JOB DESCRIPTION PACKAGE
0
HOW TO WRITE A GREAT JOB DESCRIPTION
TABLE OF CONTENTS
Introduction to Writing Job Descriptions
2
Job Description Guide (General Template)
3
General Tips & Common Errors
4
Example Template: Environmental Engineer
5
Example Template: Geologist
7
Example Template: Environmental Project Manager
9
Example Template : Reclamation Specialist
10
Example Template: Environmental Scientist
11
Example Template: Environmental Health & Safety Technician
13
Example Template: Soil Scientist
15
Example Template: Environmental Technician
17
Example Template: Biologist
19
Example Template: Environmental Land Planner
21
Appendix A: Employment Law by Province
22
Appendix B: How to Write a Duties & Responsibility Statement
23
Appendix C: Glossary of Action Verbs
24
1
HOW TO WRITE A GREAT JOB DESCRIPTION
INTRODUCTION TO WRITING JOB DESCRIPTIONS
A well-crafted job description can be an important tool in attracting the right candidates. In order to
write an effective job description, it is imperative to concisely communicate the key responsibilities
of the position, and qualifications or skills required for the job. Doing so will increase the odds of
attracting candidates with the right training, experience and skills to fit the position.
In addition to attracting the right candidates, a well-written job description can be used to:

Communicate clear employee expectations

Determine compensation

Identify training and development areas

Serve as a tool for employee performance evaluation and management
The following series of templates and tools will help you create job descriptions for some of the most
popular environmental positions.
To easily create a job description for your unique position, go to ECO Canada’s collection of
environmental occupational profiles - where you can find general job duties and requirements,
salary information, educational requirements and more. You can search for your desired occupation
alphabetically and follow the formatting of the ECO job description template, copy and paste key job
duties and qualifications related to your position. You can then add your own attributes specific to
the needs of your position / organization.
TIPS

Adapt the information using your own words to describe the work performed by employees

Combine information from different occupational profiles to better identify the job performed by
your employees, especially if positions in your organization have tasks that span more than one
position
2
HOW TO WRITE A GREAT JOB DESCRIPTION
JOB DESCRIPTION GUIDE
The following guide specifies what type of information should be included in each section of a job
description, along with helpful tips and resources to assist you as you write your own job description.
Please note: all fields highlighted in blue should be included in all job descriptions regardless of the
use. All fields highlighted in purple only need to be added when the job description is being used for
a job posting.
JOB TITLE: State the formal title of the position
Employment Type: Full-time, Part-time, Contract, Casual, Internship, etc.
Job Location: City and Province
Reports to: Line Manager, CEO, etc. (List all)
Date Posted: First day accepting resume
Closing Date: Last day accepting resumes
Apply by: Preferred method of receiving resumes: E-mail, fax, mail or in person
Company Information
Provide a brief description regarding your organization. This can include your company’s mission,
values or what your company does.
Job Purpose
Provide a brief description to summarize the purpose of the position. This may be expressed in terms
of duties to be performed, results to be achieved or key contributions to be made.

The job purpose should be no more than a couple sentences long.
Qualifications
Describe the minimum qualifications necessary to successfully perform the job. These are the
mandatory qualifications required to be considered for the position.
Qualifications include:







Education
Experience
Specialized knowledge
Skills
Other training or seminars
Other characteristics such as personal characteristics
Professional certification such as EP certification
* Please note: all qualifications must comply with provincial human rights legislation. (Appendix A)
3
HOW TO WRITE A GREAT JOB DESCRIPTION
Duties and responsibilities









Identify between 6 to 11 primary duties and responsibilities for the position
List the duties and responsibilities in order of importance
Begin each statement with an action verb and use the present tense. See Glossary of Job
Description Verbs for assistance (Appendix C)
Use gender and culturally neutral language to describe the work
Use universal language such a photocopy instead of Xerox
State working conditions (whether it will require working at odd hours, etc.)
Describe only the duties, skills and knowledge required of the position, and avoid describing
personal traits
Where appropriate use qualifiers to clarify the task – where, when, why or how often. Avoid
words that are open to interpretation or ambiguous statements – for example instead of
“handle incoming mail” specify “sort and distribute incoming mail”
State any targets that are expected to be met by the employee
*For more assistance writing job duties and responsibilities, please refer to the “How to Write a
Duties & Responsibilities Statement (Appendix B)
Physical requirements
List any physical requirements of the job. For example, if the employee will be required to stand for
extended periods of time, lift heavy objects, sit at a computer all day, perform repetitive tasks, etc.
OTHER GENERAL TIPS







