Secretary requirements and responsibilities. Job description and duties of the secretary
0.1. The document takes effect upon approval.
0.2. Document Developer: _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _.
0.3. The document is agreed: _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _.
0.4. Periodic verification of this document is carried out at intervals not exceeding 3 years.
1. General Provisions
1.1. The position "Secretary of the Manager" belongs to the category "Technical Employees".
1.2. Qualification requirements - complete general secondary education and vocational education or full general secondary education and vocational training in the workplace. No work experience requirements.
1.3. Knows and applies in activities:
- decrees, orders, orders;
- Provisions, instructions and other guidance materials and regulatory documents on the activities of the enterprise and record keeping;
- the structure and leadership of the enterprise and its divisions;
- organization of paperwork;
- methods of processing and paperwork;
- archival business;
- typewriting;
- rules for the use of reception and communication devices, technical means of processing documents, oral and written information, computers and printing machines;
- standards of the system of organizational and administrative documentation;
- rules for printing business letters using standard forms;
- the basics of ethics and aesthetics;
- rules of business communication;
- the basics of labor organization and management;
- rules for the operation of computer technology;
- The basis of administrative law and labor law.
1.4. The secretary of the head is appointed and dismissed by order of the organization (company / institution).
1.5. The secretary of the leader reports directly _ _ _ _ _ _ _ _ _ _ _.
1.6. The secretary of the leader supervises the work of _ _ _ _ _ _ _ _ _ _.
1.7. The secretary of the head during his absence is replaced by a person appointed in the prescribed manner, who acquires the relevant rights and is responsible for the proper implementation of the duties assigned to him.
2. Description of work, tasks and duties
2.1. Performs functions that include organizational and technical support for the administrative and managerial activities of the head of the enterprise.
2.2. Accepts correspondence that is submitted to the head for consideration, passes it in accordance with the decision to the structural units or to specific performers for use in the work process or for preparing answers.
2.3. Conducts paperwork, performs various operations using computer equipment designed to collect, process and present information for preparation and decision making.
2.4. Accepts documents and personal applications for signature by the head of the enterprise.
2.5. Prepares documents and materials necessary for the work of the head.
2.6. It monitors the timely review and submission by the structural units and specific executors of the documents submitted for execution, checks the correctness of the preparation of the prepared draft documents that are transferred to the manager for signature, and ensures their high-quality editing.
2.7. He organizes telephone conversations of the head, records the information received in his absence, and brings to its attention its contents, transmits and receives information on receiving and communicating devices (telefax, telex, etc.), as well as telephone messages, timely brings information to his attention received via communication channels.
2.8. On behalf of the head, draws up letters, requests, other documents, prepares answers to the authors of the letters.
2.9. Carries out the preparation of meetings and meetings held by the head (collecting the necessary materials, notifying participants of the time and place of the meeting, the agenda, maintaining their registration), conducts and draws up minutes of meetings and meetings.
2.10. It exercises control over the execution by employees of the enterprise of issued orders and instructions, as well as compliance with the deadlines for the implementation of instructions and instructions of the head of the enterprise, which are taken under control.
2.11. Leads a control and registration card file.
2.12. It provides the manager’s workplace with the necessary tools of organizational equipment, stationery, creates conditions conducive to his effective work.
2.13. It prints, at the direction of the head, office materials necessary for his work or enters current information into the data bank.
2.14. Organizes the reception of visitors, promotes the speed of consideration of requests and proposals of employees.
2.15. Forms cases in accordance with the approved nomenclature, ensures their safety and submits to the archive in a timely manner.
2.16. Copies documents on a photocopier.
2.17. Knows, understands and applies the current regulatory documents relating to its activities.
2.18. He knows and complies with the requirements of regulatory acts on labor protection and the environment, complies with the norms, methods and techniques of safe work performance.
3. Rights
3.1. The secretary of the leader has the right to take actions to prevent and eliminate cases of any violations or inconsistencies.
3.2. The manager’s secretary has the right to receive all social guarantees provided for by law.
3.3. The secretary of the head has the right to demand assistance in the performance of his duties and the exercise of rights.
3.4. The secretary of the head has the right to demand the creation of organizational and technical conditions necessary for the performance of official duties and the provision of the necessary equipment and inventory.
3.5. The secretary of the head has the right to get acquainted with draft documents relating to his activities.
3.6. The secretary of the head has the right to request and receive documents, materials and information necessary for the performance of his duties and orders of management.
3.7. The secretary of the manager has the right to improve his professional qualifications.
3.8. The manager’s secretary has the right to report all violations and inconsistencies identified in the course of his activities and make proposals for their elimination.
3.9. The secretary of the head has the right to familiarize himself with documents defining the rights and obligations of the position held, criteria for assessing the quality of performance of official duties.
4. Responsibility
4.1. The secretary of the head is responsible for failure to fulfill or untimely fulfillment of the duties assigned by this job description and (or) non-use of the rights granted.
4.2. The secretary of the manager is responsible for non-compliance with the internal labor regulations, labor protection, safety measures, industrial sanitation and fire protection.
4.3. The secretary of the head is responsible for the disclosure of information about the organization (enterprise / institution) related to trade secrets.
4.4. The manager’s secretary is responsible for non-compliance or improper fulfillment of the requirements of the internal regulatory documents of the organization (enterprise / institution) and the lawful orders of the management.
4.5. The secretary of the head is responsible for offenses committed in the course of their activities, to the extent established by applicable administrative, criminal and civil law.
4.6. The secretary of the head is responsible for causing material damage to the organization (enterprise / institution) within the limits established by applicable administrative, criminal and civil legislation.
4.7. The secretary of the manager is responsible for the unlawful use of the granted official powers, as well as their use for personal purposes.
The job description is not included in the list of necessary documents of the enterprise, however, its presence allows you to clearly define the list of rights and obligations that are vested in the employees of the organization, including secretaries.
