Secretary any organization needs, and therefore, the job description of a secretary is useful to every company. It is important to clearly define the job responsibilities of the secretary, which are not limited to taking calls and sweet smiles. We offer you a sample job description for the secretary of the head - the general director, the head of the department, the director of the branch, etc.
Secretary job description
APPROVE
CEO
Surname 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 structural division of the company.
1.4. During the absence of the secretary, his rights and duties are transferred to another official, which is announced in the order for 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 of similar work from 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 Charter of the company, the Internal Labor Regulations, other regulatory acts of the company;
- orders and directives of the management;
- this job description.
2. Duties of the secretary
The Secretary performs the following duties:
2.1. Carries out work on the organizational and technical support of the administrative and administrative activities of the head.
2.2. Accepts incoming correspondence for consideration by the head, transfers it in accordance with the decision made to structural divisions or a specific contractor for use in the process of work or preparation of answers.
2.3. Accepts documents and personal statements for the signature of the head.
2.4. Answers telephone calls, records and transmits official information to the head, organizes telephone conversations of the head.
2.5. On behalf of the head, he draws up letters, requests, and other documents.
2.6. Performs work on the preparation of meetings and meetings held by the head (collecting the necessary materials, notifying participants of the time and place of the meeting, agenda, their registration), maintains and draws up minutes of meetings and meetings.
2.7. Carries out control over the execution by employees of the enterprise of issued orders and instructions, as well as compliance with the deadlines for the implementation of instructions and instructions of the head taken under control.
2.8. Provides the workplace of the head with the necessary means of organizational technology, stationery, creates conditions conducive to the effective work of the head.
2.9. Organizes the reception of visitors, contributes to the prompt consideration of requests and proposals of employees.
2.10. Forms cases in accordance with the approved nomenclature, ensures their safety and submits them to the archive in due time.
2.11. Organizes business trips of the head: orders air and railway tickets, books hotels.
2.12. Performs individual official assignments of his immediate supervisor.
3. Rights of the secretary
The secretary has the right:
3.1. Receive information, including confidential information, to the extent necessary to solve the assigned tasks.
3.2. Provide management with suggestions for improving their work and the work of the company.
3.3. Request personally or on behalf of the head from the divisions of the enterprise and other specialists information and documents necessary for the performance of his duties.
3.4. Require management to create normal conditions for the performance of official duties and the safety of all documents resulting from the activities of the company.
3.5. Make decisions within your competence.
4. Responsibility of the secretary
The secretary is responsible:
4.1. For non-performance and / or untimely, negligent performance of their duties.
4.2. For non-compliance with current instructions, orders and orders for the preservation of trade secrets and confidential information.
4.3. For violation of the internal labor regulations, labor discipline, safety and fire safety rules.
Secretary job description should provide for the responsibilities that are assigned to this employee in the organization (after all, the work of the secretary is by no means limited to answering calls and meeting visitors). Let's see how such an instruction is drawn up and what it should contain.
What are the responsibilities of the executive secretary?
Immediately it should be noted that the secretaries are different. So, in small organizations, the secretary of the head is not only his personal assistant, but, in fact, the head of all office work and clerical affairs. In large companies and government bodies, the secretary can be not only with the boss, but also with his deputies. This means that the range of responsibilities of those working in this position can be very different.
Some clarity is brought by the KSD of employees, approved by the Ministry of Labor of the Russian Federation in 1998. According to this document, the secretary of the head:
- is engaged in technical and organizational support of the work of the head;
- conducts office work, in particular, registers correspondence received in the name of the head, and transfers documents to performers at his order;
- ensures that the documents submitted for execution are considered in a timely manner;
- submits to the head for signing applications, draft orders and other documentation;
- organizes telephone conversations;
- in the absence of the head, captures the incoming information and brings it to the attention of the head;
- prepares meetings or meetings, draws up minutes;
- organizes the reception of visitors, etc.
