How to Decode Job Postings

Author: Mike Scaletti

Job postings look simple on the surface. A title, a few bullets, maybe a list of requirements, and a button that says Apply.

But if you have ever applied to a role that seemed perfect on paper and never heard back, you already know the truth: job postings are not neutral information. They are communication tools. They are marketing. They are legal documents. They are internal alignment notes that accidentally became public.

When you learn how to decode a job posting, you stop applying blindly and start applying strategically. You read what the employer is really saying. You identify what matters most. You tailor your resume with precision, without stuffing keywords or pretending to be someone you are not. And you spot red flags early, so you do not waste weeks chasing the wrong opportunity.

This guide will show you how to read job postings like a recruiter, a hiring manager, and an applicant tracking system all at the same time.

You will learn:

• Why job descriptions are strategic documents and why they are written the way they are.

• How to separate must have requirements from nice to have wish lists.

• How to spot cultural clues and hidden expectations.

• How to extract keywords and tailor your resume and application materials.

• A simple way to analyze one posting today and improve your next application.

If you have ever thought, I match most of this but not all, should I apply? Or, I have the skills but my resume is not getting traction, what am I missing? This is for you.

Why job descriptions are strategic documents

A job description is not just a list of tasks. It is a snapshot of what the company needs, what they can afford, how they make decisions, and how they want to be perceived in the market.

If you treat it as a shopping list where you either check every box or you do not, you will miss the message.

A job posting solves multiple problems at once

Most job postings are designed to accomplish several goals at the same time:

1. Attract the right candidates.

2. Filter out candidates who are not a good match.

3. Set expectations about work scope and accountability.

4. Align internal stakeholders on what they are hiring for.

5. Create a record for compliance or HR documentation.

6. Support an applicant tracking system and search visibility.

Those goals can conflict.

For example, a hiring manager may want a broad skill set, but HR may require a standard template. A recruiter may want a shorter list to increase applicants, but leadership may want a longer list to raise the bar. The resulting posting can feel oddly specific in one section and vague in another.

That is not a mistake. It is the outcome of compromise.

When you understand that, you read postings differently. You look for what is emphasized, repeated, and measurable.

Most job descriptions are a mix of three layers

You can think of almost every job posting as a blend of three layers.

Layer 1: The real work. What the person will do day to day. This is usually in responsibilities, key duties, or what you will do.

Layer 2: The risk. What could go wrong if the hire is not successful. This hides in phrases like ability to manage competing priorities, comfort with ambiguity, attention to detail, or handle confidential information.

Layer 3: The internal story. How the company wants the role and the company to be seen. This appears in culture language, mission statements, and the way they describe the team.

Decoding means identifying all three layers.

If a role says, support executive leadership with calendar management, travel, and meeting prep, that is layer 1.

If it also says, thrives in a fast paced environment and can handle last minute changes, that is layer 2. They have likely had scheduling breakdowns, conflicts, or missed deadlines in the past.

If it adds, we are a mission driven team building the future of healthcare access, that is layer 3.

None of these layers are bad. They are useful information.

Why postings look longer than the job actually is

You will often see postings that read like three jobs combined. That can be frustrating.

There are a few common reasons this happens:

• The company is hiring during a transition, so they list responsibilities from multiple people.

• The team does not fully know what they need, so they list every possible need.

• They are hoping to find a unicorn, even if they expect to hire someone with fewer skills.

• They copy and paste from other postings to save time.

• They include long lists to discourage underqualified applicants.

Your goal is not to take every bullet as equal. Your goal is to infer priorities.

The language is chosen for search and screening

Job descriptions are written to be found.

Recruiters and hiring managers search resumes using specific terms. Applicant tracking systems may parse resumes and compare them to job postings. Job boards index postings based on keywords.

That means the posting often contains:

• Common industry titles for search.

• Tool names and certifications.

• Competencies that match internal screening rubrics.

When you tailor your resume, you are not gaming the system. You are speaking the same language as the system.

Job postings can reveal hiring maturity

You can learn a lot about a company by how they write job descriptions.

A posting that is structured, specific, and consistent usually suggests a more mature hiring process. You may see:

• Clear scope and success metrics.

• Reasonable and prioritized requirements.

• Transparent reporting structure.

• Details about the interview process.

A posting that is chaotic, contradictory, or overly vague can suggest:

• Unclear ownership.