Describe the position as it is now, not how it may be in the future
Do not understate or overstate work requirements
Focus on job requirements, not the person performing the job
Describe only the ongoing and/or continuing responsibilities of the job
Try to describe the work of the job for someone not familiar with the work
Consider adding a generic statement - "Performs other related duties and responsibilities
consistent with the position as required" as an additional responsibility statement - this
encourages employees to ‘work outside the box’ and helps discourages the “that’s not my
job” excuse
Avoid using technical terms, acronyms or abbreviations
COMMON ERRORS




A description that is too long, with too many details, many of which are irrelevant
A description is too short and superficial and, as a result, fails to capture the elements of the job
An emphasis on minor aspects of the job. For example, “the position is primarily financial, but
human resource responsibilities have been placed first”
There are incomplete or missing facts such as information on the number of subordinates, key
responsibilities, travel requirements etc.
4
HOW TO WRITE A GREAT JOB DESCRIPTION
EXAMPLE JOB DESCRIPTION #1: ENVIRONMENTAL ENGINEER
Environmental Engineer
Employment Type: Full-time
Job Location: Calgary, Alberta Reports to: Manager of Engineering
Date Posted: Wednesday Sept 28, 2011
Closing Date: Monday, Oct 17, 2011
Apply by E-mail at jobs@ecojobs.ca
Company Information
Provide a brief description regarding your organization. This can include your company’s mission,
values or what your company does.
Job Purpose
The Environmental Engineer works closely with the Environmental, Permitting, and Engineering
teams to develop, review, and oversee water, wastewater, solid waste, and air quality management
programs to support permitting, construction, operations, and closure of the ECO creek mine.
Qualifications






Bachelor Degree in environmental engineering, engineering, air sciences, or related field.
2-5 years experience in environmental engineering, environmental science, or compliance,
preferably in the mining industry
Experience in PSD permitting, permit compliance and compliance testing for criteria and
hazardous air pollutants is preferred
Ability to understand and communicate technical aspects of water quality, waste
management, and reclamation requirements
Knowledge of Autocad
Professional designation Professional Engineer (PE) or Environmental Professional (EP) is
preferred
Duties and Responsibilities




Support environmental management initiatives including policy planning, corporate reporting
and due diligence
Develop and implement procedures ensuring the operation maintains compliance with all
corporate and regulatory approvals, practices and standards
Develop and implementation of regulatory compliance programs involving:
 Compliance with Federal regulations
 Training for compliance
Support and development of an Environmental Management System (EMS) and related
activities
5
HOW TO WRITE A GREAT JOB DESCRIPTION






Work with environmental field staff to develop and implement environmental operational
controls and programs
Coordinate environmental assessments, monitor and report programs with consultants and
field staff
Develop corporate environmental communications and disclosure materials for external and
internal audiences
Actively participate in industry and regional environmental management forums and multistakeholder groups as required
Develop and support emissions measurement and reporting systems, including Greenhouse
Gas (GHG) measurement and reporting
Performs other related duties and responsibilities consistent with the classification of the
position
Working Conditions
The Environmental Engineer will be required sit and perform computer work for extended periods of
time.
6
HOW TO WRITE A GREAT JOB DESCRIPTION
EXAMPLE JOB DESCRIPTION #2: GEOLOGIST
Geologist
Employment Type: Full-time
Job Location: Calgary, Alberta Reports to: Senior Hydrogeologist
Date Posted: Wednesday Sept 28, 2011
Closing Date: Monday, Oct 17, 2011
Apply by E-mail at jobs@ecojobs.ca
Company Information
Provide a brief description regarding your organization. This can include your company’s mission,
values or what your company does.
Job Purpose
The Geologist works closely with the Senior Hydro geologist to develop, review, and oversee water,
wastewater, solid waste, and air quality management programs to support drilling and field
operations on several major field projects in Southern Alberta
Qualifications






Bachelor degree from recognized University in geology, hydrogeology or engineering
discipline
Excellent written and oral communication
Proven ability to work independently and in a team environment
Familiarity with drilling techniques, installation of monitoring and production wells and soil
and groundwater sampling procedures
Experience in using water level meters, data loggers, EC meters, electronic submersible
pumps, etc...for gathering hydrogeology and environmental related data
Proficiency with MS Software WORD, EXCEL, is required
Duties and Responsibilities






