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Standard duties of a secretary. Job description and duties of the secretary. Where to work as a secretary

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

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

I. General provisions

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

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

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

1.4. The secretary must know:

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

Regulations, instructions, other regulatory documents on record keeping;

The structure and management of the enterprise and its divisions;

Charter of the enterprise;

Organization of office work;

Methods of registration and processing of documents;

Archival affairs;

Typescript;

Rules for using intercoms;

Standards for a unified system of organizational and administrative documentation;

Typing Rules business letters using standard forms;

Fundamentals of ethics and aesthetics;

Rules of business communication;

Rules for the operation of computer equipment;

Fundamentals of administrative law and labor legislation;

Internal labor regulations;

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

1.5. The secretary reports directly to the head of [enterprise, structural unit].

1.6. During the absence of the secretary (vacation, illness, etc.), his duties are performed by a person appointed in accordance with the established procedure, who acquires the corresponding rights and is responsible for the proper performance of the duties assigned to him.

1.7. [Enter as appropriate].

II. Job responsibilities

Secretary:

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

2.2. Accepts correspondence received for consideration by the manager, transmits it in accordance with the decision made to structural divisions or specific performers for use in the process of work or preparation of answers.

2.3. Conducts office work and performs various operations using computer equipment, intended for collecting, processing and presenting information when preparing and making decisions.

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

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

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

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

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

2.9. Performs work on preparing meetings and conferences held by the manager (collection necessary materials, notifying participants about the time and place of the meeting, the agenda, their registration), maintains and draws up minutes of meetings and meetings.

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

2.11. Maintains a control and registration file.

2.12. Provides workplace manager with the necessary means of organizational technology, stationery, creates conditions conducive to efficient work leader.

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

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

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

2.16. Performs individual official assignments of the manager.

2.17. [Enter as appropriate].

III. Rights

The secretary has the right:

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

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

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

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

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

3.6. [Enter as appropriate].

IV. Responsibility

The secretary is responsible:

4.1. For improper execution or failure to fulfill their official duties as provided for in this job description, within the limits specified labor legislation Russian Federation.

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

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

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

Head of structural unit

[initials, surname]

[signature]

[day, month, year]

Agreed:

Head of Legal Department

[initials, surname]

[signature]

[day, month, year]

I have read the instructions:

[initials, surname]

[signature]

[day, month, year]

They represent the main part of the instructions for implementation work activity for a 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.
Labor protection.
Requirements for conducting business correspondence.

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

Responsibilities of an Assistant Manager

Job responsibilities The manager's secretary is not much different from the general requirements given above. He also receives and transmits correspondence, copies and archives documents, controls the communication of the manager’s orders to responsible persons, conducts necessary paperwork, 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 service instructions. 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. In the instructions labor activity The following aspects must be included:

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

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

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

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

History of the profession

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

Responsibilities of the secretary

The job responsibilities of the secretary-assistant include:

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

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

Requirements for a secretary

Requirements for a secretary assistant include:

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

Also, the position of secretary requires the following skills:

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

Secretary resume sample

Sample resume

How to become a secretary

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

Secretary salary

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

Return to Manager Responsibilities

The secretary performs the following duties:

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

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

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

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

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

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

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

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

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

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

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

— Performs individual official assignments from his immediate superior.

The secretary has the right:

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

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

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

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

— Make decisions within your competence.

The secretary is responsible:

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

— For non-compliance current instructions, orders and instructions for maintaining trade secrets and confidential information.

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

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

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

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

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

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

For development and specification qualification characteristics Job descriptions are developed at enterprises (firms).

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

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

However, as with any job description, it is subject to general requirements. First of all, it has an already established unified structure of the text, namely sections:

1) general provisions;

2) functions;

3) job responsibilities;

5) responsibility;

6) relationships;

7) connections by position.

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

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

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

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

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

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

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

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

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

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

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

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

FIRST HALF OF THE WORKING DAY:

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

2) select according to plan necessary documents and affairs;

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

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

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

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

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

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

8) report to the manager about the received correspondence;

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

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

SECOND HALF OF THE DAY:

1) collection and preparation of executed documents for signing;

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

3) process and send outgoing documents;

4) schedule activities for the next day.

Throughout the working day the following is carried out:

a) work with visitors, telephone conversations;

b) filing of executed documents in files;

c) performing work on a computer;

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

END OF WORKING DAY:

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

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

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

The job description is integral part the entire package of documents necessary to organize the work of the administrative apparatus.

