Job description of a specialist in documentation support. Job Responsibilities of a Documentation Specialist. Coordination and approval

Secretary of the structural unit

• 1. a common part
• 1.1. The secretary of a structural unit (hereinafter referred to as the secretary) is an employee of the unit; The main task of his activity is the documentation service of the unit.
• 1.2. The secretary belongs to the category of specialists of JSC.
• 1.3. A person with a secondary education and experience in office work for at least one year is accepted for the position of secretary.
• 1.4. The secretary is hired and dismissed by order Director General on the recommendation of the head of the structural unit.
• 1.5. The secretary in his activities is guided by the administrative documents of the OJSC, the internal labor regulations, the instructions of the head of the structural unit, the current state regulatory and methodological documents on office work, state standards governing the execution of documents, the instructions for office work of the OJSC and this job description.
• 1.6. The secretary must know: the structure of the OJSC, the activities of the division, the names and distribution of duties between the employees of the division, the internal labor regulations of the OJSC, the rules for compiling and processing documents, the safety rules when working on organizational equipment; Operating Instructions technical means, norms of office etiquette.
• 1.7. The secretary must be able to work on a computer in a Windows environment, perform copying and duplicating work, draw up official documents, receive and transmit documents by facsimile.
• 2. Functions

To perform its main task, the secretary performs the following functions:

• 2.1. Daily delivery of documents to the department from the expedition and the secretariat on time.
• 2.2. Receiving and sending documents by facsimile and computer communication.
• 2.3. Entering registration data on incoming, internal and outgoing documents into the computer.
• 2.4. Ensuring timely consideration of received documents by the head of the structural unit.
• 2.5. Production of texts of official documents, their editing and printing, execution of typewritten and copying works.
• 2.6. Control over the correct execution of documents sent from the unit, transfer of documents to the expedition for sending by mail.
• 2.7. Daily monitoring of the deadlines for the execution of documents in the department.
• 2.8. Filing of executed documents into cases in accordance with the nomenclature of cases of the unit, ensuring the safety of documents.
• 2.9. Obtaining copies of orders and directives of the General Director from the secretariat and timely bringing them to the attention of the management of the unit and employees.
• 2.10. Receiving and transmitting information by phone for the head and employees of the department.
• 2.11. Keeping minutes of meetings and meetings held by the head of the structural unit, their registration and organization of storage.
• 2.12. Providing employees of the department with stationery, as well as the workplace of the head with all the necessary accessories for work.
• 2.13. Undocumented service for the head of the department (telephone calls, routine business meetings and negotiations), the implementation of his instructions and instructions.
• 3. Responsibilities

To perform the functions set out in the instructions, the secretary must:

• 3.1. Maintain confidentiality of proprietary information.
• 3.2. Ensure the safety of official documents.
• 3.3. Follow the instructions and orders of the head of the structural unit.
• 3.4. Follow the rules for paperwork.
• 3.5. Comply with the terms of processing, delivery, registration, transfer of documents, fulfillment of tasks and instructions of the head of the department.
• 3.6. Comply with the rules of computer operation, ensure the safety of the entered information.
• 3.7. Monitor the state of organizational equipment and means of communication installed in the structural unit, follow the rules for their operation.
• 3.8. Comply with the established subordination, rules business communication, norms of office etiquette.
• 4.4. To return to the executors documents drawn up in violation of the established rules and deadlines.
• 5. Responsibility

The secretary is responsible for the quality and timeliness of the performance of the duties assigned to him by the job description, as well as for non-use of the rights granted and violation of official subordination.

6. Relationships

Secretary interacts:

• 6.1. With the secretariat and other structural divisions of the JSC on the preparation, execution and execution of documents.
• 6.2. With the office manager on issues of providing the employees of the unit with letterheads, paper, stationery.
• 6.3. With information department- for questions Maintenance organizational and computer equipment installed in the unit.
• 6.4. With the archive on the issues of ensuring the safety of documents, the development of a nomenclature of the affairs of the unit, examination of the value of documents, preparing them for submission to the archive.