Plan, direct and participate in the logging of soil cuttings and assist in the design and
construction of small-diameter groundwater monitoring wells and larger-diameter water
supply wells
Compile field notes and prepare report-ready graphs, figures, tables, and reporting
Collect and analyze samples, for example rock, soil, and core samples
Process and interpret geophysical data acquired using gravitational, magnetic,
electromagnetic, seismic, and other remote sensing methods
Set up and conduct/monitor short and long-term well and aquifer tests
Operate and maintain geophysical survey and well-logging instruments and equipment
7
HOW TO WRITE A GREAT JOB DESCRIPTION





Conduct geophysical surveys for locating environmental problems, for example contaminant
plumes and buried hazardous waste mapping
Maintain geological and geophysical databases
Analyze core samples from drilling sites
Interpret hydrogeological maps, reports, and studies
Extract and interpret geological information from aerial photographs, satellite images,
contour maps, and cross sections
Working Conditions
Candidate must be comfortable working in remote field settings in winter weather.
8
HOW TO WRITE A GREAT JOB DESCRIPTION
EXAMPLE JOB DESCRIPTION #3: ENVIRONMENTAL PROJECT MANAGER
Environmental Project Manager
Employment Type: Full-time
Job Location: Vancouver, BC Reports to: Senior Project Manager
Date Posted: Wednesday Sept 28, 2011
Closing Date: Monday, Oct 17, 2011
Apply by E-mail at jobs@ecojobs.ca
Company Information
Provide a brief description regarding your organization. This can include your company’s mission,
values or what your company does.
Job Purpose
The Intermediate Project Manager works closely with the Senior Project Manager and Project
Coordinators to plan, develop, review, and oversee water, wastewater, solid waste, and air quality
management programs to support drilling and field operations on several major field projects in
Southern Alberta.
Qualifications






Bachelor degree in Civil Environmental Engineering and or Hydrogeology
Currently registered or eligible for registration with PEO or APGO
Master degree in Environmental Engineering or Geoscientist Studies would be an asset
Minimum 5 to 8 years of experience in Environmental or Geoscientist activities
Valid G Driver’s License and must be willing to provide a driver’s abstract for review
Demonstrated experience specifically with contaminated site assessment, hydrogeology, and a fieldwork
background is required
Duties and Responsibilities






Work directly with clients to provide strategic advice and project management throughout stages.
Contribute to and lead business development activities, including proposals, relationship building
with clients and potential clients
Manage tasks and projects according to approved scopes of work, and deliver quality reports on
schedule and within budget
Travel to remote sites and extended out of town work and field work will be required
Review and complete environmental audits and identify areas for improvement
Assign, co-ordinate and review the technical work of the department or project team
Working Conditions
Candidate must be comfortable working out of town, in remote settings, in all types of weather.
9
HOW TO WRITE A GREAT JOB DESCRIPTION
EXAMPLE JOB DESCRIPTION #4: RECLAMATION SPECIALIST
Reclamation Specialist
Employment Type: Full-time
Job Location: Ottawa, ON Reports to: Senior Project Manager
Date Posted: Wednesday Sept 28, 2011
Closing Date: Monday, Oct 17, 2011
Apply by E-mail at jobs@ecojobs.ca
Company Information
Provide a brief description regarding your organization. This can include your company’s mission,
values or what your company does.
Job Purpose
The Reclamation Specialist will be accountable for successfully consulting on site investigation, conducting
on-site evaluations and analysis of environmental conditions, and remediation related projects to build a
sustainable business locally, while networking with the global Contaminated Site Management practice team to
share best practices across the industry.
Qualifications




Bachelor degree in Environmental Science, Environmental Engineering or Environmental Earth
Sciences
Minimum 2 to 4 years of experience in Reclamation
Valid Driver’s License (must be willing to provide a driver’s abstract for review)
Demonstrated experience specifically with contaminated site assessment, hydrogeology, and a fieldwork
background is required
Duties and Responsibilities








Administer and conduct activities for reclamation projects
Conduct on-site evaluations and analysis of environmental conditions, including soil, groundwater,
surface water, and air quality characteristics
Identify contaminants and map pollution pathways and their environmental impacts
Research techniques for reclamation of disturbed land and water bodies
Secure applicable federal and provincial environmental approvals and certificates
Liaise with clients and regulatory bodies
Generate and administer contracts
Evaluate and monitor reclamation projects, including site preparation, remediation, sampling
protocols, and results
Working Conditions
Candidate must be comfortable working out of town, in remote settings, in all types of weather.
10
HOW TO WRITE A GREAT JOB DESCRIPTION
EXAMPLE JOB DESCRIPTION #5: ENVIRONMENTAL SCIENTIST
Environmental Scientist
Employment Type: Full-time
Job Location: Edmonton, AB Reports to: Senior Environmental Scientist
Date Posted: Wednesday Sept 28, 2011
Closing Date: Monday, Oct 17, 2011
Apply by E-mail at jobs@ecojobs.ca
Company Information
Provide a brief description regarding your organization. This can include your company’s mission,
values or what your company does.
Job Purpose
The Environmental Scientist works closely with the Senior Environmental Scientist to collect,
synthesize, analyze, and report environmental data, such as pollution emission measurements,
atmospheric monitoring measurements, meteorological and mineralogical information, and soil or water
samples on several major field projects in Northern Alberta.
Qualifications







