We bring to your attention a typical example of a job description for a manager's secretary, sample 2019/2020.

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:

1) Job responsibilities of the manager's secretary 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 necessary materials, notifying participants about the time and place of the meeting, 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.

Job responsibilities.

2) The manager's secretary should know 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.

3) Requirements for the qualifications of a manager's secretary 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.

• 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 2019/2020. Job responsibilities of the manager's secretary, rights of the manager's secretary, responsibility of the manager's secretary.

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 documentary and non-documentary 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 an 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 ensure 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 knowledge requirements 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 double subordination - to the immediate supervisor and to the head of the preschool educational institution service.

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)

Position signature signature transcript

I have read the instructions signature decryption of signature

I APPROVED

CEO

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

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

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

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.

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

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 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: 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 necessary materials, notifying participants about the time and place of the meeting, 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__

Head Secretary

Sample job description for manager's secretary

The sample job description is compiled taking into account the professional standard

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

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

1.2. A person who has:

1) higher education - bachelor’s degree or secondary vocational education in training programs for mid-level specialists and additional professional education;

1) at least two years of work on organizational and documentation support for the activities of the head of the organization with secondary vocational education.

1.3. The manager's secretary must know:

1) the specifics of the organization’s main activities;

2) the basics of administrative law and labor legislation of the Russian Federation;

3) management staff of the organization and its divisions;

4) self-management functions;

5) principles and rules for planning working time;

6) setting goals;

7) rules for conducting business negotiations;

8) design features of the planner (electronic and paper);

9) basics of time management;

10) telephone contacts of the manager;

11) functions, tasks, structure of the organization, its vertical and horizontal connections;

12) rules for interaction with partners, clients, and the media;

13) rules for maintaining and developing interpersonal relationships;

14) rules for the protection of confidential information;

15) the procedure for preparing and conducting business trips;

16) the procedure for preparing documents for a business trip and reporting documents on the business trip of the manager;

17) business protocol;

18) ethics of business communication;

19) rules for organizing the reception of visitors;

20) rules of speech etiquette;

21) rules for establishing contact, maintaining and developing interpersonal relationships;

22) the structure of the organization and the distribution of functions between structural units and specialists;

23) rules for serving the tea (coffee) table;

24) rules for preparing and serving hot drinks and snacks for them;

25) a set of organizational and technical measures for preparing and holding meetings and negotiations, including international ones;

26) rules for maintaining, preparing and executing minutes and other documents created in the process of preparing a conference event;

27) drawing up cost estimates;

28) the basics of writing speeches and reports of a leader;

29) rules of business communication, business etiquette;

30) etiquette and basics of international protocol;

31) general requirements for deadlines for execution of documents and control functions of the documentation support service;

32) principles, methods of informing employees;

33) the management structure of the organization, the leadership of the organization, sample signatures of senior employees, their terms of authority and limitations on their areas of responsibility;

34) instructions on office work and other local regulations establishing the procedure for implementing management procedures;

35) requirements for labor protection, industrial sanitation, fire protection;

36) the basics of proper organization of work and methods for increasing its efficiency;

37) basics of office ergonomics and floristry;

39) the composition of organizational equipment, its structure and the procedure for working with it;

40) legal foundations of management (basics of administrative, labor and civil law);

41) current legal acts, normative and methodological documents, state standards that determine the procedure for documentation support of management;

42) structure, management of structural units, sample signatures of persons authorized to sign and approve documents, and restrictions on their areas of responsibility;

43) rules for documentation support of the organization’s activities;

44) requirements for documents in accordance with regulations and state standards;

45) rules for drawing up organizational documents (provisions, instructions, regulations);

46) types of documents, their purpose;

47) basics of documentary linguistics;

48) rules for the approval of organization documents (internal and external);

49) rules for signing and approving documents;

50) rules for the preparation and execution of information, reference, management documents and official letters;

51) grammatical rules of the Russian language;

52) regulatory legal acts, normative and methodological documents, state standards that determine the procedure for documentation support of management;