Head secretariat personal signature initials, surname

Familiarized with the instruction

Secretary personal signature initials, surname

APPENDIX 6

GOST R 51141-98

• Next are the divisions.
• Rights The Secretary has the right to: 4.1. Report to the head of the structural unit of the identified shortcomings within their competence. 4.2. Contact the secretariat of the OJSC for advice on the rules for the preparation and execution of documents and the performance of office operations. 4.3. Make suggestions for improving the work with documents.

Provides that the activities of managing documents in an organization should be based on "the establishment, implementation and dissemination of guidelines and regulations for working with documents." Guidelines and regulations are regulations, establishing the rules for working with documents: rules for documenting, organizing workflow, storing documents and using them, protecting documented information, etc. In domestic office work, the main document of an organization that establishes the procedure for working with documents throughout their life cycle, is an instruction for documentary support of management (office work).

Who develops the manual?

The development of instructions for the DOW is a function of the documentation support service. In organizations that do not have a DOW service, the development of this document is carried out by an employee responsible for organizing work with documents. Instructions for DOW sets uniform rules work with documents in the organization, including documenting activities, document management, registration, control over the execution and storage of documents. The instruction is a regulatory document of the organization, approved by the head of the institution and is binding on all employees.

In organizations that have subordinate organizations (branches, departments), it is advisable to develop instructions for the DOW so that it can also be used in subordinate organizations, since this will allow office work to be carried out on uniform principles and will further facilitate information exchange between organizations in the same system.

The instruction is developed on the basis of legislative and other regulatory legal acts regulating the sphere of information and documentation. At the same time, the instruction reflects the specific features of working with documents that are specific to a particular organization.

Federal executive authorities and territorial authorities of federal executive authorities develop their instructions for preschool educational institutions based on Model Instruction office work in federal bodies executive power, approved by order of the Ministry of Culture of Russia dated 08.11.2005 No. 536. Other organizations can also use the specified standard instruction insofar as it does not contradict the peculiarities of working with documents in this organization.

The instructions for the DOW are intended not only and not so much for the services of the DOW, but for employees of the organization's departments working with documents.

There are several steps in the development process:

Collection and analysis of material;

Development of a draft instruction, its coordination and approval;

Implementation of guidelines in the organization.

Preparatory stage

The developers of the instruction are based on the regulatory documents that regulate the activities of the organization and the issues of working with documents. In addition to the specified Standard Instructions for office work in federal executive authorities, it is necessary to use the provisions of national standards, especially GOST R 6.30-2003 "Unified Documentation Systems. Unified System of Organizational and Administrative Documentation. Documentation Requirements".

When developing instructions, the instructions for office work of other organizations can be used, if they do not contradict the provisions of the legislation in the field of information and documentation.

After studying the regulatory documents, the documentary support of the organization is examined, namely:

Structure of the organization (based on the structure, staffing and staffing);

The structure of the management apparatus and the distribution of responsibilities between management (based on the order on the distribution of responsibilities between management and other organizational, legal and administrative documents);

Functions of the organization as a whole (based on the charter of the organization or the regulation on the establishment, regulations on divisions, regulations on the main and leading specialists);

Functions individual bodies management (boards, councils, boards, etc.) (on the basis of organizational and legal documents regulating their activities (regulations, regulations, instructions, etc.));

Functional responsibilities individual workers(based on job descriptions);

The composition of documents (by type, addressee, subject) filed in the organization's affairs;

Organization of work on receiving and sending documents;

The system of registration and accounting of documents, if it is available in the organization (according to registration and accounting forms: journals, file cabinets, manual or automated);

Organization of control over the execution of documents, if it is carried out (based on journals, file cabinets used to control execution);

The system for storing documents and cases in the divisions of the organization (based on the nomenclature of cases, if any, and by the method of direct analysis of cases in divisions);

Organization of work of executors with documents;

The procedure for the use, accounting and storage of seals, stamps, forms of documents, the procedure for issuing them to responsible persons for work, the procedure for destruction;

Organization of work on sending and receiving documents by fax;

How to use e-mail.

The main sources of information about the organization of work with documents are regulatory, methodological, information and reference documents. But the data obtained from documents may not be enough, especially if the organization does not work with documents. Therefore, after studying the collected material, it is advisable to conduct a survey of managers and employees of departments directly responsible for working with documents.

