Example 1: Sample of job description of entry level position
JOB TITLE: General Clerk
DEPARTMENT: Budget and Finance Department
ACCOUNTABILITY: Reports to Department Manager
JOB DESCRIPTION: Under general supervision, performs advanced clerical work. Chooses among widely varying methods and procedures to process transactions and selects or devises steps necessary to complete assignments. Work may require contact with public.
PRIMARY DUTIES AND RESPONSIBILITIES: Establishes and maintains moderately complex indexes and a heavy volume of correspondence filing. Compiles simple data for reports and summaries. Reviews, indexes, processes, files, and maintains records. Verifies statistical reports for accuracy and completeness. Performs word processing functions and automation on a personal computer. Performs inventory of materials, supplies, and equipment.
QUALIFICATIONS: Graduation from high school or equivalent plus two (2) years progressively responsible clerical experience. Related college education or technical training may be substituted for experience on a year per year basis.
REQUIRED SKILLS AND ABILITIES: Considerable knowledge of grammar, spelling, and filing of correspondence. Working knowledge of basic office procedures. Skilled in the use of a personal computer, word processing equipment, typewriter, and telephone etiquette. Ability to follow oral and written instructions.
WORKING CONDITIONS: Overtime required occasionally, plus some overnight travel.
Example 2: Entry level job description
JOB TITLE: Administrative Technician
DEPARTMENT: Small Business Development
ACCOUNTABILITY: Reports to Director of Small Business Development
JOB DESCRIPTION: Provides administrative support for the Small Business Development staff, and greets and assists clients.
PRIMARY DUTIES AND RESPONSIBILITIES: Answers incoming calls and relays accurate messages, processes mail, maintains files, and reserves meeting rooms. Operates mainframe and PC systems. Assists staff with preparation of correspondence. Tracks budget and purchases. Heavy client interaction.
QUALIFICATIONS: High school diploma or equivalent. Four years of administrative experience.
REQUIRED SKILLS AND ABILITIES: High school level command of grammar, spelling, and math. Requires ability to type 50-60 wpm with 85percent accuracy. Ability to plan, organize, and coordinate program operation where a wide range of demands are involved. Ability to meet the public and maintain effective working relationships with all levels of management and staff. Work with information of a confidential nature. Must have thorough knowledge of office administrative procedures and software packages comparable to WordPerfect 6.1, Excel, and GroupWise.
Example 3: Entry level position description sample
JOB TITLE: Senior Secretary
DEPARTMENT: Information Services Department
ACCOUNTABILITY: Coordinator of Information Services (IS)
JOB DESCRIPTION: Provides secretarial support to the Information Services Department.
PRIMARY DUTIES AND RESPONSIBILITIES: Answers help desk phone line and distributes calls to appropriate IS personnel. Arranges meeting times for departmental functions. Records and publishes meeting minutes. Makes travel arrangements for IS department. Creates and Maintains IS library. Implements and maintains a system to track department performance (i.e. system down time, performance of help desk). Prioritizes and distributes incoming mail. Maintains office supplies and types check requests and shipping orders. Maintains department calendar.
QUALIFICATIONS: High school diploma or equivalent. Minimum 30 hours course work toward associate’s degree in business related field or equivalent work experience (computers, oral and written communications, planning, and organization, etc.). Minimum three (3) years secretarial experience in an office environment.
REQUIRED SKILLS AND ABILITIES: Minimum typing speed 65 wpm preferred. Communicate clearly in verbal and written form in English. Common sense understanding to carry out instructions furnished in written, oral, or diagrammatic form, involving several concrete variables from standardized situations. Proficient personal computer skills including electronic mail, record keeping, routine database management, word processing, spreadsheet, and graphics software. Ability to handle multiple projects simultaneously.