53) modern information technologies for working with documents;

54) the procedure for working with documents, document flow diagrams;

55) rules for working with incoming, outgoing and internal documents;

56) rules for organizing control over the execution of documents and standard deadlines for the execution of documents;

57) rules for drawing up analytical reports on organizing work with documents and monitoring the execution of documents;

58) rules for creating and maintaining databases of official documents in the organization;

59) electronic document management systems;

60) types of nomenclatures, general requirements for nomenclature, methods of its compilation and execution;

61) the procedure for the formation and registration of cases, indicating the specifics of the formation of certain categories of cases;

62) rules for storing files, including documents with limited access;

63) rules for issuing and using documents from generated cases;

64) rules for preparing and transferring cases to the organization’s archives;

65) features of the formation of external and internal information flows;

66) composition of external information flows;

67) composition of internal information flows;

68) the structure of the organization and the procedure for interaction of departments and services;

69) features of the formation of databases in the organization;

70) modern scientific methods and technical means that facilitate the collection, processing, storage and transmission of information flows;

71) methods of information processing using modern technical means of communication and communications, computer technology;

72) regulatory legal acts, normative and methodological documents, state standards in the field of activity of the organization;

73) structure of the organization, management of structural units, areas of activity of the organization and competence of structural units and officials;

74) classification of management information, types of management information;

75) forms for providing management information;

76) sources of management information;

77) methodology for selecting information sources;

78) requirements for management information;

79) ……… (other documents, materials, etc.)

1.4. The manager's secretary must be able to:

1) set goals, determine the hierarchy of goals;

2) determine the priority and sequence of work and effectively distribute working time;

3) provide assistance to the manager in the distribution of his working time;

4) choose the best ways to inform partners, clients, visitors, heads of departments and employees about planned events;

5) ensure information security of the organization’s activities;

6) choose and design a planner;

7) enter and track information on electronic and/or paper media;

8) set priorities, highlight the important and urgent;

9) choose the optimal rhythm of work;

10) analyze the reasons for failure to complete tasks;

11) apply information and communication technologies;

12) maintain and use a database of telephone contacts of the manager;

13) use communication office equipment to receive and transmit information;

14) maintain accounting registration forms, use them for information work and work to monitor the execution of the manager’s decisions;

15) smooth out conflict and difficult situations of interpersonal communication;

16) use hardware and software to conduct voice or video conferencing;

17) observe official etiquette;

18) prepare advance reports for the manager;

19) organize meetings between the manager and the receiving party;

20) prepare travel documents;

21) process documents and materials based on the results of the manager’s trip;

22) ensure the operation of the office during the absence of the manager;

23) apply methods of business communication;

24) use communication tools to ensure interaction with the manager during his business trip;

25) organize and ensure personal contacts of the manager;

26) manage conflicts;

27) take into account the psychological characteristics of the individual in various types of professional communication;

28) use established rules and procedures for communication within the organization;

29) create a positive image of the organization;

30) take measures to resolve conflict situations;

31) ensure confidentiality in the reception area and the manager’s office, keep confidential information secret;

32) organize the process of preparation for holding a conference event individually and as part of a working group;

33) document the different stages of the procedure for preparing and holding a conference event;

34) transfer information, documents and materials to participants of the conference event;

35) prepare and equip the presidium table and workplaces of meeting participants;

36) serve a tea (coffee) table during coffee breaks;

37) follow the rules of business etiquette and protocol;

38) maintain the image of the organization;

39) create an image of the secretary that matches the image of the organization;

40) work with information, analyze and present it in a systematized form;

41) ensure the safety of the organization’s activities;

42) ensure the comfort of conference event participants, assist in matters of accommodation and transportation;

43) maintain a time-sensitive card index;

44) work with control information, systematize it and present it in the form of summary documents;

45) use means of communication to convey instructions from the manager;

46) use modern means of collecting and processing control information;

47) evaluate results within the framework of the assigned tasks;

48) exercise control over the execution of orders of the manager by employees;

49) create conditions that ensure the effective work of the manager;

