They represent the main part of the instructions for performing work activities for the designated job position. In addition to a list of certain recommendations that must be followed, such a document contains information about the requirements, rights, area of ​​responsibility of the secretary, as well as general labor regulations. It should not be assumed that such a professional position is simple and does not require taking into account certain nuances.

General Responsibilities

First, you need to understand what the classic, unified job responsibilities of a secretary are. Briefly, they can be summarized as the following mandatory recommendations:

Knowledge requirements

An employee's responsibilities may vary slightly depending on his primary specialization. However, regardless of it, knowledge in the following areas for this position will be useful and very useful:

• Fundamentals of labor and administrative legislation.
• General standards of ethics and business etiquette.
• Basics of office work.
• Safety precautions.
• Rules for working with computers, reception and negotiation rooms, as well as office equipment.
• Occupational Safety and Health.
• Requirements for conducting business correspondence.

Among other things, it is impossible to properly perform the duties of a secretary without knowledge of the internal fundamentals of the enterprise, business procedures, regulatory documents and much more.

Responsibilities of an Assistant Manager

Job responsibilities The manager's secretary is not much different from the general requirements given above. He also receives and transmits correspondence, copies and archives documents, controls the communication of the manager’s orders to responsible persons, conducts the necessary paperwork, and ensures the purchase of priority goods. Among other things, such a specialist must be able to:

As a rule, such job responsibilities of the manager's secretary can be performed by persons with higher or secondary vocational education. In the latter case, a significant advantage is having at least 2 years of work experience in the profession.

Secretary rights

It must be remembered that not only the job responsibilities of the secretary determine his work; the employee, of course, also has certain rights. Thus, these include the opportunity to familiarize yourself with work projects and the right to make rational proposals within the framework of your job description. In addition, when identifying shortcomings within his competence, the secretary has the right to draw the manager’s attention to these aspects.

Requirements for the activities of a clerk

The job responsibilities of a clerical secretary, as a rule, differ slightly from those described above. At the same time, the assistant manager must first of all support the activities of his superiors, while the clerk is mostly focused on paperwork. The instructions for his work activity must include such aspects as:

Requirements for the activities of a court secretary

Much more significant changes include the job responsibilities of the court secretary. As a rule, these specialists are directly involved in conducting and recording court hearings. In addition, they prepare letters, requests and other documents, and can summon persons participating in judicial debates. Such active work can be performed by a person with both higher and incomplete higher education, without relevant work experience. As a rule, this position is chosen by young men and women who want to gain experience in the judicial field and further pursue their career in the field of law.

Some may think that such a vacancy does not require special knowledge and skills, so it will suit many people, but this is not entirely true. What else does a court clerk do? His job responsibilities include:

• Compliance with the Constitution, Federal laws and any other regulations and orders.
• Execution of instructions from a judge or other authorized persons.
• Interaction with other employees of the judicial structure to resolve issues within the competence of the secretary.

General information

The job responsibilities of the secretary-clerk, assistant manager and court employees are regulated by a special document called the job description. Its presence in any company is mandatory, because it is according to the specified list of rules that the employee understands which actions he must perform and which he must not. Such a document is developed and compiled with the participation of the management team and in mandatory contains such subsections as general provisions, rights and obligations, area of ​​responsibility, employee relations within the company, as well as the necessary applications.

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 organization order.
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. Provides preparations 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 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.Organizationally technical support 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 workplace the manager with the necessary means of organizational equipment, office supplies, to 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 fulfillment 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

basis employment contract With __________________________________________

(name of the position of the person for whom

And in accordance with

this job description has been compiled)

provisions Labor Code 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__

And who can count on a salary increase Mark Bershidsky According to a December study by Hays, 46% of employers plan to increase their staff next year. 45% say that they do not plan to increase their staff, but will only deal with...

Job description
manager's secretary[name of organization, enterprise, etc.]

This job description has been developed and approved in accordance with the provisions of the Labor Code of the Russian Federation and other regulations governing labor relations in the Russian Federation.

I. General provisions

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

1.2. A person with a higher professional education, without presenting requirements for work experience, or a secondary vocational education and work experience in the specialty of at least [value] years is appointed to the position of secretary of the manager.

1.3. Appointment to the position of secretary of the manager and dismissal from it are made by order of the head of the enterprise upon submission of [fill in what is required].

