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Document flow specialist: job responsibilities and rights. Job Description of a Clerk Job Description of a Secret Clerk

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Instructions for the position " Clerk", presented on the website, meets the requirements of the document - "Directory of professional qualification characteristics of typical positions of ordinary and commanding staff of the State Service for Special Communications and Information Protection of Ukraine", which was approved and put into effect by order of the Administration of the State Service for Special Communications and Information Protection of Ukraine dated 08.08 .2009 No. 171. Agreed by the Ministry of Labor and Social Policy of Ukraine on July 10, 2009. The document status is "valid".

Preface to the job description

0.1. The document comes into force from the moment of approval.

0.2. Document developer: _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _.

0.3. The document has been approved: _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _.

0.4. Periodic verification of this document is carried out at intervals not exceeding 3 years.

1. General provisions

1.1. The position "Clerk" belongs to the category "Technical employees".

1.2. Qualification requirements - incomplete higher education in the relevant field of training at the educational and qualification level of a junior specialist. No work experience requirements.

1.3. Knows and applies in practice:
- The Constitution of Ukraine, acts of legislation relating to the service and activities of the State Special Communications Authority, the Disciplinary Charter, other regulations, methodological and other guidance materials on the organization and management of office work;
- practice of applying legislation on issues within its competence;
- instructions for office work;
- regulatory standards for the system of organizational and administrative documentation;
- the procedure for monitoring the passage of official documents and materials;
- fundamentals of public administration and law;
- types and forms of reporting;
- rules of official etiquette;
- software tools corresponding to professional tasks;
- labor protection and fire protection rules. Must speak the state language.

1.4. The clerk is appointed to the position and dismissed from the position by order of the organization (enterprise/institution).

1.5. The clerk reports directly to _ _ _ _ _ _ _ _ _ _ .

1.6. The clerk manages the work of _ _ _ _ _ _ _ _ _ _ .

1.7. During absence, the clerk is replaced 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.

2. Characteristics of work, tasks and job responsibilities

2.1. Under the supervision of a more qualified person, performs work related to the processing of registered documentation in the State Special Communications Authority.

2.2. Receives and registers correspondence.

2.3. According to resolutions and orders of management, it transmits documents for execution.

2.4. Issues necessary certificates on registered documents.

2.5. Sends appropriate documentation to recipients.

2.6. Keeps records of received and sent correspondence, systematizes and stores documents in the current archive.

2.7. Prepares and submits relevant documentation to the archive, compiles an inventory of cases received for storage in the archive.

2.8. Responsible for storing official documentation.

2.9. Performs database operations on computer equipment and ensures its readiness for operation.

2.10. Operates operating modes of peripheral equipment in accordance with tasks (preparation of text and graphic documents, calculations of tables, lists, lists, etc.).

2.11. Reports on identified deviations from the established operating standards of computer equipment.

2.12. Knows, understands and applies current regulations relating to his activities.

2.13. Knows and complies with the requirements of regulations on labor protection and environmental protection, complies with the norms, methods and techniques for the safe performance of work.

3. Rights

3.1. The Clerk has the right to take actions to prevent and eliminate cases of any violations or inconsistencies.

3.2. The clerk has the right to receive all social guarantees provided for by law.

3.3. The clerk has the right to demand assistance in the performance of his official duties and the exercise of his rights.

3.4. The clerk has the right to demand the creation of organizational and technical conditions necessary for the performance of official duties and the provision of the necessary equipment and inventory.

3.5. The clerk has the right to get acquainted with draft documents relating to his activities.

3.6. The clerk has the right to request and receive documents, materials and information necessary to fulfill his job duties and management orders.

3.7. The clerk has the right to improve his professional qualifications.

3.8. The clerk has the right to report all violations and inconsistencies identified in the course of his activities and make proposals for their elimination.

3.9. The clerk has the right to familiarize himself with documents defining the rights and responsibilities of the position held, and criteria for assessing the quality of performance of official duties.

4. Responsibility

4.1. The clerk is responsible for non-fulfillment or untimely fulfillment of the duties assigned by this job description and (or) non-use of the granted rights.

4.2. The clerk is responsible for failure to comply with internal labor regulations, labor protection, safety regulations, industrial sanitation and fire protection.