In each specific organization, other duties may be provided for the secretary - both provided for by the CSD and not included in it. In particular, the duties of an office manager may be assigned to the secretary: providing the office with consumables, calling repairmen, etc. In this case, the KSD is just the minimum that you need to focus on and which can be supplemented at the same time.
Preparation of the job description of the secretary of the head
Registration, like any other document, must be carried out according to the rules of office work, in particular in accordance with GOST R 6.30-2003. According to its standards, this document should contain:
Don't know your rights?
- the name of the institution for which the document was developed;
- title of the document ("Job Instruction");
- indication of the date of development and compilation;
- registration number according to the rules of internal office work of the organization;
- an indication of the place where the compilation was made;
- approval mark;
- the actual title and text of the instruction;
- a mark on whether there are applications;
- notes on the internal coordination of the document with services and departments within the organization (usually coordination is carried out with the personnel department, legal service, financial department, although, if such a need arises, other departments may be involved in the coordination).
A sample of such a job description can be found on our website.
Job description of the assistant secretary - what's the difference?
In some organizations, instead of a regular secretary, there is a position of assistant secretary. In fact, it is difficult to clearly distinguish between these positions, since the referent can also be engaged in the organizational and technical support of the work of the head and perform other secretarial duties. Accordingly, what is said about secretary job description manager, in many respects also applies to a similar document for the assistant secretary.
However, usually the work of the referent implies that he is a specialist of a higher level. Simply put, if an ordinary secretary simply prints out letters or orders from the director, then the assistant prepares them himself and only then passes them on to the head for signature.
It should imply that the referent owns not only office work, but also quite seriously understands the area in which the enterprise operates. Typically, the responsibilities of the referent additionally include:
- selection of materials with which management should familiarize;
- drafting reports on required topics;
- advising management on issues in which the referent is a specialist.
As a rule, the referent is required to have a higher education and knowledge of foreign languages (at least English). In fact, the referent is an assistant to the head (but not a deputy, since the referent usually does not have administrative power in the organization).
Since the referent's profession is not regulated by regulations, in some organizations this is the name given to the ordinary secretaries of the head or his deputies. This leads to some confusion, but is not prohibited by law. Therefore, when developing instructions for the assistant secretary, it is quite possible to take the instructions of the ordinary secretary of the head as a model.
Type sample
APPROVE
___________________________________ (initials, surname)
(name of organization, pre- ________________________
acceptance, etc., its organizational (director or other
legal form) official person, authorized
must approve
nostalgic instruction)
"" ____________ 20__
Job description
Head Secretary
______________________________________________
(name of organization, enterprise, etc.)
"" ______________ 20__ N_________
This job description has been developed and approved for
on the basis of an employment contract with __________________________________________
(name of the position of the person for whom
______________________________________________________ and in accordance with
this job description has been drawn up)
the provisions of the Labor Code of the Russian Federation and other regulatory
acts regulating labor relations in the Russian Federation.
I. General provisions
1.1. The secretary of the head belongs to the category of technical
performers.
1.2. A person who has
higher vocational education, without presenting requirements for work experience
work, or secondary vocational education and work experience
specialty for at least __________ years.
1.3. Appointment to the position of secretary of the head and dismissal
from it is made by order of the head of the enterprise on presentation
1.4. The secretary must know:
- resolutions, orders, orders, other guidelines and
normative documents of higher and other bodies concerning
enterprise activities;
- regulations, instructions, other regulatory documents on the maintenance
office work;
- the structure and management of the enterprise and its divisions;
- the charter of the enterprise;
- organization of office work;
- methods of registration and processing of documents;
- archiving;
- typescript;
- rules for the use of reception and communication devices;
- standards of a unified system of organizational and administrative
documentation;
- rules for printing business letters using standard forms;
- foundations of ethics and aesthetics;
- rules of business communication;
- rules for the operation of computer technology;
- Fundamentals of administrative law and labor legislation;
- internal labor regulations;
- rules and regulations of labor protection, safety measures,
industrial sanitation and fire protection;
1.5. The secretary reports directly to the manager
________________________________________________________________________.
(enterprise, structural unit)
1.6. During the absence of the secretary (vacation, illness, etc.)
duties are performed by a duly appointed person,
which acquires the corresponding rights and is responsible for
proper performance of the duties entrusted to him.