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

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

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

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

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

The concept of secretary today is quite complex and has many gradations, I will give an example of some of them:
Technical secretary– works with office equipment (fax, multifunctional device, personal computer), uses the Internet, carries out instructions from managers and employees, calls companies and institutions on behalf of the manager, receives and sends messages via communications.
Reception secretary– receives incoming letters and faxes, messages by email, answers telephone calls, forwards them to departments or specific employees, and greets visitors.
Office secretary– receives and analyzes correspondence, carries out instructions from the manager and his deputies, types up documents, maintains documentation.
Secretary-assistant- not only a secretary, but also a specialist who is well acquainted with the activities of the company, which in some cases can make some independent decisions. The assistant secretary prepares reports for the manager and searches necessary documentation for the manager, plans the manager’s working day, resolves administrative issues within his competence.
Office Manager– ensures the functioning of the entire office: prepares materials for presentations, ensures uninterrupted transport service, clear communication, ensuring the operation of office equipment and the availability of stationery. The office manager is responsible for appearance office, in a small institution can simultaneously perform the functions of a personnel officer.
In small commercial organizations Secretaries, no matter what they are called, are distinguished by the fact that they have to perform universal work.
The profession of a secretary is perhaps the closest to the profession of an actor. The specificity and complexity of the secretary's work is due to the fact that he is always in sight, in the center of communication with management, colleagues, and clients. A smile, a pleasant voice, a neat appearance, confident gestures and goodwill, regardless of the mood, create a special atmosphere in the office.

Secretary's job description

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

1. General provisions

1.1. The secretary belongs to the category of technical performers.
1.2. The secretary is appointed to the position and dismissed from it by order of the general director of the company.
1.3. The secretary reports directly general director/ head of a structural unit of the company.
1.4. During the absence of the secretary, his rights and duties are transferred to another official, as announced in the organization order.
1.5. A person who meets the following requirements is appointed to the position of secretary: 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 programs Office (Word, Excel).
1.6. The Secretary is guided in his activities by:
— legislative acts of the Russian Federation;
— Company Charter, Internal Labor Regulations, others regulations companies;
— orders and instructions from management;
- this job description.

2. Job responsibilities of the secretary

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

Performs individual official assignments from his immediate superior.

3. Secretary's rights

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

4. Responsibility of the secretary

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

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

Each enterprise conducts its activities on the basis of local regulations, which are drawn up in accordance with the standards current legislation. And since each company is a separate organism, it must work harmoniously.

One of the important documents on which the activities of enterprise specialists are based is the job description. This is a document that specifies the functional responsibilities of an employee in a particular direction or specialty. It is necessary to thoroughly familiarize employees not only with their responsibilities, but also with their rights, powers and functions.

Job description is local document, which indicates the rights and responsibilities of each employee depending on the position held and the job function performed.
This document is developed by HR specialists together with lawyers. The instructions are approved by the employer or hired manager, if he has such authority.

The employer is obliged to familiarize the applicant with the job description before signing employment contract. If this is not done, then the employer will not be able to bring the employee to disciplinary liability for failure to fulfill his official duties.

The document must describe in detail the job responsibilities of the secretary, depending on the specifics of the work. The more detailed these responsibilities are, the easier it will be to resolve pre-trial and judicial conflicts between the employee and the employer.

Why do you need a job description?

When compiling of this document, the responsible person must rely on the norms of the current federal, regional and local levels. The head of the enterprise, as the person responsible for the correct management of document flow, must check this compliance. In addition, the personnel manager must also be aware of the compliance of the instructions with current legislation.

It is compiled either for a group of identical positions, or for a specific individual position. The employee must be familiarized with the document against signature. This must be done when applying for a job. If it is not drawn up correctly, then the employee and the manager will certainly have disagreements and conflict situations regarding the division of labor and the functions performed by the employee.

When correctly drafting job descriptions, management must pursue specific goals and solve the following tasks:

correctly divide work responsibilities between employees of similar positions. It is necessary to clearly coordinate their actions to achieve the most useful result;
improvement psychological climate in a team, improving the environment. It is necessary to reduce the likelihood of conflicts as much as possible;
clearly delineate the rights and responsibilities of specialists at the same level, give specifics on their powers, and clearly define the responsibilities of each. If necessary, you can separately focus on disciplinary sanctions that can be applied to a specialist in the form of liability for neglecting their duties;
to provide psychological and job relief for employees who are forced to combine several positions. It is not enough to simply unload them; this load must be distributed correctly and evenly;
establish a system of psychological and financial incentives and motivation;
correctly distribute responsibilities between managers.

With the help of the job description, the management of the enterprise implements all aspects of interaction between the management apparatus and personnel. But it is not always possible to achieve the maximum possible result. Therefore, you need to correctly select and appoint the person who will be responsible for drawing up job descriptions.

Depending on the size of the company and the number of hired personnel, then standard instructions compiled for a group of identical positions. If necessary, adjustments can be made for a specific position. If the company is small, has only 25-50 people, then the document is drawn up for each position separately. The person responsible is the HR department employee.

Basic rules for drawing up a job description for a secretary

For a position such as a secretary (it can be multi-level, starting from the secretary of the head of a structural unit, to the secretary of the head of a holding or concern), there is no developed unified form job description. Therefore, each enterprise has the right to choose how to draw up a document.

When drawing up a document, the responsible employee must remember that it is necessary to take into account the specifics of the activity specific enterprise. At companies different directions, secretaries can perform various functions and responsibilities. This must be taken into account when compiling.

