 Duties
Tasks
Summary Statement
Degree of Supervision
Functional Verbs
DUTIES
1. A duty is a major subdivision of work performed by one individual.
2. It includes similar tasks that make up one area of responsibility.
3. Most jobs have four to eight duties.
EXAMPLES [1] [2] [3] [4]
TASKS
| 1. |
A task is one of the work operations that is a logical, essential step in the performance of a duty. |
| 2. |
It defines the methods, procedures and techniques by which duties are carried out. |
| 3. |
It should show:
What is done (action).
How it is done (procedures, materials, tools, or equipment).
Why it is done (purpose).
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| 4. |
Begin each task statement with an action verb in the first person present tense, e.g. write, calibrate, analyze. |
| 5. |
Carefully clarify the following verbs which have a variety of meanings and connotations.
analyze
prepare
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handle
act as liaison
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supervise
edit
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manage
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examples [1] [2] |
| 6. |
Use an alternative task statement format when there is too much information in a single sentence.
examples [1] |
| 7. |
Define uncommon abbreviations. |
| 8. |
Do not include references to personal qualities or skills. |
| 9. |
Provide supporting documentation to substantiate qualitative terms(e.g. complex, elaborate). |
| 10. |
Avoid phrases such as "assist in", "responsible for" and "involved in" which obscure the action.
examples [1] |
EXAMPLES [1] [2] [3] [4]
| EXAMPLE |
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example duties |
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example tasks |
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Sr. Clerk Duties
A. Typing
B. Correspondence
C. Public Contact
D. Conference coordination
E. Filing
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Sr. Clerk Tasks
D. Conference Coordination
D1. Schedule speakers for bi-monthly departmental
seminars by calling individuals from established
listings, ascertaining availability, determining
event dates and composing correspondence.
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Management Services Officer Duties
A. Budgetary analysis
B. Budget control
C. Contract and grant administration
D. Supervision of personnel resources
E. Material management
F. Space utilization
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Management Services Officer Tasks
A. Budgetary Analysis
A1. Plan and prepare the annual budget by
integrating departmental goals and program plans;
research, laboratory and administrative
requirements; and faculty, student and other
statistical data.
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Administrative Specialist Duties
A. Organizing work flow
B. Training
C. Staffing
D. Establishing procedures
E. EDB Update
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Administrative Specialist Tasks
C. Staffing
C1. Initiate personnel actions including selecting
new employees, conducting performance
evaluations, recommending salary increases,
providing counseling on disciplinary problems
and recommending corrective actions in order to
maintain effective staffing and production levels.
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Senior Hospital Biller Duties
A. Follow up on delinquent accounts
B. Correction of billing errors
C. Writing off of unpaid accounts
D. Crediting of accounts
E. Documentation of files
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Senior Hospital Biller Tasks
A. Follow up on delinquent accounts
A1. Follow up on all delinquent accounts within
specified patient alpha grouping by reviewing
patients file and any sponsor correspondence to
determine possible source of payment problem.
Make telephone/written inquiry to sponsor
requesting explanation.
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| EXAMPLE - Clarification of Verbs that have a variety of meanings |
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Manuscript Production
Good
Edit manuscripts for post graduate researchers by correcting spelling, faculty phrasing and imperfect punctuation.
Better
Edit manuscripts for post graduate researchers with authority to review critically from a subject matter standpoint,
checking and verifying content, condensing overelaborated topics, making additions to topics inadequately covered and
rearranging material when not effectively presented.
Reports
Good
Prepare statistical tables by seeking out sources of basic information, planning the schedule and means of collecting
the information, designing tables and writing interpretive text.
Better
Prepare statistical tables by copying numbers from given places on a schedule, posting them to a given column and
line on a tabulation sheet, adding to the columns, and computing the averages and percentages on a calculator.
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| EXAMPLE - Suggested Format for Tasks with Multiple Sub-Tasks |
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A. Staff Personnel Administrative
A1. Process annual staff merit increases
confer with Principal Investigators to determine their
recommendations.
answer questions regarding staff merit increase policy.
monitor increase for budgetary restrictions and negotiate needed
exceptions with the Dean's Office.
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| EXAMPLE - Avoiding Vague Phrases |
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Poor
Assist Administrative Assistant in budget management by monitoring 30 supply and expense accounts.
Good
Monitor 30 intramural supply and expense accounts by posting expenditures and reconciling balances against the
General Ledger.
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SUMMARY STATEMENT
A summary statement provides a synopsis of the major purpose of a position and its role in the department.
| EXAMPLE |
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Management Services Officer
Under direction of departmental chairperson, manage all business and support functions for the Department of
Philosophy. Major duties include supervision of nonacademic staff, material management, space utilization,
preparation and management of departmental budget and fiscal control of contracts and grants.
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DEGREE OF SUPERVISION
This section of the job description describes the way in which work is assigned, when it is reviewed, how it is
reviewed, and what guidelines, prototypes and protocols are available.
| EXAMPLE |
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Management Services Officer
Assignments are given in terms of broad organizational goals and objectives. Goal attainment is reviewed with
department chairperson on a quarterly basis through presentation of status reports and formal discussions.
Department, campus and governmental guidelines relative to budgetary control, contract and grant administration,
and personnel management are available for reference, however, interpretations and original problem-solving are
required.
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