1.7. ______________________________________________________________.
II. Job Responsibilities
Secretary:
2.1. Carries out work on organizational and technical support
administrative activities of the head.
2.2. Accepts the submission for consideration by the head
correspondence, transfers it in accordance with the decision taken in
structural divisions or specific performers for use in
the process of working or preparing answers.
2.3. Conducts office work, performs various operations with
the use of computer technology designed to collect, process and
presentation of information in the preparation and decision-making.
2.4. Accepts documents and personal statements for the signature of the head.
2.5. Prepares documents and materials necessary for work
leader.
2.6. Ensures timely review and submission
structural divisions and specific executors of documents,
transferred to the head for signature, ensures their quality
editing.
2.7. Arranging telephone conversations with the manager
writes down the information received in his absence and brings it to him
information its content, transmits and receives information on
receiving and intercom devices (telefax, telex, etc.), as well as
telephone messages, promptly brings to his attention information,
received through communication channels.
2.8. On behalf of the head, writes letters, requests, etc.
documents, prepares answers to the authors of letters.
2.9. Performs work on the preparation of meetings and meetings,
conducted by the head (collection of necessary materials, notification
participants about the time and place of the event, the agenda, their registration),
takes and draws up minutes of meetings and meetings.
2.10. Supervises the performance of the company's employees
issued orders and instructions, as well as compliance with deadlines
fulfillment of the instructions and instructions of the head, taken under control.
2.11. Maintains a control and registration file.
2.12. Provides the manager's workplace with the necessary
organizational equipment, stationery,
creates conditions conducive to the effective work of the leader.
2.13. Prints office materials at the direction of the head,
necessary for its operation, or enters current information into the databank.
2.14. Organizes the reception of visitors, promotes efficiency
consideration of requests and proposals of employees.
2.15. Forms cases in accordance with the approved nomenclature,
ensures their safety and submits them to the archive in a timely manner.
2.16. Performs individual official assignments of the head.
2.17. _____________________________________________________________.
III. Rights
The secretary has the right:
3.1. Get acquainted with the draft decisions of the company's management,
relating to his activities.
3.2. Submit proposals for consideration by management
improvement of the work related to the duties stipulated
this instruction.
3.3. Within the limits of its competence, notify directly
manager about all the shortcomings identified in the process of fulfilling their
job responsibilities and make suggestions for their elimination.
3.4. Request personally or on behalf of the management of the enterprise from
structural divisions and specialists information and documents,
necessary for the performance of their duties.
3.5. Require the management of the enterprise to assist in
performance of their duties and rights.
3.6. ______________________________________________________________.
IV. A responsibility
The secretary is responsible:
4.1. For improper performance or non-performance of their official
duties set out in this job description
within the limits determined by the labor legislation of the Russian Federation.
4.2. For offenses committed in the course of exercising their
activities - within the limits determined by administrative, criminal and
civil legislation of the Russian Federation.
4.3. For causing material damage - within the limits determined
labor and civil legislation of the Russian Federation.
The job description was developed in accordance with ________________
(Name,
_____________________________.
document number and date)
Head of structural unit (initials, surname)
_________________________
(signature)
"" _____________ 20__
AGREED:
Head of the legal department
(initials, surname)
_____________________________
(signature)
"" ________________ 20__
I am familiar with the instruction: (initials, surname)
_________________________
(signature)
APPROVE
CEO
1. General Provisions
1.1. The secretary-referent belongs to the category of specialists.
1.2. appointed to the position and dismissed from it by order of the General Director of the company.
1.3. The secretary-referent reports directly.
1.4. During the absence of the assistant secretary, his rights and duties are transferred to another official, which is announced in the order for the organization.