When collecting material Special attention the following questions need to be addressed:

Competence of managers (head of the organization, his deputies, heads of departments, especially in relation to decision-making and publication of documents);

Types of documents issued by management (head of the organization, deputy heads, heads of departments);

Types of forms of documents used in the organization;

The procedure for approval (vising) of documents;

The procedure for signing documents;

Types of documents approved by the head;

Types and varieties of documents certified by the seal of the organization;

The place of storage of the seal (or seals, if there are several); the person responsible for the storage and use of seals;

Places of registration of documents and registration forms (magazines, file cabinets, databases) used for this;

Registered and unregistered documents;

Organizations from which documents are received (superior, subordinate, etc.).

The structure of the office work instruction

The next step in the development of an instruction is to determine its structure, or the working plan of the instruction. The composition of the sections of the Instruction, their sequence, the presence of applications are determined by its developers, but it is necessary that the provisions of the instruction consistently reflect all stages of working with documents (from their creation or receipt to execution, sending or transfer to the archive).

As a rule, the main sections of the Instructions are "Documentation management activities" and "Organization of work with documents." The instruction is preceded by the section " General provisions", at the end are placed applications of an information and reference nature.

In section "General Provisions" instructions are usually given:

Purpose and purpose of the instruction;

Regulatory base instructions;

Types of documents and processes covered by the instruction;

General principles of working with documents;

Normative acts applied along with the instruction;

Responsibility of departments, officials and employees of the organization for compliance with the provisions of the instructions.

The purpose of the DOW instruction is to establish unified order work with documents in the organization. The purpose of the instruction is to improve work with documents, improve the quality of document preparation, streamline workflow, optimize managerial work and increase the efficiency of management activities in general.

In the section "General Provisions" it is also noted that the conduct of office work in general, control over the implementation of office work in structural divisions and subordinate organizations are assigned to the documentation support service, and the responsibility for record keeping in structural divisions is assigned to the heads of divisions. In order to organize office work in departments, the head appoints employees responsible for office work in departments.

In the section "General Provisions" it is also noted that the employees of the organization are personally responsible for fulfilling the requirements of the instructions, timely consideration and execution of documents, their correct execution and safety.

This section should list those regulatory documents that are used in the organization along with the instructions for the DOW and in the aggregate constitute regulatory framework work with documents in the organization. This may be, for example, Instructions for working with documents containing confidential information, Regulations on the protection of personal data of employees, etc.

To section "Documentation of management activities" It is advisable to include the following subsections:

General requirements for documents;

Forms of documents;

Registration of details used in the preparation of documents;

Design features certain types or sets of documents;

Rules for the production of documents using computer technology.

Preparation of administrative documents (decrees, orders, orders, instructions);

Preparation of organizational and legal documents (regulations, rules, instructions);

Preparation of planning and reporting documents (plans, programs, reports);

Drawing up and execution of minutes of meetings of collegiate bodies (colleges, commissions, meetings, meetings, councils, boards, etc.);

Business correspondence;

Drawing up and execution of internal information and reference documents (reports, certificates, memos, lists, acts, etc.);

Preparation and execution of contracts.

Chapter "Document management" should contain provisions reflecting all stages of work with documents received and created in the organization: from document management to transfer of documents for storage in the archive.

This section should reflect the work not only with documents received by mail, but also with documents received through telecommunication channels (telegraph, telefax, Email); with documents received and sent to organizations, as well as received from citizens (appeals of citizens).

Since when working with documents, seals are used (to certify documents), stamps (to put official marks on the receipt of documents, control, etc.), the organization must establish a procedure for working with seals and stamps, as well as the procedure for their accounting, storage and use . If the organization uses forms of documents made in a typographical way, then it is necessary to regulate the procedure for accounting for forms. In the "Organization of work with documents" section, it is also necessary to establish the procedure for copying and replicating documents in the organization in order to take into account the copies of documents made and reduce copying and replicating documents that are not justified by the business need.