I affirm:
CEO
Deliveries Wholesale LLC
Shirokov / Shirokov I.A. /
August 12, 2014
Secretary's job description
General Provisions
1.1. This document prescribes the job functions, powers, responsibilities and other working conditions of the secretary of the organization.
1.2. The post of secretary has the right to be held by a person who has a certificate of completed secondary general education and additionally underwent special vocational training in the form of courses with experience of six months.
1.3. The appointment and dismissal of the secretary takes place in the manner established by the current Labor Code of the Russian Federation, by a separate order of the head of the organization.
1.4. The director of the organization acts as the direct head of the secretary.
1.5. In the absence at the workplace, the secretary must be replaced by an employee approved by a special order of the head of the enterprise.
1.6. The secretary must know:
- Fundamentals of the Labor Law and civil law of the Russian Federation;
- The structure of the enterprise, the management team, including the heads of departments;
- The rules of office work;
- The rules of spelling, grammar, stylistics, punctuation, etc. sections of the written Russian language necessary for the competent writing and execution of business documentation;
- Unified, mandatory, forms, samples, templates of administrative documents;
- Fundamentals of the organization of labor processes;
- Ethics, the basics of business communication and style, incl. negotiating, composing letters, dress code, etc .;
- Rules, methods of working with computer and office office equipment, including own computer applications (Word, Excel, etc. ..);
- Approved norms and rules on labor protection, safety and internal regulations.
Functional responsibilities
2.1. The list of labor functions of the secretary includes the following tasks:
- Timely ensuring the smooth operation of the office of the head;
- Scheduling business meetings, meetings, meetings and other events of the head, their organization;
- Organization of business trips of the head, incl. purchase of tickets, rental of premises, transport, etc.
- Negotiations on current issues with the heads of structural divisions, bringing from them all the necessary information to the director of the enterprise, as well as bringing the orders and orders of the director to the employees;
- Collection, processing and transfer to the head of the required information;
- Monitoring the execution of orders of the head transferred to the secretary;
- Organization and support of Skype and telephone conversations of the head, receiving and sending fax messages, in the absence of the head at the workplace - receiving information transmitted to him and bringing it to the head;
- Acquisition of stationery for the head;
- Monitoring the work of office office equipment, timely taking measures in case of breakdowns and damage;
- Conducting internal and external paperwork relating directly to the head (drawing up orders, orders, letters, contracts, etc.)
- Organization of corporate events, holidays, training seminars, etc.
- Receive and send letters;
- Reception from the organization’s employees of documents and personal statements for the sight of the head;
- Organization of the process of receiving visitors who are not employees of the enterprise;
- Participation in general meetings and meetings;
- Goodwill, positive mood, creating a favorable microclimate in the team.
The rights
The secretary has the following rights:
3.1. Demand working conditions conducive to increasing its labor productivity (including the provision of improved models of office equipment, compliance with standards for the organization of the workplace, etc.);
3.2. Demand and receive documents, certificates, orders, instructions directly related to its activities;
3.3. Interact with the heads of departments, heads of structural divisions and higher management to resolve issues related to the work of the organization;
3.4. To be a representative of the enterprise in other organizations, both state and commercial, in all matters within its competence;
3.5. Attend continuing education courses;
3.6. Refuse to perform labor duties if something threatens his life or health at the workplace.
Responsibility
The responsibility of the secretary (strictly within the framework of the current legislation) is provided for the occurrence of the following situations:
4.1. Poor or untimely performance of professional functions, as well as a complete rejection of work;
4.2. Refusal to carry out instructions, tasks, questions, orders and orders of the head;
4.3. Deliberate and systematic provision of false or incomplete information regarding his work;
4.4. Negligent attitude to ensuring measures for labor protection, internal regulations and safety, as well as the lack of real actions when they are identified by other employees;
4.5. A deliberate violation of labor discipline, provided there are no valid reasons and documents confirming their availability.
4.6. Violation of subordination.
Working conditions
5.1. The mode of work and rest of the secretary is spelled out in the internal labor regulations;
5.2. Business trips are possible (to accompany the head), both within the city and to other regions.
Signature right
6.1. The secretary is granted the right to sign documents directly related to his work.
AGREED
Head of Human Resources
Deliveries Wholesale LLC
Semenov/ Semenov R.A. /
August 12, 2014
ACKNOWLEDGED WITH INSTRUCTIONS
Vederkina Anna Valerevna
Secretary of Wholesale Supplies LLC
Passport 7685 No. 975849
Issued by the Department of Internal Affairs of Leninsky District, Perm
09/14/2012 unit code 123-425
Signature Wederkina
August 17, 2014
FILES
What is the job description for?
This document is equally important both for the secretary and for the management of the company. On the one hand, it clearly spells out the functions that an employee must perform, the rules and laws that he must know, the procedure for his appointment and dismissal, as well as his rights, etc. On the other hand, this same document allows the employer to coordinate the work of subordinates and effectively manage the production process.
Quite often, job descriptions in the event of conflicts, disputes and disagreements become legally relevant documents and gain probative value. That is why it is not worth treating the preparation of job descriptions carelessly, you need to carefully and carefully register each item.
Basic rules for the preparation of the job description of the secretary
There is no single, mandatory application of the form of the job description of the secretary, therefore, you can draw it up according to an already prepared template or develop a document at your discretion. When preparing a document, it is worth remembering that at different enterprises secretaries can perform various functions, however, their main work should be the same.
The standard, most common version of the job description of the secretary includes four sections:
- “General Provisions”
- "Responsibilities"
- "The rights",
- "Responsibility".
However, if desired or if necessary, the document can be expanded at the expense of other points (for example, “Other conditions”, “Signature right”, etc.).
A document is usually written in one copy - it is signed by the employee for whom it is drawn up, as well as the head of the unit and the director of the organization, but if there are several secretaries, you can print the job description in the required number of copies. Each of them must also have original signatures and, if necessary, be corrected so that there is no duplication of the same duties.
