For Employers

How To Write a Job Description That Attracts the Most-Qualified Candidates

WAI Staff
Two women seated across from each other, with one holding a piece of paper.

Are you dreading writing a job description for a recently vacated or newly created position in your organization? You’ll need to know how to write a job description that will end up attracting the most qualified candidates as effectively as possible. 

When writing a good job description, blend the basic requirements of the position with some new and proven strategies for conveying that information to awaiting candidates. 

In this article, we will help you streamline the job description writing process.

The rundown

  • A job description works best when the purpose of the role is clear.
  • Identifying the required skills and experience early keeps the posting focused and avoids unnecessary details. 
  • Candidates respond well when the main duties are listed plainly and reflect the actual rhythm of the job.
  • Simple formatting helps job seekers review the posting quickly, which often improves the quality of applications.

First, determine what you want your job posting to accomplish

When you write a job description, begin with the key points that you want your job posting to accomplish, regardless of the nature of the position:

  1. It sells the position and your organization by sharing key information about both.
  2. It provides a list of technical requirements, soft skills and traits candidates need to have.
  3. It attracts candidates who will quickly adjust to their position and corporate culture by providing key details. For example, more introverted job candidates may skip applying for the position if they see your company prides itself on its highly interactive culture.
  4. It is friendly and welcoming to anyone considering the role, whether the reader is ultimately the right candidate or not.
  5. It offers clear instructions on how and where to apply, along with the application deadline, if there is one.

4 Steps on How to Write a Job Description That Works

While attracting the right candidates begins with writing a good job description, these four tips will increase your chances of getting that description done right the first time. 

1. Define and summarize the position

In this step, you will gather the most vital information about the position. Set up a meeting with the department manager, requesting that he or she provide as much overarching information about the job as possible, as well as five or six day-to-day functions of the role. 

Here, you have the chance to paint a vivid portrait of the position for prospective candidates.

2. List and clarify all the experience and qualifications needed

To write an effective job description, how and where you place your requirements in the description is important. The candidates should know the requirements for a position early in the description, so they can either move on to the next posting or settle in to learn more about your organization and the job. 

List necessary qualifications like the level of education completed, previous experience in the field, required certifications obtained and maintained, computer languages, data entry proficiency, writing and editing, and anything else crucial to performing the position and adding value to your business.

3. Provide a detailed list of responsibilities and duties

When writing a good job description, expand on the overview of daily functions you provided in the summary. You don’t want to end up attracting candidates who have no clear idea of what they’ll be doing.  

For example, let candidates know whether their job is more teamwork-focused or if they will regularly work independently. Additionally, let job seekers know how their position works within the larger framework of their department and the organization. This context informs prospects of the value that your organization places on their responsibilities.

4. Use bullet points, numerical lists and strategic keywords for easy eye-scanning

Finally, to write a good job description, consider how the structure informs readability. Just like you end up reviewing multiple resumes and applications, your potential candidates spend countless hours reading through job boards, social media posts and employment forums. 

Putting the same volume of information into a tidy list is easier on the eyes for you and the candidates. Also, make sure to use keywords germane to the position and the prospective candidates’ possible qualifications. 

For example, if you are a recruiter with an accounting firm and need a new accounting professional, season your job description with keywords such as “CPA”, “financial professional”, “certified public accountant” and “auditor”.

Work with us

Need more tips and strategies on how to write a job description? Or would you like help with a particularly tricky job description in your queue? No matter what you need, we are experts at attracting candidates. 

Writing a good job description shouldn’t be hard. Our recruiting team at Whitman Associates features nearly five decades of collective recruiting success to help streamline your process and connect you with well-suited candidates.

Take the next step by calling (202) 659-2111 or filling out our staffing request form.

Frequently asked questions 

Should salary ranges be included?

When possible, yes. A range prevents confusion, sets expectations early and reduces the number of unqualified applications.

How detailed should the section on daily work be?

List the recurring tasks that shape most of the week. Candidates mainly want to understand how their time will be used.

Is it necessary to outline long-term expectations in the posting?

A brief note is useful. It gives applicants a sense of where the role is heading without overwhelming them with future plans.

What is a Business Casual Dress Code?

WAI Staff
Two professionals dressed in business casual attire talking outside an office building

Key Takeaways

  • Having a wardrobe that fits the business casual dress code can help you make the right first impression in many professional settings.
  • Washington D.C. business casual typically means tailored and traditional, though it can change based on the climate. 
  • Look at other employees who have been with the company for a while as your guide.

Most modern offices have relatively relaxed rules about how to dress for success. Even so, the term “business casual” can be confusing, especially for new hires or temps getting started in an unfamiliar workplace setting.

So, what is a business casual dress code, and how can you present yourself with a unique style and confidence without overstepping boundaries?

What a Business Casual Dress Code Means In Today’s Workforce

Most companies will have their own definition of what they believe to be a “business casual” look. In most of the offices throughout D.C., Maryland and Virginia with whom we work, it means professional attire that’s less formal than a suit but still neat, coordinated and upscale.

A good rule of thumb is that if you wouldn’t wear it to a client meeting, it’s probably too casual. Washington D.C. business casual, for example, would include well-fitted dress pants, collared shirts, blouses, knee-length skirts and close-toed shoes.

Each office may have slightly different expectations, so when you start a new job or assignment, check in with HR before day one. 

Core Wardrobe Essentials

Even before you determine what a business casual dress code is defined by your new place of work, it’s always a good idea to start with timeless basics that can be used out throughout the year. These are your capsule wardrobe essentials, but for the office.

For both men and women, here are a few things we suggest having in your arsenal:

  • Dress slacks or khakis
  • Blouses, button-downs, or collared shirts
  • Sweaters or cardigans as outer layers
  • Closed-toe flats, loafers, or low heels
  • Skirts or dresses that reach the knee

It’s best to go with neutral colors, and always make sure your outfit is wrinkle-free. As for accessories, such as belts, watches and jewelry, keep it minimal, particularly when starting a new role. 

What is a Business Casual Dress Code for Men?

Business casual men’s shirts and dress shoes arranged neatly

While the answer depends on how formal the company is, there are a few reliable standards we’d recommend having in your closet as a man.