This section of the instruction actually regulates the technology of working with documents, including the organization of document circulation and storage of documents, the features of the use of seals, stamps, etc. The structure of this section may be as follows:

Organization of document flow;

Receiving, processing and passing incoming documents;

Registration and accounting of incoming documents;

Organization of work with sent documents;

Registration and passage of internal documents;

Accounting for the volume of document flow;

Document execution control;

Organization of work with citizens' appeals;

Use of facsimile means;

Photocopying and replication of documents;

Organization of document storage;

Compilation and maintenance of the nomenclature of cases;

Formation of cases;

Registration of cases;

Operational storage of cases;

Transfer of files for archival storage;

Work of the executor with documents;

Production, accounting, use and storage of seals, stamps and forms;

Organization of work with documents received by facsimile;

Organization of work with documents received by e-mail;

Copying and replicating documents;

The proposed structure of the instruction is exemplary. In a particular organization, depending on its specifics, organizational structure, decision-making procedures, the procedure for passing documents, the presence of separate areas for processing documents, the technical means and automation used, as well as other factors, it can be supplemented by other sections. For example, if a collegial body operates in an organization, the instruction may include a section "Documenting the work of a collegial body (collegium, board of directors, academic council, etc.)"; if the organization is in correspondence with foreign correspondents - the section "Execution of letters sent abroad"; if the organization receives citizens' appeals - the section "Organization of work with citizens' appeals", etc.

When writing the text of the instruction, one should use those regulatory documents that are indicated at the beginning of the article. Serious assistance in this work can be provided by instructions for the office work of other organizations, educational and methodological literature on documentation support. Great value for proper organization work with documents has a system of registration and accounting of documents, so the sections of the instructions that establish the procedure for registering documents should be given special attention. The instructions for the DOW should clearly define which documents are registered in the DOW service, and which ones in the structural divisions. At the same time, it is necessary to establish the structure of the registration number for various complexes of registered documents.

Normative provisions of the instruction are supplemented applications. In appendices to the instruction, as a rule, they place:

Samples of forms of documents;

Samples of registration of the main types of documents (order, instruction, protocol, business letter and etc.);

List of unregistered documents;

List of approved documents;

List of documents certified by the seal of the organization;

Forms of magazines and cards used for registration and accounting of documents, conducting reference work on documents;

Case nomenclature form, case cover template, case description forms, etc.

Separate provisions of the instructions for the DOW can be supplemented and specified in other instructions, rules, regulations, regulations dedicated to certain areas of work with documents.

Coordination and approval

The prepared text of the instruction is coordinated with the heads of structural divisions, deputy heads of the organization. Highest value in the coordination procedure, instructions are given for coordination with the legal service, the archive of the organization or the employee responsible for the archive, accounting, personnel service, the most important functional units from the point of view of the organization's activities. After agreeing and finalizing the instruction on the comments, it is approved by the head. Instructions for the DOW can be approved as the standard of the organization.

The instruction is approved by the order of the head of the organization. The order must contain paragraphs of an innovative nature, in which appropriate instructions are given to the service of the preschool educational institution and the heads of other structural divisions.

The instruction should be communicated to each employee of the organization. The DOW service should train employees responsible for office work in departments on the new rules for working with documents. In these lessons, the developers of the instruction explain the content of the instruction, paying attention to the most important, fundamental provisions. In the future, the task of the DOW service is to monitor compliance with the provisions of the instructions in the current work.

1. GENERAL PROVISIONS

1.1. This job description defines functional responsibilities, rights and responsibility of the Document Manager.

1.2. The document specialist is appointed to the position and dismissed from the position in the established current labor law by order of the director of the enterprise.

1.3. The document manager reports directly to __________________.

1.4. A person who has:

Documentation specialist: higher professional education no requirement for work experience.

1.5. Documentation must know:

Legislative and regulatory legal acts, resolutions, orders, orders, other governing and regulatory documents of higher authorities related to documentation management;

The order of planning, design and technology of work on the basis of organizational and computer technology of the services of documentation support for management;

Methods of research, analysis, design and development of documentation systems;

The procedure for registration, classification, storage, examination of the value of documents;

Organization of archives;

Regulatory and methodological documents for the design and operation of automated information systems management;

Basics of programming;

Methods for designing and updating databases and data banks;

Fundamentals of ergonomics, social psychology, sociology;

Documentation;

Domestic and foreign experience in the field of documentation management;

Fundamentals of economics, organization of labor and management;

labor legislation;

Internal labor regulations;

Rules and norms of labor protection.