Drafting the job description of the secretary
Cap
At the top of the instruction, in its upper right part, a place should be allocated for approval by the head of the enterprise. Here you need to fill in just a few lines: his position (general director, director), company name, last name, first name, middle name and leave a place for signature with a breakdown. Then in the middle of the line is the name of the document.
The second part begins the main sections.
General Provisions
In the first section called "General Provisions" first, it is written down what will be discussed in this document, then the order of appointment and dismissal of the secretary, to whom exactly he is subordinate, as well as the qualification requirements to which he must meet (specialization, education, additional courses, etc.), the required length of service, is indicated and work experience.
Then, in the same section, all laws, regulations, rules, and regulations with which the secretary is required to be familiar are listed: standards and forms of documents adopted by the organization, rules for conducting paperwork, knowledge of office equipment, etc. Below you need to write who replaces the secretary in case of his absence from the workplace (without indicating the names of specific employees) ..
Secretary's Responsibilities
Next section "Functional responsibilities" concerns the duties that the secretary must fulfill. They should be painted as detailed as possible, in separate paragraphs, in accordance with the needs of the company and taking into account the employee’s working time.
Secretary Rights
Section "The rights" includes initiatives and powers that the secretary has the right to use for the most effective activities. Usually it fits into the possibility of its interaction with other structural divisions of the company, as well as with management.
Secretary Responsibility
In chapter "Responsibility" Violations for which the secretary may face disciplinary punishment in the form of deprivation of bonuses, remarks, reprimands, or even dismissal should be precisely recorded. In one of the paragraphs, it can be noted that the applied measures of influence correspond to the framework of the law and the Labor Code of the Russian Federation.
Working conditions
In the fifth section of the job description of the secretary called "Working conditions", what they fit in, these conditions are determined (for example, by the internal labor schedule), as well as some features - for example, trips on business trips, a shift schedule, etc.
Signature right
The last section of this document includes only one paragraph, namely it defines the documents that the secretary has the right to certify with his signature.
After carefully filling out the job description, it must be agreed with the employee who is responsible for complying with the rules and norms prescribed in the job description of the secretary (this can be the head of the secretariat, the head of the personnel department, etc.). Here it is required to enter his position, company name, surname, name, patronymic, and also certify all this with a signature with a transcript.
Next, we indicate the official and personal data about the employee: last name, first name, middle name, position, again the name of the organization, passport details, signature and date of familiarization with the document. Printing is optional, since the document is part of the organization’s internal workflow.
Job description - the main legal document regulating the activities of the secretary, defining his rights, position in the organization, nature of work. The secretary relies on this document in his relations with employees.
There is a secretary in every institution. But, as already indicated, the post of secretary has many gradations. In a small organization (or company), the assistant secretary (secretary) will be alone. In larger organizations, secretaries can be with the head and his deputies, in each structural unit. There are collegium secretaries, scientific secretaries of scientific councils, etc. Each secretary always, based on the volume and specifics of the organization’s activities, the requirements of the leader and his trust in the secretary, has his own circle of duties and rights, various combinations of creative, logical and technical types of work. At the same time, there is a standard set of management operations for documentary and non-documentary services, which are performed by all secretaries.
The duties, rights and types of work that a particular secretary must perform, the requirements for his professional knowledge and skills are enshrined in his job description.
If there is a job description for a vacant secretary position, the applicant will immediately find out what is required of him, and correlates his capabilities with the requirements.
If the working secretary does not yet have a job description, it must be drawn up in order to outline the terms of reference and not be “caught” by all types of work, ensure rights, establish relationships, interchangeability with other employees in the absence or in connection with temporary overload.
Job description is a durable document and is applied until a new job description is replaced. Therefore, its preparation should be treated with great responsibility. What is written in the job description, then it will be asked. What rights are given in it, those you have.
When preparing a job description, you must first use the new "Qualification Directory of the posts of managers, specialists and other employees." It was developed by the Institute of Labor and approved by a resolution of the Ministry of Labor and Social Development of the Russian Federation on August 21, 1998 (No. 37). The reference book is a normative document and it should be immediately emphasized that new qualification characteristics are recommended for use in enterprises, institutions and organizations of various sectors of the economy, regardless of ownership and legal forms.
The purpose of the directory is formulated quite clearly: "This Qualification Directory of the positions of managers, specialists and other employees (technical executives) is intended to ensure a rational division of labor, to create an effective mechanism for the separation of functions, powers and responsibilities, clear regulation of labor activities of workers in modern conditions of development of market relations."
In the directory, unlike the previous “Collection of tariff-qualification characteristics for industry-wide employees”, there is one very important change - it does not indicate the categories of remuneration according to the unified tariff schedule, and in the section “General Provisions” it is written that “Qualification categories for payment specialists are established by the head of the enterprise, institution, organization, taking into account the degree of independence of the employee in the performance of official duties, his responsibility for the accepted sheniya, attitude towards work, efficiency and quality of work, as well as professional knowledge, practical experience, defined by work experience in the specialty, and others. "
Thus, the pay of the secretary depends primarily on his knowledge, skills, quality of work, responsibility. This is a significant change that allows the manager to evaluate the employee’s work based on specific results.
Of the qualifications you can fully use the sections: "Job Responsibilities" and "Must Know."
If the organization (firm) is small and the secretary (secretary-referent) alone provides all organizational and documentation services, i.e. actually performs the functions of the office, but to a lesser extent, you can use the qualification characteristics of the head of the office. Her job responsibilities are as follows:
Provides timely processing of incoming and outgoing correspondence, its delivery to destination.
It monitors the timing of the execution of documents and their proper execution.
Organizes work on registration, accounting, storage and transfer to the appropriate structural unit of documents of current paperwork, including orders and instructions of the management.
Organizes work on the formation of cases and their deposit.
Develops instructions for conducting paperwork at the enterprise, institution, organization and organizes their implementation.
Takes measures to provide employees with the necessary instructive and reference materials, as well as inventory, equipment, means of mechanization and automation of managerial work.