A pair of tailored chinos or slacks in navy, gray or khaki can work pretty well in any environment. As for shirts, go with button-downs or polos with solid, neutral colors or patterns. During the winter, you can add a comfortable, lightweight sweater or blazer.

For footwear, you can’t go wrong with a pair of leather shoes, loafers or dressy boots. Athletic sneakers and sandals rarely align with the business casual dress code for men, so keep those for the gym and the beach. 

What is a Business Casual Dress Code for Women?

The vast majority of today’s office outfits for women are just as stylish as they are professional. Some appropriate options might include dresses or pencil skirts, tailored slacks or structured blouses. For tops, have a couple simple cardigans, blazers or sweaters that you can swap between. 

To complete the look, it’s a good idea to have a few choices of closed-toe shoes, including modest heels and flats.

Whenever people ask us, “What is a business casual dress code?” we often say that a good approach is to get clothing that fits well and avoids extremes.

Stay away from loud patterns or revealing items. That doesn’t mean you need to feel confined to black, white and beige. Just make sure that if you choose to get creative with your wardrobe, keep your prints tasteful and your colors soft. Be yourself, but a more elevated version!

Washington D.C. Business Casual Etiquette

As a professional agency that works with many companies in the D.C. area, we know Washington D.C. business casual better than most. What you may not realize is how much of an impact regional weather can have.

In summer, you’ll see both men and women wearing linen and cotton fabrics. Though when our seasons start to change, you see the shift to wool and knits. 

The industrial spread also has a significant influence on dress code etiquette. Washington D.C. is a blend of government, nonprofit and corporate workplaces. That means your place of work may be flexible, but there’s a good chance it’s more traditional. It never hurts to ask your HR person or recruiter for some guidance before you start, especially if you’re heading out for a temp-to-hire role.

No matter what industry you’re working in, the safest approach to a business casual dress code is to dress just a bit more formal than the most casually dressed person in the office. 

Things That Are Never Appropriate

As an ever-evolving term, especially with the lax culture of many startup firms, it’s easy to misinterpret what business casual is for men and women. To make sure you never show up in the wrong attire again, here are a few things that rarely meet business casual dress code standards: 

  • Jeans, shorts or cargo pants
  • T-shirts or sleeveless tops
  • Flip-flops or open-toe shoes
  • Sweatshirts or hoods
  • Athletic wear
  • Streetwear
  • Clothing that’s overly tight, loose or revealing
  • Anything with rips, tears or holes

When in doubt, look to management and follow their lead. 

Dress Well, Work Well

We get it. What one person might define as Washington D.C. business casual for a government office job will likely be vastly different from the San Diego business casual dress code for an entertainment app startup. 

Even so, basic rules apply. Make smart decisions based on what you now know and use those who manage the company you work for as a reference.

Of course, a first impression goes well beyond dressing business casual. If you are looking for open temp roles across the D.C. metropolitan area, get in touch with us here at Whitman Associates, and let us help you make a first impression that lasts.

Why employers should use a staffing agency and the advantages it offers

WAI Staff
Two professional women are seated on a couch as they engage in a focused discussion while reviewing notes on a clipboard.

Summary

  • Faster hiring with candidates who are already vetted
  • Better decision-making using thorough screening methods
  • Broader access to talent
  • Flexibility to cover absences, projects and smooth transitions

It’s normal for any employer to wonder why they should use a staffing agency as part of a broader strategy for sourcing candidates. Hiring is an important responsibility for any organization, and the way you handle it as an employer shapes productivity and success in your business 

Partnering with a staffing agency is not about replacing what internal teams do. It is about strengthening the process with added support, substantial resources and more accurate matches.

Here, we will explore why a company would hire using a staffing agency and also show how such a partnership increases efficiency and long-term success.

Faster access to the right candidates

Why do companies hire through staffing agencies? The clearest reason as to why you should use a staffing agency is the ability to move quickly without cutting corners.

Staffing agencies keep active networks of candidates, and they are constantly receiving new applications. This robust pool of candidates is what allows staffing agencies to connect employers with qualified professionals almost immediately. Working with a staffing agency is attractive even for employers with strong HR teams.

Instead of beginning a search from scratch, managers receive resumes that have already been reviewed and that align with the role’s requirements. It saves time, but more importantly, it maintains continuity in operations.

Building confidence with better screening

Another reason why you should use a staffing agency is that their hiring team specializes in just that: hiring. They review resumes, meet candidates, and conduct testing full-time, as their business depends on it. They have the resources, experience and time to fully vet candidates. These vetting processes can include references, software testing and even background checks, if required. 

On top of that, agencies offer the ability to temp a candidate or utilize temp-to-perm placements which add layers of assurance, trust and confidence that the candidate you hire will be the best fit for your organization.

Reaching talent beyond standard channels

Another reason as to why you would use a staffing agency is that it provides exclusive access to fully vetted talent. Many candidates in a staffing agency’s talent pool are not actively applying but would consider a new role if the right one came along. Staffing agencies have skilled candidates just waiting to start. This is why many companies do their hiring through staffing agencies.

A staffing agencies’ reach extends beyond traditional listings and they maintain these connections. For you as an employer, you get access to more choices, which often leads you to phenomenal employees that would have never been found otherwise.

For many organizations, having a broader reach in hiring is also a long-term strategy, which is why they use a staffing agency. Having a way to ensure that their candidate pool reflects both immediate availability and future potential helps them to avoid scrambling for employees and rushing hiring decisions.

Image of a woman signing paperwork at a desk

Supporting a positive candidate experience

While we are still talking about long-term strategies, we should mention that a positive hiring experience can help you attract the best talent in the market, which in turn helps your company grow while remaining competitive. Here is why. 

Today, there are many popular review sites, like Trustpilot and Glassdoor. Just like employees post observations and share their experiences at their workplace, applicants can also visit these sites and share their experiences with a company, good or bad. 

Staffing agencies help ensure that candidates have reasonable expectations and a positive experience. The recruiters keep in constant communication with the candidates, from giving them guidance to updates on their applications. This relationship makes applicants feel respected and supported. They are more likely to accept offers, start with enthusiasm and have a positive hiring experience with your company. 

That means better talent, a better reputation and better employee retention in the future.