1.6. During the period of temporary absence of the Document Manager, his duties are assigned to ___________________________.

2. FUNCTIONAL RESPONSIBILITIES

2.1. The functional responsibilities of the Documents Specialist are determined on the basis and to the extent of the qualification characteristics for the position of the Documents Specialist and can be supplemented, clarified in the course of preparation job description based on specific circumstances.

2.2. Document manager:

2.2.1. Develops and implements technological processes work with documents and documentary information based on the use of organizational and computer technology (accounting, execution control, operational storage, reference work).

2.2.2. Takes part in planning, organizing and improving the activities of the document management service, monitors the state of office work.

2.2.3. Prepares proposals for ensuring ergonomic working conditions, rationalization of workplaces for employees of the document management service.

2.2.4. Develops unified documentation systems and time sheets for various purposes and management level, document information classifiers.

2.2.5. Organizes the implementation of documentation systems.

2.2.6. Takes measures to streamline the composition of documents and information indicators, reduce their number and optimize document flows.

2.2.7. Participates in the selection of documents transferred for state storage, organization of storage and examination of the value of documents.

2.2.8. Takes part in the setting of tasks, design, operation and improvement (in terms of information support) of automated information systems and control systems, as well as in the development of the latest information technologies(including paperless) based on the use of computer and microprocessor technology, design and updating of databases and data banks.

2.2.9. It studies and generalizes the best domestic and foreign experience in the field of documentary support of management, develops regulatory and methodological documents on the issues of documentary support.

2.2.10. Takes part in the work on the selection, placement and advanced training of personnel of the document management service.

3. RIGHTS

3.1. The document manager has the right:

3.1.1. To make proposals for improving the organization of the enterprise's workflow, its rationalization in compliance with established standards.

3.1.2. Require the services of the enterprise and employees involved in the preparation of documentation to comply with established standards and requirements.

3.1.3. Develop and implement unified documentation systems, timesheets of documents for various purposes and management levels, document information classifiers.

4. RESPONSIBILITY

4.1. The document manager is responsible for:

4.1.1. Failure to fulfill their functional duties.

4.1.2. Inaccurate information about the status of the received tasks and instructions, violation of the deadlines for their execution.

4.1.3. Failure to comply with orders, orders of the director of the enterprise, instructions and tasks of the head of the department.

4.1.4. Violation of the Internal Labor Regulations, rules fire safety and safety measures installed at the enterprise.

5. WORKING CONDITIONS

5.1. The mode of operation of the Document Manager is determined in accordance with the Internal Labor Regulations established at the enterprise.

5.2. In connection with the production need, the Document Manager may be sent on business trips (including local ones).

Other instructions in the section:
-

This job description has been developed in accordance with the provisions of the Labor Code Russian Federation based professional standard 07.002 "Specialist in organizational and documentary support of organization management" (code B, qualification level - 6), approved by Order of the Ministry of Labor and social protection Russian Federation dated May 6, 2015 N 276n.

From July 1, 2016, organizations will have to apply professional standards if labor code, others federal laws, other regulatory legal acts establish requirements for the qualifications necessary for an employee to perform a certain labor function (part 1 of article 195.3 of the Labor Code of the Russian Federation as amended from July 1, 2016).

Possible job title:
clerk

Labor functions:
Documentation support of the organization's activities:
- organization of work with documents;
— organization of the current storage of documents;
- organizing the processing of cases for subsequent storage.

Education requirements:
Secondary vocational education - training programs for skilled workers, employees

Work experience requirements: no.

Note:
An employee who was previously hired and does not meet the requirements of the professional standard for his position cannot be dismissed. In the event that the level of his education is below the required one, he needs to continue his education and develop individual program learning.
In the event that an employee refuses to improve their qualifications or receive additional education, it is possible to dismiss him on the basis of the results of certification. This can be done if his consent is not obtained or the employer does not have the opportunity to offer him a vacancy corresponding to his specialty and qualifications (clause 3 of the first article 81 of the Labor Code of the Russian Federation).
Note that if the employee conscientiously fulfills his labor obligations, and even more so, he passed the certification, the employer has no reason to dismiss him.