1.4. The secretary must know:

Resolutions, instructions, orders, other governing and regulatory documents of higher and other bodies relating to the activities of the enterprise;

Regulations, instructions, other regulatory documents on record keeping;

The 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 affairs;

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;

Rules for the operation of computer equipment;

Fundamentals of administrative law and labor legislation;

Internal labor regulations;

Rules and regulations of labor protection, safety, industrial sanitation and fire protection;

1.5. The secretary reports directly to the head of [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, who acquires the corresponding rights and is responsible for the proper performance of the duties assigned to him.

1.7. [Enter as appropriate].

II. Job responsibilities

Secretary:

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 specific performers for use in the work process or preparation of responses.

2.3. Conducts office work, performs various operations using computer technology designed to collect, process and present 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 the manager’s work.

2.6. Monitors the timely review and submission by structural units and specific performers of documents submitted to the manager for signature, ensures their high-quality editing.

2.7. 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 receiving and intercom devices (telefax, telex, etc.), as well as telephone messages, promptly brings to his attention information received through communication channels.

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

2.9. 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.

2.10. 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.

2.11. Maintains a control and registration file.

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

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

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

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

2.16. Performs individual official assignments of the manager.

2.17. [Enter as appropriate].

III. Rights

The secretary has the right:

3.1. Get acquainted with the draft decisions of the enterprise management concerning its activities.

3.2. Submit proposals for improvement of work related to the responsibilities provided for in these instructions for consideration by management.

3.3. Within your competence, inform your immediate supervisor about all shortcomings identified in the performance of your official duties and make proposals for their elimination.

3.4. Request personally or on behalf of the enterprise management from structural divisions and specialists information and documents necessary to fulfill their official duties.

3.5. Require the management of the enterprise to provide assistance in the performance of their official duties and rights.

3.6. [Enter as appropriate].

IV. Responsibility

The secretary is responsible:

4.1. For improper performance or failure to fulfill one’s job duties as provided for in this job description, within the limits determined by the labor legislation of the Russian Federation.

4.2. For offenses committed in the course of carrying out their activities - within the limits determined by the administrative, criminal and civil legislation of the Russian Federation.

4.3. For causing material damage - within the limits determined by the labor and civil legislation of the Russian Federation.

The job description has been developed in accordance with [name, number and date of document].

Head of structural unit

[initials, surname]

[signature]

[day month Year]

Agreed:

Head of the legal department

[initials, surname]

[signature]

[day month Year]

I have read the instructions:

[initials, surname]

[signature]

[day month Year]

In order to clearly define the job responsibilities of the secretary, you need to know who exactly we are talking about. After all, it can be viewed from several angles. Known, for example, is a secretary-assistant as an office employee, a General Secretary as the head (head) of a certain organization, a Secretary of State as a civil servant, a secretary as a diplomatic person, a manager's secretary as an employee and other options. Most often, when mentioning this position, they mean an employee who carries out tasks (assignments) of both the director of the enterprise and individual heads of its structural divisions. It turns out that the secretary’s job responsibilities in this case are reduced to carrying out one-time assignments to resolve organizational and technical issues.

What a secretary must know and do

On a daily basis, the secretary must perform the following functions:

1. Receive information from subordinates for transmission to the manager.
2. Organize telephone communications for the manager. In his absence, receive information and then bring it to the attention of the director.
3. Receive and keep records of telephone messages.
4. Create conditions for normal work of the manager: monitor the need for stationery and office equipment.
5. Assist in organizing production meetings and meetings. Inform participants of the date, place and time of the event. Collect necessary materials, ensure attendance of those present and take minutes of the meeting.
6. Conduct office work at the enterprise. To do this, the secretary must receive, systematize incoming correspondence and submit it for consideration by management. Then, on the basis of the imposed visa, hand over the documents to the executors against signature. The secretary also includes control over the progress, timing and results of their implementation.
7. Perform printing and reproduction of documents.
8. Organize the reception of visitors to the head of the company and, if possible, create conditions for the speedy resolution of issues.

In order to perform these seemingly simple duties of a secretary, an employee must know:

• the entire management of the enterprise and its structural divisions;
• charter, staff and structure of the enterprise, its profile, development prospects and specialization;
• regulatory documents for proper record keeping;
• rules for using office equipment and communications;
• VTR, OSH, fire safety and industrial sanitation rules;
• rules for organizing labor in the workplace;
• normative and legal acts, orders, resolutions, regulations on planning, accounting and quality management of work performed.