Provides methodological guidance for the organization of office work in units, control over the correct formation, storage and timely delivery of files to the archive, preparation of certificates on compliance with the deadlines for the execution of documents.
Provides printing and reproduction of office documents.
Participates in the preparation of meetings convened by management and organizes their maintenance.
Organizes the processing of travel documents, registration of employees arriving on a business trip to the organization.
He must know;
■ Decisions, orders, orders, other governing and regulatory documents of higher bodies related to the organization of office work;
■ The state system of documentation management;
■ standards for a unified system of organizational and administrative documentation;
■ structure of the enterprise, institution, organization;
■ organization of office work;
■ workflow schemes;
■ the procedure for compiling a list of cases, lists of cases of permanent and temporary storage, established reporting;
■ terms and procedure for submitting files to the archive;
■ systems for organizing control over the execution of documents;
■ office equipment and other technical means of managerial work;
■ fundamentals of economics, organization of production, labor and management;
■ labor legislation;
■ internal labor regulations;
■ rules and norms of labor protection8. .
The qualification characteristic of the secretary of the head is new. Consider it.
Job responsibilities.
♦ Carries out work on the organizational and technical support of the administrative and administrative activities of the head of the enterprise.
♦ Accepts correspondence received by the head for consideration, transfers it in accordance with the decision to the structural units or to specific performers for use in the work process or preparation of answers.
♦ Conducts paperwork, performs various operations using computer equipment designed to collect, process and present information in the preparation and adoption of decisions.
♦ Accepts documents and personal applications for the signature of the head of the enterprise.
♦ Prepares documents and materials necessary for the work of the head.
♦ Monitors the timely review and submission by structural units and specific executors of the documents received for execution.
♦ Checks the correctness of execution of the prepared draft documents, transmitted to the manager for signature, ensures their high-quality editing.
♦ Organizes the conduct of telephone conversations by the head, records the information received in his absence and brings to its attention its contents, transmits and receives information on receiving and communicating devices (telefax, telex, etc.), as well as telephone messages, timely brings it to him information information received through communication channels.
♦ On behalf of the head draws up letters, inquiries, other documents, prepares answers to the authors of letters.
♦ Carries out work on the preparation of meetings and meetings held by the leader (collecting the necessary materials, notifying participants about the time and place of the meeting, the agenda, their registration), conducts and draws up the minutes of meetings and meetings.
♦ Monitors the execution by employees of the enterprise of issued orders and instructions, as well as the observance of the deadlines for the implementation of instructions and instructions of the head of the enterprise taken for control. Leads a control and registration card file.
♦ Provides the manager’s workplace with the necessary tools of organizational equipment, stationery, creates conditions conducive to his effective work.
♦ Prints, at the direction of the head, office materials necessary for his work or enters current information into the bank data.
♦ Organizes the reception of visitors, facilitates the speedy consideration of requests and proposals of employees.
♦ Forms cases in accordance with the approved nomenclature, ensures their safety and submits to the archive in a timely manner.
♦ Copies documents on a personal photocopy machine.
Must know:
♦ decrees, orders, orders and other guidance materials and regulatory documents relating to the activities of the enterprise and record keeping;
♦ structure and leadership of the enterprise and its divisions;
♦ organization of office work;
♦ methods for processing and processing documents;
♦ archiving;
♦ typescript;
♦ rules for the use of intercoms;
♦ fundamentals of ethics and aesthetics;
♦ business communication rules;
♦ fundamentals of labor organization and management;
♦ rules for the operation of computer technology;
♦ the basis of administrative law and labor law;
♦ rules and norms of labor protection 9.
As can be seen from the given qualification characteristics, rather high requirements are imposed on the secretary of the head both for knowledge and skills, and for the circle of work performed by him. At the same time, it is supposed to be fluent in computer equipment, independently compile documents on behalf of the head of the document, edit the received draft documents, maintain control over the implementation, etc. These requirements and terms of reference, including many creative types of work, predetermine the need for higher professional education, but secondary vocational education is allowed if there is work experience.
The qualification characteristics of the secretary-typist and the secretary-stenographer given in the Qualification Handbook are presented in the same way, only with the addition of the typewritten work of the secretary-typist and shorthand by the secretary-stenographer. Therefore, when developing a job description, it is enough to use one of these qualification characteristics.
For example, the duties of the secretary-typist are given as follows:
\u003e Performs technical functions to ensure and maintain the work of the head of the enterprise or its divisions.
\u003e Obtains the information necessary for the head of the department or executors, calls on his instructions the employees.
\u003e Organizes telephone conversations of the head, receives and transmits telephone messages, records received messages in his absence, and informs the head of their contents.
\u003e Carries out work on the preparation of meetings and meetings held by the leader (collecting the necessary materials, notifying participants about the time, place, agenda of the meeting or meeting, registering them), and keeps and draws up the minutes.
\u003e Provides a manager’s workplace with office supplies, organizational equipment, creates conditions conducive to more efficient work of the head.
\u003e Transmits and receives information on reception and communication devices (telex, fax, telefax, etc.).
\u003e Prints various materials as directed by the manager.
\u003e Conducts paperwork, accepts correspondence received in the name of the head, organizes it in accordance with the procedure adopted by the company, and transfers it after consideration by the head to units or to specific performers for use in the process of their work or preparation of an answer.
\u003e Monitors the timing of the execution of orders of the head taken for control.
\u003e Accepts documents for signature to the head.
\u003e Organizes the reception of visitors, facilitates the speedy consideration of requests and proposals of employees.
\u003e Forms cases in accordance with the approved nomenclature, ensures their safety and submits to the archive in a timely manner.
\u003e Prepares documents for duplication on a duplicating technique, and also copies documents on a personal photocopy machine.
