Supplement 1: Determining Job Positions and Duties

Check off the duties that apply to your position. For each duty, indicate the type of work and working situation, keeping in mind that more than one situation may apply to a duty. From this information you can write a clear job description.

Type of Work         Working Situation
A - Assigned Task    E - Working with employer
R - Routine Task     T - Working as a team
O - Original Work    I - Working independently
                     C - Working with clients/customers
                     S - Working with suppliers

Type    Situation  Duties
____    ________   Research and gather materials needed
                   for reports.
____    ________   Draft reports and correspondence on own
                   initiative, from oral instructions, or
                   notes.
____    ________   Receive and proofread final reports and
                   correspondence from Word Processing
                   employee.
____    ________   Draft, edit and proofread final reports
                   and communications.
____    ________   Obtain signatures, attach enclosures,
                   and mail correspondence.
____    ________   File and maintain physical filing
                   system.
____    ________   Maintain computer filing system.
____    ________   Take dictation and transcribe.
____    ________   Read and sort mail.
____    ________   Place outgoing and receive and route
                   incoming telephone calls.
____    ________   Make appointments and keep records of
                   them.
____    ________   Greet visitors and meet the public.
____    ________   Requisition supplies.
____    ________   Make hotel reservations.
____    ________   Make transportation reservations.
____    ________   Operate adding or calculating
                   machines.
____    ________   Keep office or company financial
                   records.
____    ________   Keep employer's travel expense
                   records.
____    ________   Record and type meeting minutes.
____    ________   Perform full-charge bookkeeping functions
                   for business.
____    ________   Perform department bookkeeping
                   functions.
____    ________   Record and handle accounts
                   receivable.
____    ________   Record and handle accounts payable.
____    ________   Prepare payrolls.
____    ________   Prepare budgets.
____    ________   Recruit employees and maintain employee
                   records.
____    ________   Act as employer's intermediary in office
                   situations.
____    ________   Prepare trip itineraries.
____    ________   Mark articles to be clipped and maintain
                   clipping file.
____    ________   Renew newspaper and magazine
                   subscriptions.
____    ________   Supervise office employees.
____    ________   Do copying and duplicating.
____    ________   Act as office manager.
____    ________   Attend meetings.
____    ________   Plan and organize office social
                   affairs.
____    ________   Maintain inventory.
____    ________   Purchase office equipment, furnishings
                   and supplies.