4.3. The clerk is responsible for disclosing information about the organization (enterprise/institution) that is a trade secret.

4.4. The clerk is responsible for non-fulfillment or improper fulfillment of the requirements of internal regulatory documents of the organization (enterprise/institution) and legal orders of management.

4.5. The clerk is responsible for offenses committed in the course of his activities, within the limits established by the current administrative, criminal and civil legislation.

4.6. The clerk is responsible for causing material damage to the organization (enterprise/institution) within the limits established by the current administrative, criminal and civil legislation.

4.7. The clerk is responsible for the unlawful use of the granted official powers, as well as their use for personal purposes.

5. Specialization

5.1. Has the right: to receive, in accordance with the established procedure, information necessary for the performance of official duties; submit proposals for improvement of relevant work for consideration by management; take part in meetings, meetings, seminars on issues within his competence.

A large company needs a well-organized and regulated circulation of documents, which means it needs a clear job description clerk- the person who will be responsible for this area of work. The job responsibilities of a clerk may vary depending on the size of the company, its structure, office staff, etc. We offer you a sample job description for a clerk, whose main tasks are to work with incoming correspondence and control the internal document flow of the company.

Job description of a clerk

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

1. General provisions

1.1. The clerk belongs to the category of technical performers.
1.2. The clerk is appointed to the position and dismissed by order of the general director of the company.
1.3. The clerk reports directly to the general director / head of the organization's documentation support / head of the office.
1.4. During the absence of the clerk, his rights and obligations 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 clerk: education - higher, incomplete higher or secondary specialized, experience in similar work for at least six months, knowledge of office work, Microsoft Office programs.
1.6. The clerk is guided in his activities by:
- regulatory legal acts, regulations, instructions, other guidance materials and documents on record keeping at the enterprise;
- Instructions for office work and archive work at the enterprise;
- Company Charter, Internal Labor Regulations;
- orders and instructions from management;
- this job description.

2. Job responsibilities of the clerk

The Clerk performs the following duties:
2.1. Receives and registers correspondence and forwards it to structural units.
2.2. In accordance with the resolution of the company’s managers, it transfers documents for execution, issues registration cards or creates a data bank.
2.3. Maintains a card file for recording the passage of documentary materials, exercises control over their execution, and issues the necessary certificates on registered documents.
2.4. Sends completed documentation to recipients.
2.5. Keeps records of received and sent correspondence, systematizes and stores documents in the current archive.
2.6. Provides convenient and fast document search.
2.7. Prepares and submits to the archive of the enterprise documentary materials completed by office work, registration card files or computer data banks, draws up inventories of cases transferred for storage to the archive.
2.8. Accepts documents for signature by the head of the office / head of the documentation support department, checks the correctness of their preparation and execution.
2.9. Ensures the safety of ongoing official documentation.
2.10. Performs individual official assignments from his immediate superior.

3. Rights of the clerk

The clerk 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. Request personally or on behalf of your immediate supervisor from department heads and specialists information and documents necessary to perform your job duties.
3.4. Require the management of the enterprise to provide assistance in the performance of their official duties and rights.

4. Responsibility of the clerk

The clerk is responsible for:
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.

Sample job description for a clerk

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

1. General provisions

1.1. The clerk belongs to the category of specialists.

1.2. A person who has:

1) secondary vocational education in training programs for mid-level specialists, additional vocational education in special programs;

1.3. The clerk must know:

1) structure of the organization, management of structural divisions;

2) modern information technologies for working with documents;

3) the procedure for working with documents;

4) document flow diagrams;

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

6) rules of organization and forms of control over the execution of documents in the organization;

7) typical deadlines for execution of documents;

8) principles of working with time card files;

9) purpose and technology of current and preventive monitoring;

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

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

12) types of documents, their purpose;

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

14) rules for the preparation and execution of information, reference, organizational, management documents;

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

16) electronic document management systems;

17) rules and deadlines for sending outgoing documents;

18) labor protection requirements;

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

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

21) rules for coordinating the nomenclature of files with departmental archives and the expert commission;

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

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

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

25) criteria for dividing documents into groups in accordance with the value of the information contained in them;