Clerk specifics

If we are talking about a more specific, narrow specialization, then the situation is somewhat different. Take, for example, The job title itself clearly defines the aspect of the work being performed. Typically, each enterprise already has a job description, which outlines the areas of activity of an office management specialist. If there is no such instruction, then it is better to create it. To do this, you should use the qualification directory, which contains approximate samples. After this, the standard version must be modified for a specific organization, taking into account the specifics and internal features. In general, the duties of a secretary-clerk should clearly include 3 main areas:

1. Work with correspondence. Receiving, processing it using modern methods and sending it on time.
2. Correct maintenance of internal documentation.
3. Registration, strict accounting and transfer of documents to the archive for storage.

Peculiarities of the work of a referent

Some enterprises introduce a position that includes a wide range of responsibilities: from “information desk” to “assistant director.” Such a specialist must have versatile knowledge and a good command of the situation. The job responsibilities of the assistant secretary have been slightly expanded due to the increase in powers. In general, this is the usual work of a secretary, but the word “referent” makes some additions to the standard list. In particular, the assistant secretary can independently receive visitors on certain issues. Possessing certain information, he is able to make decisions independently. In addition, the assistant carries out responsible instructions from the manager regarding the economic activities of the organization (enterprise). Sometimes the assistant secretary is charged with duties. This is done only when the total volume of work allows him to perform additional duties.

The job description is not included in the list of required documents of the enterprise, but its presence allows you to clearly define the list of rights and responsibilities that are vested in the organization’s employees, including secretaries.

I CONFIRM:
CEO
LLC "Supplies Wholesale"
Shirokov/Shirokov I.A./
"12" August 2014

Secretary's job description

General provisions

1.1. This document specifies the job functions, powers, responsibilities and other working conditions of the secretary of the organization.

1.2. The position of secretary has the right to be held by a person who has a certificate of completed secondary general education and has additionally completed special professional training in the form of courses, with work experience of at least six months.

1.3. The appointment and dismissal of a secretary occurs 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 immediate supervisor of the secretary

1.5. In case of absence from 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, management personnel, including heads of departments;

— Rules of record keeping;

— Rules of spelling, grammar, style, punctuation and other sections of the written Russian language necessary for competent writing and execution of business documentation;

— Unified, mandatory forms, samples, templates of administrative documents;

— Fundamentals of organizing labor processes;

— Ethics, basics of business communication and style, incl. conducting negotiations, writing letters, dress code, etc.;

— Rules, methods of working with computer and office equipment, including proficiency in applied computer programs (Word, Excel, etc.);

— Approved norms and rules on labor protection, safety and internal regulations.

Functional responsibilities

2.1. The list of job functions of a secretary includes the following tasks:

— Timely provision of uninterrupted operation of the manager’s office;

— Drawing up a schedule of business meetings, meetings, meetings and other events of the manager, their organization;

— Organization of business trips for the manager, incl. purchasing tickets, renting premises, transport, etc.

— Negotiations on current issues with the heads of structural divisions, conveying all the necessary information from them to the director of the enterprise, as well as communicating the director’s orders to employees;

— Collection, processing and transmission of the required information to the manager;

— Monitoring the execution of the manager’s orders transferred to the secretary’s jurisdiction;

— Organization and support of Skype and telephone conversations of the manager, receiving and sending fax messages, in the absence of the manager at the workplace - receiving information transmitted to him and bringing it to the boss;

— Purchase of office supplies for the manager;

— Monitoring the operation of office equipment, taking timely measures in case of breakdowns and damage;

— Conducting internal and external paperwork related directly to the manager (drawing orders, instructions, letters, contracts, etc.)

— Organization of corporate events, holidays, training seminars, etc.

— Receiving and sending letters;

— Reception of documents and personal statements from organization employees for the manager’s approval;

— Organization of the process of receiving visitors who are not employees of the enterprise;

— Participation in general meetings and conferences;

— Friendliness, positive mood, creation of a favorable microclimate in the team.

Rights

The secretary has the following rights:

3.1. Demand working conditions that contribute to increasing his labor productivity (including the provision of improved models of office equipment, compliance with standards for organizing the workplace, etc.);

3.2. Request and receive documents, certificates, orders, instructions directly related to his activities;

3.3. Interact with heads of departments, heads of structural divisions and senior management to resolve issues related to the work of the organization;

3.4. Be a representative of the enterprise in other organizations, both government and commercial, on all issues that fall within its competence;

3.5. Attend advanced training courses;

3.6. Refuse to perform work duties if something threatens his life or health at the workplace.

Responsibility

The secretary's responsibility (strictly within the framework of current legislation) is provided for the occurrence of the following situations:

4.1. Poor quality or untimely performance of professional functions, as well as complete failure from work;

4.2. Refusal to carry out instructions, tasks, questions, instructions and orders of the manager;

4.3. Intentional and systematic provision of false or incomplete information regarding his work;

4.4. Negligent attitude towards ensuring labor protection measures, internal regulations and safety, as well as the lack of real action when they are identified by other employees;