Covering for staff absences and project surges

Businesses need to maintain smooth operations, whether their employees are able to be in the office or not. Teams often face issues like illness, an employee who goes on maternity leave, a sudden emergency or a seasonal spike in workload. Staffing agencies can quickly step in to bring highly qualified temporary staff to assist in these situations and keep your team working seamlessly, with no disruptions to workflow.

Simplifying transitions and offboarding

When your employees come back from leave or vacation, or when a surge in workloads subsides and temp assignments come to an end, there are a fair number of time-consuming loose ends to tie up. This is another reason why companies use a staffing agency. The staffing agency handles the final pay, paperwork and compliance for the temporary employees who were brought on, so your team doesn’t have to. Your team can stay focused on your business’ goals instead of worrying about offboarding.

Staffing opportunities in the D.C. metropolitan area

Whitman Associates has been providing expert staffing services to organizations in Washington D.C., suburban Maryland and Northern Virginia since 1972. As a women-owned business with an A+ rating from the Better Business Bureau, a nearly 5.0 rating on Google, with more than 230 reviews and recognition as one of the Three Best Rated staffing agencies since 2020, we are confident in our ability to offer talented candidates that fit your business’ needs.

We’ve achieved our success by first and foremost listening to our clients’ needs and understanding the demands of the industries in our region. If you’re in D.C., Maryland or Virginia and need a staffing partner with local knowledge and a trusted reputation, submit a Staffing Request Form today.

Make Sure Your Employees Dress For Success

WAI Staff
Man in suit at base of office lobby staircase

Every business needs clear guidelines, such as an employee dress code, so your employees dress for success in the workplace.

What Does It Mean To Dress For Success?

Employers want workers to dress in a way that encourages productivity and makes a good impression. Consider the following factors:

  • The type of business and industry. Employees in traditional business environments such as finance will dress differently than those in the customer service industry. 
  • Local and regional standards. Some areas, such as large cities or parts of the country, tend to have more formal dress codes. 
  • Are employees public-facing? When employees directly deal with customers or prospects, you want them to make the right impression.
  • Who employees interact with. If your company is global, employees may travel to countries with various traditions. Similarly, representatives from other countries may visit your office. You want the world to see that your employees dress for success in the workplace. 

Why You Need a Dress Code

Some employers hesitate to institute a formal employee dress code policy. You might wonder if it’s better to keep things less formal. Do you need an employee handbook dress code section? The fact is, how employees dress is sufficiently important to justify a formal policy. 

It Helps Employees Make a Good Impression

If your employees deal directly with customers, they must make a good impression. Even if they aren’t public-facing, they still represent your organization as they come to work every day. You want quality employees who help you build your company’s reputation. 

It Helps You Maintain a Consistent Company Culture

Every business has its own company culture. The way others dress is one of the first things people notice about each other. That’s why defining what it means to dress for success in the workplace is so crucial. 

You want a consistent policy that lets everyone know what’s expected. You can communicate this via sending a dress code reminder email to employees. Without a dress code, people will simply dress according to their preferences, which might be disruptive to a cohesive company culture. 

It Reduces Uncertainty

A clear dress code clarifies expectations and is conducive to better teamwork and harmony in the workplace. When policies are clear and laid out, as in an employee handbook dress code policy, there’s less room for doubt. 

How to Create Your Employee Dress Code

Barista serving up coffee pour-overs

You want your employees to dress for success in the workplace. What does this mean, exactly?

Address Safety Concerns

The dress code may be influenced by safety concerns. For example, if employees are working in hazardous conditions, they may need safety gear such as work boots and protective gear. In some cases, these precautions may be legal requirements. 

Decide What Is and Isn’t Allowed

You may prohibit shorts, t-shirts (or muscle tees, or t-shirts with graphic messages or logos), running shoes, or flip flops. In a business environment, ties, shirts with collars, and dress shoes may be required.

Clarify Your Dress Code For Temporary and Remote Workers

Even remote workers should have a dress code if they attempt video meetings where they are seen by others. Similarly, temporary workers should have a clear idea of how to dress.

Modify Your Dress Code as Needed

You may decide to modify requirements based on changing workplace trends. For example, some businesses that traditionally demand formal attire may find it necessary to move their dress code to business casual. 

Other Factors To Consider

When looking at how to ensure employees dress for success in the workplace, address issues beyond clothing in the employee handbook dress code guidelines. Some issues may reflect company culture, others may be relevant to sensitive co-workers. This includes:

  • Aromas. Some people are sensitive to strong odors. Many workplaces have rules about wearing strong perfumes, colognes, and other strong-smelling products. Of course, there can be subjectivity about this. 
  • Piercings. Are these consistent with the image you want for your business? Unlike other expressions of personal style, such as tattoos, body piercings can easily be removed before work. On the other hand, in certain contemporary and youth-oriented environments, piercings might be perfectly consistent with dressing for success in the workplace. 

When sending out dress code reminder emails to employees, be sure to mention the above issues as well as guidelines for attire. 

Casual Days

“Casual Fridays” are a popular practice for many businesses. Setting aside certain days for more casual attire is a way to maintain a dress code while giving employees a chance to express their personal style and get creative with their work wardrobes, while still following the basic dress code rules. 

Don’t Overlook Inclusivity Issues  

Companies must be careful not to violate people’s personal, religious, or civil rights. In some cases, these rights may not sync with strict dress codes. For example, before sending a dress code reminder email to employees, it’s wise to leave open the possibility of exceptions such as the following: 

  • Religious expression. Certain types of clothing may indicate religious beliefs. Examples include a headscarf, yarmulke, and turbans. People may also display certain jewelry as part of their cultural identity. 
  • Gender-specific clothing. Employers cannot compel people to wear clothing that conforms to a particular gender stereotype.
  • People with disabilities. In some cases, a disability or medical condition may make it difficult, uncomfortable, or impossible to meet certain dress code criteria. A person with a scalp condition may prefer to wear a head covering. Someone suffering from an illness that causes foot pain may need to wear specialty footwear rather than dress shoes. Define a dress code accordingly to accommodate differing needs. 
Two women talking at boardroom table

Keep Employees Informed

Consider having a meeting to review expectations and allow questions, particularly with new policy implementation. During the meeting, explain the dress code in detail and make sure your employees fully understand the reason for its implementation. Also, clearly articulate the consequences for failing to adhere to the policy. 

