Job description of the secretary of the organization. Secretary

The secretary is called the boss’s faithful assistant and right hand, and for good reason, because the responsibilities of the manager’s secretary include ensuring effective management and administrative activities. The manager's secretary is engaged in the preparation and execution of business papers and documents, helps the boss in business, and resolves many organizational issues.

The position of a secretary-assistant can also be considered a representative position, since he is the face of the company - he meets guests, answers calls and letters. This type of work requires great composure, communication skills and organization. For this reason, the profession of a secretary can promise great prospects - in the future, a specialist can become an office manager, and then one of the directors or top managers.

The position of executive secretary is required in almost every company that has an office for clients and visitors. These can be both large enterprises and small business organizations.

History of the profession

Over time, the powers of the secretary have expanded significantly and today they can perform a wide variety of functions. Thus, a need arose for specialists with a narrow specialization, as a result of which the profession of secretary-assistant, clerk, secretary-translator and office manager appeared.

Responsibilities of the secretary

The job responsibilities of the secretary-assistant include:

• reception of visitors;
• receiving phone calls;
• record keeping;
• planning the manager's working day;
• organization of meetings;
• ordering tickets and hotel reservations for the manager and other employees during a business trip;
• ordering stationery for the office;
• fulfilling the manager's requests.

Sometimes the functions of the manager's secretary include correspondence in English.

Requirements for a secretary

Requirements for a secretary assistant include:

• secondary or higher education;
• PC ownership;
• knowledge of the basics of office work;
• knowledge of English (sometimes).

Also, the position of secretary requires the following skills:

• punctuality;
• the ability to look good (presentable);
• organization.

Secretary resume sample

Resume sample

How to become a secretary

How to become a secretary? This can be the holder of any higher education who has completed secretarial-assistant courses or received training directly on the job. As a rule, employers do not impose special requirements on the applicant’s acquired specialty, but focus on ensuring that the applicant has the necessary personal qualities and is able to perform duties at the proper level.

Secretary salary

A secretary's salary can vary - from 15 to 45 thousand rubles. Income depends on the employee’s duties and the region in which he works. The average salary of a secretary-assistant is 30 thousand rubles.

Return to Manager Responsibilities

The secretary performs the following duties:

— Carries out work on organizational and technical support for the administrative and administrative activities of the manager.

— Accepts correspondence received for consideration by the manager, transmits it in accordance with the decision made to structural units or a specific performer for use in the work process or preparation of responses.

— Accepts documents and personal statements for the manager’s signature.

— Answers telephone calls, records and transmits official information to the manager, organizes telephone conversations with the manager.

— On behalf of the manager, draws up letters, requests, and other documents.

— Performs work on preparing meetings and meetings held by the manager (collecting the necessary materials, notifying participants about the time and place of the meeting, the agenda, their registration), maintaining and drawing up minutes of meetings and meetings.

— Monitors the execution by employees of the enterprise of issued orders and instructions, as well as compliance with the deadlines for fulfilling the instructions and instructions of the manager, taken under control.

— Provides the manager’s workplace with the necessary organizational equipment, office supplies, and creates conditions conducive to the manager’s effective work.

— Organizes the reception of visitors, facilitates the prompt consideration of requests and suggestions from employees.

— Forms files in accordance with the approved nomenclature, ensures their safety and submits them to the archives within the established time frame.

— Organizes business trips for the manager: orders air and train tickets, books hotels.

— Performs individual official assignments from his immediate superior.

The secretary has the right:

— Receive information, including confidential information, to the extent necessary to solve assigned tasks.

— Submit proposals to management to improve their work and the work of the company.

— Request personally or on behalf of the manager from departments of the enterprise and other specialists information and documents necessary to fulfill his official duties.

— Require management to create normal conditions for the performance of official duties and the safety of all documents generated as a result of the company’s activities.

— Make decisions within your competence.

The secretary is responsible:

— For failure to fulfill and/or untimely, negligent performance of one’s official duties.

— For failure to comply with current instructions, orders and regulations on maintaining trade secrets and confidential information.

— For violation of internal labor regulations, labor discipline, safety and fire safety rules.

Director's responsibilities
Former director
External control
Operational management
Control system

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What a secretary must know and be able to do is set out in the qualification description.

Qualification characteristics- this is a normative document that establishes what a particular employee should do at his job, what he should know and be able to do for this, and what should be the level of his training.

Job responsibilities (the secretary must be able to) Perform technical functions to support and maintain the work of the head of the enterprise (or division), help plan the manager’s working day. Receive information necessary for the manager from departments or performers, call employees on his instructions. Organize telephone conversations of the manager, receive and transmit telephone messages, record received messages in his absence and bring their contents to the attention of the manager. Organize trips and business trips for the manager. Carry out work on preparing meetings and meetings held by the manager (collecting the necessary materials, notifying participants about the time, place and agenda of the meeting or meeting, registering them), maintaining and drawing up minutes. Provide the manager’s workplace with office supplies, organizational equipment, and create conditions conducive to his effective work. Transmit and receive information via intercoms, quickly print various materials as directed by the manager. Conduct documentation work, accept correspondence addressed to the manager, systematize it in accordance with the procedure adopted at the enterprise and transfer it, after consideration, to the heads of departments or specific performers for use in the process of their work or for preparing a response. Provide information services to the manager and employees (oral, documentary, compile press reviews, provide copies of interesting articles). Monitor the deadlines for completing the manager’s instructions on personal applications from citizens. Organize the reception of visitors, while showing tact and attention to them, facilitate the prompt consideration of requests and suggestions from employees, formulate files in accordance with the approved nomenclature of files, ensure their safety and submit them to the archives within the established time frame. Create and use databases (including Internet information).

The secretary must know: the activities of the company and the job responsibilities and competencies of employees; regulations and instructions for documentation support; typescript; work on a personal computer, modern computer editors (Word, Excel, etc.); spelling and punctuation rules; the order of material arrangement when printing various documents; rules for operating office equipment (faxes, mini-automatic telephone exchanges, copiers, voice recorders, tape recorders); rules for using intercoms; standards for a unified system of organizational and administrative documentation; internal labor regulations; fundamentals of the scientific organization of secretarial work; human psychology and the laws of effective communication; office etiquette; rules and regulations of labor protection, safety, industrial sanitation and fire protection; foreign language of clients and partners; Labor Code of the Russian Federation.

To develop and specify qualification characteristics at enterprises (firms), job descriptions are developed.

A job description is the main organizational and legal document that regulates the activities of the secretary, defining his rights, position in the organization, and the nature of his work. The secretary relies on this document in his relationships with employees. What is written in the job description, then the question arises, what rights are given in it, those are the ones the secretary has.

The job description for a secretary is an individual document, since the position of a secretary has many gradations. In a small organization (or company) there will be only one secretary (referent secretary). In larger organizations, the manager and his deputies may have secretaries in each structural unit. There are secretaries of the board, scientific secretaries of scientific councils, etc. Each secretary always, based on the volume and specifics of the organization’s activities, the requirements of the manager and his trust in the secretary, develops his own range of responsibilities 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 document and non-document services that are performed by all secretaries. In addition, the peculiarity and complexity of drawing up a secretary’s job description are due to the versatility of his activities. Therefore, it is impossible to talk about any single standard for the job description of a secretary (referent secretary).

However, like any job description, there are general requirements for it. First of all, it has an already established unified structure of the text, namely sections:

1. General Provisions;

2) functions;

3) job responsibilities;

5) responsibility;

6) relationships;

7) connections by position.

A “Work Evaluation” section may be added, and in recent years the “Work Organization (Daily Routine)” section has increasingly appeared.

