchen to dining area" (This is fundamental to serving - can't be eliminated)
Marginal: "Occasionally assists with light cleaning in dining area" (This could be reassigned if needed for accommodation)
Connecting to Compensation
Job descriptions feed directly into job evaluation, which determines where positions fit in your pay structure. The more complex the responsibilities, specialized the skills, and greater the decision-making authority, the higher the position typically ranks.
Entry-Level Line Cook ($14-$16/hr): "Follows standardized recipes, prep lists, and cooking procedures under supervision of kitchen manager. Reports issues to supervisor for resolution."
Lead Line Cook ($18-$22/hr): "Creates prep lists based on forecasted covers, trains new kitchen staff, makes judgment calls on ingredient substitutions, adjusts cooking times based on equipment variations, coordinates with sous chef on special events."
The Lead Cook's description shows higher-level knowledge, skills, and decision-making that justify the pay difference.
Making It Scannable
Busy managers and candidates won't read walls of text. Use formatting to highlight key information:
Server - Downtown Location $14/hr + tips | Part-time | Evenings & Weekends
What You'll Do: Take orders, deliver food, process payments, maintain section cleanliness
What You Need: Customer service experience, weekend availability, food handler card (or willing to obtain)
What We Offer: Flexible scheduling, meal discounts, tip pooling, advancement opportunities
Avoiding Common Mistakes
Too Vague: "Performs other duties as assigned" Better: "Assists with inventory counts, training new staff, and special event setup as needed"
Too Long: 5-page description listing 40+ responsibilities Better: 1-2 pages focusing on 7-10 core responsibilities that occupy 80% of the person's time
Credential Inflation: "Bachelor's degree required" for a shift supervisor role Better: "Strong leadership and communication skills required; supervisory experience preferred"
Copy-Paste: Using generic online templates Better: Observe someone doing the job for a full shift, then write what you actually saw
Keeping Descriptions Current
Review annually or when:
- Responsibilities change significantly
- You add new technology or systems
- You're experiencing turnover in the role
- You're struggling to fill the position
A current, accurate job description makes hiring faster because you already have clear criteria for screening candidates. In high-turnover environments where you hire for the same role multiple times per year, this saves countless hours.
Clear communication about roles starts with documentation, but continues through daily operations. When your team can easily access schedules, communicate about shift coverage, and stay connected across locations, everyone stays aligned about expectations. Tools that centralize communication reinforce the clarity that good job descriptions establish.
Sample: Complete Job Description
SHIFT SUPERVISOR Oak Street Cafe | $17-$19/hour DOE | Full-time
Position Summary Oversees daily front-of-house operations during assigned shifts, managing team of 8-12 servers and support staff. Ensures excellent customer service while maintaining efficiency and profitability. Reports to General Manager.
Essential Responsibilities
- Assigns sections and side work to servers at shift start
- Monitors service flow and adjusts staffing as needed during shift
- Handles escalated customer complaints and service recovery
- Approves discounts, comps, and voids in POS system
- Conducts pre-shift meetings covering menu changes and service standards
- Trains new servers on procedures and provides ongoing coaching
- Ensures compliance with health codes and alcohol service laws
- Completes cash reconciliation and shift reports
- Opens or closes restaurant following procedures
Required Qualifications
- 21+ years of age (alcohol service supervision)
- 2+ years full-service restaurant experience
- 1+ year lead or supervisory experience
- Current food handler and alcohol server certifications
- Availability for varied schedule including nights and weekends
- Strong conflict resolution and communication skills
Preferred Qualifications
- Experience with Toast POS system
- Servesafe Manager certification
- Bilingual English/Spanish
Physical Requirements Stand and walk for 8-10 hour shifts, lift up to 40 pounds, work in varying temperatures, climb stairs to office multiple times per shift
Schedule 40 hours/week, 5 shifts including 2 closing shifts and 1 weekend day, schedule set two weeks in advance
Compensation & Benefits $17-$19/hour based on experience, paid bi-weekly, health insurance after 60 days, 401(k) with company match, 80 hours PTO annually, 50% meal discount, quarterly bonus potential based on location performance