To maintain consistency with the dress code, you should also communicate the dress code for interviews. Be sure to include the dress code within the employee handbook, so that employees have access to the information at all times. 

Types of Dress Codes

While employee dress codes vary from one business to another, they generally fall into one of the following categories.

Formal or Business Attire

This is the familiar business type of attire, such as suits and ties, skirts, and pantsuits. These guidelines are common in formal environments where to dress for success in the workplace means donning traditional business apparel. 

Business Casual

This category is a little trickier, as it’s reconciling two contradictory ideas: essentially formal attire with some leeway (for example, ties and dress shoes may be optional). Business casual is common in creative fields such as entertainment, advertising, and publishing. Other professions where business casual is encouraged include teachers, secretaries, and receptionists. 

Casual

Casual dress codes are common in retail, jobs that are not public-facing, and jobs requiring physical labor. In such places, to dress for success in the workplace often means simply being comfortable. While t-shirts, jeans, and running shoes may be acceptable, there are still guidelines. For example, tees should not exhibit profanity or offensive messages. Casual clothing should not be ripped or revealing.

Uniforms

When a job requires a uniform, much of the dress code is very straightforward. However, employee dress codes still need to clarify certain points, such as the condition of the uniform.

How To Handle Transgressions

At times, employees may not live up to your standards of dressing for success in the workplace.  There can also be gray areas. For example, today’s footwear includes many hybrid items such as shoes that are also sneakers. It’s up to you how to interpret such issues, but it’s important to be consistent in how you enforce rules.

If an employee is not complying with the dress code, a supervisor should discuss it with them as soon as possible. If other employees see that the rules are not strictly enforced, others will likely do the same. 

Ensure Your Employees Dress for Success in the Workplace 

Creating and enforcing a dress code can be tricky, since society has become more complex as standards evolve. However, this doesn’t mean you can’t create an efficient and consistent dress code that supports your needs and helps build better employee relationships. When you send a dress code reminder email to employees, keep in mind that you may need to be flexible regarding employee handbook dress code guidelines.

Crafting the Perfect Job Description

WAI Staff
Woman holding a mug that says, Like A Boss.

A Comprehensive Guide on How To Write a Job Advertisement

Top talent is always on the lookout for the best work opportunity. In a competitive job market, knowing how to make job descriptions more attractive can make or break your hiring process. Job seekers often scan through dozens of postings, so it’s crucial to make yours stand out. In this guide, we’ll break down what a job description should include, offer insights on inclusive job descriptions, and provide tips on how to attract top-tier candidates.

Why the Job Description Matters

A job description is the first impression a possible employee will have of your company, so knowing how to write a job advertisement that is clear, concise and compelling helps to draw in candidates who are genuinely interested in the role. It should say more than what responsibilities the role entails; it should convey the company’s values, culture and work environment.

By setting the tone for what the candidate can expect throughout the hiring process with a well-written job description, you can effectively manage expectations on both sides. This ensures applicants have a clear understanding of what’s required and what they’ll gain from joining your team. 

What a Job Description Should Include

Before diving into how to write a job advertisement and how to make job descriptions more attractive, let’s cover the components of inclusive job descriptions:

Job Title

The title should be focused and to the point. Jargon or creative titles should be avoided where possible. Instead of using, “Customer Happiness Officer,” for example, one should consider, “Customer Support Specialist.” This keeps it simple, and applicants will more likely find your job posting through a job search.

Overview of Company

Include a company overview that describes the mission and values, as well as anything special that can make your organization stand out. This is an important aspect of how to write a job advertisement because it sets the context of the position for the applicant. 

Responsibilities/Duties

Clearly outline the main responsibilities of the job. Make sure it shows day-to-day tasks and long-term goals. Being transparent about the job is key when planning how to make job descriptions more attractive.

Required Qualification

When preparing what a job description should include, you must list the qualifications necessary and skills needed for the job. Distinguish between the required qualifications versus the preferred qualifications so that you will not discourage a potentially well-qualified candidate from applying.

Benefits and Perks

Listing benefits and perks is important to writing a job advertisement that stands out. Think beyond the standard health insurance and 401(k) contributions. For example, if you offer flexible hours, remote work or growth in a career, those can be included as well.

Inclusive Job Descriptions

Prioritizing inclusivity is among the most critical elements of how to make job descriptions more attractive. You’ll attract all sorts of candidates, further driving your organization to become more innovative and dynamic. 

Language plays a significant role in achieving inclusivity. Use language that invites candidates of all stripes to apply and is supportive in tone when determining how to write a job advertisement. Signals for valuing diversity might be explicit with the use of a diversity statement such as, “We encourage applicants from all backgrounds and experiences.”

Another aspect of what a job description should include is language about qualifications. For example, it is not necessary to put requirements that aren’t actually required; this may discourage good candidates. Evidence shows that women, in particular, are less likely to apply unless they meet all the criteria. Plus, some candidates might boast unusual qualifications that surprise you by being a unique fit. Clarity in your qualification section without excessive demands helps in how to write a job advertisement that appeals to a wider audience.

How To Make Job Descriptions More Attractive

With countless competing job postings vying for the best candidates’ attention, you need to know how to make your inclusive job descriptions stand out. Here are a few ways you can boost your job ad:

Use Appealing Language

The tone of your job description determines just how desirable your open position will be. It’s all about using positive, proactive phrasing. For instance, instead of, “Must be able to work under pressure,” consider using, “Thrives in a fast-paced, dynamic environment.” These subtle word shifts in how you write a job advertisement will make the job feel far more inviting.

Highlight Growth Opportunities

When discussing what a job description should include, we mentioned growth opportunities to be listed as a benefit of the role. Today’s workforce is frequently interested in career development. When thinking about how to make job descriptions more attractive, don’t forget to highlight career growth possibilities within your organization. Applicants need to feel that they will grow and evolve in their position, and this might be achieved by mentioning professional development programs, mentorship, and possible career paths.