4.5. Deliberate violation of labor discipline in the absence of valid reasons and documents confirming their existence.

4.6. Insubordination.

Working conditions

5.1. The secretary's work and rest schedule is prescribed in the internal labor regulations;

5.2. Business trips are possible (to accompany the manager), both within the city and to other regions.

Signature right

6.1. The secretary is given the right to sign documents directly related to his work.

AGREED
Head of HR Department
LLC "Supplies Wholesale"
Semenov/Semenov R.A./
"12" August 2014

I HAVE READ THE INSTRUCTIONS
Vederkina Anna Valerievna
Secretary of LLC "Supplies Wholesale"
Passport 7685 No. 975849
Issued by the Department of Internal Affairs of the Leninsky district of Perm
09/14/2012 department code 123-425
Signature Vederkina
"17" August 2014

FILES

Why do you need a job description?

This document is equally important both for the secretary himself and for the company’s management. On the one hand, it clearly states the functions that the 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, the same document allows the employer to coordinate the work of subordinates and effectively manage the production process.

Quite often, when conflicts, disputes and disagreements arise, job descriptions become legally significant documents and acquire evidentiary force. That is why you should not treat the preparation of job descriptions carelessly; you need to carefully and carefully write down each item.

Basic rules for drawing up a job description for a secretary

There is no single, mandatory form of job description for a secretary, so you can draw it up according to already ready-made template or develop a document at your own discretion. When drawing up a document, it is worth remembering that at different enterprises secretaries can perform different functions, but their main work should be the same.

The standard, most common version of the secretary's job description includes four sections:

• "General provisions"
• "Job Responsibilities"
• "Rights",
• "Responsibility".

However, if desired or necessary, the document can be expanded to include other items (for example, “Other conditions”, “Right to sign”, etc.).

The document is usually written in one copy - it is also signed by the employee for whom it is being drawn up, as well as the head of the department and the director of the organization, but if there are several secretaries, you can print out the job description in the required number of copies. Each of them must also have original signatures and, if necessary, corrected so that there is no duplication of the same responsibilities.

Drawing up a job description for a secretary

A cap

At the top of the instructions, in its upper right part, a place should be allocated for approval by the head of the enterprise. Here you only need to fill out a few lines: his position (general director, director), company name, last name, first name, patronymic and leave space for a signature with a transcript. Then the name of the document is written in the middle of the line.

The main sections begin with the second part.

General provisions

In the first section called "General provisions" First, it is written down what will be discussed in this document, then the procedure for appointing and dismissing the secretary, to whom exactly he reports, as well as the qualification requirements that he must meet (specialization, education, additional courses, etc.), and the required length of service are indicated. and work experience.

Then the same section lists all the laws, regulations, rules, orders with which the secretary must be familiar: standards and forms of documents adopted in the organization, rules of record keeping, knowledge of office equipment, etc. Below you need to write who replaces the secretary in the event of his absence from the workplace (without indicating the names of specific employees).

Responsibilities of the secretary

Next section "Functional responsibilities" relates to the duties to be performed by the secretary. They need to be described in as much detail as possible, in separate paragraphs, in accordance with the needs of the company and taking into account the employee’s working time.

Secretary rights

Chapter "Rights" includes the initiatives and powers that the secretary has the right to use for the most effective activities. Usually this includes the possibility of his interaction with other structural divisions of the company, as well as with management.

Responsibility of the Secretary

In chapter "Responsibility" Violations for which the secretary may be subject to disciplinary punishment in the form of deprivation of a bonus, reprimand, reprimand or even dismissal should be precisely spelled out. In one of the points, it can be noted that the applied measures comply with the framework of the law and the Labor Code of the Russian Federation.

Working conditions

In the fifth section of the secretary's job description, entitled "Working conditions", what they fit into, these conditions are determined (for example, by internal labor regulations), as well as some features - for example, business trips, shift schedule, etc.

Signature right

The last section of this document includes only one point, 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 upon with the employee who is responsible for compliance with the rules and regulations prescribed in the secretary’s job description (this may be the head of the secretariat, the head of the personnel department, etc.). Here you need to enter his position, company name, last name, first name, patronymic, and also certify all this with a signature with a transcript.

Next, we indicate official and personal information about the employee: last name, first name, patronymic, position, again the name of the organization, passport data, signature and date of review of the document. It is not necessary to put a stamp, since the document is part of the organization’s internal document flow.