50) use organizational equipment and office supplies in accordance with their intended purpose;

51) equip the manager’s workplace and his own workplace with the necessary equipment;

52) replace consumables and care for office equipment;

53) carry out daily care of the copy machine, replacement and storage of cartridges and toner;

54) monitor the condition and replenish supplies of office supplies, hygiene products, and food products;

55) draw up and execute organizational and methodological documents;

56) edit the texts of official documents;

57) work with the entire set of information and documentation resources of the organization;

58) use databases, including remote databases;

59) use legal reference systems;

60) work with a computer, directories (folders) and files, a scanner;

61) use an office package (text editor, spreadsheets);

62) use peripheral devices and office equipment;

63) use e-mail;

64) use electronic document management systems;

65) use standardized forms of documents;

66) draw up cash financial documents and documents for accounting of overhead expenses;

67) print official documents;

68) work with a computer, scanner;

69) work with incoming, outgoing, internal documentation;

70) use electronic document management systems for registration, control of documents and information and reference work with documents;

71) draw up and draw up normative acts;

72) develop a nomenclature of the organization’s affairs, taking into account current regulatory and methodological documents;

73) use the nomenclature of cases when studying the structure of the organization, compiling inventories of cases;

74) formulate and formalize cases in accordance with the approved nomenclature of the organization’s affairs;

75) ensure the safety of the organization’s documents;

76) prepare cases for transfer to the archive;

77) collect, process and analyze information in accordance with the requirements of brevity, clarity of wording, timeliness of receipt, accuracy and reliability, optimal systematization, continuity of collection and processing of information;

78) carry out registration, accumulation and transmission, systematic storage and issuance of information in the required form;

79) draw up and execute summary, reporting, and statistical documents;

80) carry out processing and structuring of information, forming information resources;

81) enter new data into reference information systems;

82) enter electronic images of documents into the computer memory;

83) search for information in existing databases, conduct information and reference work based on various combinations of search characteristics;

84) use modern technologies for collecting and transmitting information;

85) collect and process information necessary for the activities of the manager;

86) systematize received and transmitted data;

87) check the accuracy, completeness and consistency of data, eliminating duplication of information;

88) provide data in a unified and easy-to-read format;

89) reuse the received information, constantly update the data;

90) ensure the efficiency of information flows;

91) work with a computer, use an office package (text editor, spreadsheets);

92) ……… (other skills and abilities)

1.5. The manager's secretary in his activities is guided by:

1) ……… (name of the constituent document)

2) Regulations on ……… (name of structural unit)

3) this job description;

4) ……… (names of local regulations regulating labor functions by position)

1.6. The manager's secretary reports directly to ……… (name of the manager's position)

1.7. ……… (other general provisions)

2. Labor functions

2.1. Organizational, documentation and information support for the activities of the head of the organization:

1) assisting the manager in planning working hours;

2) planning the secretary’s working day;

3) organization of telephone conversations of the manager;

4) organization of business trips for the manager;

5) organization of work with visitors in the manager’s reception area;

6) organization of preparation, holding and servicing of conference events;

7) organizing the execution of decisions, monitoring the execution of instructions from the manager;

8) organizing and maintaining a functional workspace for the reception area and the manager’s office;

9) development of local regulations regulating the work of the secretary;

10) preparation and execution of management documentation;

11) organization of work with documents in the manager’s reception area;

12) organizing the storage of documents in the manager’s reception area;

13) providing the manager with information;

14) organization of information interaction between the manager and departments and officials of the organization.