Discuss Company Culture

When preparing to write a job advertisement, take some time to think deeply about how to express your company’s culture. The top candidates are seeking not only a paycheck but also to be part of an organization whose ideals are in tandem with their own. This is an opportunity for inclusive job descriptions too, as you can make your job advertisement more appealing by discussing a commitment to social responsibility or the care for employee welfare.

Contact Us!

Writing a job ad that will eventually stand out requires a balance between information and fun. The language should be clear and concise yet not void of the company’s personality. With a better idea of how to write a job advertisement, you can confidently apply these tips on what a job description should include in your next job posting.

Looking for more help creating a results-oriented ad that brings top talent on board? Complete a Staffing Request Form at Whitman Associates to get started with full-service staffing solutions.

What to expect from entry-level secretarial & receptionist jobs

WAI Staff

Are you looking for work as a receptionist or secretary but aren’t exactly sure of what the job description entails? Or, maybe you aren’t sure what type of role you want and are still exploring the options. Either way, we hope this guide discussing entry-level secretary and receptionist jobs help you with your interview preparation and offers you more direction. Once you’re ready to apply to positions, check out our job board for secretary and receptionist jobs in the Washington, D.C., metropolitan area.

Woman smiling who fits the secretary job description.

Are secretaries and receptionists the same?

Secretaries and receptionists often need clarification and are usually the first point of contact for visitors, clients, and employees. While secretaries and receptionists frequently employ the same skillset, these roles are still unique. Perhaps the secretary’s job description calls to you more than work as a receptionist. It’s not unlikely that you are better suited for one role over the other, so pay close attention to the responsibilities of each position.

What do secretaries do?

Secretaries provide administrative and clerical support within an organization. They can be dedicated to an individual manager, a department or team, or the organization as a whole. Secretaries ensure company operations run smoothly, offering support across diverse positions. An entry-level secretarial position may suit you if you enjoy working with different departments. A secretarial job description may include:

  • Responding to messages and phone calls
  • Keeping track of documents and files
  • Communicating with stakeholders, both internal and external
  • Helping out with events and projects
  • Setting up appointments and meetings
  • Drafting and revising reports, presentations, and other copy
  • Planning travel and related expenses

What do receptionists do? 

A receptionist position is much more client-oriented. Receptionists are the first point of contact for assist visitors, clients, and customers. Often, that means they will have a desk set up in a lobby or entrance of the office or building they work in. Contrary to the secretarial job description, the responsibilities of a receptionist include:

  • Checking visitors in and out
  • Giving instructions, directions, and information
  • Responding to and transferring phone calls
  • Receiving and forwarding messages
  • Addressing questions and concerns
  • Handling mail and parcel deliveries
  • Maintaining a neat and inviting front desk and reception area
  • Making reservations and booking meetings and conference venues

Critical differences between secretaries and receptionists

Secretaries focus more internally, supporting employees or the organization. On the other hand, receptionists are more client-facing, assisting guests and customers more than their other team members. Having the role of a secretary, makes you more likely to be in a private office or a shared workspace with other administrative staff. Due to the nature of the work as a receptionist, your workspace most likely be in a public area at the entrance of your office or building.

Sometimes, secretaries may need specialized experience in the industry they’ll be working in, whereas receptionists rarely need industry knowledge before entry. The company will likely be prepared to provide industry training for entry-level secretarial positions. That being said, if you have experience in a particular field, it’s helpful to review secretarial job descriptions for the secretary’s office that relate to your experience.

Overlapping skills

Both of these roles require skills that overlap. If you’re looking for an entry-level position related to interpersonal and communication skills, applying for receptionist and secretarial job openings makes sense. The skills required for both roles include:

  • Excellent communication both written and verbal
  • Solid interpersonal skills
  • Strong customer service skills
  • Ability to organize
  • Technical skills
  • Ability to multitask and prioritize

Receptionist skills

Working as a receptionist requires some very specific skills. To obtain work as a receptionist, you will need to demonstrate the ability to:

  • Manage difficult situations and people
  • Operate in a fast-paced, high-pressure work environment
  • Follow protocols and procedures

Secretary skills

Meanwhile, the secretarial job description involves more of the following duties:

  • Prepare documents and reports
  • Conduct research
  • Perform problem-solving tasks
  • Work with a variety of software programs
  • Manage projects and events
  • Carry out data entry and analysis tasks

Open the door to a variety of possibilities

This guide provides a general overview on the difference between receptionists and secretaries, though every job will look slightly different. However, they all offer a great starting point for any career, as the skills you acquire in these roles broadly apply to various positions. Plus, working as a secretary or receptionist can help you earn industry experience based on the company you work for. Having experience as a receptionist or secretarial job looks good on any resume.

To succeed as a receptionist or secretary, remember you are an integral part of any operation. Your job is to ensure operations run smoothly, whether by steering clients in the right direction or organizing the company’s files. Receptionists and secretaries serve as the backbone of every successful organization. If you want an entry-level role that is fundamental to any thriving business, apply for receptionist and secretarial positions.

Plus, due to the dynamic nature of the receptionist and secretarial job descriptions, you’ll be able to network with other employees throughout every department. If you are just starting your career and are unsure of your long-term goals, entry-level secretarial and receptionist positions are an intelligent way to learn about your options.

A staffing agency can help job seekers like you find work in both the receptionist and secretarial fields. Whitman Associates has been delivering expert guidance, insight and career placement services to Washington, D.C., metropolitan area for over fifty years. If you’re interested in permanent or temporary positions in the DMV that are aligned with  receptionist or secretarial job descriptions, we encourage you to email your resume to resumes@whitmanjobs.com.

Upskilling, Reskilling, or Replacing: What’s the best option in HR management?

WAI Staff
A woman interviewing another woman for a position

Replacing, upskilling, and reskilling are all hiring trends in response to job vacancies within an organization. Additionally, upskilling employees is a human resource management strategy that offers high-performers a path to company advancement.

What is upskilling?

Upskilling refers to training and development upskilling programs offered to an employee to improve their current skill sets. Reskilling is similar– instead of providing training on skills relevant to their current role, reskilling is training on an entirely new skill set. This type of training is best for hard-working employees who may be suitable for a position in the company that is different from their current one. Upskilling and reskilling are intelligent tactics to improve an employee’s standing in the company, but they only work if the employee is willing to put in the effort. Additionally, upskilling employees show them the company is willing to invest in them, demonstrating their value.