1.5. A person who meets the following requirements is appointed to the position of assistant secretary: higher education, experience of similar work from a year, knowledge of office equipment (fax, copier, scanner, printer), Microsoft Office programs (Word, Excel), office work, English.
1.6. The secretary-referent is guided in his activities by:
— the Charter of the company, the Internal Labor Regulations, other regulatory acts of the company;
2. Responsibilities of the assistant secretary
The secretary-referent performs the following official duties:
2.1. Prepares the necessary documents, provides reception, accounting, registration, control over the execution of documents, information and reference services and storage of documentary information.
2.2. Controls the quality of preparation, the correctness of the preparation, coordination, approval of documents submitted for signature to the management of the enterprise.
2.3. Controls the execution of documents and instructions of the management, takes prompt measures aimed at their timely and high-quality execution.
2.4. Carries out the organization of preparation, decision-making and bringing them to the direct executors. Analyzes references and reports provided to management, gives competent opinions on them.
2.5. Receiving visitors.
2.7. Forms cases in accordance with the approved nomenclature, ensures their safety and submits them to the archive in due time.
2.8. Performs other official assignments of his/her immediate supervisor.
3. Rights of the assistant secretary
The secretary-referent has the right:
3.3. Request from the functional services the necessary materials, as well as explanations of the reasons for the delay in completing tasks and instructions from the management.
4. Responsibility of the assistant secretary
The secretary-referent is responsible for:
JOB INSTRUCTIONS FOR THE SECRETARY OF THE RECEPTION HEAD
I approve
_____________________________ (Surname, initials)
(name of organization, its ________________________________
organizational and legal form) (director; other person authorized
approve job description)
——————————————————————-
(name of institution)
00.00.201_ #00
1. General Provisions
1.1. This job description establishes the rights, responsibilities and duties of the secretary of the reception manager _____________________ (hereinafter referred to as the "enterprise"). Institution name
1.2. A person with higher professional education (there are no requirements for work experience) or secondary specialized education and work experience in the profile of at least 2 years is appointed to the position of secretary of the head of the reception.
1.3. The receptionist is subordinate to __________________________________.
1.4. In his activities, the secretary of the reception of the head is guided by:
Legislative and regulatory documents regulating relevant issues;
Orders of the head of the enterprise (immediate supervisor);
Rules and norms of occupational health, labor regulations;
methodological materials relating to the issues of its activities;
the Charter of the enterprise;
This job description.
1.5. The secretary of the reception manager must know:
Regulatory legal acts, other guidance and methodological materials relating to the activities of the organization and record keeping;
Rules for the use of receiving and intercom devices;
Standards of the unified system of organizational and administrative documentation;
Rules for printing business letters using standard forms;
Fundamentals of ethics and aesthetics;
The structure and leadership of the organization and its divisions;
Organization of office work;
Methods of registration and processing of documents;
Archival business;
Typescript;
Rules of business communication;
Fundamentals of labor organization and management;
Rules for the operation of computer technology;
Fundamentals of administrative law and labor legislation;
Internal labor regulations;
Rules and norms of labor protection.
1.6. During the absence of the secretary of the receptionist head, his duties are assigned to his deputy, appointed in the prescribed manner, bearing full responsibility for their proper implementation.
2. Functions
The following functions are assigned to the secretary of the reception manager:
2.1.Organization of telephone conversations of the head.
2.2. Organizational preparation of meetings and meetings.
2.3. Organizational and technical support of the administrative and administrative activities of the head of the organization.
2.4. Record keeping.
2.5. Monitoring the implementation by employees of the organization of issued orders and instructions taken for control.
2.6. Maintaining a control and registration file.
2.7. Organization of the reception of visitors.
3. Job responsibilities
The receptionist must:
3.1. Accept documents and personal statements for the signature of the head of the organization.
3.2. Prepare documents and materials necessary for the work of the head.
3.3. Monitor the timely consideration and submission by structural divisions and specific executors of documents received for execution, check the correctness of the preparation of draft documents submitted to the head for signature, and ensure their high-quality editing.