The “General Provisions” section contains the exact name of the position in accordance with the staffing table, the place in the management system, i.e. the name of the structural unit and subordination, the procedure for appointment and dismissal and the procedure for replacement. In large organizations that have a preschool educational institution service, the secretary has dual subordination - directly to his supervisor and to the head of the preschool educational institution service. Secretaries are appointed and dismissed by order of the head (in a large organization - on the proposal of the head of the preschool educational institution service).

This section also specifies requirements for professional training and work experience. Today, the attitude towards the secretary and the requirements for him have changed dramatically. Firms are looking for a secretary with a higher or secondary specialized education, who knows a foreign language and is fluent on a computer. Increasingly, the secretary, as well as abroad, is required to know not one, but two or more foreign languages, since companies have numerous contacts with foreign partners, and the secretary communicates with them. It also contains instructions on the main legislative, regulatory, normative, methodological, organizational, and administrative documents that guide the secretary in his work.

The “Functions” section lists the main areas of activity of the secretary (secretary-assistant), for example: information and documentation support for the manager, organizational support for the manager’s work, participation in the preparation of exhibitions and presentations, etc.

The “Job Responsibilities” section lists all types of work, operations and technologies used in their implementation. It lists the work performed by the secretary in a logical sequence. All types of work are divided into operations indicating the execution technology. For example, the function “information and documentation support” is divided into two parts: documentation and work with documents. Documentation, in turn, includes drawing up letters (invitation letters, reminder letters, etc.), telegrams, etc., on the instructions of the project manager; typing manager documents on a computer; checking the correctness of the documents when presented to the manager for signature (visas, availability and correctness of details in accordance with the requirements of the standard, etc.); making and certifying copies of documents, etc. Working with documents includes receiving incoming documents (hours are indicated, for example: at 09 and 16 hours), receiving faxes and e-mail (during the day); initial processing of received documents in accordance with the requirements of the office management instructions; preliminary review of documents (if entrusted to the secretary); registration of documents according to the rules established in the organization; report of documents to the manager, etc.

The “Rights” section is perhaps the most important. He emphasizes the secretary’s place in the management system, his importance, and position in the organization. It is through rights that the powers delegated by the manager to the secretary and the degree of his independence are visible. This section allows the secretary to free up the manager's time to solve basic strategic and tactical tasks.

It is this section of the job description that gives the secretary (secretary-referent) greater or lesser powers and determines the degree of his capabilities.

The “Responsibility” section is drawn up in strict accordance with the law.

The section “Relationships (connections by position)” is also very important for organizing the work of any employee of the management apparatus, and primarily this is due to the active implementation of automated systems that require detailed indication of what information, in what form, to whom it is transmitted and from whom it is received .

In recent years, a “Job Evaluation” section has often appeared in job descriptions. It usually specifies criteria for the timeliness of work and its quality, for example: absence of complaints, claims and criticisms; no errors in documents; compliance with deadlines for the execution of management instructions, etc.

As a rule, the job description ends with an indication of the procedure for its revision. The conditions for revising a job description may be changes in the structure of the organization, resulting in a redistribution of employee responsibilities, a change in the types of work performed by the secretary, or the introduction of computer technology. But much more often they indicate the period for mandatory revision or re-approval of instructions (3 years or 5 years).

An optional section is “Work Organization,” but recently it has been very popular and is becoming more common. It provides an approximate daily routine for a secretary's work. It might look like this.

FIRST HALF OF THE WORKING DAY:

1) come to work 10 minutes before the manager in order to check the condition of the workplace (yours and the manager’s), get yourself in order, draw up or clarify a plan for the coming day;

2) select the necessary documents and files in accordance with the plan;

3) receive correspondence, familiarize yourself with the contents, set aside documents that require a priority decision from the manager;

4) immediately transfer telegrams, urgent faxes and telephone messages to the manager;

5) for the remaining documents, prepare options for possible answers or resolutions, distribute them among the executors;

6) view received reviews, reports, invitations, etc.

d.; record the dates and times of all events in your calendar diary;

7) keep the documents necessary for current information and reference work;

8) report to the manager about the received correspondence;

9) together with the manager, clarify the content of planned events for the current day;

10) convey the manager’s instructions to the relevant executors by phone and in person and remind them of the expiring deadlines for the execution of documents.

SECOND HALF OF THE DAY:

1) collection and preparation of executed documents for signing;

2) report to the manager about the executed documents, take the documents processed by him from the manager;

3) process and send outgoing documents;

4) schedule activities for the next day.

Throughout the working day the following is carried out:

a) work with visitors, telephone conversations;

b) filing of executed documents in files;

c) performing work on a computer;

d) organizing the copying of documents in accordance with the instructions of the manager.

END OF WORKING DAY:

1) review your diary and inform the relevant departments about the need to prepare for certain events;

2) if the manager remains to work after the end of the working day, it is necessary to provide him with all the necessary information and materials;

3) put your workplace in order, remove documents, lock the safe and all filing cabinets, turn off electronic and technical equipment from the network.

The job description is an integral part of the entire package of documents necessary for organizing the work of the management apparatus.

ADVICE. Organize your work day so that you can get everything done and be useful to everyone. Dedicate yourself to your work, but do not forget that there are issues that are beyond your competence. So do only what you have to do.

To sum it up: It should be noted once again that the job description for a secretary is an individual document, since the position of a secretary has many gradations. Each secretary, based on the volume and specifics of the organization’s activities, the requirements of the manager and his trust in the secretary, develops his own range of responsibilities and rights, various combinations of creative, logical and technical types of work.

The chief engineer of an enterprise is usually considered the director’s right hand, and the deputy for commerce is the left, but when the secretary is absent, the director has no hands at all.

The concept of secretary and varieties
The concept of "secretary" quite wide. Translated from Latin, the word “secretarius” means “confidant”.

Usually the relationship between the secretary and the manager is quite trusting, and this is how it should be, because obligated by official powers.

The concept of secretary today is quite complex and has many gradations, I will give an example of some of them:
Technical secretary– works with office equipment (fax, multifunctional device, personal computer), uses the Internet, carries out instructions from managers and employees, calls companies and institutions on behalf of the manager, receives and sends messages via communications.
Reception secretary– receives incoming letters and faxes, e-mails, answers telephone calls, forwards them to departments or specific employees, and greets visitors.
Office secretary– receives and analyzes correspondence, carries out instructions from the manager and his deputies, types documents, maintains documentation.
Secretary-assistant- not only a secretary, but also a specialist who is well acquainted with the activities of the company, which in some cases can make some independent decisions. The assistant secretary prepares the manager's reports, searches for the necessary documentation for the manager, plans the manager's working day, and resolves administrative issues within his competence.
Office Manager– ensures the functioning of the entire office: prepares materials for presentations, ensures uninterrupted transport services, clear communications, ensures the operation of office equipment and the availability of stationery. The office manager is responsible for the appearance of the office; in a small institution, he can simultaneously perform the functions of a personnel officer.
In small commercial organizations, secretaries, by whatever name they are called, are distinguished by the fact that they have to perform universal work.
The profession of a secretary is perhaps the closest to the profession of an actor. The specificity and complexity of the secretary's work is due to the fact that he is always in sight, in the center of communication with management, colleagues, and clients. A smile, a pleasant voice, a neat appearance, confident gestures and goodwill, regardless of the mood, create a special atmosphere in the office.

Secretary's job description

I APPROVED
CEO
Last name I.O. ________________
"________"_____________ ____ G.