If an employee isn’t meeting job expectations due to a lack of effort, it’s time to consider replacing them. It’s only worthwhile investing in training and development upskilling programs for employees who will take advantage of the opportunity to better their skill set. However, sometimes, employees come across as lacking effort if they feel defeated because they lack the skills they need. Upskilling and reskilling in these scenarios do work– it will involve a few serious conversations with the employee and their supervisors to make this decision.

Sometimes, upskilling employees is relevant when considering rehiring or promoting current employees. Rehiring may be the right human resource management strategy if:

  • The former employee left the company voluntarily because of a temporary life condition (moving, marriage, pregnancy) that will no longer be a barrier to their work at the company;
  • The former employee expresses pleasure and hope at the idea of being able to return;
  • The former employee has gained valuable experience in other related vocational areas before applying to return;
  • The current team will welcome the former employee back with open arms.

Upskilling and reskilling a rehired employee is especially helpful when the employee wants to return to a new or slightly different role.

Determining whether to fill a role internally or externally

When determining whether to upskill a current employee, rehire a previous employee, or hire from the outside, evaluating the organization’s current goals is essential. Is your company undergoing an evolution or revolution? In other words, is your company trying to change progressively or make a more radical or comprehensive change? Unless the open position requires particular experience or skills, offering upskilling and reskilling programs to current employees is more effective than hiring new employees.

Why is upskilling employees more effective?

The answer is simple: this human resource management strategy displays loyalty to the organization’s employees. Investing in your good employees makes them more likely to invest in the company. Plus, rehiring or upskilling fills an open position with someone who already understands the mechanisms and culture of the company, allowing for quicker integration into the new role. This creates a positive feedback loop that cultivates a healthy and positive company culture. Sometimes, people can get bored in their roles, leading them to seek new responsibilities, professional development, and more ownership of tasks. Upskilling and reskilling promote growth and a positive working environment.

Factors to Consider

When deciding between upskilling employees, rehiring, or hiring someone brand new, there are a few factors to consider. For example, your current staff must be willing or able to commit to upskilling. If they are not excited about it or not technically able to grow into new roles, it would be necessary to hire externally. 

Sometimes, this is where rehiring is especially beneficial as a human resource management strategy: they may be more willing or able to return to a new role, but they also already understand the company culture. They are also likely to view upskilling and reskilling programs as a show of loyalty. Just be sure that the official job offer is clear on whether the previous time at the company will be honored, whether this will count as a new term, and what that decision means for employee benefit waiting periods and tenured employee perks. Like new hires, rehires should receive clear offer letters and job descriptions.

You should also determine the ability of the organization itself to provide adequate training for upskilling employees. Can the training be conducted entirely in-house? If not, do you want to send employees elsewhere for upskilling and reskilling, or bring in a consultant in the field of expertise? Finding innovative people excited about creating something new is vital to a successful evolution.

Strategic value in modern HR management

Upskilling in today’s labor market is not simply a demand-driven reaction– it is a proactive aspect of human resource management strategies at the forefront of innovation. As technologies and consumer needs shift industries, human resource activity must create adaptive systems that anticipate and absorb skill shortages. Instead of relying on bringing in external talent, creating internal capacities through targeted upskilling programs creates long-term value and stability.

Shaping upskilling and reskilling initiatives into mentorship, cross-functional development, and competency-based assessments allows HR organizations to connect workforce competencies to strategic business outcomes. For instance, a brick-and-mortar chain of retailers wanting to transition into e-commerce can rebuild experienced store managers into digital operational roles through formal learning cycles, rather than recruiting entirely new employees. This not only saves costs, but also increases organizational coherence and cultural continuity. Effective human resource management strategies will require diagnostic components like career path maps and skill gap analysis to determine where upskilling and reskilling initiatives will be most effective. When a firm can identify employee nuggets of transferable soft skills, such as, flexible thinking, critical thinking, or communications, the firm can then reskill such workers into the most sought-after technical or leadership positions.

Furthermore, organizations that include such programs within their annual workforce planning efforts realize concrete gains in productivity and employee engagement. By making upskilling programs available, it allows those employees looking to advance, develop and grow within the company. 

Upskilling and reskilling promote a meritocratic culture, in which development is based on potential and effort of work and not tenure. Investment in web-based training platforms and learning management systems also facilitates scalable management strategies, allowing professional development across locations and shifts. For hybrid or remote working HR organizations, these human resource management strategies are necessary to maintain connectivity and coherence. Employees require digital proficiency, collaboration platforms, and time management to succeed in decentralizing teams.

Digital upskilling programs delivered via e-learning modules, virtual mentorship, and gamified assessments enable customization but ensure enterprise-wide availability. HR organizations spearheading these practices, in addition to employee satisfaction uplift, also reduce time-to-competency in career changes. Ultimately, upskilling and reskilling are strategic imperatives in the context of increasing technological disruption and talent scarcity. The firms that will thrive are those that do not view training as a one-and-done scenario, but rather as an end-to-end, ongoing component of employee lifecycle management.

Whether it’s succession planning, reducing the risk of turnover, or navigating the market change, successful human resource management strategies are predicated on a workforce able to adapt. Prioritizing upskilling programs places organizations in a better position to grow from within, adapt with elasticity, and engineer sustainable growth under any business setting.

Assessing the right upskilling and reskilling approach

Again, it’s essential to determine whether this is an evolution or revolution for the organization. For example, if your company is preparing to pivot into a non-adjacent market or radically changing the company culture, bringing in outside talent is the better choice. When making a revolution, you want to act quickly and efficiently, and hiring externally fits that bill. However, if your organization is evolving and growing into an adjacent space, human resource management strategies such as rehiring, upskilling, and reskilling will be more effective.

Logistically, there are benefits to rehiring and offering internal promotions or role changes. Rehires and current employees won’t require as much training before starting handling their new role. Onboarding is often much more straightforward with rehires than with new hires. Rehires are already familiar with the company’s culture and policies, meaning training can focus on upskilling employees. Rehires and current employees may also have strong relationships with many coworkers and be ready to get to work. Upskilling programs also deliver a positive message: the employer is generous, people-oriented, and focused more on the future than the past.