APPROVE
General Director of ZAO AAA
_____________ A. A. Ivanov

"___" _______________ 2017

JOB DESCRIPTION
clerk

1. GENERAL PROVISIONS
1.1. This job description defines the functional duties, rights and responsibilities of the clerk of AAA CJSC (hereinafter referred to as the "Organization").
1.2. The clerk belongs to the category of specialists.
1.3. The clerk is appointed to the position and dismissed from the position in accordance with the procedure established by the current labor legislation by order of the head of the Organization.
1.3. The clerk reports directly (to the head of the personnel department, the head of the structural unit that is part of the personnel department; otherwise official)________________ organizations.
1.4. A person who has secondary vocational education in training programs for mid-level specialists, additional vocational education in special programs without any requirement for work experience.
1.5. In his activities, the clerk is guided by current legislation of the Russian Federation, the Charter of the organization, this job description, regulations, orders and orders of the higher management of the organization.
1.6. The clerk must know:
– labor legislation and other acts containing norms labor law;
— the fundamentals of archival legislation and regulatory legal acts of the Russian Federation, in terms of maintaining documentation on personnel;
— legislation of the Russian Federation on personal data;
- structure of the organization, management of structural divisions;
– modern information technologies for working with documents;
- the procedure for working with documents;
- document flow schemes;
- rules for working with incoming, outgoing and internal documents;
- rules of organization and forms of control over the execution of documents in the organization;
— typical deadlines for the execution of documents;
— principles of work with term file;
— purpose and technology of current and preventive control;
- rules for the preparation of analytical reports on the organization of work with documents and control over the execution of documents;
- rules for documentary support of the organization's activities;
- types of documents, their purpose;
- requirements for documents in accordance with regulations and state standards;
- rules for the preparation and execution of information and reference, organizational, management documents;
- rules for creating and maintaining databases of official documents in the organization;
- systems electronic document management;
- rules and deadlines for sending outgoing documents;
— labor protection requirements;
- regulatory legal acts, regulatory and methodological documents, state standards that determine the procedure for documenting management;
- types of nomenclature, General requirements to the nomenclature, the methodology for its compilation and design;
- rules for coordinating the nomenclature of cases with departmental archives and an expert commission;
- the procedure for the formation and registration of cases, the specifics of the formation of certain categories of cases;
- rules for storing files, including those with restricted access documents;
- rules for the issuance and use of documents from the generated cases;
- criteria for dividing documents into groups in accordance with the value of the information contained in them;
- the procedure for using standard or departmental lists of documents, determining the storage periods in the process of examining the value of documents;
- the procedure for creating, organizing and documenting the work of the expert commission;
- rules for drawing up and approving the minutes of the work of the expert commission;
- rules for drawing up and approving an act on the allocation of documents that are not subject to storage;
– rules for technical processing and complete registration of cases of permanent and temporary storage periods;
- rules for compiling an inventory of cases of permanent and temporary storage periods in accordance with the current regulatory and methodological documents;
- rules for transferring cases to the archive of the organization;
— ……… (other documents, materials, etc.)

1.6. The clerk must be able to:
- work with the entire set of information and documentation resources of the organization;
- use databases, including remote ones;
- use legal reference systems;
- enjoy automated systems accounting, registration, control and information and reference systems when working with documents of the organization;
- apply modern information and communication technologies for working with documents, including for its optimization and increase in efficiency;
- organize work on accounting, storage and transfer to the appropriate structural unit of documents of current office work;
- to carry out methodological management of office work in the organization, to control the correct formation, storage and submission of files to the archive;
- to develop the nomenclature of cases of the structural unit;
- use the nomenclature of cases when studying the structure of the organization, compiling inventories of cases;
- organize work on the formation of cases in accordance with the approved nomenclature of the organization's cases;
- Correctly and timely form documents in cases, taking into account their specifics;
- organize documents within the case;
— to ensure the safety and protection of documents of the organization;
- use the lists of documents and analyze the actual content of the documents available in the case when determining the terms of their storage;
- draw up documents of the expert commission;
– draw up covers of cases of permanent and temporary storage periods in accordance with the requirements state standards;
- to produce a chronological and structural systematization of cases;
– carry out technical processing and complete registration of cases of permanent and temporary storage periods;
- draw up an inventory of cases of permanent and temporary storage periods in accordance with the current regulatory and methodological documents;
— ……… (other skills and abilities)

1.7. During the period of temporary absence of the clerk, his duties are assigned to _____________________.

2. FUNCTIONAL RESPONSIBILITIES
The clerk has the following functions:
2.1. Organization of work with documents.
2.2. Organization of the current storage of documents.
2.3. Organization of case processing for subsequent storage.
2.4. Compile prescribed reports.