Bachelor's degree and/or advanced degree in Environmental Science or a related field
Possess or be eligible for professional accreditation – biology, engineering, or agrology
A minimum of 5+ years progressive experience providing environmental services particularly in
the oil and gas and mining industry
Demonstrated knowledge and experience in federal and provincial environmental legislation,
regulations and processes
Excellent organizational and project management skills with the ability to manage and prioritize
several assignments at one time, while ensuring delivery within tight deadlines and budgets
Strong written and oral communication skills
Valid Driver’s License
Duties and Responsibilities




Collect, synthesize, analyze, and report environmental data, such as pollution emission
measurements, atmospheric monitoring measurements, meteorological and mineralogical
information, and soil or water samples.
Analyze data to determine validity, quality, and scientific significance, and interpret correlations
between human activities and environmental effects.
Provide scientific and technical guidance, support, coordination, and oversight to governmental
agencies, environmental programs, industry or the public.
Communicate scientific and technical information to the public, organizations or internal audiences
through oral briefings, written documents, workshops, conferences, training sessions or public
hearings.
11
HOW TO WRITE A GREAT JOB DESCRIPTION


Process and review environmental permits, licenses and related materials.
Review and implement environmental technical standards, guidelines, policies and formal
regulations that meet all appropriate requirements
Working Conditions
Candidate must be comfortable working out of town, in remote settings, in all types of weather.
12
HOW TO WRITE A GREAT JOB DESCRIPTION
EXAMPLE JOB DESCRIPTION #6: ENVIRONMENTAL HEALTH & SAFETY
TECHNICIAN
Environmental Health & Safety Technician
Employment Type: Full-time
Job Location: Edmonton, AB Reports to: General Manager
Date Posted: Wednesday Sept 28, 2011
Closing Date: Monday, Oct 17, 2011
Apply by E-mail at jobs@ecojobs.ca
Company Information
Provide a brief description regarding your organization. This can include your company’s mission,
values or what your company does.
Job Purpose
The Environmental Health & Safety Technician is responsible for ensuring facility operations comply
with federal, provincial and local regulations. This includes environmental, industrial hygiene,
occupational health & safety regulations, and Transportation of Dangerous Goods.
Qualifications







Bachelor degree in Environmental or Safety (or a related field)
Ability to interpret and communicate regulations
Proven interpersonal skills
Intermediate competency with Computers (Microsoft Word, Excel, Powerpoint)
Auditing experience
CRSP (Canadian Registered Safety Professional) Designation or in process
Valid driver’s license and must own or have access to a personal vehicle
Duties and Responsibilities






Identify health hazards and implement control measures
Monitor and control water, air, and noise pollution and collect samples for chemical and
microbiological analysis to make certain they are within existing limits
Prepare policy documents, guidelines, pamphlets, and brochures relating to environmental health
matters
Undertake risk assessments for activities that could affect community health.
Ensure compliance with federal and provincial health regulations and municipal bylaws and enforce
laws where necessary
Create and deliver programs in areas of infectious disease control, food safety, health hazard
investigation, injury prevention, and water quality
13
HOW TO WRITE A GREAT JOB DESCRIPTION


Assist in the development of new health and safety laws and policies
Participate on boards, committees, and working groups
Working Conditions
Work is normally performed in a typical office work environment but also requires extended periods
on production floor and on site visits.
14
HOW TO WRITE A GREAT JOB DESCRIPTION
EXAMPLE JOB DESCRIPTION #7: SOIL SCIENTIST
Soil Scientist
Employment Type: Full-time
Job Location: Saskatoon, SK Reports to: Contaminated Sites Team Lead
Date Posted: Wednesday Sept 28, 2011
Closing Date: Monday, Oct 17, 2011
Apply by E-mail at jobs@ecojobs.ca
Company Information
Provide a brief description regarding your organization. This can include your company’s mission,
values or what your company does.
Job Purpose
The Soil Scientist is responsible for a wide variety of environmental projects involving soil
classification and sampling, irrigation suitability studies, conservation and reclamation plans,
contaminated site assessments, remediation monitoring and report writing.
Qualifications





