The short answer
A good job posting says in a few lines what the job is, what the person will do, the conditions and the pay, without wording that excludes protected groups. AI drafts one fast from your notes and flags risky phrases; it does not pick the hire. In 2026, more states require pay ranges, and some regulate AI used in hiring decisions.
We make Extra, an AI agent platform, so this article is written by an interested party. Facts about other tools and about the law come from the sources listed at the bottom, as of the date shown.
What makes a good job posting for a small business?
A good small business job posting is short, concrete and honest: the job title candidates actually search for, three to five real duties, the conditions (schedule, location, start date), the pay and what makes your business a good place to work. It runs 250 to 400 words, not a page of jargon.
The most common flaw is not legal, it is practical: a vague post (“fast-paced environment, wear many hats”) attracts vague applications, or none. A small business hiring a front desk coordinator, a baker’s assistant or a service technician has no famous employer brand; the posting has to do all the work.
AI is very useful here: from your rough notes, it produces a structured posting, flags wording that excludes people without meaning to, and adapts versions for each job board.
What should the posting include?
The posting should include everything a candidate needs to decide whether to apply: the job, the duties, the skills needed, the conditions and the pay.
| Section | What goes in it | Example |
|---|---|---|
| Title | The words candidates search for | Office Coordinator |
| About us | Two sentences: what you do, size, location | HVAC company, 8 people, Columbus |
| Duties | Three to five real tasks | Estimates, technician schedule, customer calls |
| Skills | What the job needs, not a personality profile | Comfortable with spreadsheets, organized, valid license |
| Conditions | Full or part time, schedule, start date, location | Full time, Monday to Friday, starts January |
| Pay and benefits | A good faith range and a benefits summary | $21 to $24 an hour, health insurance, paid time off |
What wording should you avoid?
Avoid any wording that shows a preference for or against people based on a protected characteristic. The EEOC says it is illegal to publish a job advertisement that shows a preference for, or discourages, applicants based on race, color, religion, sex, national origin, age (40 or older), disability or genetic information.
- Age signals: the EEOC’s own example is an ad for “recent college graduates,” which may discourage applicants over 40. So do “young team,” “digital native” and “energetic young professional.”
- Gendered wording: “salesman,” “waitress,” “strong man needed.” Use neutral titles and describe the physical requirement itself (“lift 50 pounds”).
- Disability: list essential functions, not assumptions (“must be able to drive” only if driving is essential).
- Unrelated requests: photos, date of birth, citizenship beyond lawful work authorization.
Ask AI to review your draft against this list: it quickly catches “young” next to “dynamic.”
Do you have to post a pay range?
It depends on your state and your size. A growing number of states require pay ranges in job postings, including Colorado, California, Washington, New York, Illinois, Massachusetts, New Jersey, Vermont and Minnesota, with different thresholds and details.
Illinois shows how these laws work. Since January 1, 2025, employers with 15 or more employees (counting workers outside Illinois) that post a job for work in Illinois must include the pay scale and a general description of benefits, according to the Illinois Department of Labor. Posting a job is optional; but if you post it, the pay and benefits must be there, in good faith, and a link straight to that information counts.
Practical advice even where it is not required: include a range. Postings with pay attract better-matched applicants and save interviews that end on salary.
How do you write the posting with AI, step by step?
The method takes five steps: your notes, a first draft, a bias review, a version per channel, and your sign-off.
- Dictate rough notes: why you are hiring, a typical day, what is hard about the job, the pay.
- Ask for a first draft using the structure above, in 300 words, no jargon.
- Have it reviewed against the wording list, and fix what it flags.
- Adapt it for Indeed, LinkedIn, your website, local boards and a sign in the window.
- Read it all: every duty must be real, every benefit too.
Worked example: a plumbing company that posted “looking for a young, hungry apprentice” gets a compliant and more appealing version in two minutes: “Plumbing Apprentice, paid training toward your journeyman license, residential remodels in the Tulsa area, $18 to $20 an hour, driver’s license required.”
Can you use AI to screen applicants?
Carefully. AI can summarize resumes and check them against criteria you set; it should not reject candidates on its own. Some jurisdictions now regulate AI in hiring directly.
- New York City: Local Law 144 requires an annual independent bias audit for automated employment decision tools used in hiring or promotion decisions, enforced since July 2023.
- Illinois: since January 1, 2026, an amendment to the Illinois Human Rights Act (HB 3773) makes it a civil rights violation to use AI in recruitment or hiring in a way that results in discrimination.
- Everywhere: federal anti-discrimination law applies to decisions made with software the same way it applies to decisions made by people.
Safe practice: set criteria before reading, have AI summarize rather than rank, read every shortlisted application yourself, tell applicants if you use AI tools, and reply to everyone.
How does Extra help with hiring?
Extra (hello-extra.com), the AI agent platform for small businesses, helps with the writing and the logistics. Pam, the AI executive assistant, drafts the posting from your notes, prepares replies to applicants in Gmail and books interviews in Google Calendar; nothing goes out without your approval (see Pam). Clara can review a standard offer letter or contract. Extra costs $99 per month for all eight agents (pricing).
When Extra is not the right fit: for executive hires or high volume, a recruiter or applicant tracking system will serve you better.
Frequently asked questions
Where should a small business post a job?
One large job board, your website, your Google Business Profile and local networks (trade schools, customers, suppliers). Two channels kept up beat ten forgotten ones.
Can AI write rejection emails?
Yes, and it should: a short, polite, quick no beats silence. Personalize it for people you interviewed.
Where should you start this week?
- Write ten lines of notes about the role.
- Set a pay range and check your state’s posting rules.
- Have AI draft the posting, then review it against the wording list.
- Post on two channels, not ten.
- Prepare a reply template for every applicant.
Read next: AI employee vs. hiring, AI inbox management and our guide to AI agents for small businesses.
Sources
- U.S. Equal Employment Opportunity Commission, “Prohibited Employment Policies/Practices,” accessed 11/06/2026
- Illinois Department of Labor, “Equal Pay Act Pay Transparency FAQ,” accessed 11/06/2026
- Paychex, “Pay Transparency Laws by State,” accessed 11/06/2026
- Nelson Mullins, “States Take Aim at AI in Employment Decisions,” 06/16/2026
- Mayer Brown, “Illinois Passes Artificial Intelligence Law Regulating Employment Use Cases,” 09/2024