Example 4: Sample job descriptions
JOB TITLE: Office Specialist IV
DEPARTMENT: Student Support Services Center
ACCOUNTABILITY: Reports to Director of Career Planning and Experiential Learning
JOB DESCRIPTION: Provides administrative support for Career Planning and Experiential Learning Program. Seeks contacts with university and non-university organizations for the purpose of establishing student internships. Advises students seeking internship opportunities.
PRIMARY DUTIES AND RESPONSIBILITIES: Produces statistical data and reports. Performs desktop publishing, spreadsheet, and word processing activities. Writes internal and external correspondence. Conducts mass mailings. Assists with public relations and special events. Leads students through the process of obtaining an internship and monitors intern progress. Seeks and maintains relationship with organizations willing to offer student internships. Maintains internship opportunity listings.
QUALIFICATIONS: High school diploma and two (2) years of secretarial experience required. College coursework preferred.
REQUIRED SKILLS AND ABILITIES: Word processing and database experience plus strong customer service skills required. FileMaker Pro, Excel, PageMaker, CARS Network experience preferred. Ability to deal confidently with students, faculty, staff, and the business community. Good written and oral communication skills. Ability to work successfully in a multiple task environment. Ability to speak Spanish helpful.
WORKING CONDITIONS: Some local travel required.
Example 5: Job description examples
JOB TITLE: Administrative Specialist
DEPARTMENT: Business Support Services—Information Desk
ACCOUNTABILITY: Reports to Office Manager
JOB DESCRIPTION: Performs all duties for the OhioTech information desk.
PRIMARY DUTIES AND RESPONSIBILITIES: Follows routine or well-defined procedures to meet and assist official guests of the OhioTech staff. Answers information phone lines and directs requests for information. Receives small package deliveries. Uses information systems primarily for data entry, routine reports, and correspondence.
QUALIFICATIONS: High school diploma and 1–2 years of administrative experience.
REQUIRED SKILLS AND ABILITIES: High school level command of basic composition and math. Knowledge of word processing software. Excellent interpersonal skills, communication skills, and diplomacy interacting with staff, customers, and executives. Proven ability to recognize and maintain confidential information. Proven ability to be reliable and dependable and to maintain cooperative working relations with team members.
Example 6: Job position description
JOB TITLE: Public Services Worker I
DEPARTMENT: Finance & Administrative Services (Pool)
ACCOUNTABILITY: Reports to Services Supervisor
JOB DESCRIPTION: In group working conditions, performs routine vehicle and building maintenance.
PRIMARY DUTIES AND RESPONSIBILITIES: Checks, services and fueled vehicles. Also vacuums and cleans insides of vehicles. Paints barricades, pipes, doors and walls with hand brushes and rollers.
QUALIFICATIONS: Six (6) months experience in construction, maintenance, or labor crews.
REQUIRED SKILLS AND ABILITIES: Tasks involve bending, lifting, walking, and carrying or using a force equal to lifting up to fifty pounds.
WORKING CONDITIONS: Much of job is outdoors in extreme heat. Some overtime required.
Example 7: Entry-level Job Position
JOB TITLE: Equipment Mechanic Senior
DEPARTMENT: Finance and Administrative Services (Fleet)
ACCOUNTABILITY: Reports to Equipment Manager
JOB DESCRIPTION: Perform routine and emergency maintenance on all vehicles and equipment in the Finance and Administrative Services fleet.
PRIMARY DUTIES AND RESPONSIBILITIES: Will test crawl loaders, trucks, sedans, track loaders, scrappers, aerial towers, garbage compactors and emergency equipment to determine if it is working properly. Will repair and maintain heavy equipment such as crawl loader, track loader, scrapper, garbage compactor and aerial towers. Will also disassemble, repair, and/or replace parts and reassemble w\vehicle systems, such as an air brake system, transmission hydraulic/pneumatic systems and cooling systems. Will perform engine tune-ups, adjust valves, overhaul or replace carburetors on gas and diesel engines, starters and pumps.