M.Sc. in Soil Science or related field
Understanding of environmental issues affecting soils
Experience conducting and coordinating field work
Strong data analysis and technical reporting skills
Understanding of the regulatory environment in Manitoba
Duties and Responsibilities









Study soil origins and composition, as well as nutrient movements from soil to the
atmosphere and into water systems
Study organisms in the soil and how they contribute to ecosystem function and stability.
Manipulate soil organisms to improve productivity, reclamation success, or to achieve other
goals
Study plant and crop responses to added nutrients and soil amendments
Collect and analyze soil samples and data from a range of environments
Collect data and build computer simulation models for estimating water budgets and
contaminant transport in soils
Prepare reports describing land and soil characteristics
Investigate issues of soil quality and monitor activities to assure compliance with applicable
regulations
Investigate and remediate soil that has been negatively impacted by human activities, for
example oil and gas, manufacturing plants, and landfills
15
HOW TO WRITE A GREAT JOB DESCRIPTION



Manage soil for land enhancement, for example landscape design, mine reclamation, and site
restoration
Evaluate soils as they relate to natural resource management, for example forest soil
properties, ecological evaluations, and endangerment assessments
Provide advice on soil usage to practitioners in other industries, including agriculture and
forestry
Working Conditions
Extended hours, outdoor conditions and out of town work will be required.
16
HOW TO WRITE A GREAT JOB DESCRIPTION
EXAMPLE JOB DESCRIPTION #8: ENVIRONMENTAL TECHNICIAN
Environmental Technician
Employment Type: Full-time
Job Location: Calgary, Alberta Reports to: Senior Environmental Technician
Date Posted: Wednesday Sept 28, 2011
Closing Date: Monday, Oct 17, 2011
Apply by E-mail at jobs@ecojobs.ca
Company Information
Provide a brief description regarding your organization. This can include your company’s mission,
values or what your company does.
Job Purpose
The Environmental Technician will be responsible for providing support to existing and future
projects in mine dewatering, potable water supply, environmental assessment, site remediation and
geotechnical engineering projects.
Qualifications




Degree or Diploma in Engineering Technology, Environmental Science or Related
Minimum 2+ years biological and/or contaminated site experience as
Environmental Field Technician/EIT
Familiarity with MS Office applications
ECO Canada Environmental Professional considered an asset
Duties and Responsibilities









Gather air, water, and soil samples to determine contamination level and assess
environmental conditions
Perform chemical, physical, and biological tests on air, water, and soil samples and document
results
Participate in and lead field investigations and inspections
Trace chemical, physical, and biological pathways of environmental pollutants
Review and process applications for environmental permits or certification, for example waste
disposal sites or water and wastewater treatment plants
Issue instructions for corrections necessary to comply with federal and provincial regulations
Explain and interpret regulations and procedures for environmental licensing applicants
Relate economic, health, political, and social issues to the management of environmental
systems in both industrial and municipal applications
Design methodologies for environmental sampling and analysis
17
HOW TO WRITE A GREAT JOB DESCRIPTION


Measure field characteristics, properties, and composition of soils, river channels, and
biological systems
Prepare reports of findings for clients and supervisors
Physical Requirements
The Environmental Technician will be required to work in remote field settings in winter weather and
be required to lift and carry materials. He/she will also be required to travel to local, national and
international locations.
.
18
HOW TO WRITE A GREAT JOB DESCRIPTION
EXAMPLE JOB DESCRIPTION #9: BIOLOGIST
Biologist
Employment Type: Full-time
Job Location: Calgary, Alberta
Reports to: Senior Biologist
Date Posted: Wednesday Sept 28, 2011
Closing Date: Monday, Oct 17, 2011
Apply by E-mail at jobs@ecojobs.ca
Company Information
Provide a brief description regarding your organization. This can include your company’s mission,
values or what your company does.
Job Purpose
The Biologist will provide technical review and project management for projects within the strategic
markets including energy, transportation, development and mining.
Qualifications




University degree in Biology, Ecology or Environmental Sciences;
Knowledge and experience working within the various provincial and federal environmental
assessment frameworks (e.g. ERCB, EPEA, NEB, CEAA).
Experience with design and implementation of environmental sampling and monitoring
protocols
Excellent written and oral communication skills;
Duties and Responsibilities











