Writing a Job Description

A position description serves as a formal document that summarizes the important functions and responsibilities of a specific job in which the university uses as a tool for recruiting, determining salary levels, conducting performance reviews, establishing titles and pay grades and creating reasonable accommodation controls, as well as for career planning, training exercises and legal requirements for compliance purposes.

Position descriptions should accurately represent actual duties and responsibilities as well as job specifications. A job description gives an employee a very clear and concise resource to be used as a guide for job performance. Likewise, a supervisor can use a job description as a measuring tool to ensure that the employee is meeting job expectations.

Whenever you need to write or revise a job description, please use the Word or PDF formatted template.

The job description template should be completed as follows:




Position Information

This will be completed by Human Resources.

Title, Department, Reporting

Position Overview

Provide a brief description of the job’s primary purpose or contribution to the department or organization.

This position provides administrative support to the Department of Human Resources. 

Essential Functions

List the job's essential or primary duties and responsibilities. Duties are prioritized according to their importance and/or the frequency performed. Next to each duty or responsibility, please indicate the approximate percentage of time you spend performing each duty.  These percentages should total 100%. Note: Duties and responsibilities are functions of the job and should not reflect the special talents or performance of an employee.

1.Oversee general office activities such as answering and routing phone calls, handling correspondence, and providing information to visitors. (40%)

2. Order office supplies.  (10%)

Duties and Responsibilities

List the job's functions that are not primary functions. These functions are part of your job at which you spend less than 5% of your time.

1. Assist with Department of Human Resources projects as needed.

Functional and Technical Competencies

Specialized skills, knowledge and abilities required to perform the essential functions of the role.

Demonstrated attention to detail, professional attitude, and ability to maintain confidentiality.

Education/Training and Certification, Licensure, Registration Requirements

Minimum level of education necessary to perform the essential job duties. Please only consider the basic job requirement for knowledge.

High school diploma or equivalent is required.


Minimum number of years of relevant experience required to perform the essential functions of the role.

Three to five years of related experience in administrative work.

Environment and/or Physical Factors

Work environment characteristics and physical demands that are representative of those which an employee encounters while performing the essential functions of the role.

Work is generally performed within an office environment, with standard office equipment available. 

Desired Qualifications

Preferred skills, knowledge and abilities.

Bachelor’s Degree and work experience in a higher education environment.




Contact Human Resources

Straz Tower

Department of Human Resources
915 W. Wisconsin Ave.
David A. Straz, Jr. Tower, Room 185
Milwaukee, WI 53201-1881
Google Map

Phone: (414) 288-7305
Fax: (414) 288-7425

Email Human Resources