• Frequent changing priorities.

• A role that absorbs problems.

• A hiring process that may be slow or disorganized.

Again, this is not automatically a dealbreaker. Early stage startups and small businesses can be fantastic places to grow. But the posting tells you what to ask about and what to prepare for.

How to read the posting like the hiring manager

Imagine you are the hiring manager writing this post.

Ask yourself:

• What is the pain point that made them open this role?

• What are they hoping this person takes off their plate?

• What would success look like in the first 30, 60, and 90 days?

• What would failure look like?

Often the posting gives clues.

If the first bullet is manage pipeline and forecast accuracy, the pain point is likely revenue predictability.

If they emphasize stakeholder management and cross functional alignment, the pain point is likely coordination and communication.

If they mention creating process and documentation, the pain point is likely chaos and tribal knowledge.

When you write your resume and cover letter, you want to position yourself as someone who reduces that pain.

A quick mindset shift that changes everything

Instead of asking, do I match this posting?

Ask:

• Can I solve the main problems this posting implies?

• Can I demonstrate that with evidence?

• Can I learn the remaining gaps quickly?

That shift moves you from checkbox thinking to value thinking.

And value thinking is what gets interviews.

Identifying must have vs. nice to have skills

Requirements sections are the most intimidating part of job postings. They are also the most misunderstood.

Many job seekers assume every requirement is mandatory. In reality, many postings include a mix of true must haves, strong preferences, and aspirational wish list items.

Your job is to figure out which is which.

Start with the role level and the core function

A must have is usually tied to:

• The core function of the role.

• Compliance or safety.

• A tool or skill that is non negotiable for day one performance.

If the role is a payroll specialist, experience with payroll cycles, tax forms, and payroll systems is likely a must.

If the role is a junior marketing coordinator, the posting might list advanced analytics tools, but the true must have may be basic coordination, writing ability, and comfort learning tools.

Role level matters.

Entry level roles often list more than they truly require because the company wants a strong hire. Senior roles may list fewer requirements but expect deeper expertise.

Look for signals in the wording

Companies often signal priority through language. Here is how to interpret common phrases.

Must have signals

• Required

• You must

• Minimum qualifications

• Mandatory

• Essential

• License or certification required

• Experience with specific compliance frameworks

Strong preference signals

• Preferred

• Ideal

• Strongly desired

• Experience with X a plus

• Familiarity with

• Exposure to

Wish list signals

• Nice to have

• Bonus

• Experience with X and Y and Z

• Passion for

• Knowledge of

Treat these as a sliding scale.

When in doubt, compare the language in the responsibilities section to the requirements section.

If the responsibilities mention running weekly SQL queries, SQL is probably closer to must have.

If SQL appears once under preferred, it might be a nice to have.

Count repetition and placement

Repetition is one of the most reliable indicators of priority.

If a tool, skill, or competency appears:

• In the title.

• In the first few bullets.

• In the summary paragraph.

• In both responsibilities and qualifications.

It is likely a must have.

Placement matters too.

The first five bullets under responsibilities usually represent the core of the role. The last five may be supporting tasks.

If a requirement is buried near the bottom, it is often less critical.

Identify the top three outcomes of the role

Most roles exist to create a small number of outcomes.

Examples:

• Improve customer retention.

• Reduce time to close.

• Ensure compliance.

• Increase operational efficiency.

• Support executives and unblock decisions.

Look for clues like:

• Own

• Lead

• Drive

• Responsible for

• Ensure

• Deliver

Then tie requirements to those outcomes.

If the role outcome is ensure compliance with employment law, then knowledge of specific regulations is a must.

If the outcome is increase engagement on social media, then content creation and scheduling tools are important, while advanced video editing might be nice to have.

Watch for unrealistic combinations

Sometimes postings list conflicting requirements, like:

• Entry level but requires 5 years of experience.

• Must be expert in multiple unrelated systems.

• Must have deep strategic skill and also do high volume admin work.

This can happen when:

• They merged two roles.

• They used an outdated template.

• They are hoping to hire above the budgeted level.

In these cases, focus on the responsibilities. They reveal the actual work.

Then tailor your application to show you can do that work.

Apply the right version of the 60 percent rule

You may hear advice like apply if you meet 60 percent of requirements.

That can be useful, but you should refine it.

Apply if you meet:

• Most of the must haves.

• The core responsibilities.