26) the procedure for using standard or departmental lists of documents, determining storage periods during the examination of the value of documents;

27) the procedure for creating, organizing and documenting the work of the expert commission;

28) rules for drawing up and approving the protocol of the expert commission’s work;

29) rules for drawing up and approving an act on the allocation of documents not subject to storage;

30) rules for technical processing and complete registration of files for permanent and temporary storage periods;

31) rules for compiling an inventory of files for permanent and temporary storage periods in accordance with current regulatory and methodological documents;

32) rules for transferring cases to the organization’s archive;

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

1.4. The clerk must be able to:

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

2) use databases, including remote ones;

3) use reference and legal systems;

4) use automated accounting, registration, control and information and reference systems when working with organization documents;

5) apply modern information and communication technologies to work with documents, including to optimize it and increase efficiency;

6) organize work on recording, storing and transferring current office work documents to the appropriate structural unit;

7) carry out methodological management of office work in the organization, control the correct formation, storage and submission of files to the archive;

8) develop a list of affairs of the structural unit;

9) use the nomenclature of cases when studying the structure of the organization and compiling inventories of cases;

10) organize work on the formation of cases in accordance with the approved nomenclature of the organization’s cases;

11) correctly and timely prepare documents for cases, taking into account their specifics;

12) systematize documents within the case;

13) ensure the safety and protection of the organization’s documents;

14) use lists of documents and analyze the actual content of the documents available in the case when determining the periods of their storage;

15) draw up documents of the expert commission;

16) draw up the covers of files for permanent and temporary storage periods in accordance with the requirements of state standards;

17) carry out chronological and structural systematization of cases;

18) carry out technical processing and complete registration of files for permanent and temporary storage periods;

19) draw up an inventory of files for permanent and temporary storage periods in accordance with current regulatory and methodological documents;

20) ……… (other skills and abilities)

1.5. The clerk 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 clerk reports directly to ……… (name of the manager’s position)

1.7. ……… (other general provisions)

2. Labor functions

2.1. Documentation support for the organization’s activities:

1) organization of work with documents;

2) organization of current storage of documents;

3) organization of case processing for subsequent storage.

2.2. ……… (other functions)

3. Job responsibilities

3.1. The Clerk performs the following duties:

3.1.1. As part of the labor function, organizing work with documents:

1) receives and initially processes incoming documents;

2) carries out preliminary review and sorting of documents into registered and non-registered;

3) prepares incoming documents for consideration by the manager;

4) registers incoming documents;

5) organizes the delivery of documents to executors;

6) maintains a database of documents of the organization;

7) carries out information and reference work;

8) processes and sends outgoing documents;

9) organization of work on registration, accounting, storage and transfer of current office work documents to the relevant structural units;

10) exercises control over the execution of documents in the organization;

3.1.2. As part of the labor function, organizing the current storage of documents:

1) develops a list of affairs of the organization;

2) checks the correctness of the execution of documents and makes notes on their execution before they are compiled into a file for subsequent storage;

3) formulates the titles of cases and determines the periods of their storage;

4) compiles cases;

5) monitors the correct and timely distribution and filing of documents in files;

3.1.3. As part of the labor function, organizing the processing of cases for subsequent storage:

1) checks the storage periods of documents, draws up a protocol of the work of the expert commission on the preparation of documents for storage, an act on the allocation for destruction of documents that are not subject to storage;

2) compiles an internal inventory of files for particularly valuable documents;

3) carries out registration of files for permanent, long-term storage periods;

4) designs the cover of files for permanent, long-term storage;

5) draw up an inventory of files for permanent, long-term storage;

6) transfers cases to the organization’s archives;

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

3.1.5. ……… (other duties)

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

4. Rights

The clerk 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 clerk is held liable:

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).

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

1. General provisions

1.1. The clerk belongs to the category of technical performers.
1.2. The clerk is appointed to the position and dismissed by order of the general director of the company.
1.3. The clerk reports directly to the general director / head of documentation support of the organization / head of the office.
1.4. During the absence of the clerk, his rights and obligations 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 clerk: education - higher, incomplete higher or secondary specialized, experience in similar work for at least six months, knowledge of office work, Microsoft Office programs.
1.6. The clerk is guided in his activities by:
— regulatory legal acts, regulations, instructions, other guidance materials and documents on record keeping at the enterprise;
— Instructions for office work and archive work at the enterprise;
— Company Charter, Internal Labor Regulations;
— orders and instructions from management;
- this job description.