You can rely on a generally accepted template. Each job description must contain the following provisions:

If necessary, additional sections can be added to the secretary's job description:

"working conditions". Here you can make reference to the internal regulations to determine the secretary’s working hours. If there is a need to accompany the manager on business trips, this nuance can also be reflected here;
"right to sign" The secretary may sign documents within the scope of his powers.

The job description drawn up by the responsible employee of the HR department must go through the approval procedure with the boss personnel service. In addition, the secretary himself must be familiarized with it against signature.

Drawing up a job description for a secretary

The document is drawn up in a single copy. It is signed by the secretary himself after carefully reading and studying it. If an enterprise has several secretaries on staff, then you can print out several copies, making appropriate changes for each individually, depending on the position of the manager to whom the secretary is “attached”.

If the secretary himself needs an additional copy for personal use, he can make a copy of the job description he has already signed. It's not prohibited!

To correctly draw up a document, you must follow some rules. In particular, there should be a “header” in the upper right corner. This is the place for approval of instructions by the head of the entire enterprise. Here you need to fill out a few lines:

there must be the word “affirm”;
Next, the position of the manager is indicated. For example, “CEO” or “director”;
Full name of the manager;
manager's signature.

Then in the middle of the sheet you need to indicate the name of the document. This is the “job description of a secretary.” Only after this all the main points are written down.

Mentioned above were the sections that the secretary’s instructions should consist of. They are prescribed in accordance with the regulations of the duties performed. For example, the functional responsibilities of a secretary to the head of a department may be somewhat “narrower” than the responsibilities of an assistant to the head of the entire enterprise.

After the instructions have been drawn up, they must be agreed upon with the employee who is responsible for the secretariat. This may be the head of the relevant structural unit. If there is no such person on staff, then with the head of the personnel service or another employee whose responsibilities include such coordination.

An approval mark is placed at the end of the document. You need to fill out a few lines:

be sure to indicate the word “agreed”;
position is a person's responsibility;
abbreviated name of the company;
Full name of this employee;
calendar date for approval;
signature of the person who approved the instructions.

Afterwards you need to give the document to the secretary himself for review. You also need to fill out a few lines:

It is necessary to indicate the phrase “I have read the instructions”;
the position of secretary as indicated in staffing table;
abbreviated name of the company;
Full name of this employee;
passport details. If necessary, you can make a copy of the page of the passport where the secretary’s personal data is indicated. Attach a copy to the instructions as confirmation of the specified data;
calendar date for approval;
the employee’s signature, which confirms that he has actually read his job description.

You should not “swipe” a document without reading it carefully. Careful familiarization is a guarantee that he will fulfill his duties correctly and will not do work for other employees. If the secretary deviates from his functional responsibilities or fails to comply with them, he will be held accountable.

On the contrary, if he is held accountable for alleged failure to comply, he can always refer to the instructions and challenge the management order to appoint disciplinary action. This will also help when filing a complaint with the labor inspectorate or when filing a claim in court. Therefore you need to be careful!

Job responsibilities of the secretary

Any organization needs a secretary. Therefore, the job description of such an employee will be useful to every company. The secretary can be either the head of the enterprise or the head of a structural unit. The job responsibilities of the secretary depend on this.

The duties of the secretary include:

receiving and sorting correspondence received for the boss;
conducting office work within the activities of a department or structural unit;
accepting personal statements from employees for the boss’s signature;
preparation of documents and materials that the boss needs for work;
work with computer, copying and other office equipment;
maintaining control and registration files;
printing documents that the boss needs for work;
performing work on preparing various meetings, sessions and other meetings;
preparation and printing of documents necessary for such meetings;
organization of reception of visitors;
maintaining a register of incoming and outgoing documents;
polite communication on the phone;
other duties that depend on the specifics of the department or structural unit.

Job description of the secretary of the head

The manager's secretary also has a job description. The duties of the manager's secretary include:

carry out work on organizing technical support activities of the leader;
receive and sort all correspondence that arrives addressed to the manager;
if there is such a need, then sort all correspondence into structural units and organize the delivery of this correspondence to the relevant structural units;
organizing telephone conversations with the manager;
receiving and recording incoming information during the absence of the manager;
working with office equipment;
organization of meetings, conferences and sessions;
preparing and printing necessary materials for meetings;
carrying out individual instructions from the manager.

Download

You can download a sample job description for a secretary in .doc format

Secretary is needed by any organization, and therefore, the job description of a secretary will be useful to every company. It is important to clearly state the job responsibilities of the secretary, which are not at all limited to taking calls and sweet smiles. We offer you a sample job description for the secretary of a manager - general director, head of department, branch director, etc.

Secretary's job description

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

1. General provisions

1.1. The secretary belongs to the category of technical performers.
1.2. The secretary is appointed to the position and dismissed from it by order of the general director of the company.
1.3. The secretary reports directly to the general director / head of the company's structural unit.
1.4. During the absence of the secretary, his rights and 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;
- The company’s charter, internal labor regulations, and other regulations of the company;
- orders and instructions from management;
- this job description.

2. Job responsibilities of the secretary

3. Secretary's rights

4. Responsibility of the secretary

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