Record and analyze experimental data for evaluation by research personnel.
Assist and conduct research, including collecting information and samples such as water and
soil
Prepare chemical reagents and media
Conduct standardized biological, microbiological, and biochemical tests and laboratory
analyses
Monitor and observe experiments
Ensure compliance with applicable regulations, for example environmental, occupational
health and safety, and animal-care regulations
Write reports and summaries of findings
Set up, adjust, calibrate, clean, maintain, and troubleshoot laboratory and field equipment
Order equipment and supplies, including researching new equipment and contacting vendors
for detailed specifications, pricing, and on-site demonstrations
Work with vendors to design custom equipment
Liaise with the public, for example answering questions and conducting facility tours
19
HOW TO WRITE A GREAT JOB DESCRIPTION


Manage tasks and projects according to approved scopes of work, and deliver quality reports
on schedule and within budget;
Interact and interface with clients and environmental regulators
Physical Requirements
The Biologist will be required to work extended hours when necessary.
20
HOW TO WRITE A GREAT JOB DESCRIPTION
EXAMPLE JOB DESCRIPTION #10: ENVIRONEMENTAL LAND PLANNER
Environmental Land Planner
Employment Type: Full-time
Job Location: Calgary, Alberta Reports to: Senior Project Manager
Date Posted: Wednesday Sept 28, 2011
Closing Date: Monday, Oct 17, 2011
Apply by E-mail at jobs@ecojobs.ca
Job Purpose
The Environmental (Land) Planner is responsible for providing environmental and land-related
licensing and permitting project support for the planning of oil and gas development projects.
Qualifications






University degree in planning, geography, environmental studies or related field of study. A
Masters degree would be an asset
2 to 3 years related planning experience
Ability to work independently as well as part of multi-disciplinary project teams
Excellent writing and report organization abilities.
Excellent communication and client relation skills
Working knowledge of provincial and federal environmental assessment processes and other
environmental and planning legislation, regulations and procedures
Duties and Responsibilities