• Enough of the tools or workflows to ramp quickly.

If you meet 60 percent but you are missing the core function, you will likely not be competitive.

For example, if a bookkeeping role requires QuickBooks and reconciliation and you have none of that, it is a tough match.

But if you have QuickBooks and reconciliation experience and you lack one reporting tool listed as a plus, that is a great match.

Translate your experience into their language

Sometimes you have the skill but not the exact label.

For example:

• You used a different CRM than the one listed.

• You managed projects without a formal project management title.

• You performed data analysis in Excel instead of Tableau.

This is where translation matters.

You can say:

• Managed CRM workflows and pipeline reporting in HubSpot, transferable to Salesforce.

• Led cross functional projects using Agile style standups and status tracking.

• Built dashboards and analyzed trends using Excel pivot tables, Power Query, and data visualization.

You are showing competency without claiming you used a tool you did not.

Separate skills into four buckets

When analyzing any posting, create four buckets.

1. Non negotiables. You have them or you do not.

2. Core strengths. You have strong evidence and can lead with it.

3. Trainable gaps. You do not have it yet, but you can learn quickly.

4. Noise. Generic filler like excellent communication or team player.

Most of your tailoring effort should focus on buckets 1 and 2.

Bucket 3 should appear in a positive way, usually in a cover letter or interview.

Bucket 4 should not drive your decisions.

A practical example

Imagine a posting for an administrative assistant includes:

• Manage calendars and scheduling

• Coordinate travel

• Prepare documents and presentations

• Handle confidential information

• Experience with Microsoft Office required

• Experience with Google Workspace preferred

• Familiarity with project management tools a plus

Must haves likely include:

• Scheduling and coordination

• Office suite proficiency

• Confidentiality

Nice to haves likely include:

• Google Workspace

• Project management tools

Your resume should emphasize:

• Calendar management, scheduling volume, stakeholder types.

• Tools, like Outlook, Excel, Word, PowerPoint.

• Confidential work, like contracts, payroll, legal documents.

Then you can mention you used Asana or Trello if relevant.

That is decoding.

Spotting cultural clues and hidden expectations

Job postings are full of culture signals. Some are intentional and positive. Some are vague. Some can be red flags.

Reading culture clues helps you:

• Tailor your tone and examples.

• Decide whether the environment fits you.

• Prepare smart questions for interviews.

Culture clues often hide in adjectives

Adjectives in postings are not decoration. They are signals.

Words like:

• Fast paced

• Scrappy

• High ownership

• Self starter

• Entrepreneurial

• Detail oriented

• Collaborative

• Customer obsessed

• Data driven

• Mission driven

Each implies a type of working style.

For example:

Fast paced can mean many simultaneous priorities, frequent changes, and tight deadlines.

High ownership can mean you will be expected to figure things out, you will be accountable for outcomes, and you may not have much guidance.

Scrappy often means limited resources, you will wear multiple hats, and processes may be evolving.

None of these are automatically good or bad. They simply tell you what to ask about.

Watch for the unspoken problem

Many postings are written because something is broken.

Hidden expectations often show up as:

• Improve, streamline, optimize

• Build from scratch

• Create process

• Establish best practices

• Drive adoption

• Change management

These words imply there may not be existing systems, people may resist change, and you may need to influence without authority.

If you have experience building process, highlight it.

If you do not, be ready to discuss how you learn and implement structure.

Look for signs of autonomy versus oversight

Some postings emphasize autonomy:

• Work independently

• Minimal supervision

• Own end to end

• Manage priorities

Other postings emphasize structure:

• Follow established procedures

• Adhere to protocols

• Report to

• Support

Neither is better. But you want alignment.

If you prefer clear instructions, a highly autonomous environment may be stressful.

If you prefer freedom, a highly structured environment may feel limiting.

Decode phrases that can signal workload expectations

Certain phrases can indicate workload and boundary expectations:

• Willingness to work flexible hours

• Available evenings or weekends

• Must be responsive

• Can handle ambiguity

• Thrive under pressure

Sometimes this simply reflects a business need, like supporting a global team.

Sometimes it indicates understaffing.

Good interview questions include:

• What does a typical week look like in busy periods and normal periods?

• How does the team handle urgent requests?

• How are priorities decided when everything feels urgent?

These questions are professional and reasonable.