Upskilling and reskilling also make for innovative retention strategies, especially regarding rehires. Ceridian’s survey of 850,000 employee records found that “boomerang” employees,” or rehires, had a turnover rate of 35% as compared to the Bureau of Labor Statistics, which found a 57% average overall; in their findings, rehires were almost twice as likely to stay through their first three years back (Justen, 2022).

It’s critical to take a holistic approach to rehiring and upskilling. Employees retaining negative feelings toward the company or any current employees who left on bad terms should be replaced entirely and not rehired. Regardless of the quality of a company’s upskilling and reskilling programs, a positive attitude toward the company and its job is vital to employees’ success. Upskilling employees as a human resources management strategy only benefits the company if the employee is eager to learn.

How to replace an employee

Suppose your company determines that no employees are willing or technically able to grow into a new role or that the ultimate goal is a revolution that requires utterly new talent. In that case, it’s better to hire externally. However, recruiting a hard worker suited for the position can be difficult. You must ensure the new hire is a good fit for the company culture, which can influence the speed of adaptation to the change. Yet, if upskilling and reskilling genuinely aren’t a good option, one of the best ways to replace an employee is to hire a temporary worker via a staffing agency like Whitman Associates. 

In a temp-to-perm position, you can see how potential employees perform before committing to them. This includes reviews of their performance, culture fit, and excitement for the company’s mission. By partnering with a staffing agency, you can find the best replacement for your business while cutting down time and effort in finding qualified candidates for the role. 

The benefits of temporary staffing don’t end there; you could also invest in upskilling and reskilling another current employee for the role while a temporary worker fills in for a few months. Complete a staffing request form to get started hiring with Whitman Associates.

References

Justen, D. (2022, August 26). Boomerang employees: Why rehires are invaluable to your organization and how to retain them. Dayforce.

Setting self-improvement goals for work

Julie Lindgren, President, Whitman Associates, Inc.

Almost 40% of Americans claim to have set New Year’s Resolutions this year, according to one poll, yet only 3% have written goals for self-development. There are plenty of ways that goal-setting can impact our lives, but self-improvement goals for work are one of the most neglected categories. If you’re curious about why self-development is important at work, take a look at this guide.

Why self-development is important at work: cultivating a work-life balance

Before we get into the details of setting and evaluating self-improvement goals for work, here’s a little piece of why self-development is important at work. Put simply, work self-development is a critical aspect of cultivating a work-life balance. 

There are times when work becomes our primary objective and it may at times get in the way of an ideal work-life balance. In general, though, when we have a mindset focused on self-development, it’s easier to determine if adjustments should be made to maintain the balance. Active progress on self-improvement goals for work promotes a healthier lifestyle that helps ensure our work and other aspects of our life are in check with each other. 

a blank to-do list ready to fill in

Start small and break your goals into achievable tasks

Self-improvement feels like a lofty task, but the good news is that you can work at your own speed. Setting self-improvement goals for work is more of a constant resolution than a one-time goal: you can always strive towards self-improvement. Rather than getting overwhelmed with all the aspects of why self-development is important at work, break down the nebulous idea into tangible, achievable goals that you can measure and apply more easily. 

If your self-improvement goal is to “learn new things,” for example, that’s very broad and hard to measure. However, if you try to “write down one new thing I learned at work every day,” that’s both easy to measure and simple to apply. “Taking initiative” sounds great as a goal at work, but it’s a lot easier to keep a goal that calls for specific actions, like “offering assistance” or “asking for more responsibilities on a project.” The most effective self-improvement goals for work are the ones with built-in room to grow. 

a woman’s hands typing on a laptop

Work towards career aspirations

While it may be tempting to judge your success based on the progress or skill sets of others around you, we must strive to set self-improvement goals for work that are appropriate for each of us personally – and that includes acknowledging that the right goals for you may look very different than the ideal ones for your coworker. Self-honesty is a critical aspect of self-improvement. It is also crucial to have goals that will guide you toward your career aspirations.

Many people who find themselves in a temporary job miss the opportunity to use that position to grow and develop for the next step in their career. It can be extremely powerful to choose goals that intentionally prioritize where you want to go. For example, if you want to be a partner in a law firm, there are tangible steps to take such as going to law school and applying for positions, but there are also other practical skills you can improve while at your current position. Focus on soft skills such as cooperating with a team or sharpening your research abilities. 

It helps to set goals by first focusing on your career aspirations, and then considering what smaller steps can help you get there. This means that you intentionally create your goals from big to small. In other words, look at the big picture and then dive into specifics. Similar to how it is important to engage in both long-term and short-term planning in our daily lives, we must define both big and small goals in the workplace. Self-improvement goals for work can vary from person to person based on many different factors. However, there are some common aspects to consider, including time management, emotional intelligence, active listening and a growth mindset. There may be certain attributes that will be specific or especially important to your career, such as a specialty in a skill-based profession.

Don’t be afraid to switch it up

When it comes to self-improvement goals for work, practice makes perfect. Don’t be afraid to tweak your goals based on your prior experiences. It’s important not just to measure progress towards meeting your goals, but also to evaluate the end result in terms of practical gains in the workplace. A goal to “improve your public speaking skills” may seem great. However, when evaluating the practical benefits of your efforts towards achieving that goal, you may recognize that you actually first need a goal to “learn to communicate clearly when presenting ideas to the team.” Your goals will be most effective when you carefully consider not just how you’re doing with them, but how they are working for you.

4 Qualities of a Good Worker

Julie Lindgren, President, Whitman Associates, Inc.

In today’s competitive job market, standing out as a potential candidate requires more than just the right qualifications. While experience and skills are essential, certain qualities of a good employee can make a significant difference in your professional journey. Whether crafting your resume or preparing for a job interview, highlighting your unique qualities with examples of positive results will give you a clear advantage over the competition. When describing the responsibilities from your previous positions, make sure you include evidence of your most marketable traits. Additionally, if you are a hiring manager, consider these four qualities of a good worker to look out for while identifying exceptional candidates for your team.