2.2. ……… (other functions)

3. Job responsibilities

3.1. The manager's secretary performs the following duties:

3.1.1. As part of the labor function, assisting the manager in planning working hours:

1) selects the planning form and prepares the manager’s planner (organizer);

2) enters information into the planner (organizer);

3) coordinates temporary plans with the manager;

4) coordinates telephone conversations, meetings and events with partners, clients, department heads and employees;

5) informs the manager about the regulations of the planned activities;

6) issues a warning about the approaching time of the planned events;

7) creates a time reserve for unforeseen situations;

3.1.2. As part of the labor function, planning the secretary’s working day:

1) selects and designs the secretary’s planner;

2) maintains a diary (on electronic and/or paper);

3) coordinates the plans with the plans and work schedules of the manager;

4) distributes working time (per day, week, perspective);

5) carries out the transfer of unfulfilled planned tasks;

6) carries out typical daily activities;

3.1.3. As part of the labor function, organizing telephone conversations of the manager:

1) maintains a database of telephone contacts of the manager;

2) connects the manager with specific subscribers;

3) prepares materials for telephone conversations of the manager;

4) registers telephone calls received by the reception;

5) redirects individual telephone calls to deputy managers and other employees;

6) obtains the necessary information and transmits authorized information by telephone;

7) establishes contact with the interlocutor, maintains and develops a business conversation during telephone conversations;

8) provides assistance to the manager in organizing and conducting telephone conversations and video conferences;

3.1.4. As part of the labor function, organizing business trips for the manager:

1) prepares a draft job assignment for the manager;

2) prepares a draft order on a business trip;

3) issues a travel certificate and registers it if necessary;

4) prepares documents for obtaining a visa, foreign passport;

5) orders railway and air tickets, hotels, and transport support for the manager;

6) prepares the trip program, clarifies the specifics of the protocol of planned events;

7) prepares documents for the manager’s trip;

8) clarifies dates, positions, names in the business trip program;

9) carries out the development of the manager’s route, linking it with the transport schedule;

10) processes business trip materials and prepares a business trip report;

3.1.5. As part of the labor function, organizing work with visitors in the manager’s reception area:

1) organizes personal reception of visitors by the manager;

2) establishes the reception procedure for various categories of visitors;

3) maintains a log of pre-registration appointments;

4) registers visitors;

5) facilitates the prompt consideration of requests and suggestions from visitors and employees of the organization;

6) organizes the reception of business partners in the office;

7) organizes services for the manager and his business partners in the office;

8) serves the tea (coffee) table in the office;

9) takes measures to preserve trade secrets during the reception of visitors and their presence in the reception area and the manager’s office;

3.1.6. As part of the labor function, organizing the preparation, holding and servicing of conference events:

1) prepares the agenda for the event;

2) prepares a list of event participants;

3) informs participants about the upcoming event and conditions of participation;

4) selects the place and time of the event;

5) prepares preliminary cost estimates;

7) collects texts of reports and draft final documents from speakers;

9) compiles attendance sheets and a list of registration of event participants;

10) purchases office supplies and products to provide coffee breaks;

11) resolves issues of technical equipment for the event;

12) provides assistance in preparing the manager’s report and presentation materials;

13) organizes the preparation of the presidium and participants’ workplaces;

14) organizes the meeting and registers the participants of the event;

15) maintains minutes of the event;

16) organizes service during coffee breaks;

17) organizes cultural events, transport and hotel support;

3.1.7. As part of the labor function, organizing the execution of decisions, monitoring the execution of instructions from the manager:

1) documents the decisions of the manager;

2) brings to the attention of the employees of the organization the orders of the manager;

3) coordinates activities to implement the decisions of the manager;

4) carries out timely current and preventive control;

5) checks the execution of the manager’s instructions within the prescribed period;

6) warns employees about the expiration of the deadline for fulfilling the instructions of the manager;

7) records the execution of orders;

8) compiles reports and analytical reports on the implementation of instructions and decisions of the manager;

3.1.8. As part of the labor function, organizing and maintaining a functional workspace for the reception area and the manager’s office:

1) provides the manager’s workplace with the necessary organizational equipment and office supplies;

2) organizes the office reception in accordance with the requirements of ergonomics and work culture;

3) organizes the interior design of the manager’s reception room;

4) equips the workplace with office equipment, a personal computer, and auxiliary equipment;

5) organizes reception equipment with storage systems, necessary equipment, and provision of office supplies;

6) ensures the storage and replacement of consumables, daily care of office equipment;