1. General Provisions

1.1. The secretary belongs to the category of technical performers.
1.2. The secretary is appointed to the position and dismissed from it by order of the general director of the company.
1.3. The secretary reports directly to the general director / head of the company's structural unit.
1.4. During the absence of the secretary, his rights and responsibilities are transferred to another official, as announced in the order of the organization.
1.5. A person who meets the following requirements is appointed to the position of secretary: education - higher, incomplete higher or secondary specialized, experience in similar work for at least six months, knowledge of office equipment (fax, copier, scanner, printer), Microsoft Office programs (Word, Excel).
1.6. The Secretary is guided in his activities by:
— legislative acts of the Russian Federation;
— The company’s charter, internal labor regulations, and other regulations of the company;
— orders and instructions from management;
- this job description.

2. Job responsibilities of the secretary

The secretary performs the following duties:
2.1. Carries out work on organizational and technical support for the administrative and administrative activities of the manager.
2.2. Accepts correspondence received for consideration by the manager, transmits it in accordance with the decision made to structural units or a specific performer for use in the work process or preparation of responses.
2.3. Accepts documents and personal statements for the manager’s signature.
2.4. Answers telephone calls, records and transmits official information to the manager, organizes telephone conversations with the manager.
2.5. On behalf of the manager, draws up letters, requests, and other documents.
2.6. Performs work on preparing meetings and meetings held by the manager (collecting the necessary materials, notifying participants about the time and place of the meeting, the agenda, their registration), maintains and draws up minutes of meetings and meetings.
2.7. Monitors the execution by employees of the enterprise of issued orders and instructions, as well as compliance with the deadlines for fulfilling the instructions and instructions of the manager, taken under control.
2.8. Provides the manager’s workplace with the necessary organizational equipment, office supplies, and creates conditions conducive to the manager’s effective work.
2.9. Organizes the reception of visitors, facilitates the prompt consideration of requests and suggestions from employees.
2.10. Forms files in accordance with the approved nomenclature, ensures their safety and submits them to the archives within the established time frame.
2.11. Organizes business trips for the manager: orders air and train tickets, books hotels.
2.12.

Performs individual official assignments from his immediate superior.

3. Secretary's rights

The secretary has the right:
3.1. Receive information, including confidential information, to the extent necessary to solve assigned tasks.
3.2. Submit proposals to management to improve your work and that of the company.
3.3. Request personally or on behalf of the manager from departments of the enterprise and other specialists information and documents necessary to fulfill his official duties.
3.4. Require management to create normal conditions for the performance of official duties and the safety of all documents generated as a result of the company’s activities.
3.5. Make decisions within your competence.

4. Responsibility of the secretary

The secretary is responsible:
4.1. For failure to perform and/or untimely, negligent performance of one’s official duties.
4.2. For failure to comply with current instructions, orders and regulations on maintaining trade secrets and confidential information.
4.3. For violation of internal labor regulations, labor discipline, safety and fire safety rules.

If after reading this article you do not receive a definite answer, seek quick help.

Qualification reference book for positions of managers, specialists and other employees, approved. Resolution of the Ministry of Labor of Russia dated August 21, 1998 No. 37 classifies the position of the secretary of the manager as a technical performer.

A SECRETARY is an executive assistant responsible for document support for the activities of a manager, a structural unit, or the organization as a whole, working independently, without direct control from the manager, making decisions and expressing judgments on issues within his competence.

International Association of Secretaries

A qualified secretary frees up to 30% of the manager's working time, provides the necessary information to every fourth visitor and independently resolves up to half of all telephone inquiries

But the professional tasks and functions of a secretary are largely determined by the direction and specifics of the organization’s activities, its corporate culture, the manager’s work style and some other factors.

The Qualification Directory of Positions of Managers, Specialists and Other Employees contains the qualification characteristics of the following secretariat employees:

typists;

secretary-typist;

manager's secretary;

secretary-stenographer;

administrator;

Scientific Secretary.

Each qualification characteristic included in the Handbook is a normative document regulating the content of the functions performed by the employee.

Compliance of an employee with qualification requirements is a necessary but not sufficient condition for his effective work. Depending on the field of activity of the organization, its corporate culture, organizational structure, size, management style, the list of functional responsibilities of the secretary may be different, and their effective implementation requires not only an appropriate level of professional knowledge, but also certain skills, abilities, business and personal qualities .

Secretary in a commercial organization

In modern commercial structures there is no clear division of secretaries by qualification, as provided for in the Qualification Handbook, and the term “secretary” is used to refer to secretaries at different levels.

The labor market for secretaries is represented today by such positions as telephone secretary, reception secretary; office secretary; assistant secretary; secretary-clerk; office manager (administrator); secretary-translator; assistant (personal secretary) to the manager; head of the secretariat.

Let's consider the main job responsibilities and requirements for these categories of workers.

The secretary is on the phone. Primary job responsibilities include answering and forwarding telephone calls and receiving faxes. A telephone secretary must know the basic rules of conducting telephone conversations, speak well, and be able to use office equipment. An additional requirement is to have a pleasant voice.

In foreign companies and Russian firms working with foreign clients, a position similar in nature of work may be called reception secretary. In addition to answering phone calls, her responsibilities include meeting clients and organizing negotiations. One of the main requirements for candidates for this vacancy is knowledge of a foreign language at a good conversational level.

The secretary of the head (office) performs a fairly significant amount of duties: receiving telephone calls, meeting clients, conducting office work, supplying the office with office supplies and consumables. The manager's secretary must know the management documentation system, business etiquette, and be able to use a computer, computer programs and Internet resources.

The job responsibilities of the assistant secretary, in addition to those listed above, include planning the manager’s working time, preparing and organizing meetings, and carrying out important assignments. In this regard, the assistant secretary must have a good knowledge of the field of activity of the company and its management team, and be able to work with information and legal systems.

In large companies, the position of office manager (administrator) is often introduced, whose responsibilities include resolving all issues of ensuring the functioning of the office (purchasing office supplies and consumables, organizing cleaning of premises), managing couriers and secretaries, monitoring compliance with the work schedule, etc. . An office manager must know the basics of marketing, management, production organization, be able to organize office work, prepare presentations, and negotiations. Good organizational skills are a must.

The position of secretary-translator is provided for in companies conducting active foreign economic activity. In addition to fluency in a foreign language, a specialist is required to have knowledge of special terminology, the ability to facilitate negotiations, master the technique of interpretation and translation, and the ability to accompany a manager on business trips abroad. Knowledge of business etiquette is a mandatory requirement.

The manager's assistant (personal secretary) monitors the execution of instructions, decisions, compliance with internal labor regulations, helps the manager formulate constructive decisions, organizes meetings and negotiations, and plans and organizes the manager's working day. The assistant manager must have knowledge in the field of management, documentation support for management, must know the basics of labor organization, economics and technology. Additional requirements are psychological compatibility with the manager and knowledge of the rules of etiquette.

The position of head of the secretariat is introduced, as a rule, in large companies with a staff of at least 5-8 secretaries in the office. The main job responsibilities are the placement, organization, coordination of the work of secretaries and control over their activities. In some companies, the job responsibilities of the head of the secretariat are partially combined with the functions of an administrator (office manager).

In recent years, in the context of new economic and social realities, integrated requirements for secretaries have begun to emerge. In fact, many employers are beginning to require employees to meet international professional standards. The basis of professional standards in Europe and the USA is the ISO-9000 standard - quality management systems are based on it, at the center of which is a certified employee.

Each qualification characteristic included in the directory is a normative document regulating the content of the functions performed by the employee.