Review and evaluate proposals for land use and development plans and prepare
recommendations
Conduct project-related tasks, including research, report writing, field work and stakeholder
and regulatory consultation
Process application for land development permits and administer land use plans and zoning
by-laws
Formulate long-range objectives and policies relative to future land use and the protection of
the environment
Travel to various work sites throughout Canada
Physical Requirements
The Environmental Land Planner will be required to work in remote field settings in a variety of
weather conditions.
21
HOW TO WRITE A GREAT JOB DESCRIPTION
APPENDIX A: EMPLOYMENT LAW BY PROVINCE
When creating job descriptions it is imperative to ensure all requirements and job duties comply with
provincial legislation. To access legislation for you province, click on the appropriate link below:
Province
Link
Alberta
http://employment.alberta.ca/SFW/1224.html
British Columbia
http://www.labour.gov.bc.ca/esb/
Manitoba
http://www.gov.mb.ca/labour/standards/
New Brunswick
http://www2.gnb.ca/content/gnb/en/departments/postsecondary_education_training_and_labour/labour.html
Newfoundland & Labrador
http://www.gov.nl.ca/lra/index.html
Northwest Territories
http://www.gov.nt.ca/
Nova Scotia
http://www.gov.ns.ca/lae/employmentrights/
Nunavut
http://www.gov.nu.ca/en/Home.aspx
Ontario
http://www.labour.gov.on.ca/english/es/
Prince Edward Island
http://www.gov.pe.ca/sss/index.php3?number=1004723&lang=E
Quebec
http://www.cnt.gouv.qc.ca/en/home/index.html
Saskatchewan
http://www.aeei.gov.sk.ca/
Yukon Territory
http://www.community.gov.yk.ca/labour/index.html
22
HOW TO WRITE A GREAT JOB DESCRIPTION
APPENDIX B: HOW TO WRITE A DUTIES & RESPONSIBILITY STATEMENT
The following chart breaks down the 4 elements that can be included in your duties and
responsibility statement. The first 2 elements should always be included, however the last 2 are
optional additions that help communicate the specifics.
The 4 Basic Elements
What to do
Example
Eliminate all unnecessary wording by
beginning with an action verb.
1) Start with a verb
Use a verb that appropriately describes
the level of responsibility associated
with the duty.
maintain
Explain “what” is done.
2) Explain What
This is a fundamental part of the
statement, as it describes the nature of
the responsibility.
weekly contact with
existing or potential
clients
Explain “how” the work is done.
3) Explain How
The optional addition of “how” an
activity is carried out describes the
extent of the individual’s involvement
in the activity and describes the level
of responsibility.
through phone,
e-mail, or site visits
Explain “why” it is done.
4) Explain Why
This further qualifies the activity by
communicating the value of the
activity.
to source new and
maintain existing
business
partnerships.
The optional addition of “why” an
activity is done defines the objective
for doing the work.
.
23
HOW TO WRITE A GREAT JOB DESCRIPTION
APPENDIX C: GLOSSARY OF ACTION VERBS
A-C
Act – To exert one’s powers in such a way as to bring about an effect; to carry out a purpose.
Add – To affix or attach; to perform mathematical addition of figures.
Administer – To manage or direct the application or execution of; to administrate.
Adopt – To take and apply or put into practice; to accept, as a report.
Advise – To give advice to; to recommend a course of action
Affirm – To confirm or ratify.
Align – To arrange or form in a line.
Amend – To change or modify.
Analyze – To study the factors of a situation or problem in order to determine the solution or outcome.
Anticipate – To foresee events, trends, consequences, or problems.
Apply – To adjust or direct; to put in use, as a rule.
Appraise – To evaluate as to quality, status, effectiveness.
Approve – To sanction officially; to accept as satisfactory; to ratify (thereby assuming responsibility for). Used only
when individual has final authority.
Arrange – To place in proper order.
Assemble – To collect or gather together in a predetermined order; to fit together the parts of.
Assign – To fix, specify or delegate. Legally, to transfer or make over to another.
Assist – To lend aid; to help; to give support to.
Assume – To take to or upon oneself; to undertake.
Assure – To confirm; to make certain of; to state confidently.
Attach – To bind, fasten, tie or connect.
Attend – To be present for the purpose of making a contribution.
Audit – To make a final and official examination of accounts.
Authorize – To empower; to permit; to establish by authority.
Balance – To arrange or prove so that the sum of one group equals the sum of another.
Calculate – To ascertain by computation.
Carry – To convey through the use of the hands.
Center – To place or fix in or at the center; to collect to a point.
Chart – To draw or exhibit in a chart or graph.
Check – To examine; to compare for verification.
Circulate – To disseminate; to distribute in accordance with a plan.
Classify – To separate into groups having systematic relations.
Close – To end or terminate.
Collaborate – To work or act jointly with others.
Collate – To bring together in a predetermined order.
Collect – To gather facts or data; to assemble; to accumulate.
Compile – To collect into a volume; to compose out of material from other documents.
Compose – To make up; to fashion; to arrange.
Compute – To determine or calculate mathematically.
Consolidate – To combine into a single whole.
Construct – To set in order mentally, to arrange.
Control – To exercise, directly, guiding or restraining power over.
24
HOW TO WRITE A GREAT JOB DESCRIPTION
Cooperate – To act or operate jointly with others; to collaborate.
Coordinate – To bring into common action, condition, etc.
Copy – To make a copy or copies of; to transfer or reproduce information.
Correct – To rectify; to make right.
D-G
Date stamp – To note the date by stamping.
Delegate – To entrust to the care or management of another.
Determine – To fix conclusively or authoritatively; to decide; to make a decision.
Develop – To evolve; to make apparent; to bring to light; to make more available or usable.
Direct – To regulate the activities or course of; to govern or control; to give guidance to.
Discuss – To exchange views for the purpose of arriving at a conclusion.
Disseminate – To spread information or ideas.
Distribute – To divide or separate into classes; to pass around; to allot.
Divide – To separate into classes or parts, subject to mathematical division.
Draft – To write or compose papers or documents in rough, preliminary, or final form, often for clearance and