Pay attention to how they describe the team

The team description can reveal what the company values. If they emphasize learning and mentorship, training and development, or career paths, that often signals a supportive environment. If they emphasize high performance, competitive, or top talent only, that can signal high standards and potential intensity. If they emphasize we are like a family, that can be warm and positive, but it can also be used to blur boundaries. If you see that language, ask about workload, time off, and expectations around availability.

Look for inclusion statements and how specific they are

Many postings include equal opportunity language. Some include specific details about accessibility, accommodations, and inclusive benefits. Specificity often indicates genuine effort.

For example, a posting that mentions accommodations during interviews, flexible work options, or employee resource groups tends to be more intentional. A posting that includes only a generic statement may be compliant but not necessarily culture driven. This is not definitive, but it is a clue.

Hidden expectations inside requirements

Some expectations are implied, not spelled out. If they require strong written communication, excellent stakeholder management, or ability to influence, it often means you will write a lot, you will work with multiple departments, and you may need to navigate conflicting priorities.

If they require high attention to detail, ability to meet deadlines, or organizational skills, it often means mistakes have been costly and the role may involve complex scheduling or compliance.

If they require customer service mindset or conflict resolution, it often means you will handle escalations or difficult conversations.

Use these as prompts to tailor your examples.

Red flags and green flags to notice

Not every red flag is obvious, but some patterns are worth noticing:

• Vague scope with heavy responsibility.

• Unrealistic requirements for pay level.

• Aggressive culture language like must be thick skinned.

• Lack of clarity about who the role reports to.

• No mention of team size or support.

There are also green flags:

• Clear success metrics.

• Transparent process and timeline.

• Realistic requirements.

• Mention of onboarding, training, or mentorship.

• Specific benefits and flexibility details.

• Respectful tone.

A signal is not a verdict. It is information.

Use culture clues to tailor tone

When you apply, your tone can match the posting. If the posting is formal and compliance oriented, use clear, structured language. If the posting is energetic and mission driven, show enthusiasm and impact. If the posting emphasizes collaboration, highlight teamwork and cross functional projects. If it emphasizes ownership, highlight initiative and outcomes.

Tailoring focuses on highlighting the parts of your experience that align most closely with what the employer values.

Using keywords to tailor resumes

Keywords matter.

Not because you should stuff your resume with jargon, but because employers search for evidence using specific language.

A resume is a communication document. If you use different terms than the posting, your experience can be overlooked, even if you are qualified.

Keyword tailoring is about alignment.

Understand how ATS and recruiters scan resumes

Applicant tracking systems vary, but many do some version of parsing your resume into fields, extracting skills and job titles, and comparing your resume content to the job posting.

Recruiters also scan quickly. They look for title alignment, key skills, recent relevant experience, tools and certifications, and evidence of impact. Your resume should make those easy to find.

Step 1: Extract keywords from the posting

Take the posting and highlight:

• Job title and similar titles

• Tools, software, platforms

• Core skills and competencies

• Industry terms

• Certifications

• Deliverables and outputs

If the posting mentions Salesforce, pipeline reporting, forecasting, stakeholder management, and Excel, those are keywords.

If it mentions customer success, retention, and QBRs, those are also keywords.

Step 2: Identify keyword categories

Sort keywords into categories:

1. Hard skills and tools

2. Functional skills

3. Deliverables

4. Soft skills

5. Industry context

Your resume should include the important items from categories 1 to 3 in a natural way. Categories 4 and 5 matter too, but they work best when tied to evidence.

Step 3: Mirror the language ethically

Mirroring means using the same term the posting uses when it matches your experience. If you have done the work, use their phrasing.

Examples:

Posting says: managed stakeholder expectations.

Your resume bullet can say: managed stakeholder expectations across sales, finance, and operations, aligning priorities and timelines.

Posting says: prepared legal documents.

Your resume can say: prepared legal documents and correspondence, ensuring confidentiality and accuracy.

Do not mirror terms you cannot support.

If they require Python and you do not know Python, do not add it. But if you know SQL and they list SQL, name it. If you used Google Sheets and they list Excel, you can say: advanced spreadsheet analysis using Google Sheets and Excel.

That is honest and aligned.

Step 4: Tailor the summary and skills section

A resume summary is optional, but when used well it helps.

For a tailored resume, the summary should include your role identity, your top two or three relevant strengths, and your key tools or domain.

