Microsoft Scenario Library Government Quickly draft job descriptions

Available with: Microsoft 365 Copilot Chat

Government scenario: Quickly draft job descriptions

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Scenario

AI accelerates the creation of compliant, high-quality job descriptions, reducing manual effort and ensuring consistency across roles.

1. Define the role

Dana, an HR generalist, needs a fresh job description for a Grants Manager. She asks Copilot to draft one aligned to federal HR guidance and agency needs. She then clicks to add the response to the Word document.

Sample prompt: Draft a job description for a Grants Manager aligned to federal HR guidance and [agency name] needs.

2. Calibrate requirements

Next, Dana references a prior job description and prompts Copilot to help highlight gaps (e.g., grants lifecycle, audit readiness).

Sample prompt: Please compare the current job description in the document to this one /CurrentJobDescription.docx and let me know if there are any missing sections that should be included.

3. Localize compliance

Then she asks Copilot to include language about hiring rules and equal opportunity statements. She then clicks to add the response to the Word document.

Sample prompt: Please add a section that states the hiring rules, which includes any required equal opportunity sections.

4. Tailor for team

Dana adds team specifics (portfolio size, reporting line), and Copilot rewrites responsibilities and qualifications accordingly.

Sample prompt: Please use this additional information to rewrite the responsibilities section. [Additional information]

5. Finalize job posting

To finish, Dana asks Copilot to create a short summary to post on the agency hiring site.

Sample prompt: Please summarize the job description into a short blurb that we can use for the agency hiring site. The tone should be professional and the character count is 500 characters.

KPIs

Opportunity to impact key functional area KPIs

How Microsoft Copilot can help maintain budgets

Copilot can be extended into financial systems and other processes to bring data together and speed decision-making based on targets and trends.

Speed data analysis and reporting

  • Quickly analyze trends
  • Generate informative charts
  • Create strategy presentations

Inform your decisions

Improve your data

How Microsoft Copilot can help improve courtroom efficiency

Automate the tracking of Judicial utilization to uncover data insights and increase courtroom efficiency and transparency.

Task organization

  • Ensure critical tasks are addressed first
  • Track multiple deadlines

Save time

How Microsoft Copilot can help improve communications

Copilot streamlines employee creativity and collaboration, reducing the time and effort needed to meet communication demands and bolstering public trust.

Content creation

  • Ideate creative new ways to communicate
  • Tailored content to increase
    engagement and reach
  • Translation to expand global reach
  • Analyze effectiveness to update in real time

Task organization

Meeting insights

How Microsoft Copilot can help reduce procurement cycle time

Enable faster delivery timelines and contract compliance percentage rates to ensure contract terms and are met.

Optimizing Procurement Workflows

  • Reduce time spent on administrative tasks
  • Find knowledge and take action
  • Efficiently draft and format documents
  • Swiftly scan and summarize documents

Advancing Review

Facilitating Decisions

1Access Microsoft 365 Copilot Chat at m365copilot.com, or the Microsoft 365 Copilot Chat mobile app and set toggle to “Web”.

2Access Microsoft 365 Copilot Chat at m365copilot.com, the Microsoft 365 Copilot Chat mobile app, or the Microsoft 365 Copilot Chat app in Teams, and set toggle to “Work”.

3AI Agents allow Copilot to access your organization-specific apps. In the past this would have required an API call to get data from a system of record.

The content in this example scenario is for demonstration purposes only. You should evaluate how Copilot aligns with your organization’s business processes, regulatory requirements, and responsible AI principles.