7) orders stationery, hygiene products, food products;

3.1.9. As part of the labor function, development of local regulations regulating the work of the secretary:

1) develops the job description of the secretary;

2) develops regulations on the secretariat;

3) develops instructions for office work;

3.1.10. As part of the labor function, preparation and execution of management documentation:

1) compiles draft administrative (orders, instructions) and information and reference documents (official letters, certificates, reports and memos);

2) prints official documents and other materials;

3) reproduces official documents;

4) exercises control over the passage of documents in the organization (coordination, signing and approval of the document);

3.1.11. As part of the labor function, organizing work with documents in the manager’s reception area:

1) receives, preliminary reviews and sorts documents received by the manager’s reception;

2) prepares documents for consideration by the manager;

3) keeps records of documents received in the name of the manager;

4) organizes the delivery of documents to executors;

5) creates and maintains a database of manager’s documents;

6) carries out information and reference work;

7) monitors the execution of documents and instructions of the manager;

3.1.12. As part of the labor function, organizing the storage of documents in the manager’s reception area:

1) develops sections of the organization’s list of affairs;

2) carries out the formation and registration of files for permanent, long-term storage;

3) prepares and transfers files to the organization’s archives;

3.1.13. As part of the labor function, providing the manager with information:

1) collects and processes information necessary for making informed management decisions;

2) checks the accuracy, completeness and consistency of data, eliminating duplication of information;

3) provides data in a unified and easy-to-read format;

4) identifies the most significant criteria for systematizing information for creating databases;

5) creates and uses databases in the organization;

3.1.14. As part of the labor function, organizing information interaction between the manager and departments and officials of the organization:

1) informs the organization’s employees about the decisions of the manager;

2) organizes the exchange of information between divisions and officials of the organization;

3) notifies employees about upcoming events;

4) organizes meetings of the workforce with management;

5) informs the manager about employee requests on work and personal issues;

3.1.15. As part of the performance of his job functions, he carries out instructions from his immediate supervisor.

3.1.16. ……… (other duties)

3.2. ……… (other provisions on job responsibilities)

4. Rights

The manager's secretary has the right:

4.1. Participate in discussions of draft decisions, in meetings on their preparation and implementation.

4.2. Request clarifications and clarifications from your immediate supervisor regarding these instructions and assigned tasks.

4.3. Request, on behalf of the immediate supervisor, and receive from other employees of the organization the necessary information and documents necessary to carry out the assignment.

4.4. Familiarize yourself with draft management decisions relating to the function he performs, with documents defining his rights and responsibilities for his position, and criteria for assessing the quality of performance of his labor functions.

4.5. Submit proposals for the organization of work within the framework of their labor functions for consideration by their immediate supervisor.

4.6. Participate in discussions of issues related to the duties performed.

4.7. ……… (other rights)

5. Responsibility

5.1. The manager's secretary is held accountable:

For improper performance or failure to fulfill one’s job duties as provided for in this job description - in the manner established by the current labor legislation of the Russian Federation;

For offenses and crimes committed in the course of their work activities - in the manner established by the current administrative and criminal legislation of the Russian Federation;

For causing damage to the organization - in the manner established by the current labor legislation of the Russian Federation.

5.2. ……… (other liability provisions)

6. Final provisions

6.1. This job description has been developed on the basis of the Professional Standard "", approved by Order of the Ministry of Labor and Social Protection of the Russian Federation dated May 6, 2015 N 276n, taking into account ……… (details of local regulations of the organization)

6.2. The employee is familiarized with this job description upon hiring (before signing the employment contract).

The fact that the employee has familiarized himself with this job description is confirmed by ……… (by signature on the familiarization sheet, which is an integral part of this instruction (in the journal of familiarization with job descriptions); in a copy of the job description kept by the employer; in another way)

6.3. ……… (other final provisions).

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 provisions. 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

The job responsibilities of the manager's secretary are 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 a 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 necessarily contains such subsections as general provisions, rights and obligations, area of ​​responsibility, employee relations within the company, as well as the necessary applications.