In modern commercial structures there is no clear division of secretaries by qualification, as provided for in the qualification directory, and the term “secretary” is used to refer to secretaries of different levels

The labor market for secretaries is represented today by such positions as telephone secretary, reception secretary, office secretary, assistant secretary, clerical secretary, office manager, translator secretary, executive assistant, head of the secretariat.

Legal regulation of the secretary's activities is carried out using job descriptions. The job description of the secretary is drawn up in order to cover the entire range of professional rights and responsibilities of this employee. It defines his rights and job responsibilities, as well as responsibility for failure to perform or improper performance of his labor function.

The importance of the secretary's job description is very great. It is primarily necessary to avoid violations of labor legislation and specify the duties of the specified employee, since it contains the basic requirements for the secretary in relation to special knowledge, knowledge of the law, certain methods and means that the secretary must be able to use in the performance of his official duties.

The secretary's job description has a specific form. At the same time, when developing it, the employer should rely on the regulations on the structural unit of the organization. The job description and the regulations on the structural unit are interrelated documents that complement each other. This relationship can be seen in the fact that the responsibilities of each secretary arise from the tasks and functions of the structural unit of the organization itself.

The job description is drawn up on a general form. The text of the secretary's job description includes the following sections:

1. General Provisions";

2) "Functions";

3) "Job responsibilities";

4) "Rights";

5) "Responsibility".

It should also be noted that effective joint work between the manager and the secretary is possible only if there is complete mutual trust between them. This trust is based on unity of views, a common understanding of the goals and objectives of the work, passion for the work, the desire to achieve high efficiency of the organization, sufficient professional training, diligence and reliability of the secretary, assimilation of the individual work style of the manager, the ability to understand and predict the course of his thoughts and the logic of judgments , mutual respect.

Also important factors for the success of the work of a personal secretary are the ability to behave with people and the ability to create an impression that increases the authority of the manager. The secretary must be an important link in the system of contacts of his manager, ensuring effective communication and timely adoption of necessary measures. The secretary is the personal representative of his manager, and fulfilling this key role requires the ability to make a favorable impression on employees of the organization and representatives of other companies. The role of the manager's secretary, as defined in the brochure of the European Association of Professional Secretaries, is to know the essence of the activities of his manager and be able to take on a significant part of this work.

We bring to your attention a typical example of a job description for a manager's secretary, sample 2019. should include the following sections: general regulations, job responsibilities of the manager’s secretary, rights of the manager’s secretary, responsibility of the manager’s secretary.

Job description of the secretary of the head belongs to the section " Industry-wide qualification characteristics of positions of workers employed in enterprises, institutions and organizations".

The job description of the manager's secretary should reflect the following points:

Job responsibilities of the manager's secretary

1) Job responsibilities. Carries out work on organizational and technical support for the administrative and administrative activities of the head of the enterprise. Accepts correspondence received for consideration by the manager, transmits it in accordance with the decision made to structural units or specific performers for use in the work process or preparation of responses. Conducts office work, performs various operations using computer technology designed to collect, process and present information when preparing and making decisions. Accepts documents and personal statements for signature by the head of the enterprise. Prepares documents and materials necessary for the manager’s work. Monitors the timely review and submission by structural units and specific executors of documents received for execution, checks the correctness of the prepared draft documents submitted to the manager for signature, and ensures their high-quality editing. Organizes telephone conversations of the manager, records the information received in his absence and brings its contents to his attention, transmits and receives information via intercoms (telefax, telex, etc.), as well as telephone messages, promptly brings to his attention information received through communication channels. On instructions from the manager, he composes letters, requests, and other documents, and prepares responses to the authors of the letters. Performs work on preparing meetings and meetings held by the manager (collecting the necessary materials, notifying participants about the time and place of the meeting, the agenda, their registration), maintains and draws up minutes of meetings and meetings. Monitors the execution by employees of the enterprise of issued orders and instructions, as well as compliance with the deadlines for fulfilling the instructions and instructions of the head of the enterprise, taken under control. Maintains a control and registration file. Provides the manager’s workplace with the necessary organizational equipment, office supplies, and creates conditions conducive to his effective work. At the direction of the manager, prints official materials necessary for his work or enters current information into the data bank. Organizes the reception of visitors, facilitates the prompt consideration of requests and suggestions from employees. Forms files in accordance with the approved nomenclature, ensures their safety and submits them to the archives within the established time frame. Copies documents on a personal copier.

The manager's secretary should know

2) When performing his duties, the manager's secretary must know: resolutions, instructions, orders and other guidance materials and regulatory documents relating to the activities of the enterprise and record keeping; structure and management of the enterprise and its divisions; organization of office work; methods of registration and processing of documents; archival work; typescript; rules for using intercoms; standards for a unified system of organizational and administrative documentation; rules for printing business letters using standard forms; fundamentals of ethics and aesthetics; rules of business communication; basics of labor organization and management; rules for operating computer equipment; fundamentals of administrative law and labor legislation; internal labor regulations; rules and regulations of labor protection.

Requirements for the qualifications of a manager's secretary

3) Qualification requirements. Higher professional education without requirements for work experience or secondary vocational education and work experience in the specialty for at least 2 years.

1. General Provisions

1. The secretary belongs to the category of technical performers.

2. A person who has a higher professional education without requirements for work experience or secondary vocational education and work experience in the specialty of at least 2 years is accepted for the position of secretary.

3. The secretary is hired and dismissed by the director of the organization.

4. The secretary must know:

• resolutions, instructions, orders and other guidance materials and regulatory documents relating to the activities of the organization and record keeping;
• structure and management of the organization and its divisions;
• organization of office work;
• methods of registration and processing of documents;
• archival work;
• typescript;
• rules for using intercoms;
• standards for a unified system of organizational and administrative documentation;
• rules for printing business letters using standard forms;
• fundamentals of ethics and aesthetics;
• rules of business communication;
• basics of labor organization and management;
• rules for operating computer equipment;
• fundamentals of administrative law and labor legislation;
• internal labor regulations;
• rules and regulations of labor protection, safety, industrial sanitation and fire protection.

5. In his activities, the secretary is guided by:

• legislation of the Russian Federation,
• Charter of the organization,
• orders and instructions of employees to whom he is subordinate in accordance with these instructions,
• this job description,
• Internal labor regulations of the organization.

6. The secretary reports directly to the director of the organization (director of the organization, head of department, etc.)

7. During the absence of the secretary (business trip, vacation, illness, etc.), his duties are performed by a person appointed by the director of the organization in the prescribed manner, who acquires the corresponding rights, duties and is responsible for the performance of the duties assigned to him.

2. Job responsibilities of the manager’s secretary

Secretary:

1. Carries out work on organizational and technical support for the administrative and administrative activities of the director of the organization.

2. Accepts correspondence received for consideration by the director, transmits it in accordance with the decision made to structural units or specific executors for use in the work process or preparation of responses.

3. Conducts office work, performs various operations using computer technology designed to collect, process and present information when preparing and making decisions.

4. Accepts documents and personal statements for signature by the director of the organization.

5. Prepares documents and materials necessary for the director’s work.

6. Monitors the timely review and submission by structural units and specific executors of documents received for execution, checks the correctness of the prepared draft documents submitted to the director for signature, and ensures their high-quality editing.

7. Organizes telephone conversations with the director, records the information received in his absence and brings its contents to his attention, transmits and receives information via intercom devices (telefax, telex, etc.), as well as telephone messages, promptly communicates to his information information received through communication channels.

8. On behalf of the director, he compiles letters, requests, and other documents, and prepares responses to the authors of the letters.