2. Job responsibilities of the clerk

The Clerk performs the following duties:
2.1. Receives and registers correspondence and forwards it to structural units.
2.2. In accordance with the resolution of the management of the enterprise, it transfers documents for execution, issues registration cards or creates a data bank.
2.3. Maintains a card file for recording the passage of documentary materials, exercises control over their execution, and issues the necessary certificates on registered documents.
2.4. Sends completed documentation to recipients.
2.5. Keeps records of received and sent correspondence, systematizes and stores documents in the current archive.
2.6. Provides convenient and fast document search.
2.7.

Prepares and submits to the archive of the enterprise documentary materials completed by office work, registration card files or computer data banks, draws up inventories of cases transferred for storage to the archive.
2.8. Accepts documents for signature by the head of the office / head of the documentation support department, checks the correctness of their preparation and execution.
2.9. Ensures the safety of ongoing official documentation.
2.10. Performs individual official assignments from his immediate superior.

3. Rights of the clerk

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. Request personally or on behalf of your immediate supervisor from department heads and specialists information and documents necessary to perform your job duties.
3.4. Require the management of the enterprise to provide assistance in the performance of their official duties and rights.

4. Responsibility of the clerk

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

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

Organization name

I approve: Position of the manager approving the job description: __________________ Full name. "__" _____________ 200_ year

Job description of a clerk

1. General provisions

1.1. This job description defines the duties, rights and responsibilities of the clerk.

1.2. A person who has primary vocational education, without requirements for work experience, or secondary (complete) general education and special training according to an established program for at least 3 months, without requirements for work experience, is appointed to the position of clerk.

1.3. The clerk belongs to the category of employees, is hired and dismissed in accordance with the procedure established by the current labor legislation by order of the general director of the organization.

1.4. In his activities, the clerk is guided by the current legislation of the Russian Federation, the Charter of the organization, this job description, regulations, orders and instructions of the higher management of the organization.

1.5. In his activities, the clerk reports directly to the head of the administrative and economic support department and is operationally subordinate to the office manager.

1.6. During the absence of the clerk (business trip, vacation, illness), his duties can be performed by a person appointed in the prescribed manner, who acquires the corresponding rights and is responsible for the proper performance of the duties assigned to him.

2. Qualification characteristics

2.1. The clerk must know:

— regulatory legal acts, regulations, instructions, other guidance materials and documents on record keeping at the enterprise;

— the main provisions of the Unified State System of Records Management;

— structure of the enterprise and its divisions;

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

— the procedure for monitoring the passage of official documents and materials;

— basics of labor organization;

— rules for operating computer and office equipment;

— basics of labor legislation;

— internal labor regulations;

— rules and regulations of labor protection, safety precautions, industrial sanitation and fire safety.

2.2. The clerk must be able to:

- use modern technical means of information processing, communications and communications, computer technology.

3. Job responsibilities

3.1. In his activities, the clerk is obliged to:

3.2. Comply with the regulatory documents specified in clause 1.4.

3.3. Comply with labor protection requirements established by law and other legal acts, as well as rules and instructions on labor protection.

3.4. Immediately notify your immediate or superior manager about any situation that threatens the life and health of people, about every accident that occurs at work or about a deterioration in your health.

3.5. Carry out official assignments from your manager accurately and on time.

3.6. Receive and register correspondence and forward it to structural units.

3.7. In accordance with the resolution of the enterprise’s managers, submit documents for execution, issue registration cards or create a data bank.

3.8. Maintain a file of records of the passage of documentary materials, monitor their execution, issue the necessary certificates on registered documents.

3.9. Send completed documentation to recipients.

3.10. Keep records of received and sent correspondence, systematize and store documents in the current archive.

3.11. Work on creating a reference tool for documents, ensuring convenient and quick search for them.

3.12. Prepare and submit to the archive of the enterprise documentary materials completed by office work, registration files or computer data banks, draw up inventories of cases transferred for storage to the archive.