approval by others.
Edit – To revise and prepare as for publication.
Establish – To set up; to institute; to place on a firm basis.
Evaluate – To appraise; to ascertain the value of.
Examine – To investigate; to scrutinize; to subject to inquiry by inspection or test.
Execute – To give effect; to follow through to the end; to complete.
Exercise – To bring to bear or employ actively, as authority or influence.
Expedite – To hasten the movement or progress of; to remove obstacles; to accelerate.
Extract – To draw forth; to withdraw; to separate; to determine by calculation.
Facilitate – To make easy or less difficult.
File – To lay away papers, etc., arranged in a methodical manner.
Fill in – To enter information on a form.
Find – To locate by search.
Flag – To mark in some distinctive manner.
Follow-up – To check the progress of; to see if results are satisfactory.
Formulate – To put into a systemized statement; to develop or devise a plan or policy, or procedure.
Gather – To collect; to harvest; to accumulate and place in order.
I-O
Implement – To carry out; to perform acts essential to the execution of a plan or program.
Inform – To instruct; to communicate knowledge of.
Initiate – To originate; to begin; to introduce for the first time, as a plan, policy, or procedure.
Insert – To put or thrust in; to introduce as a word in a sentence.
Inspect – To examine carefully and critically.
Instruct – To impart knowledge to; to supply direction to.
Interpret – To explain the meaning of; to translate; to elucidate.
Interview – To question in order to obtain facts or opinions.
Investigate – To inquire into systematically.
25
HOW TO WRITE A GREAT JOB DESCRIPTION
Itemize – To state in terms or by particulars; to set or note down in detail.
List – To itemize.
Locate – To search for and find; to position.
Maintain – To hold or keep in any condition; to keep up to date or current, as records.
Make – To cause something to assume a designated condition.
Manage – To control and direct; to guide; to administer.
Measure – To determine length or quantity of.
Merge – To combine.
Note – To observe, notice, heed.
Notify – To give notice to; to inform.
Obtain – To gain possession of; to acquire.
Observe – To perceive or notice; to watch.
Open – To enter upon; to spread out; to make accessible.
Operate – To conduct or perform activity.
Organize – To arrange interdependent parts; to systemize.
Outline – To make a summary of the significant features of a subject.
P-S
Participate – To take part in.
Perform – To carry on to a finish; to accomplish; to execute.
Plan – To devise or project a method or a course of action.
Post – To transfer or carry information from one record to another.
Prepare – To make ready for a particular purpose.
Process – To subject to some special treatment; to handle in accordance with prescribed procedures.
Program- To make a plan or procedure.
Propose – To offer for consideration or adoption.
Provide – To supply for use; to furnish; to take precautionary methods in view of a possible need.
Purchase – To buy or procure.
Rate – To appraise or assess; to settle the rank or quality.
Receive – To take, as something that is offered.
Recommend – To suggest courses of action or procedures to other persons who have the primary responsibility
for adopting and carrying out the actions or procedures recommended.
Record – To register; to make a record of.
Refer – To direct attention; to make reference, as in referring to record.
Register – To enter in a record; to list.
Release – To permit the publication or dissemination of information at a specified date
Remit – To transfer or send, as money in payment.
Represent – To take the place of.
Request – To ask for something.
Require – To demand; to insist upon.
Requisition – To make a request for something, usually records or supplies.
Report – To furnish information or data.
Research – To inquire specifically, using involved and critical investigation.
Review – To go over or examine deliberately or critically, usually with a view to approval or dissent; to analyze
results for the purpose of giving an opinion.
Revise – To make a new, improved, or up-to-date version of.
26
HOW TO WRITE A GREAT JOB DESCRIPTION
Schedule – To plan a time table; to set specific times for.
Screen – To examine closely, generally so as to separate one group or class form another.
Search – To look over and through for the purpose of finding something.
Secure – To get possession of; to obtain.
Select – To choose from a number of others of similar kind.
Separate – To set apart from others for a special use; to keep apart.
Sign – To affix a signature to.
Sort – To put in a definite place or rank according to kind, class, etc.
Stack – To pile up.
Study – To consider attentively; to ponder or fix the mind closely upon a subject.
Submit – To present, for decision, information for judgment of others.
Summarize – To make an abstract; to brief.
Supervise – To oversee for directions; to inspect with authority; to guide and instruct with immediate
responsibility for purpose to performance; to superintend; to lead.
*Types of supervision include:
(1) Direct Supervision – Involves guidance and direction over individuals who report to and are directly
responsible to the supervisor.
(2) Close Supervision – Individual does not use own initiative - is instructed by supervisor as to the
solution and selection of the proper procedures to follow.
(3) Limited Supervision – Individual proceeds on his own initiative in compliance with policies, practices,
and procedures prescribed by his immediate supervisor.
(4) General Supervision – Involves guidance and direction actually carried out by the immediate
supervisor.
Survey – To determine the form, extent, position, etc., of a situation, usually in connection with gathering of
information.
T-Z
Tabulate – To form into a table by listing; to make a listing.
Test – To put to proof; to examine, observe, or evaluate critically.
Trace – To record the transfer of an application or document; to copy, as a drawing.
Train – To increase skill or knowledge by capable instruction, usually in relation to a predetermined standard.
Transcribe – To make a typewritten copy from shorthand notes or a dictated record; to write a copy of.
Transpose – To transfer; to change the usual place or order.
Type – To typewrite.
Underline – To emphasize or identify by drawing a line under the characters or subject.
Verify – To prove to be true or accurate; to confirm or substantiate; to test or check the accuracy of.
Write – To form characters
27