QUALIFICATIONS: Graduation from an accredited high school or GED plus four (4) years in general automotive mechanical repairs in a major repair shop. One (1) year automotive school at a junior college may substitute for one (1) year of experience with a maximum substitution of one (1) year. Hydraulic experience preferred. Must also have a Texas class “B” or “A” CDL drivers license. Must be able to obtain a Texas class “A” CDL drivers license within ninety (90) days of employment if you currently hold a Texas class “B” CDL drivers license.
REQUIRED SKILLS AND ABILITIES: Detailed knowledge of several different types of automotive systems and heavy equipment.
WORKING CONDITIONS: Physical requirements of this job are heavy. Tasks involve bending, walking, lifting and carrying or using a force to equal to fifty pounds or more.
Example 8: Position description examples
JOB TITLE: Data Entry Operator II
DEPARTMENT: Emergency Medical Services
ACCOUNTABILITY: Reports to Office Supervisor
JOB DESCRIPTION: Entering medical data into the Sweet 2000 system, entering charge data into the Sweet 2000 system, and review medical records for incomplete billing information and research to find missing information. Also assign job duties and monitor task completion for four (4) employees.
PRIMARY DUTIES AND RESPONSIBILITIES: Under supervision, perform activities related to the transcription of source document data using a computer terminal device. Record data on appropriate form/log, etc. File papers, materials, etc. Compile data/information for reports, cost estimates, etc. Route information to appropriate personnel. Review work for accuracy and completeness. Operate copy machine. Perform other tasks as required.
QUALIFICATIONS: High school diploma or GED. Knowledge of computer terminal data entry and retrieval methods and procedures, capabilities and limitations, plus two (2) years experience in computer terminal data entry. At least one (1) year experience in medical billing.
REQUIRED SKILLS AND ABILITIES: Supervisory skills; skills in input/output using network computer systems. Working knowledge of basic office and record keeping skills.
WORKING CONDITIONS: Prolonged periods of repetitive hand movements. Overtime required occasionally.
Example 9: Internee position description
JOB TITLE: Administrative Assistant
DEPARTMENT: Department of Human Resources
ACCOUNTABILITY: Reports to the Director of Human Services
JOB DESCRIPTION: Assist the Director with various tasks related to the Wellness Program.
PRIMARY DUTIES AND RESPONSIBILITIES: Assist with marketing Wellnes activities in departments. Assist in coordinating, scheduling and booking activities and facilities. Acquire outside vendors to perform Wellness services, and answer employee/vendor questions and provide necessary assistance. Track/oversee Wellness participation system.
QUALIFICATION: High school graduation or GED plus five (5) years of general clerical/secretarial experience. Completion of thirty (30) semester hours of college may substitute for one (1) year of the required experience with a maximum substitution of four (4) years. Must be able to operate PC software, including Microsoft Word and Excel.
REQUIRED SKILLS AND ABILITIES: Must be able to operate pc software, including Microsoft Word and Excel. Pleasant phone demeanor. Ability to follow written and oral instructions; independently coordinate project aspects.
WORKING CONDITIONS: Prolonged periods of time on the phone and repetitive hand movements.
Example 10: Entry-level Position
JOB TITLE: Legal Secretary
DEPARTMENT: Law Department Pool
ACCOUNTABILITY: Reports to lawyers of assigned section
JOB DESCRIPTION: To act as support for the Law Department staff by performing advanced legal and administrative duties of a sensitive or confidential nature.
PRIMARY DUTIES AND RESPONSIBILITIES: Writing, drafting, and preparing routine correspondence, memoranda and legal briefs. Maintain calendars of court hearings, meetings and appointments for section attorneys. Research information as requested. set up and maintain files.
QUALIFICATIONS: High school graduation or GED plus two (2) years of experience working in a legal secretarial position.
REQUIRED SKILLS AND ABILITIES: High level of organizational and research skills. Knowledge of PC programs, including Word and Excel. Skill in typing of at least 60 wpm after deducting for errors.
WORKING CONDITIONS: Shared cubicle space with other legal secretaries assigned to the same section.
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