3.13. Ensure the safety and confidentiality of ongoing official documentation.

Who is a clerk? Responsibilities of the employee

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

3.15. Ensure order in the office, require employees to ensure order and silence.

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

3.17. Copy documents necessary for work.

4. Rights

The clerk has the right:

4.1. Demand, within the limits of his duties, from the immediate supervisor to create conditions for work and provide everything necessary to perform his duties.

4.2. Get acquainted with the decisions of the enterprise management regarding its activities.

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

4.4. Receive from heads of structural divisions, specialists information and documents necessary to perform their job duties.

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

5. Responsibility

The clerk is responsible for:

5.1. For failure to perform (improper performance) of one’s job duties as provided for in this job description, within the limits determined by the current labor legislation of the Russian Federation.

5.2. For achieving the goals and objectives set for him.

5.3. For failure to comply with orders, instructions and instructions from higher management as they relate to him.

5.4. For committing an offense in the course of carrying out its activities within the limits determined by the current administrative, criminal and civil legislation of the Russian Federation.

5.5. For causing material damage within the limits determined by the current labor, criminal and civil legislation of the Russian Federation.

5.6. For non-disclosure of trade secrets.

5.7. For false information provided to management.

6. Criteria for the effectiveness of a clerk’s activities

6.1. Timely receipt and dispatch of correspondence to departments and third parties.

6.2. High-quality performance of job duties.

7. Relationships

Clerk:

7.1. Interacts with all employees, heads of departments and management of the organization on issues within his competence.

7.2. Interacts with representatives of third-party enterprises, organizations, institutions on issues within his competence.

Developed by: Position title _____________________ Full name signature Agreed:

The approval of the instruction depends on who approved it. If the DI is approved by the general director, then, as a rule, it is agreed upon with the HR director; agreement may be with the head of the legal department.

I have read the instructions: Clerk: ___________________ /full name/ “__” _____________ 200_ year signature

Comments:

The profession of a clerk is to maintain the company's document flow.

Work for an office management specialist

Every day a lot of documentation passes through the hands of a specialist, which needs to be analyzed, processed and, if necessary, sent to the recipient. In some companies, the position of a clerk may include the tasks of a secretary or office manager - personal requests from management, making calls, working with clients, maintaining correspondence, and even translating documents from foreign languages.

This profession is promising, as a rule, only in large companies, since this is where serious secretariat services exist.

Places of work

Clerks are needed by any large company, archive, educational or cultural institution, reference service, as well as many other organizations.

History of the profession

In ancient times, clerks and secretaries were engaged in office work, and only at the end of the last century the profession of a clerk appeared. In modern times, there is a lot of work with documents, and now even universities have departments that train specialists in the field of document management and archival affairs.

Responsibilities of a clerk

The job responsibilities of a clerk depend on the field of activity and the size of the employing company, with the main functions being as follows:

maintaining the company's document flow;
registration and processing of correspondence;
conducting telephone conversations and working with clients;
control of timely execution of documents;
maintaining an archive of documents;
knowledge of the basic provisions of the Unified State System of Records Management (Unified State System of Records Management) and regulations containing the rules for maintaining documentation in a particular organization;

In some companies, the clerk is responsible for translating correspondence and documents from English into Russian and vice versa.

Requirements for a clerk

Basic requirements for a clerk include:

higher education (preferably: economics, document management, archival science);
PC and office equipment skills;
ability to work with documents (registration, maintaining registers, archiving, etc.);
ability to communicate with clients;
At least 1 year of experience in a similar or similar position.

In addition to professional skills, the clerk must be neat, attentive and diligent.

Some companies also require knowledge of English.

Sample resume

Clerk resume sample.

How to become a clerk

In order to obtain a position as a clerk in a large company, you must have a higher education and more than 1 year of work experience.

In addition, it will be useful to complete computer courses, since the specialist’s tasks include working with PCs and office equipment.

Clerk salary

The salary of a clerk depends on work experience and can range from 15 to 50 thousand rubles per month. Earnings also depend on the region of work, the size of the employing company and the specifics of its activities. The average salary of a clerk is 25 thousand rubles.