9. Performs work on preparing meetings and meetings held by the director (collecting necessary materials, notifying participants about the time and place of the meeting, agenda, their registration), maintaining and drawing up minutes of meetings and meetings.

10. Monitors the execution by employees of the organization of issued orders and instructions, as well as compliance with the deadlines for fulfilling the instructions and instructions of the director of the organization, taken under control.

11. Maintains a control and registration file.

12. Provides the director’s workplace with the necessary organizational equipment, office supplies, and creates conditions conducive to his effective work.

13. Prints, at the direction of the director, official materials necessary for his work or enters current information into the data bank.

14. Organizes the reception of visitors, facilitates the prompt consideration of requests and suggestions from employees.

15. Forms files in accordance with the approved nomenclature, ensures their safety and submits them to the archives within the established time frame.

16. Copies documents on a personal copier.

17. Complies with the internal labor regulations and other local regulations of the organization.

18. Complies with internal rules and regulations of labor protection, safety, industrial sanitation and fire protection.

19. Ensures cleanliness and order in his workplace.

20. Carry out, within the framework of the employment contract, the orders of the employees to whom he is subordinate in accordance with these instructions.

3. Rights of the manager's secretary

The secretary has the right:

1. Submit proposals for improvement of work related to the responsibilities provided for in this instruction for consideration by the director of the organization.

2. Request from structural divisions and employees of the organization the information necessary for him to perform his job duties.

3. Get acquainted with the documents defining his rights and responsibilities for his position, criteria for assessing the quality of performance of official duties.

4. Get acquainted with the draft decisions of the organization’s management relating to its activities.

5. Require the management of the organization to provide assistance, including ensuring organizational and technical conditions and execution of the established documents necessary for the performance of official duties.

6. Other rights established by current labor legislation.

4. Responsibility of the manager's secretary

The secretary is responsible in the following cases:

1. For improper performance or failure to fulfill one’s job duties provided for in this job description - within the limits established by the labor legislation of the Russian Federation.

2. For offenses committed in the course of their activities - within the limits established by the current administrative, criminal and civil legislation of the Russian Federation.

3. For causing material damage to the organization - within the limits established by the current labor and civil legislation of the Russian Federation.

Job description of the secretary of the head - sample 2019. Job responsibilities of the manager's secretary, rights of the manager's secretary, responsibility of the manager's secretary.

I APPROVED

CEO

1. General Provisions

1.1. The secretary-referent belongs to the category of specialists.
1.2. appointed to a position 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 secretary-referent, his rights and duties are transferred to another official, as announced in the order of the organization.
1.5. A person who meets the following requirements is appointed to the position of secretary-assistant: higher education, at least one year of experience in similar work, knowledge of office equipment (fax, copier, scanner, printer), Microsoft Office programs (Word, Excel), office work, English.
1.6. The secretary-referent is guided in his activities by:

— The company’s charter, internal labor regulations, and other regulations of the company;

2. Job responsibilities of the assistant secretary

The assistant secretary performs the following duties:
2.1. Prepares the necessary documents, provides reception, accounting, registration, control over the execution of documents, information and reference services and storage of document information.
2.2. Controls the quality of preparation, the correctness of drawing up, coordination, and approval of documents submitted for signature to the management of the enterprise.
2.3. Monitors the execution of documents and instructions from management, takes operational measures aimed at their timely and high-quality execution.
2.4. Organizes preparation, decision-making and communicating them to the immediate executors. Analyzes certificates and reports provided to management and gives competent conclusions on them.
2.5. Receives visitors.

2.7. Forms files in accordance with the approved nomenclature, ensures their safety and submits them to the archives within the established time frame.
2.8. Performs other official assignments of his immediate superior.

3. Rights of the assistant secretary

The secretary-referent has the right:


3.3. Request necessary materials from functional services, as well as explanations of the reasons for the delay in completing tasks and instructions from management.

4. Responsibility of the assistant secretary

The assistant secretary is responsible for:

JOB DESCRIPTION OF THE SECRETARY OF THE RECEPTION OF THE HEAD

I approve

_____________________________ (Last name, initials)

(name of organization, its ________________________________

organizational and legal form) (director; other person authorized

approve job description)

——————————————————————-

(name of institution)

00.00.201_g. №00

1. General Provisions

1.1. This job description establishes the rights, responsibilities and job responsibilities of the reception secretary of the head_____________________ (hereinafter referred to as the “enterprise”). Name of institution

1.2. A person with a higher professional education (there are no requirements for work experience) or secondary specialized education and at least 2 years of work experience in the profile is appointed to the position of secretary of the manager’s reception office.

1.3. The reception secretary is subordinate to ___________________________________.

1.4. In his activities, the secretary of the manager’s reception room is guided by:

Legislative and regulatory documents governing relevant issues;

By orders of the head of the enterprise (direct manager);

Rules and regulations of occupational hygiene, labor regulations;

Methodological materials related to issues of its activities;

Charter of the enterprise;

This job description.

1.5. The manager’s reception secretary must know:

Regulatory legal acts, other guidelines and methodological materials relating to the activities of the organization and record keeping;

Rules for using 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 divisions;

Organization of office work;

Methods of registration and processing of documents;

Archival affairs;

Typescript;

Rules of business communication;

Fundamentals of labor organization and management;

Rules for the operation of computer equipment;

Fundamentals of administrative law and labor legislation;

Internal labor regulations;

Labor protection rules and regulations.

1.6. During the absence of the reception secretary of the head, his duties are assigned to his deputy, appointed in the prescribed manner, who bears full responsibility for their proper implementation.

2. Functions

The manager's reception secretary is assigned the following functions:

2.1.Organization of telephone conversations of the manager.

2.2.Organizational preparation of meetings and conferences.

2.3.Organizational and technical support for the administrative and administrative 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 under control.

2.6.Maintaining a control and registration file.

2.7.Organization of reception of visitors.

3. Job responsibilities

The reception secretary is obliged to:

3.1. Accept documents and personal statements for signature by the head of the organization.

3.2. Prepare documents and materials necessary for the work of the manager.

3.3.Monitor the timely review and submission by structural units and specific executors of documents received for execution, check the correctness of the prepared draft documents submitted to the manager for signature, and ensure their high-quality editing.

3.4. Organize telephone conversations of the manager, record the information received in his absence and bring its contents to his attention, transmit and receive information via receiving and intercom devices (telefax, telex, etc.), as well as telephone messages, promptly bring to his attention information information received through communication channels.

3.5. Carry out work on organizational and technical support for the administrative and administrative activities of the head of the organization.

3.6. Accept correspondence received for consideration by the manager, transfer it in accordance with the decision made to structural units or specific performers for use in the work process or preparation of responses.

3.7. Conduct office work, perform various operations using computer technology designed to collect, process and present information when preparing and making decisions.

3.8.Draw up letters, requests, and other documents on behalf of the manager, prepare responses to the authors of the letters.

3.9. Carry out work on preparing meetings and meetings held by the manager (collecting the necessary materials, notifying participants about the time and place of the meeting, the agenda, their registration), maintaining and drawing up minutes of meetings and meetings.

3.10. Provide the manager’s workplace with the necessary organizational equipment, office supplies, and create conditions conducive to his effective work.

3.11.Print, at the direction of the manager, official materials necessary for his work or enter current information into the data bank.

3.12. Organize the reception of visitors, facilitate the prompt consideration of requests and suggestions from employees.

3.13.Copy documents on a personal copier.

3.14. Form files in accordance with the approved nomenclature, ensure their safety and submit them to the archives within the established time frame.