Must know:
♦ regulations, instructions, other guidance materials and regulations
dull documents for conducting office work;
♦ structure and leadership of the enterprise and its divisions; : typescript;
♦ spelling and punctuation rules;
♦ the arrangement of the material when printing various documents;
♦ rules for printing business letters using standard forms;
♦ operating rules for typewriters, voice recorders, tape recorders
♦ rules for the use of intercoms;
♦ standards for a unified system of organizational and administrative documentation;
♦ fundamentals of labor organization;
♦ the basis of labor legislation;
♦ internal labor regulations;
♦ rules and norms of labor protection 10.
The given job descriptions describe in sufficient detail the functions of the secretary, the requirements for knowledge and will help not to miss anything when writing sections of a specific job description.
Job description refers to documents having a unified form and an established text structure:
■ General
■ Functions
■ Job responsibilities
■ Responsibility
General provisions in the job description contain the following set of information: generalized information about the position, subordination and who it supervises, requirements for education (higher or secondary) and practical experience (work experience in the specialty), the procedure for appointment and dismissal, and replacement during absence.
Today, secretaries-referents and secretaries who have higher or secondary specialized education, know a foreign language, work on a computer, and have a certain work experience are most often required.
These requirements, as a rule, are recorded in the job description of the secretary-referent (secretary) of large firms. Secretaries are usually subordinate to the head. In large organizations, secretaries have dual subordination to the direct manager and head of the DOW service. They are appointed and dismissed by order of the head.
The last paragraph of this section of the job description contains instructions on the main legislative, regulatory, regulatory, methodological, organizational, administrative documents that guide the secretary in his work. In a generalized form, these acts are indicated in the above qualification characteristics *. It is necessary to begin this section paragraph with the Constitution of the Russian Federation, the Labor Code, federal laws, indicate government decisions, state standards that determine the procedure for processing documents, standard instructions and rules, and time standards. The paragraph concludes with an indication of the organizational and administrative documents of the parent and their organization (company): the charter, the regulations on structural units, orders and orders, paperwork instructions, this job description.
The next section is “Functions”. It indicates the main areas of activity, and in the section "Job Responsibilities" already lists the specific types of work that ensure the performance of these functions. Often these sections are combined into one - “Functions and job responsibilities” (or “Main tasks and duties”). This section should be painted as detailed as possible. In the preparation of this section, many formulations can be taken from the qualification characteristics, as job responsibilities are listed in sufficient detail in them. The more the section will indicate not only that, but also how the secretary performs certain operations in accordance with the organization’s technology for working with documents, the more valuable the job description will be. It also indicates interchangeability.
The Rights section is very important for the secretary. It secures his authority to independently resolve issues within his competence. The right is written here:
Have a preview of the documents and determine which of them can be transferred to the executors, bypassing the head;
\u003e organization of reception and prioritization of the reception of the visitor;
Do "filtering" phone calls;
\u003e monitoring the execution of orders of the head and the timing of the execution of documents;
\u003e control over the correctness of paperwork before submitting them for signature to the head and sending;
Have access to information;
\u003e request information and documents for the head;
\u003e represent your organization, etc.
The section “Responsibility” can be written in a generalized manner, such as “The employee is responsible for non-fulfillment of duties and non-use of the rights stipulated by legal acts and this instruction”, or is described in more detail based on the points of duties. For example, responsibility: for incorrect execution of documents submitted for signature to the head, their non-compliance with the requirements of GOST R 6.30-97; for untimely delivery of documents of a constant storage period to the archive, etc.
Responsibility can be administrative, disciplinary, material and even criminal. When working on this section, it should be remembered that liability is established in strict accordance with the law. So, in accordance with Art. 15 of the Code of Administrative Offenses "Officials are subject to administrative responsibility for administrative offenses related to non-compliance with the established rules in the field of protection of administrative procedures, state and public order ... and other rules, the enforcement of which is included in their official duties." For violations of labor discipline, disciplinary sanctions are applied (Article 135 of the Labor Code). In the case of liability for damage caused to the organization, in accordance with Art. 121 Labor Code; the employee bears liability, i.e. reimburses the cost.
The Relationships section (postal relationships) is also very important for organizing the work of the secretary. Usually it is generally written in it that the secretary in his work interacts with all employees or structural units for the collection, processing and transmission of information and documents. But it is much easier to work as a secretary, if this section specifically indicates which units or employees he interacts with, on what issues, and what documents, when and in what form he receives from them. For example, weekly summaries of the financial position of a company from accounting for presentation to management. It is advisable to present this section in a tabular form, which clearly indicates from whom the secretary receives, with whom he agrees, to whom he transfers the documents, and when.
Recently, in many job descriptions, the section "Job Evaluation" has appeared. Main criteria: timeliness of work and its quality.
You can supplement the job description and other sections, for example, the organization of the workplace, work schedule, etc.
The instruction usually ends with a paragraph on the procedure for its revision. It can be written like: "Before replacing a new one" or "The instruction is subject to revision in case of changing the functions of the secretary." A predetermined replacement period may be indicated, for example, once every 5 years. But it is better to list in more detail the conditions for reviewing the job description: changing the structure of the organization, changing the staffing table and redistributing responsibilities, introducing new technologies that change the nature of work, etc.
Recall that the job description is drawn up as a general form, approved by the head and issued to the employee.
Vulture
CJSC Business School
Intel Synthesis
JOB DESCRIPTION
[Secretary I
Text structure
■ General
■ Functions
Ш job duties
■ Responsibility
■ Relationships (postal relationships)
Position signature Transcript of signature
The instruction is familiarized with the signature.
Secretaries - employees, without participation, knowledge and skills of which it is difficult to ensure the coordinated work of an economic entity. The range of duties of the secretary is quite large. You should familiarize yourself with them in order to have an idea of \u200b\u200bthe significance of this profession in modern reality.
Features of the profession of a secretary and requirements for an employee
This work not only requires the person to be organized, sociable and collected, but can also promise him excellent career prospects. For example, in the future he can count on the position of a department employee, etc.