3.4. Organize the conduct of telephone conversations of the head, record the information received in his absence and bring its contents to his attention, transmit and receive information via receiving and intercom devices (telefax, telex, etc.), as well as telephone messages, timely bring to his attention information received through communication channels.
3.5. To carry out work on the organizational and technical support of the administrative and administrative activities of the head of the organization.
3.6. Accept correspondence received for consideration by the head, transfer it in accordance with the decision made to structural divisions or specific performers for use in the process of work or preparation of answers.
3.7. Keep records, perform various operations using computer technology designed to collect, process and present information in the preparation and decision-making.
3.8. Compile letters, requests, other documents on behalf of the head, prepare answers to the authors of letters.
3.9. Perform work on the preparation of meetings and meetings held by the head (collecting the necessary materials, notifying participants of the time and place of the meeting, agenda, their registration), keeping and drawing up minutes of meetings and meetings.
3.10. Provide the workplace of the head with the necessary means of organizational technology, stationery, create conditions conducive to his effective work.
3.11. Print, at the direction of the head, the service materials necessary for his work or enter current information into the data bank.
3.12. Organize the reception of visitors, facilitate the prompt consideration of requests and suggestions from employees.
3.13.Copy documents on a personal copier.
3.14. Form cases in accordance with the approved nomenclature, ensure their safety and submit them to the archive in due time.
3.15. Monitor the execution by employees of the organization of issued orders and instructions, as well as compliance with the deadlines for the implementation of instructions and instructions of the head of the organization taken under control.
3.16. Keep a control and registration file.
The receptionist's secretary has the right to:
4.1. Improve your qualifications in the prescribed manner.
4.2. Require management to assist in the performance of their duties.
4.3. Make suggestions for improving the work related to the duties provided for in this job description.
4.4. Get acquainted with the relevant documents and information necessary for the quality performance of their duties.
5. Responsibility
The Admissions Secretary is responsible for:
5.1. Non-fulfillment (improper fulfillment) of their job duties provided for by this job description within the framework determined by the labor legislation of the Russian Federation.
5.2. Offenses committed in the course of carrying out their activities within the framework of the administrative, criminal and civil legislation of the Russian Federation.
5.3. Infliction of material harm within certain labor, criminal and civil legislation of the Russian Federation.
Head of the structural unit: _____________ __________________
(signature) (surname, initials)
Acquainted with the instructions
one copy received: _____________ __________________
(signature) (surname, initials)
JOB DESCRIPTION OF THE SECRETARY
APPROVE
CEO
Surname 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 CEO / .
1.4. During the absence of the secretary, his rights and duties are transferred to another official, which is announced in the order for 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 of similar work from six months, knowledge of office equipment (fax, copier, scanner, printer), Microsoft Office programs (Word, Excel).
1.6. The secretary is guided in his activities by:
- legislative acts of the Russian Federation;
- , Internal labor regulations, other regulatory acts of the company;
- orders and directives of the management;
- this job description.
2. Duties of the secretary
The Secretary performs the following duties:
2.1. Carries out work on the organizational and technical support of the administrative and administrative activities of the head.
2.2. Accepts incoming correspondence for consideration by the head, transfers it in accordance with the decision made to structural divisions or a specific contractor for use in the process of work or preparation of answers.
2.3. Accepts documents and personal statements for the signature of the head.
2.4. Answers telephone calls, records and transmits official information to the head, organizes telephone conversations of the head.
2.5. On behalf of the head, he draws up letters, requests, and other documents.
2.6. Performs work on the preparation of meetings and meetings held by the head (collecting the necessary materials, notifying participants of the time and place of the meeting, agenda, their registration), maintains and draws up minutes of meetings and meetings.
2.7. Carries out control over the execution by employees of the enterprise of issued orders and instructions, as well as compliance with the deadlines for the implementation of instructions and instructions of the head taken under control.
2.8. Provides the workplace of the head with the necessary means of organizational technology, stationery, creates conditions conducive to the effective work of the head.