3. JOB RESPONSIBILITIES
To perform the functions assigned to him, the clerk must:
3.1. As part of the labor function, the organization of work with documents:
- receives and primary processing incoming documents;
– carries out preliminary review and sorting of documents into registered and non-registered;
- prepares incoming documents for consideration by the head;
- registers incoming documents;
— organizes the delivery of documents to performers;
- maintains a database of documents of the organization;
- Carries out information and reference work;
- Processes and sends outgoing documents;
- organization of work on registration, accounting, storage and transfer to the relevant structural divisions of documents of current office work;
- controls the execution of documents in the organization;
3.2 As part of the labor function, the organization of the current storage of documents:
- develops the nomenclature of affairs of the organization;
– checks the correctness of paperwork and makes notes on their execution before they are formed into a file for subsequent storage;
- carries out the formulation of the headings of cases and the determination of the terms of their storage;
- produces the formation of cases;
– performs control of the correct and timely distribution and filing of documents in cases;
3.3. As part of the labor function, the organization of processing cases for subsequent storage:
– checks the terms of storage of documents, draws up a protocol for the work of an expert commission on preparing documents for storage, an act on the allocation for destruction of documents that are not subject to storage;
- draws up an internal inventory of cases for especially valuable documents;
— makes registration of cases of permanent, long-term storage periods;
– makes registration of the cover of cases of permanent, long-term storage periods;
- draws up an inventory of cases of permanent, long-term storage periods;
- transfers cases to the archive of the organization;
3.4. As part of the implementation of their labor functions carries out the instructions of his immediate supervisor.
3.5. ……… (other duties)

4. RIGHTS
The clerk has the right:
4.1. Get acquainted with the draft decisions of the management of the enterprise relating to its activities.
4.2. Submit proposals for improvement of the work related to the responsibilities stipulated by this Instruction for consideration by the management.
4.3. Receive from the heads of structural divisions, specialists information and documents on issues within its competence.
4.4. Engage specialists from all structural divisions of the enterprise to solve the duties assigned to it (if it is provided for by the regulations on structural divisions, if not, with the permission of the head of the enterprise).
4.5. Engage in relationships with departments of third-party institutions and organizations to resolve operational issues production activities within the competence of the clerk.
4.6. Represent the interests of the Organization in third-party organizations on issues related to his professional activities.
4.7. Require the management of the enterprise to assist in the performance of their duties and rights.

5. RESPONSIBILITY
The clerk is responsible for:
5.1. For non-fulfillment (improper fulfillment) of their official duties provided for by this Job Description, within the limits determined by the labor legislation of the Russian Federation.
5.2. For offenses committed in the course of carrying out their activities - within the limits determined by the administrative, criminal and civil legislation of the Russian Federation.
5.3. For causing material damage— within the limits determined by the labor, criminal and civil legislation of the Russian Federation.
5.4. Failure to comply with orders, orders and instructions of the head of the Organization.
5.5. For violation of the internal labor regulations, fire safety rules, safety regulations, labor protection standards established in the Organization.
5.6. For disclosure of information containing personal data of employees and confidential information (constituting a trade secret).

6. WORKING CONDITIONS
6.1. The mode of work of the clerk is determined in accordance with the Internal Labor Regulations established in the Organization.
6.2. In connection with the production need, the clerk is obliged to go on business trips (including local ones).
6.3. Job evaluation:
- regular - carried out by the immediate supervisor in the process of performing labor functions by the clerk;
— __________________________________________________________________________.
(indicate the procedure and grounds for other types of performance evaluation)

7. RIGHT OF SIGNATURE

7.1. To ensure his activities, the clerk is granted the right to sign organizational and administrative documents on issues that are part of his functional duties.