The main requirements for this specialist are as follows:
- Secondary, higher education;
- Work experience;
- PC ownership and ability to work with office equipment;
- Knowledge of the basics of office work;
- Knowledge of a foreign language (often English).
Also, many employers focus on the personal qualities of a person (goodwill, responsiveness, punctuality), his attitude to the smallest details, the ability to cope with a wide range of duties and assignments, good looks.
Specialist salaries vary from 15,000 rubles to 40,000 rubles. It depends on the amount of work and the financial situation of the organization itself.
There are several main specializations of the secretary:
- Assistant manager;
Executive Secretary
The appointment and dismissal of this employee can only occur by order of the manager in whose submission he is. Also at the disposal is an official to whom the duties of the secretary of the head are delegated during his absence from work.
In his activity, this employee is guided by:
- normative legal acts of the federal and regional levels;
- Charter and local regulations;
- job descriptions.
The duties of the secretary of the head include:
- ensuring the administrative and managerial activities of the head (systematization and structuring of all necessary materials for this);
- providing the head with everything necessary for work - operational organizational equipment, stationery;
- preparation of meetings and meetings held by the leader;
- organization of a business trip for a manager (ticket booking and hotel reservation);
- making requests and letters on behalf of the authorities;
- organization of reception of visitors (if necessary - meeting and accommodation of guests);
- answering incoming calls, recording received information and transmitting it to the manager;
- acceptance of applications and their transfer for signature to the head;
- transfer of information from management to end users (specific performers, partners, customers);
- control of terms and quality of execution by employees of the enterprise of orders and instructions of the management;
- performance of copying and duplication of any complexity and volume;
- maintaining operational communications with other companies (both state and commercial), individuals on issues related to the direct activities of the enterprise.
- issuance of necessary certificates of seniority of employees, as well as their salary.
The secretary must also carry out individual tasks of an official nature of his immediate supervisor.
In addition to duties, this specialist has rights. He can:
The executive secretary is responsible for:
- violation of internal labor regulations and safety regulations;
- non-compliance with orders, orders and other local acts;
- failure to fulfill the duties prescribed in the job description;
- execution of documents that are submitted for signature to the head;
- disclosure of information entrusted to him.
Responsibilities of the Secretary
The clerk's secretary is a step lower than the referent. But from this the circle of his duties is no less.
So, the duties of the secretary-clerk include:
Many of the duties that are imputed to the clerk can be performed by the secretary of the head, but it is worth clarifying that his functionality is much wider. This is due, first of all, to the need to ensure managerial activities of the authorities.
The clerk, like any other specialist, has a number of rights, in particular:
- the right to gain access to the information necessary for his activities;
- the right to certify with your own signature certain documents;
- the right to familiarize oneself with the documents, as well as the decisions that the management makes, regarding the scope of their duties;
- the right to defend one’s interests.
For employment for the position of secretary, it is necessary to correctly compose. It is important to indicate all your main professional advantages, personal qualities and, of course, specialized work experience in it. You can also download a suitable resume on the Internet, fill it out and send it to a potential employer for consideration.
I affirm
CEO
1. General Provisions
1.1. Assistant Secretary is a professional.
1.2. appointed and dismissed by order of the general director of the company.
1.3. The assistant secretary reports directly.
1.4. During the absence of the assistant secretary, his rights and obligations are transferred to another official, which is announced in the order for the organization.
1.5. A person meeting the following requirements is appointed to the position of secretary-referent: higher education, experience in similar work from a year, knowledge of office equipment (fax, copier, scanner, printer), Microsoft Office programs (Word, Excel), office work, English.
1.6. The Assistant Secretary is guided in his activities:
- The charter of the company, the internal labor regulations, other regulatory acts of the company;
2. Responsibilities of the Assistant Secretary
The Assistant Secretary performs the following duties:
2.1. Carries out the preparation of necessary documents, provides reception, accounting, registration, control of the execution of documents, information and reference services and storage of document information.
2.2. It controls the quality of preparation, the correctness of the preparation, coordination, approval of documents submitted for signature to the enterprise management.
2.3. It monitors the execution of documents and instructions of the management, takes operational measures aimed at timely and high-quality implementation.
2.4. Carries out the organization of preparation, decision making and bringing them to the immediate performers. It analyzes the references and reports provided to the management, gives competent conclusions on them.
2.5. Leads visitors.
2.7. Forms cases in accordance with the approved nomenclature, ensures their safety and submits to the archive in a timely manner.
2.8. Fulfills other official assignments of his immediate supervisor.
3. Rights of the Assistant Secretary
The Assistant Secretary has the right:
3.3. Request from the functional services the necessary materials, as well as explanations about the reasons for the delay in completing tasks and instructions of the management.
4. Responsibility of the Secretary
The Assistant Secretary is responsible for:
OFFICIAL INSTRUCTIONS SECRETARY OF THE RECEIVING HEAD
I approve
_____________________________ (Surname, initials)
(name of organization, its ________________________________
organizational and legal form) (director; other person authorized
approve the job description)
——————————————————————-
(name of institution)
00.00.201_ Number 00
1. General Provisions
1.1. This job description establishes the rights, responsibilities and duties of the secretary of the reception manager _____________________ (hereinafter - the "enterprise"). Institution Name
1.2. A person with higher professional education (no requirements for work experience) or secondary specialized education and at least 2 years of work experience in the profile shall be appointed to the position of secretary of the executive head.
1.3. The receptionist secretary is subordinate to __________________________________.
1.4. In his activities, the secretary of the reception manager is guided by:
Legislative and regulatory documents governing relevant issues;
Orders of the head of the enterprise (direct manager);
Rules and norms of occupational health, labor regulations;
Teaching materials relating to issues of its activities;
Charter of the enterprise;
This job description.