3.15. Monitor the execution by employees of the organization of issued orders and instructions, as well as compliance with the deadlines for fulfilling the instructions and instructions of the head of the organization taken under control.

3.16.Keep a control and registration file.

The manager's reception secretary has the right to:

4.1.Improve your qualifications in the prescribed manner.

4.2. Require management to provide assistance in carrying out their duties.

4.3. Make proposals for improving work related to the responsibilities provided for in this job description.

4.4. Familiarize yourself with the relevant documents and information necessary for the quality performance of your duties.

5.Responsibility

The manager's reception secretary is responsible for:

5.1. Failure to fulfill (improper performance) of one’s job duties as provided for in this job description within the framework defined by the labor legislation of the Russian Federation.

5.2. Offenses committed in the course of carrying out their activities within the framework determined by the administrative, criminal and civil legislation of the Russian Federation.

5.3. Causing material harm within the framework defined by labor, criminal and civil legislation of the Russian Federation.

Head of structural unit: _____________ __________________

(signature) (surname, initials)

I have read the instructions,

one copy received: _____________ __________________

(signature) (surname, initials)

JOB DESCRIPTION OF THE SECRETARY

I APPROVED

CEO
Last name I.O. ________________
"________"_____________ ____ G.

1. General Provisions

1.1. The secretary belongs to the category of technical performers.
1.2. The secretary is appointed to the position and dismissed from it by order of the general director of the company.
1.3. The Secretary reports directly to the General Director /.
1.4. During the absence of the secretary, his rights and responsibilities are transferred to another official, as announced in the order of the organization.
1.5. A person who meets the following requirements is appointed to the position of secretary: education - higher, incomplete higher or secondary specialized, experience in similar work for at least six months, knowledge of office equipment (fax, copier, scanner, printer), Microsoft Office programs (Word, Excel).
1.6. The Secretary is guided in his activities by:
— legislative acts of the Russian Federation;
— , Internal labor regulations, other regulations of the company;
— orders and instructions from management;
- this job description.

2. Job responsibilities of the secretary

The secretary performs the following duties:
2.1. Carries out work on organizational and technical support for the administrative and administrative activities of the manager.
2.2. Accepts correspondence received for consideration by the manager, transmits it in accordance with the decision made to structural units or a specific performer for use in the work process or preparation of responses.
2.3. Accepts documents and personal statements for the manager’s signature.
2.4. Answers telephone calls, records and transmits official information to the manager, organizes telephone conversations with the manager.
2.5. On behalf of the manager, draws up letters, requests, and other documents.
2.6. Performs work on preparing meetings and meetings held by the manager (collecting the necessary materials, notifying participants about the time and place of the meeting, the agenda, their registration), maintains and draws up minutes of meetings and meetings.
2.7. Monitors the execution by employees of the enterprise of issued orders and instructions, as well as compliance with the deadlines for fulfilling the instructions and instructions of the manager, taken under control.
2.8. Provides the manager’s workplace with the necessary organizational equipment, office supplies, and creates conditions conducive to the manager’s effective work.
2.9. Organizes the reception of visitors, facilitates the prompt consideration of requests and suggestions from employees.
2.10. Forms files in accordance with the approved nomenclature, ensures their safety and submits them to the archives within the established time frame.
2.11. : orders air and train tickets, books hotels.
2.12. Performs individual official assignments from his immediate superior.

3. Secretary's rights

The secretary has the right:
3.1. Receive information, including confidential information, to the extent necessary to solve assigned tasks.
3.2. Submit proposals to management to improve your work and that of the company.
3.3. Request personally or on behalf of the manager from departments of the enterprise and other specialists information and documents necessary to fulfill his official duties.
3.4. Require management to create normal conditions for the performance of official duties and the safety of all documents generated as a result of the company’s activities.
3.5. Make decisions within your competence.

4. Responsibility of the secretary

4.1. For failure to perform and/or untimely, negligent performance of one’s official duties.
4.2. For failure to comply with current instructions, orders and regulations on maintaining trade secrets and confidential information.
4.3. For violation of internal labor regulations, labor discipline, safety and fire safety rules.

JOB DESCRIPTION OF THE SECRETARY

I APPROVED

___________________________________ (initials, surname)

(name of organization, pre- ________________________

acceptance, etc., its organizational (director or other official)

legal form) official person, authorized

what must be asserted

nal instructions)

» » ____________ 20__

Job description

manager's secretary

______________________________________________

(name of organization, enterprise, etc.)

» » ______________ 20__ N_________

This job description was developed and approved by

based on an employment contract with __________________________________________

(name of the position of the person for whom

And in accordance with

this job description has been compiled)

provisions of the Labor Code of the Russian Federation and other regulatory

acts regulating labor relations in the Russian Federation.

I. General provisions

1.1. The manager's secretary belongs to the technical category

performers.

1.2. A person who has

higher professional education, without requirements for experience

work, or secondary vocational education and work experience

specialty for at least __________ years.

1.3. Appointment to the position of secretary of the head and dismissal

from her is carried out by order of the head of the enterprise upon presentation

1.4. The secretary must know:

- resolutions, instructions, orders, other governing and

regulatory documents of higher and other bodies concerning

activities of the enterprise;

— regulations, instructions, other normative documents for maintaining

office work;

— structure and management of the enterprise and its divisions;

— charter of the enterprise;

— organization of office work;

— methods of registration and processing of documents;

- archival work;

- typewriting;

— rules for using intercoms;

— standards of a unified organizational and administrative system

documentation;

— rules for printing business letters using standard forms;

— fundamentals of ethics and aesthetics;

— rules of business communication;

— rules for operating computer equipment;

— fundamentals of administrative law and labor legislation;

— internal labor regulations;

— rules and regulations of labor protection, safety precautions,

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.), his

duties are performed by a person appointed in accordance with the established procedure,

which acquires the corresponding rights and bears responsibility 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 administrative activities of the manager.

2.2. Accepts the submission for consideration by the manager

correspondence, transfers it in accordance with the decision made to

structural units or specific performers for use in

process of work or preparation of answers.

2.3. Conducts office work, performs various operations with

the use of computer technology designed for collecting, processing and

presentation of information when preparing and making decisions.

2.4. Accepts documents and personal statements for the manager’s signature.

2.5. Prepares documents and materials necessary for work

leader.

2.6. Ensures timely review and submission.

structural divisions and specific executors of documents,

submitted to the manager for signature, ensures their quality

editing.

2.7. Organizes telephone conversations with the manager,

records the information received in his absence and brings it to his attention

information its contents, transmits and receives information via

receiving and intercom devices (telefax, telex, etc.), as well as

telephone messages, brings information to his attention in a timely manner,

received via communication channels.

2.8. On behalf of the manager, composes letters, requests, etc.

2.9. Performs work on preparing meetings and conferences,

carried out by the manager (collection of necessary materials, notification

participants about the time and place of the meeting, the agenda, their registration),

maintains and prepares minutes of meetings and conferences.

2.10. Monitors the execution by employees of the enterprise

issued orders and instructions, as well as compliance with deadlines

fulfilling the instructions and instructions of the manager, taken under control.

2.11. Maintains a control and registration file.

2.12. Provides the manager’s workplace with the necessary

organizational equipment, office supplies,

creates conditions conducive to the effective work of the leader.

2.13. Prints official materials as directed by the manager,

necessary for its operation, or enters current information into the data bank.

2.14. Organizes the reception of visitors, promotes efficiency

consideration of requests and suggestions from employees.

2.15. Forms cases in accordance with the approved nomenclature,

ensures their safety and submits them to the archives in a timely manner.