2.9. Organizes the reception of visitors, contributes to the prompt consideration of requests and proposals of employees.
2.10. Forms cases in accordance with the approved nomenclature, ensures their safety and submits them to the archive in due time.
2.11. : book air and railway tickets, book hotels.
2.12. Performs individual official assignments of his immediate supervisor.
3. Rights of the secretary
The secretary has the right:
3.1. Receive information, including confidential information, to the extent necessary to solve the assigned tasks.
3.2. Provide management with suggestions for improving their work and the work of the company.
3.3. Request personally or on behalf of the head from the divisions of the enterprise and other specialists information and documents necessary for the performance of his duties.
3.4. Require management to create normal conditions for the performance of official duties and the safety of all documents resulting from the activities of the company.
3.5. Make decisions within your competence.
4. Responsibility of the secretary
4.1. For non-performance and / or untimely, negligent performance of their duties.
4.2. For non-compliance with current instructions, orders and orders for the preservation of trade secrets and confidential information.
4.3. For violation of the internal labor regulations, labor discipline, safety and fire safety rules.
JOB DESCRIPTION OF THE SECRETARY
APPROVE
___________________________________ (initials, surname)
(name of organization, pre- ________________________
acceptance, etc., its organizational (director or other
legal form) official person, authorized
must approve
nostalgic instruction)
» » ____________ 20__
Job description
head secretary
______________________________________________
(name of organization, enterprise, etc.)
» » ______________ 20__ N_________
This job description has been developed and approved for
on the basis of an employment contract with __________________________________________
(name of the position of the person for whom
And in accordance with
this job description has been drawn up)
the provisions of the Labor Code of the Russian Federation and other regulatory
acts regulating labor relations in the Russian Federation.
I. General provisions
1.1. The secretary of the head belongs to the category of technical
performers.
1.2. A person who has
higher vocational education, without presenting requirements for work experience
work, or secondary vocational education and work experience
specialty for at least __________ years.
1.3. Appointment to the position of secretary of the head and dismissal
from it is made by order of the head of the enterprise on presentation
1.4. The secretary must know:
resolutions, orders, orders, other guidelines and
normative documents of higher and other bodies concerning
enterprise activities;
- regulations, instructions, other regulatory documents for the maintenance
office work;
- the structure and management of the enterprise and its divisions;
- the charter of the enterprise;
- organization of office work;
- methods of registration and processing of documents;
- archiving;
- typescript;
- rules for the use of receiving and intercom devices;
— standards of the unified system of organizational and administrative
documentation;
- rules for printing business letters using standard forms;
— the foundations of ethics and aesthetics;
- rules of business communication;
— rules for the operation of computer technology;
— Fundamentals of administrative law and labor legislation;
- internal labor regulations;
— rules and regulations of labor protection, safety measures,
industrial sanitation and fire protection;
1.5. The secretary reports directly to the manager
________________________________________________________________________.
(enterprise, structural unit)
1.6. During the absence of the secretary (vacation, illness, etc.)
duties are performed by a duly appointed person,
which acquires the corresponding rights and is responsible for
proper performance of the duties entrusted to him.
1.7. ______________________________________________________________.
II. Job Responsibilities
Secretary:
2.1. Carries out work on organizational and technical support
administrative activities of the head.
2.2. Accepts the submission for consideration by the head
correspondence, transfers it in accordance with the decision taken in
structural divisions or specific performers for use in
the process of working or preparing answers.
2.3. Conducts office work, performs various operations with
the use of computer technology designed to collect, process and
presentation of information in the preparation and decision-making.
2.4. Accepts documents and personal statements for the signature of the head.
2.5. Prepares documents and materials necessary for work
leader.
2.6. Ensures timely review and submission
structural divisions and specific executors of documents,
transferred to the head for signature, ensures their quality
editing.