Examples:

Operations coordinator with experience supporting cross functional teams, streamlining processes, and managing calendars, travel, and documentation using Google Workspace and Microsoft Office.

For the skills section, prioritize skills that match the posting. If the posting emphasizes Excel, scheduling, and vendor coordination, put those near the top. Skills sections work best when they are specific. Instead of Communication, use Client communication and stakeholder updates. Instead of Project management, use Project coordination, timelines, and status reporting.

Step 5: Tailor experience bullets to match the job outcomes

Your experience section is where keywords must be supported by evidence. Use bullets that include action, context, tools, and outcome.

Examples:

Built weekly pipeline and forecast reports in Salesforce and Excel, improving forecast accuracy and enabling leadership to prioritize accounts. If you need to incorporate a keyword, do it inside a real accomplishment. Avoid copying the posting line by line.

Instead, show your version of that work.

Step 6: Tailor your job titles carefully

Job titles can be tricky, especially if your internal title differs from market norms. You can add clarity without inventing a title.

Examples:

• Client Support Specialist, Customer Success functions

• Office Coordinator, Administrative Assistant scope

This helps recruiters understand your relevance.

Step 7: Place keywords where they matter most

Keywords work best when placed where ATS and humans look first:

• Summary

• Skills section

• Most recent role bullets

• Tools and certifications

If a tool is required, mention it explicitly. If the posting requires QuickBooks, and you have it, say QuickBooks. If the posting requires scheduling with Outlook, say Outlook.

Step 8: Tailor without inflating

Tailoring is not exaggeration.

If you have exposure but not mastery, use honest language:

• Familiar with

• Supported

• Assisted

• Collaborated

• Working knowledge

If you are strong, say so with evidence:

• Led

• Owned

• Managed

• Built

• Designed

A well tailored resume can still be fully honest.

Step 9: Avoid keyword stuffing

Keyword stuffing looks like a long list of tools with no context, repeating terms unnaturally, or copying the posting into your resume.

This can backfire.

Instead, use keywords naturally in your achievements.

Step 10: Tailor your cover letter and application answers too

If the application includes screening questions, those are part of the same system.

Answer in a way that includes the term they use, the evidence you have, and the outcome you achieved.

Example:

Question: Describe your experience with calendar management.

Answer: Managed complex calendars for two executives using Outlook, coordinating internal and external meetings, travel, and last minute changes while protecting focus time.

This is clear and aligned.

A repeatable keyword tailoring workflow

Here is a workflow you can use in 20 to 30 minutes:

1. Paste the job posting into a document.

2. Highlight tools, skills, and repeated phrases.

3. Select the top 8 to 12 keywords.

4. Update your summary and skills section to reflect those keywords.

5. Adjust two to four bullets in your most relevant roles to include the keywords with evidence.

6. Save a version of your resume for that role.

This is faster than rewriting from scratch and produces targeted applications that stand out.

Analyze one posting today

You do not need to wait until you see your dream job to practice this. Pick one posting today, even if you are not sure you will apply, and do a full decode.

The 15 minute job posting decode

Open a job posting and set a timer.

Then:

1. Underline the core mission of the role. Look for the summary or the first three responsibility bullets. Write one sentence: This role exists to...

2. List the must haves. Identify requirements that are required, repeated, or tied to compliance.

3. List the nice to haves. Identify preferred, a plus, or bonus items.

4. Circle culture and workload clues. Highlight adjectives and phrases about pace, autonomy, ownership, and collaboration.

5. Extract the top keywords. Choose 8 to 12 terms. Include tools, core competencies, and deliverables.

6. Write your evidence. For each must have, write one example from your experience that proves you have it.

7. Tailor one resume section. Update your skills section or adjust two bullets in your most relevant role.

When you do this regularly, your application strategy improves fast. You will start to notice patterns across postings. You will learn which skills are in demand in your target roles. You will identify gaps you can close through training, projects, or targeted experience.

Want support decoding postings and tailoring your resume?

If you are not sure which roles to prioritize, or you want feedback on how your resume aligns with what employers are asking for, The Job Shop can help.

We work with job seekers to:

• Clarify which opportunities match your strengths and goals.

• Translate your experience into market aligned resume language.

• Identify the must have skills for your target roles.

• Prepare you to speak confidently about culture fit and expectations.

Take one posting you are interested in and analyze it today. Then use what you learn to make your next application sharper and more focused.