2.16. Performs individual official assignments of the manager.

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 proposals for management's consideration

improvement of work related to the responsibilities provided for

this instruction.

3.3. Within the limits of your competence, inform the immediate

to the manager about all the shortcomings identified in the process of fulfilling their

job responsibilities, and make proposals to eliminate them.

structural units and specialists information and documents,

necessary to perform their job duties.

3.5. Require the management of the enterprise to provide assistance in

performance of their official duties and rights.

3.6. ______________________________________________________________.

IV. Responsibility

The secretary is responsible:

4.1. For improper performance or failure to fulfill their duties

duties provided for in this job description, in

within the limits determined by the labor legislation of the Russian Federation.

4.2. For offenses committed in the course of exercising their

activities - within the limits determined by administrative, criminal and

civil legislation of the Russian Federation.

4.3. For causing material damage - within the limits specified

labor and civil legislation of the Russian Federation.

The job description was developed in accordance with ________________

(Name,

_____________________________.

document number and date)

Head of structural unit (initials, surname)

_________________________

(signature)

» » _____________ 20__

(initials, surname)

_____________________________

(signature)

» » ________________ 20__

I have read the instructions: (initials, surname)

_________________________

(signature)

» » _____________ 20__

Vladimir Novozhilov Head of Internet Marketing Department at WiseAdvice Vladimir Novozhilov, Head of Internet Marketing Department at WiseAdvice, tells how to fill complex vacancies if the company does not have a strong HR brand or the ability to get involved in salary...

A job description is the main organizational and legal document that regulates the activities of the secretary, defining his rights, positions in the organization, and the nature of his work. The secretary relies on this document in his relationships with employees.

There is a secretary in every institution. But, as already indicated, the position of secretary has many gradations. In a small organization (or company) there will be only one assistant secretary (secretary). In larger organizations, the manager and his deputies may have secretaries in each structural unit. There are secretaries of the board, scientific secretaries of scientific councils, etc. Each secretary always, based on the volume and specifics of the organization’s activities, the requirements of the manager and his trust in the secretary, has his own range of responsibilities 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 document and non-document services, which are performed by all secretaries.

The responsibilities, rights and types of work that a particular secretary must perform, the requirements for his professional knowledge and skills are fixed in his job description.

If there is a job description for a vacant secretarial position, the person applying for the job will immediately know what is required of him and correlate 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 range of responsibilities and not be “on call” for all types of work, to ensure rights, to establish relationships, interchangeability with other employees in case of absence or due to temporary overload.

A job description is a durable document and is used until replaced by a new job description. Therefore, its preparation should be taken with great responsibility. What is written in the job description is what will be asked. Whatever rights are given in it, you have.

When starting to compile a job description, you must first of all use the new “Qualification Directory of Positions of Managers, Specialists and Other Employees.” It was developed by the Institute of Labor and approved by decree 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 immediately be emphasized that the new qualification characteristics are recommended for use in enterprises, institutions and organizations of various sectors of the economy, regardless of ownership and organizational and legal forms.

The purpose of the directory is formulated quite clearly: “This Qualification Directory for the positions of managers, specialists and other employees (technical performers) is intended to ensure a rational division of labor, create an effective mechanism for delineating functions, powers and responsibilities, and clear regulation of the labor activities of employees in modern conditions of the development of market relations.”

In the reference book, in contrast to the previous “Collection of tariff and qualification characteristics for general industry positions of employees,” there is one very important change - it does not indicate wage categories according to a single tariff schedule, and in the “General Provisions” section it is written that “Qualification categories for payment labor of specialists are established by the head of the enterprise, institution, organization. This takes into account the degree of independence of the employee in performing job duties, his responsibility for decisions made, attitude to work, efficiency and quality of work, as well as professional knowledge, practical experience, determined by length of service in the specialty , and etc."

Thus, the secretary’s remuneration depends primarily on his knowledge, skills, quality of work, and responsibility. This is a significant change that allows the manager to evaluate the employee’s work based on specific results.

Of the qualification characteristics, you can fully use the sections: “Job Responsibilities” and “Must Know.”

If the organization (company) is small and the secretary (referent secretary) alone carries out 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. Its job responsibilities are as follows:

Ensures timely processing of incoming and outgoing correspondence and its delivery to its destination.

Monitors the deadlines for the execution of documents and their correct execution.

Organizes work on registration, accounting, storage and transfer to the appropriate structural unit of documents of current office work, including orders and instructions from management.

Organizes work on the formation of cases and their delivery for storage.

Develops instructions for record keeping at an enterprise, institution, organization and organizes their implementation.

Takes measures to provide workers with the necessary instructional and reference materials, as well as inventory, equipment, means of mechanization and automation of managerial work.

Provides methodological guidance over the organization of office work in departments, control over the correct formation, storage and timely submission of files to the archive, preparation of certificates on compliance with deadlines for the execution of documents.

Provides printing and reproduction of official documents.

Participates in the preparation of meetings called by management and organizes their technical support.

Organizes the preparation of travel documents, registration of employees arriving on a business trip to the organization.

He must know;

■ resolutions, instructions, orders, other governing and regulatory documents of higher authorities relating to the organization of office work;

■ State system of documentation support for management;

■ standards for a unified system of organizational and administrative documentation;

■ structure of the enterprise, institution, organization;

■ organization of office work;

■ document flow diagrams;

■ the procedure for compiling a nomenclature of cases, inventories of permanent and temporary storage cases, established reporting;

■ deadlines and procedures for submitting files to the archive;

■ systems for organizing control over the execution of documents;

■ office equipment and other technical means of management work;

■ basics of economics, organization of production, labor and management;

■ labor legislation;

■ internal labor regulations;

■ labor protection rules and standards8. .

The qualification characteristics of the manager's secretary are new. Let's consider it.

Job responsibilities.

♦ Carry out work on organizational and technical support for the administrative and administrative activities of the head of the enterprise.

♦ Accepts correspondence received for consideration by the manager, transmits it in accordance with the decision made to structural units or specific executors for use in the work process or preparation of responses.

♦ Conducts office work, performs various operations using computer technology designed to collect, process and present information when preparing and making decisions.

♦ Accepts documents and personal statements for signature by the head of the enterprise.

♦ Prepares documents and materials necessary for the manager’s work.

♦ Monitors the timely review and submission by structural divisions and specific executors of documents received for execution.

♦ Checks the correctness of the prepared draft documents submitted to the manager for signature and ensures their high-quality editing.

♦ Organizes telephone conversations of the manager, records the information received in his absence and brings its contents to his attention, transmits and receives information via intercom devices (telefax, telex, etc.), as well as telephone messages, promptly brings to his attention information information received through communication channels.

♦ On instructions from the manager, he composes letters, requests, and other documents, and prepares responses to the authors of the letters.

♦ Performs work on preparing meetings and meetings held by the manager (collecting the necessary materials, notifying participants about the time and place of the meeting, the agenda, their registration), maintaining and drawing up minutes of meetings and meetings.

♦ Monitors the execution by employees of the enterprise of issued orders and instructions, as well as compliance with the deadlines for fulfilling the instructions and instructions of the head of the enterprise, taken under control. Maintains a control and registration file.

♦ Provides the manager’s workplace with the necessary organizational equipment, office supplies, and creates conditions conducive to his effective work.

♦ Prints, at the direction of the manager, official materials necessary for his work or enters current information into bank data.

♦ Organizes the reception of visitors, facilitates the prompt consideration of requests and suggestions from employees.

♦ Forms files in accordance with the approved nomenclature, ensures their safety and submits them to the archive in a timely manner.