1. Initiative – Going Beyond Expectations

One valuable quality of a good employee is the willingness to take initiative and go beyond the defined scope of their role. While competence in completing assignments is crucial, employers seek individuals who proactively contribute and exceed expectations. Demonstrate instances where you have led projects and contributed innovative ideas and solutions. Emphasize your passion for a specific project or role and explain how you went above and beyond to show your sense of initiative, especially if the new role you’re seeking is directly related to that passion. This desirable quality of a good worker will immediately set you apart from the competition.

2. Prioritization – Efficiently Managing Responsibilities

The ability to prioritize responsibilities effectively sets outstanding employees apart from others. An employer seeks individuals who can balance multiple priorities and recognize the most critical and time-sensitive tasks. Being able to share examples of how you have efficiently prioritized your workload and delivered measurable results demonstrates qualities indicative of a good employee.

A woman smiling in front of a white board with flow charts

3. Communication – The Key to Professional Success

Strong communication skills are universally valuable in any career. Speaking professionally, clearly, and politely significantly enhances your professional image. Additionally, proficient writing skills are equally essential qualities of a good worker. Highlight your ability to convey ideas clearly and provide instructions effectively, as these traits are highly sought after by employers while they are reviewing resumes. Additionally, consider the times you’ve experienced miscommunications at work and the solutions you found to avoid them moving forward. Nobody is perfect, but employees who can learn from their experiences to become even better can make the most attractive hires.

Three people sitting in front of a table laughing together

4. Reliability – A Pillar of Trust

Employers seek employees they can rely on when needed the most. Punctuality and a solid attendance record exemplify the qualities of a good worker. When an employer needs extra help, a trustworthy team member takes the initiative to assist when and where the situation demands it, without waiting for explicit instructions.

By emphasizing these four critical qualities of a good employee on your resume and during interviews, you will stand out and leave a lasting impression on prospective employers. Take a moment to reflect on your experiences and identify areas where you can further enhance your initiative, prioritization, communication, or reliability. Which aspects can you self-identify that need improvement? For expert hiring or job hunting assistance, connect with our recruiting team at Whitman Associates to get started today. We’re eager to help you demonstrate the  qualities that make you a good worker.

About Whitman Associates

With over fifty years of experience providing expert staffing services to the Washington, D.C. metropolitan area, Whitman Associates proudly offers personalized employment services to our community of talented candidates. Our staffing professionals offer coaching and development to set you up for success during interviews and throughout your career. With unique opportunities to learn via temporary and temp-to-hire positions, you can tailor your resume to reflect your long-term goals.

Navigating the lively, ever-changing professional landscape of the greater D.C. area can be overwhelming. Instead of braving it alone, work with Whitman Associates for guidance on qualities you should highlight as  a good worker. We will provide unwavering support throughout your entire job search process, from updating your resume to making a great impression by demonstrating the qualities of a good employee in your new role.

Our office is conveniently located in downtown Washington, D.C., making us easily accessible via Metro from the Farragut North or Farragut West stations. Email your resume to resumes@whitmanjobs.com so we can get a better idea of who you are and your professional experience. Use your resume to show us your personal qualities of a good worker.

Requesting Time Off From Work

WAI Staff

PTO (paid time off) days are a perk most companies offer , but be strategic on how you use your time and how you ask. When requesting time off from work, be aware of your supervisor and coworkers schedules, and keep in mind how it impacts your responsibilities when someone else is out on vacation. Being upfront and conscientious about requesting time off ensures that you and your colleagues are able to be comfortable with the time taken away from the office. Check out our top tips for what to do and what not to do when requesting time off from work.

Vacation beach with palm trees

1. Give Notice

Give your employer plenty of notice before taking time off. How much notice to give for PTO? That’s going to depend on your workplace, but a good rule of thumb is a minimum of 2 weeks notice if you’re taking 1-2 days and a minimum of 1-2 months for 3+ days. If you try to request off without much notice, chances are your request will be declined.

2. Request in writing

Speak with your manager first any time you are interested in taking time off. One you’ve had that conversation, be sure to formally submit your time-off request in writing or via email – a verbal request can easily be forgotten. At some organizations, employees can request time off via their payroll portal (ie. ADP or Paycom). Follow the protocols of your organization, but be sure to keep a copy of your approval in writing.

3. Be considerate of your coworkers

Try to plan your vacations, trips, etc. taking into account your supervisors and coworkers’ schedules to avoid taking time off at the same time as the rest of the office. No one wants to be at the office holding down the fort when multiple people are out on vacation. If at all possible, try not to overlap your vacations with those of your coworkers.

Another great way to make your time away go smoothly when requesting time off work is to provide a plan for how your responsibilities can be covered. Helping set your colleagues up for success while you’re away will make everyone’s lives easier and will give you the confidence that your work is being handled appropriately.

4. Medical appointments

Try to schedule any doctor’s appointments, etc. during your lunch break, or at the beginning or end of the day, so that you don’t need to miss much work. No one wants to use their precious vacation time for appointments if you can help it.

5. Sick time

If your sick days are separate from your PTO days, try to save your sick days for when you are actually sick – you never know when/if you will need them. If you have all of your PTO days combined, try to reserve a couple in case you get sick, so you won’t have to take leave without pay.

packing for vacation

6. When starting a new job

Don’t request a lot of time off within the first 3 months of a new job. If you have previously planned trips that fall within that time span, let your employer know when you are going over your offer. Also, it’s a good idea to review the company’s PTO policy since some companies have a waiting period before benefits such as PTO kick in.

7. Holidays

Don’t assume that you have all federal holidays off. Review the PTO policy and clarify which holidays are observed, and which are not. All companies are different and outside of the federal government, companies observe different holidays.

Below are some examples of an in person and emailed time off request.

Time off request conversation example:

Hi [Supervisor], would you have a moment to discuss a time off request? I have [number] PTO days, and am hoping to take [number] of days off for [reason for request] in [month]. Let me know what might be a good time to discuss this further and to get something on the calendar. Thank you.

Time off request email example:

Hi [Supervisor],

As previously discussed, I would like to request to use my PTO to take off from [Date] through [Date].
I have prepared some notes regarding any active projects, and would be happy to go through them with the team in preparation for my departure.
Please let me know if there is anything else I can do to ensure everything is covered in my absence.
Sincerely,
[Name]