How Do I Write a Job Description for a Small Business Role?

By Bill Stilwell · Last reviewed October 18, 2026

The short answer

Before you hire, write down what the role is for, what the person does every week, what they can decide on their own, the skills and licenses they need, when they need to be available, how you’ll measure their work, the safety hazards and training involved, and which systems and information they can access. Write it before you post the job. Under federal disability law, a written job description prepared before advertising or interviewing can be evidence of a job’s essential functions.

Why it matters

Vague roles cause most new-hire problems. A bakery hires “front counter help” and the new person doesn’t know they’re also supposed to run the online orders. A contractor’s new office manager approves a refund the owner would have refused because nobody said where their authority ended. Writing it down first sets expectations for both sides.

23.2.1 Purpose

What it means: why the role exists.

How to do it: copy the problem statement from 23.1.4 Role need into one or two sentences. “This role answers every call and books jobs so customers get a fast reply.”

Common mistake: skipping the purpose, so the role turns into “whatever needs doing.”

23.2.2 Responsibilities

What it means: the recurring duties.

How to do it: list 5 to 10 tasks the person does regularly, starting with the most important. Mark which ones are essential to the job and which are occasional or could be done by someone else.

Common mistake: a list of 30 tasks with no priority.

23.2.3 Authority

What it means: decisions the role may make.

How to do it: spell out limits in plain numbers. For example: can approve discounts up to a set amount, can reschedule jobs, can’t issue refunds without the owner, can’t change prices or listing details.

Common mistake: no limits, then frustration when the person makes a call you wouldn’t have.

23.2.4 Qualifications

What it means: required skills, licenses, and experience.

How to do it: separate must-haves from nice-to-haves. List any license your state requires for the work, a valid driver’s license if they’ll drive for you, and real skills tied to the duties. Check your state licensing board for trade licenses (see 9.5.2 State Licenses).

Common mistake: requirements that don’t relate to the job, which can shrink your applicant pool and raise legal questions.

23.2.5 Schedule

What it means: expected availability.

How to do it: state the hours, days, whether evenings or weekends are required, on-call expectations, and whether the role is full or part time.

Common mistake: leaving the schedule vague and discovering after the hire that they can’t work Saturdays, your busiest day.

23.2.6 Performance

What it means: measurable standards for the role.

How to do it: pick 2 to 4 numbers tied to the purpose, such as calls answered, leads replied to within an hour, jobs completed without callbacks, or customer ratings (see 23.9 Performance Standards).

Common mistake: “do a good job” as the only standard.

23.2.7 Safety

What it means: the hazards in the role and the training needed.

How to do it: list the hazards from your hazard review (see 11.4.1 Hazard Identification), such as ladders, chemicals, driving, or lifting. List the training and protective equipment the role needs (see 11.4.2 Safety Training and 11.4.3 Personal Protective Equipment).

Common mistake: leaving safety out of office roles that still drive to job sites or lift heavy boxes.

23.2.8 Access

What it means: the systems and information the role needs.

How to do it: list each system and the level of access: email, scheduling, customer relationship management (CRM) system, payments, website, and listings. Give the lowest level that lets them do the job (see 11.7.6 Least Privilege Access). Add each item to your access inventory so it can be removed when they leave (see 11.7.5 Access Inventory).

Common mistake: making a new hire an owner on the Google Business Profile or an admin on the website when a lower role would do.

When to get help from a pro

An employment attorney or human resources (HR) professional can review your job description before you post it. Federal rules like the Americans with Disabilities Act (ADA) apply to employers with 15 or more employees, and state rules may apply to smaller employers. Questions to ask:

Does my job description list essential functions correctly?
Are any of my requirements a legal risk?
Does this role qualify as exempt or non-exempt from overtime under federal and state law?

Bill’s note

[Bill: add a short note. For example, how you would define the first support or account manager role at SiteSmarty, including what access to client profiles it should have.]

How I did this for SiteSmarty

[Date I did this:]
[What I actually did, step by step: the first SiteSmarty role I defined and how I set its authority and access]
[What it cost and how long it took:]
[What surprised me or what I’d do differently:]
[Screenshot or photo to add, with private info blurred: the finished role description]
[Result so far:]

Questions people ask

What should a job description include? Purpose, responsibilities, authority, qualifications, schedule, performance standards, safety needs, and system access.

Should I list essential functions? Yes. Under the ADA, a written job description prepared before advertising or interviewing is evidence of essential functions, though not the final word.

How much authority should a new hire have? Write clear limits in dollars and decisions, and expand them as trust builds.

What access should a new hire get? Only what the job needs, and never owner-level access to your key accounts.

Audit check

Outline line	Question	Pass looks like	Fail looks like	Evidence to collect
23.2.1 Purpose	Does the role have a written purpose?	One or two sentences	None	Role description
23.2.2 Responsibilities	Are duties listed by priority with essential ones marked?	Prioritized list	Long unranked list	Role description
23.2.3 Authority	Are decision limits written?	Clear limits	None	Role description
23.2.4 Qualifications	Are must-haves job-related, including licenses?	Job-related list	Unrelated requirements	Role description
23.2.5 Schedule	Is availability stated?	Hours and days listed	Vague	Role description and posting
23.2.6 Performance	Are there measurable standards?	2 to 4 numbers	“Do a good job”	Role description
23.2.7 Safety	Are hazards and training listed?	Hazards and training	Missing	Role description
23.2.8 Access	Is system access listed at the lowest needed level?	Access list in inventory	Owner or admin by default	Access inventory

Where this fits

Do this first: 23.1 Deciding Whether to Hire

Do this next: 23.3 Employee or Contractor

Sources

U.S. Equal Employment Opportunity Commission, "The ADA: Questions and Answers" (checked October 18, 2026)
U.S. Small Business Administration, "Hire and manage employees" (checked October 18, 2026)

This page explains general rules and Bill's own experience. It is not legal, tax, or insurance advice. Talk to a qualified professional about your situation.