1.5. The receptionist secretary should know:
Normative legal acts, other guidance and methodological materials relating to the activities of the organization and record keeping;
Rules for the use of intercoms;
Standards for a unified system of organizational and administrative documentation;
Rules for printing business letters using standard forms;
Fundamentals of ethics and aesthetics;
The structure and leadership of the organization and its units;
Organization of paperwork;
Methods of processing and processing documents;
Archival business;
Typescript;
Rules of business communication;
Fundamentals of labor organization and management;
Rules for the operation of computer technology;
Fundamentals of administrative law and labor law;
Internal labor regulations;
Rules and norms of labor protection.
1.6. In the absence of the secretary of the reception manager, his duties are assigned to his deputy, appointed in the prescribed manner, who is fully responsible for their proper implementation.
2. Functions
The following functions are assigned to the secretary of the reception manager:
2.1.Organization of telephone calls to the head.
2.2. Organizational preparation of meetings and meetings.
2.3. Organizational and technical support of administrative and managerial activities of the head of the organization.
2.4. Record keeping.
2.5. Monitoring the implementation by employees of the organization of issued orders and instructions taken for control.
2.6. Maintaining a control and registration card file.
2.7. Organization of the reception of visitors.
3. Responsibilities
The receptionist is required to:
3.1. Accept documents and personal statements for the signature of the head of the organization.
3.2. Prepare documents and materials necessary for the work of the head.
3.3. To monitor timely submission and submission by structural subdivisions and specific executors of the documents received for execution, to verify the correctness of execution of the prepared draft documents, transmitted to the head for signature, to ensure their high-quality editing.
3.4.Organize the conduct of telephone conversations of the head, record in the absence of the information received and bring to its attention its contents, transmit and receive information on receiving and communicating devices (fax, telex, etc.), as well as telephone messages, promptly bring it to him information information received through communication channels.
3.5. To carry out work on the organizational and technical support of the administrative and administrative activities of the head of the organization.
3.6.Take correspondence received by the head for consideration, transfer it in accordance with the decision to the structural units or to specific performers for use in the work process or preparing answers.
3.7. Keep paperwork, perform various operations using computer equipment designed to collect, process and present information in the preparation and adoption of decisions.
3.8.To draw up letters, requests, other documents on behalf of the head, prepare answers to the authors of the letters.
3.9.Perform the preparation of meetings and meetings held by the head (collecting the necessary materials, notifying participants about the time and place of the meeting, the agenda, registering them), keep and draw up minutes of meetings and meetings.
3.10. Provide the manager's workplace with the necessary means of organizational equipment, stationery, create conditions conducive to his effective work.
3.11. To print, as directed by the head, the service materials necessary for his work or enter current information into the data bank.
3.12. To organize the reception of visitors, to facilitate the speedy consideration of requests and proposals of employees.
3.13.Copy documents on a personal copy machine.
3.14. Formulate cases in accordance with the approved nomenclature, ensure their safety and submit them to the archive on time.
3.15. To control the execution by employees of the organization of issued orders and instructions, as well as compliance with the deadlines for the implementation of instructions and instructions of the head of the organization taken for control.
3.16. Keep a control and registration card file.
The secretary of the reception manager has the right:
4.1. Improve your skills in the prescribed manner.
4.2. Require management to assist in the implementation of their duties.
4.3. Make suggestions for improving the work associated with the duties specified in this job description.
4.4. To get acquainted with the relevant documents and information necessary for the quality performance of their duties.
5. Responsibility
The receptionist secretary is responsible for:
5.1. Non-fulfillment (undue fulfillment) of one's official duties stipulated by this job description within the framework defined by the labor legislation of the Russian Federation.
5.2. Offenses committed in the course of their activities within the framework of certain administrative, criminal and civil laws of the Russian Federation.
5.3. Causing material damage in the framework of certain labor, criminal and civil legislation of the Russian Federation.
Head of the structural unit: _____________ __________________
(signature) (last name, initials)
I have read the instructions
one copy received: _____________ __________________
(signature) (last name, initials)
SECRETARY OFFICIAL INSTRUCTION
I affirm
CEO
Surname I.O. ________________
"________" _____________ ____ g.
1. General Provisions
1.1. The Secretary belongs to the category of technical performers.
1.2. The secretary is appointed and dismissed by order of the general director of the company.
1.3. The Secretary reports directly to the Director General.
1.4. During the absence of the secretary, his rights and obligations are transferred to another official, which is announced in the order for the organization.
1.5. A person who meets the following requirements is appointed to the post of secretary: education - higher, incomplete higher or secondary specialized, experience of similar work from six months, knowledge of office equipment (fax, copier, scanner, printer), Microsoft Office programs (Word, Excel).
1.6. The Secretary is guided in his activities:
- legislative acts of the Russian Federation;
-, the internal labor regulations, other regulatory acts of the company;
- orders and orders of management;
- this job description.
2. The duties of the secretary
The secretary performs the following duties:
2.1. Carries out work on the organizational and technical support of the administrative and managerial activities of the head.
2.2. It accepts the correspondence received by the head for consideration, transfers it in accordance with the decision to the structural units or to a specific contractor for use in the work process or preparation of answers.
2.3. Accepts documents and personal applications for the signature of the head.
2.4. Answers phone calls, captures and transmits service information to the head, organizes telephone calls of the head.
2.5. On behalf of the head draws up letters, inquiries, other documents.
2.6. It carries out work on the preparation of meetings and meetings held by the head (collecting the necessary materials, notifying participants about the time and place of the meeting, the agenda, their registration), conducts and draws up the minutes of meetings and meetings.
2.7. It exercises control over the execution by employees of the enterprise of issued orders and instructions, as well as compliance with the deadlines for the implementation of instructions and instructions of the head taken for control.
2.8. It provides the manager’s workplace with the necessary tools of organizational equipment, stationery, creates conditions conducive to the effective work of the manager.
2.9. Organizes the reception of visitors, promotes the speed of consideration of requests and proposals of employees.
2.10. Forms cases in accordance with the approved nomenclature, ensures their safety and submits to the archive in a timely manner.
2.11. : orders air and train tickets, book hotels.