8. FINAL PROVISIONS
8.1. This job description was developed on the basis of the Professional standard "Specialist in organizational and documentary support for the management of an organization", approved by Order of the Ministry of Labor and Social Protection of the Russian Federation of May 6, 2015 N 276n, taking into account ... ... ... (details of the organization's local regulations)
8.2. Familiarization of the employee with this job description is carried out upon employment (before signing the employment contract).
The fact that the employee is familiarized with this job description is confirmed 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; otherwise)
8.3. ……… (other final provisions).

__________________________ ______________ ______________________
(head position) (signature) (full name)

"___"____________ ____ G.

AGREED:
Legal Counsel _________________ _______________________
(signature) (full name)

"___"___________ ____ G.

I am familiar with the instructions ________________ ___________________
(signature) (full name)

I. General provisions

1. A document specialist belongs to the category of specialists.

2. For the position:

A document specialist is appointed a person who has a higher professional education without presenting requirements for work experience;

3. Appointment to the position of a document specialist and dismissal from it is carried out

4. Document manager should know:

4.1. Decrees, orders, orders, other governing and regulatory documents of higher ones concerning the documentation support of management.

4.2. The order of planning, design and technology of work on the basis of organizational and computer technology of the services of documentation support for management.

4.3. Methods of research, analysis, design and development of documentation systems.

4.4. The order of registration, classification, storage, examination of the value of documents.

4.5. Organization of archives.

4.6. Regulatory and methodological documents on the design and operation of automated information management systems.

4.7. Basics of programming.

4.8. Methods for designing and updating databases and databanks.

4.9. Fundamentals of management, ergonomics, social psychology, sociology.

4.10. Documentation.

4.12. Domestic and foreign experience in the field of documentation management.

4.13. Fundamentals of economics, organization of labor and management.

4.14. Labor legislation.

4.15. Internal labor regulations.

4.16. Rules and norms of labor protection.

6. During the absence of a document specialist (vacation, illness, etc.), his duties are performed by a person appointed by order of the director of the enterprise, who acquires the appropriate rights and is responsible for the proper performance of the duties assigned to him.

II. Job Responsibilities

Document manager:

1. Develops and implements technological processes for working with documents and documentary information based on the use of organizational and computer technology (accounting, execution control, operational storage, reference work).

2. Takes part in planning, organizing and improving the activities of the Department of Documentation Management.

3. Monitors the state of office work.

4. Prepares proposals for ensuring ergonomic working conditions, rationalization of workplaces for employees of the documentation department.

5. Develops unified documentation systems and tables of documents for various purposes and management levels, classifiers of document information.

6. Organizes the implementation of record keeping systems.

7. Takes measures to streamline the composition of documents and information indicators, reduce their number and optimize document flows.

8. Participates in the selection of documents transferred for state storage, organization of storage and examination of the value of documents.

9. Takes part in setting goals, designing, operating and improving (in terms of information support) automated information systems and management systems, as well as in the development of the latest information technologies (including paperless ones), based on the use of computer and microprocessor technology, design and updating of databases and data banks.

10. Studies and generalizes the best domestic and foreign experience in the field of documentation support for management, develops regulatory and methodological documents on documentation support.

11. Takes part in the selection, placement and advanced training of personnel of the documentation support department.

12. Performs individual official assignments of his immediate supervisor.

III. The rights

The clerk has the right to:

1. Get acquainted with the draft decisions of the management of the enterprise relating to its activities.

2. Make proposals for improving the work related to the responsibilities provided for in this instruction.

3. Within its competence, report to the immediate supervisor about all the shortcomings in the activities of the enterprise (structural unit, individual employees) identified in the process of fulfilling their official rights and responsibilities and make proposals for their elimination.

4. Request personally or on behalf of the immediate supervisor from the heads of departments and other specialists information and documents necessary for the performance of his official duties.

5. Involve specialists from all (individual) structural divisions in solving the tasks assigned to him (if this is provided for by the regulations on structural divisions, if not, then with the permission of the head of the organization).

6. Require the management of the enterprise, his immediate supervisor to assist in the performance of the duties provided for in this job description.

IV. A responsibility

The document manager is responsible for:

1. For improper performance or non-performance of their official duties provided for by this job description - to the extent determined by the current labor legislation of the Russian Federation.

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

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