2.7. Arranging telephone conversations with the manager
writes down the information received in his absence and brings it to him
information its content, transmits and receives information on
receiving and intercom devices (telefax, telex, etc.), as well as
telephone messages, promptly brings to his attention information,
received through communication channels.
2.8. On behalf of the head, writes letters, requests, etc.
2.9. Performs work on the preparation of meetings and meetings,
conducted by the head (collection of necessary materials, notification
participants about the time and place of the event, the agenda, their registration),
takes and draws up minutes of meetings and meetings.
2.10. Supervises the performance of the company's employees
issued orders and instructions, as well as compliance with deadlines
fulfillment of the instructions and instructions of the head, taken under control.
2.11. Maintains a control and registration file.
2.12. Provides the manager's workplace with the necessary
organizational equipment, stationery,
creates conditions conducive to the effective work of the leader.
2.13. Prints office materials at the direction of the head,
necessary for its operation, or enters current information into the databank.
2.14. Organizes the reception of visitors, promotes efficiency
consideration of requests and proposals of employees.
2.15. Forms cases in accordance with the approved nomenclature,
ensures their safety and submits them to the archive in a timely manner.
2.16. Performs individual official assignments of the head.
2.17. _____________________________________________________________.
The secretary has the right:
3.1. Get acquainted with the draft decisions of the company's management,
relating to his activities.
3.2. Submit proposals for consideration by management
improvement of the work related to the duties stipulated
this instruction.
3.3. Within the limits of its competence, notify directly
manager about all the shortcomings identified in the process of fulfilling their
job responsibilities and make suggestions for their elimination.
structural divisions and specialists information and documents,
necessary for the performance of their duties.
3.5. Require the management of the enterprise to assist in
performance of their duties and rights.
3.6. ______________________________________________________________.
IV. A responsibility
The secretary is responsible:
4.1. For improper performance or non-performance of their official
duties set out in this job description
within the limits determined by the labor legislation of the Russian Federation.
4.2. For offenses committed in the course of exercising their
activities - within the limits determined by administrative, criminal and
civil legislation of the Russian Federation.
4.3. For causing material damage - within the limits determined
labor and civil legislation of the Russian Federation.
The job description was developed in accordance with ________________
(Name,
_____________________________.
document number and date)
Head of structural unit (initials, surname)
_________________________
(signature)
» » _____________ 20__
(initials, surname)
_____________________________
(signature)
» » ________________ 20__
I am familiar with the instruction: (initials, surname)
_________________________
(signature)
» » _____________ 20__
0.1. The document comes into force from the moment of its approval.
0.2. Document developer: _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _.
0.3. Document approved: _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _.
0.4. Periodic verification of this document is carried out at intervals not exceeding 3 years.
1. General Provisions
1.1. The position "Secretary of the head" belongs to the category "Technical employees".
1.2. Qualification requirements - complete general secondary education and vocational education or complete general secondary education and vocational training at work. No work experience requirements.
1.3. Knows and applies:
- resolutions, orders, orders;
- regulations, instructions and other guidance materials and regulatory documents on the activities of the enterprise and record keeping;
- the structure and management of the enterprise and its divisions;
- organization of office work;
- methods of processing and execution of documents;
- archiving;
- typescript;
- rules for the use of reception and communication devices, technical means of processing documents, oral and written information, computers and printing machines;
- standards of the system of organizational and administrative documentation;
- rules for printing business letters using standard forms;
- foundations of ethics and aesthetics;
- rules of business communication;
- basics of labor organization and management;
- rules for the operation of computer technology;
- Fundamentals of administrative law and labor legislation.
1.4. The secretary of the head is appointed to the position and dismissed by order of the organization (enterprise / institution).
1.5. The Executive Secretary reports directly to _ _ _ _ _ _ _ _ _ _ .
1.6. The manager's secretary directs the work of _ _ _ _ _ _ _ _ _ _ .
1.7. The secretary of the head during his absence is replaced by a duly appointed person who acquires the appropriate rights and is responsible for the proper performance of the duties assigned to him.