2.12. Fulfills individual service orders of his immediate supervisor.
3. Rights of the secretary
The secretary has the right:
3.1. Receive information, including confidential, to the extent necessary to solve the tasks.
3.2. Submit to management suggestions for improving their work and the work of the company.
3.3. To request in person or on behalf of the head of the enterprise divisions and other specialists information and documents necessary for the performance of his duties.
3.4. Require the management to create normal conditions for the performance of official duties and the safety of all documents resulting from the activities of the company.
3.5. Make decisions within their competence.
4. Responsibility of the Secretary
4.1. For failure to fulfill and / or untimely, negligent performance of their duties.
4.2. For non-compliance with applicable instructions, orders and instructions for maintaining trade secrets and confidential information.
4.3. For violation of the rules of the internal labor schedule, labor discipline, safety regulations and fire safety.
SECRETARY OFFICIAL INSTRUCTION
I affirm
___________________________________ (initials, last name)
(name of organization, _________________________
acceptance, etc., its organizational- (director or other must-
legal form)
to approve
nostalny instruction)
"" ____________ 20__g.
Job description
executive Secretary
______________________________________________
(name of organization, enterprise, etc.)
"" ______________ 20__ N_________
This job description is developed and approved by
the basis of the employment contract with __________________________________________
(job title of the person on whom
And in accordance with
compiled this job description)
provisions of the Labor Code of the Russian Federation and other regulatory
acts governing labor relations in the Russian Federation.
I. General Provisions
1.1. Secretary of the head belongs to the category of technical
performers.
1.2. A person having
higher professional education, without presenting requirements for experience
work, or secondary vocational education and work experience in
specialty for at least __________ years.
1.3. Appointment of a secretary of a manager and dismissal
from it is carried out by order of the head of the enterprise upon presentation
1.4. The secretary should know:
- decrees, orders, orders, other guidelines and
regulatory documents of higher and other bodies relating to
company activities;
- provisions, instructions, other regulatory documents for maintaining
paperwork;
- the structure and leadership of the enterprise and its divisions;
- the charter of the enterprise;
- organization of paperwork;
- methods for processing and processing documents;
- archival business;
- typewriting;
- rules for the use of intercoms;
- standards of a unified system of organizational and administrative
documentation
- rules for printing business letters using standard forms;
- the basics of ethics and aesthetics;
- rules of business communication;
- rules for the operation of computer technology;
- The basis of administrative law and labor law;
- internal labor regulations;
- rules and norms of labor protection, safety measures,
industrial sanitation and fire protection;
1.5. The secretary reports directly to the manager
________________________________________________________________________.
(enterprise, structural unit)
1.6. During the absence of the secretary (vacation, illness, etc.)
duties are performed by the person appointed in the prescribed manner,
which acquires the relevant rights and is responsible for
proper performance of the duties assigned to him.
1.7. ______________________________________________________________.
II. Job responsibilities
Secretary:
2.1. Carries out work on organizational and technical support
administrative and managerial activities of the head.
2.2. Accepts the incoming for consideration by the head
correspondence, transfers it in accordance with the decision in
structural units or specific performers for use in
process of work or preparation of answers.
2.3. Conducts paperwork, performs various operations with
the use of computer equipment designed to collect, process and
presentation of information in the preparation and adoption of decisions.
2.4. Accepts documents and personal applications for the signature of the head.
2.5. Prepares documents and materials necessary for work
leader.
2.6. Keeps track of timely review and submission
structural units and specific executors of documents,
transferred to the head for signature, ensures their quality
editing.
2.7. Organizes telephone calls of the head,
records in his absence the information received and brings it to him
information its contents, transmits and receives information on
reception and communication devices (fax, telex, etc.), as well as
telephone messages, timely brings to his attention information,
received through communication channels.
2.8. On behalf of the head draws up letters, requests, other
2.9. Performs work on the preparation of meetings and meetings,
conducted by the head (collection of necessary materials, notification
participants about the time and venue, the agenda, their registration),
leads and draws up minutes of meetings and meetings.
2.10. Exercises control over the performance by the employees of the enterprise
issued orders and orders, as well as compliance with deadlines
fulfillment of instructions and instructions of the head taken for control.
2.11. Leads a control and registration card file.
2.12. Provides the manager’s workplace with the necessary
organizational equipment, stationery,
creates conditions conducive to the effective work of the leader.
2.13. Prints office materials at the direction of the head,
necessary for its work, or enters current information into the data bank.
2.14. Organizes the reception of visitors, promotes efficiency
consideration of requests and proposals of employees.
2.15. Forms cases in accordance with the approved nomenclature,
ensures their safety and submits to the archive in a timely manner.
2.16. Fulfills separate official assignments of the head.
2.17. _____________________________________________________________.
The secretary has the right:
3.1. Get acquainted with the draft decisions of the enterprise management,
relating to his activities.
3.2. Submit suggestions for management to consider
improving work related to responsibilities
this instruction.
3.3. To inform the direct
to the manager about all the shortcomings identified in the process of their
job duties, and make suggestions for their elimination.
structural units and specialists information and documents,
necessary for the performance of their duties.
3.5. Require management to assist in
the performance of their duties and rights.
3.6. ______________________________________________________________.
IV. Responsibility
The Secretary is responsible for:
4.1. For improper performance or non-performance of their duties
duties stipulated by this job description in
limits defined by the labor legislation of the Russian Federation.
4.2. For offenses committed in the course of their
activities - to the extent determined by administrative, criminal and
civil legislation of the Russian Federation.
4.3. For causing material damage - within the limits defined
labor and civil legislation of the Russian Federation.
Job description developed in accordance with ________________
(name,
_____________________________.
document number and date)
Head of the structural unit (initials, surname)
_________________________
(signature)
"" _____________ 20__g.
(initials, last name)
_____________________________
(signature)
"" ________________ 20__g.
Familiarized with the instruction: (initials, surname)
_________________________
(signature)
"" _____________ 20__g.
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