♦ Copies documents on a personal copier.

Must know:

♦ resolutions, instructions, orders and other guidance materials and regulatory documents relating to the activities of the enterprise and record keeping;

♦ structure and management of the enterprise and its divisions;

♦ organization of office work;

♦ methods of registration and processing of documents;

♦ archival work;

♦ typewriting;

♦ rules for using intercoms;

♦ basics of ethics and aesthetics;

♦ rules of business communication;

♦ basics of labor organization and management;

♦ rules for operating computer equipment;

♦ fundamentals of administrative law and labor legislation;

♦ labor protection rules and regulations9.

As can be seen from the above qualification characteristics, quite high demands are placed on the manager’s secretary both in terms of knowledge and skills, and in the range of work he performs. This assumes fluency in computer technology, independent preparation of documents on behalf of the manager, editing of received draft documents, monitoring execution, etc. These requirements and the range of responsibilities, which include many creative types of work, predetermine the need for higher professional education, but secondary vocational education is also allowed if work experience is available.

The qualification characteristics of a secretary-typist and a secretary-stenographer, given in the Qualification Directory, are set out in the same way, only with the addition of typing work for a secretary-typist and shorthand for a secretary-stenographer. Therefore, when developing a job description, it is enough to use one of these qualification characteristics.

For example, the job responsibilities of a secretary-typist are given as follows:

> Performs technical functions to support and maintain the work of the head of the enterprise or its divisions.

> Receives information necessary for the manager from departments or performers, calls employees on his instructions.

> Organizes telephone conversations with the manager, receives and transmits telephone messages, records received messages in his absence and brings their content to the attention of the manager.

> Carries out work on preparing meetings and meetings held by the manager (collecting the necessary materials, notifying participants about the time, place, agenda of the meeting or meeting, registering them), maintaining and drawing up minutes.

> Provides the manager’s workplace with office supplies, organizational equipment, and creates conditions conducive to the manager’s more effective work.

> Transmits and receives information via receiving and intercom devices (telex, fax, telefax, etc.).

> Prints various materials as directed by the supervisor.

> Conducts office work, receives correspondence addressed to the manager, organizes it in accordance with the procedure adopted at the enterprise and, after its consideration by the manager, transfers it to departments or specific performers for use in the process of their work or preparation of a response.

> Monitors the deadlines for the execution of the manager’s orders taken under control.

> Accepts documents for signature by the manager.

> Organizes the reception of visitors, facilitates the prompt consideration of requests and suggestions from employees.

> Forms files in accordance with the approved nomenclature, ensures their safety and submits them to the archives within the established time frame.

> Prepares documents for reproduction on duplicating equipment, and also copies documents on a personal copier.

Must know:

♦ regulations, instructions, other guidance materials and norms

material documents on record keeping;

♦ structure and management of the enterprise and its divisions; : typescript;

♦ rules of spelling and punctuation;

♦ order of material arrangement when printing various documents;

♦ rules for printing business letters using standard forms;

♦ rules for operating typewriters, voice recorders, tape recorders

♦ rules for using intercoms;

♦ standards for a unified system of organizational and administrative documentation;

♦ basics of labor organization;

♦ basics of labor legislation;

♦ internal labor regulations;

♦ labor protection rules and regulations10.

The given job descriptions describe in sufficient detail the functions of the secretary, the requirements for his knowledge and will help not to miss anything when writing sections of a specific job description.

Job description refers to documents that have a unified form and established text structure:

■ General provisions

■ Functions

■ Job responsibilities

■ Responsibility

The general provisions in the job description contain the following set of information: general information about the position, subordination and who is in charge, requirements for education (higher or secondary) and practical experience (work experience in the specialty), the procedure for appointment and dismissal from position, replacement during absence.

Today, most often, secretaries-referents and secretaries are required who have a higher or secondary specialized education, know a foreign language, work on a computer, and have a certain amount of work experience.

These requirements, as a rule, are written down in the job description of the secretary-assistant (secretary) of large companies. Secretaries usually report to the manager. In large organizations, secretaries have dual subordination - to the immediate supervisor and to the head of the preschool educational institution service. Appointed and dismissed by order of the head.

The last paragraph of this section of the job description contains instructions on the main legislative, normative, methodological, organizational, and administrative documents that guide the secretary in his work. In a generalized form, these acts are indicated in the qualification characteristics given above*. This paragraph of the section should begin with the Constitution of the Russian Federation, the Labor Code, federal laws, indicate Government resolutions, GOSTs that determine the procedure for processing documents, standard instructions and rules, and time standards. The paragraph ends with an indication of the organizational and administrative documents of the superior and its own organization (company): charter, regulations on structural divisions, orders and instructions, instructions for office work, this job description.

The next section is “Functions”. It indicates the main areas of activity, and in the “Job Responsibilities” section they already list 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 Responsibilities”). This section should be described in as much detail as possible. When compiling this section, many of the wordings can be taken from the qualification characteristics, since they list job responsibilities in sufficient detail. The more the section specifies not only what, 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. Interchangeability is also indicated here.

The “Rights” section is very important for the secretary. It establishes his powers to independently resolve issues within his competence. The right is written here:

Preliminary review of documents and determination of which of them can be transferred to performers, bypassing the manager;

> organizing reception and determining the priority of receiving visitors;

Do "filtering" of phone calls;

> control over the execution of the manager’s instructions and the deadlines for the execution of documents;

> control over the correct execution of documents before submitting them for signature to the manager and sending them;

Have access to information;

> requesting information and documents for the manager;

> represent your organization, etc.

The “Responsibility” section can be written in a general way, such as “The employee is responsible for failure to fulfill duties and non-use of rights provided for by legal acts and this instruction,” or described in more detail, based on the points of responsibility. For example, responsibility: for incorrect execution of documents submitted for signature to the manager, their non-compliance with the requirements of GOST R 6.30-97; for untimely delivery of permanent documents 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 liability for administrative offenses related to failure to comply with established rules in the field of protecting administrative order, state and public order... and other rules, ensuring compliance with which is part of their official duties.” Disciplinary sanctions are applied for violations of labor discipline (Article 135 of the Labor Code). In case of financial liability for damage caused to the organization, in accordance with Art. 121 of the Labor Code, the employee bears financial responsibility, i.e. reimburses the cost.

The “Relationships” section (relationships by position) is also very important for organizing the secretary’s work. Usually it generally states that the secretary, in his work, interacts with all employees or structural units in the collection, processing and transmission of information and documents. But it is much easier for the secretary to work if this section specifically indicates which departments or employees he interacts with, on what issues, and what documents, when and in what form he receives from them. For example, weekly reports on the financial position of the company from the accounting department for presentation to management. It is advisable to present this section in tabular form, which clearly indicates from whom the secretary receives, with whom he coordinates, to whom he transfers documents, and within what time frame.

Recently, many job descriptions have added a “Job Evaluation” section. Main criteria: timeliness of work and its quality.

You can supplement the job description with other sections, for example, organization of the workplace, work schedule, etc.

The instructions usually end with a clause on the procedure for its revision. It can be written like: “Until a new one is replaced” or “The instructions are subject to revision if the secretary’s functions change.” A predetermined replacement period may be specified, for example, once every 5 years. But it is better to list in more detail the conditions for revising 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.

Let us remind you that the job description is drawn up as a general form, approved by the manager and issued to the employee.

Approval stamp

CJSC Business School

"Intel-Sintez"

JOB DESCRIPTION

[Secretary I

Text structure

■ General provisions

■ Functions

Ш Job responsibilities

■ Responsibility

■ Relationships (connections by position)

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