2. Description of work, tasks and job responsibilities
2.1. Performs functions that include organizational and technical support for the administrative and administrative activities of the head of the enterprise.
2.2. Accepts correspondence submitted for consideration by the head, transfers 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, performs various operations using computer technology designed to collect, process and present information for the preparation and decision-making.
2.4. Accepts documents and personal applications for signature by the head of the enterprise.
2.5. Prepares documents and materials necessary for the work of the head.
2.6. Monitors the timely consideration and submission by structural units and specific executors of documents submitted for execution, checks the correctness of the preparation of draft documents submitted to the head for signature, and ensures their high-quality editing.
2.7. Organizes the conduct of telephone conversations of the head, recording in his absence the information received and brings to his attention its content, transmits and receives information via receiving and intercom devices (telefax, telex, etc.), as well as telephone messages, brings information to his attention in a timely manner received via communication channels.
2.8. On behalf of the head, draws up letters, requests, other documents, prepares answers to the authors of letters.
2.9. Performs work on the preparation of meetings and meetings held by the head (collecting the necessary materials, notifying participants of the time and place of the meeting, agenda, maintaining their registration), keeps and draws up minutes of meetings and meetings.
2.10. Carries out control over the execution by the employees of the enterprise of issued orders and orders, as well as compliance with the deadlines for the implementation of instructions and instructions of the head of the enterprise, which are taken under control.
2.11. Maintains a control and registration file.
2.12. Provides the workplace of the head with the necessary means of organizational technology, stationery, creates conditions conducive to his effective work.
2.13. Prints, at the direction of the head, office materials necessary for his work or enters current information into the data bank.
2.14. Organizes the reception of visitors, contributes to the prompt consideration of requests and proposals of employees.
2.15. Forms cases in accordance with the approved nomenclature, ensures their safety and submits them to the archive in due time.
2.16. Copies documents on a copier.
2.17. Knows, understands and applies the current regulatory documents relating to its activities.
2.18. Knows and fulfills the requirements of regulatory acts on labor and environmental protection, complies with the norms, methods and techniques for the safe performance of work.
3. Rights
3.1. The manager's secretary has the right to take action to prevent and correct the occurrence of any violations or inconsistencies.
3.2. The secretary of the head has the right to receive all social guarantees provided for by law.
3.3. The secretary of the head has the right to demand assistance in the performance of his duties and the exercise of rights.
3.4. The secretary of the head has the right to demand the creation of organizational and technical conditions necessary for the performance of official duties and the provision of the necessary equipment and inventory.
3.5. The secretary of the head has the right to get acquainted with the draft documents relating to his activities.
3.6. The secretary of the head has the right to request and receive documents, materials and information necessary for the performance of his duties and orders of the management.
3.7. The secretary of the head has the right to improve his professional qualifications.
3.8. The secretary of the head has the right to report all violations and inconsistencies identified in the course of his activities and make proposals for their elimination.
3.9. The secretary of the head has the right to get acquainted with the documents defining the rights and obligations for the position held, the criteria for assessing the quality of the performance of official duties.
4. Responsibility
4.1. The secretary of the head is responsible for non-fulfillment or untimely fulfillment of the duties assigned by this job description and (or) non-use of the rights granted.
4.2. The secretary of the head is responsible for non-compliance with the rules of internal labor regulations, labor protection, safety, industrial sanitation and fire protection.
4.3. The secretary of the head is responsible for disclosing information about the organization (enterprise/institution) that is a trade secret.
4.4. The secretary of the head is responsible for non-fulfillment or improper fulfillment of the requirements of the internal regulatory documents of the organization (enterprise / institution) and the legal orders of the management.
4.5. The secretary of the head is responsible for offenses committed in the course of his activities, within the limits established by the current administrative, criminal and civil legislation.
4.6. The secretary of the head is responsible for causing material damage to the organization (enterprise / institution) within the limits established by the current administrative, criminal and civil legislation.
4.7. The secretary of the head is responsible for the misuse of the granted official powers, as well as their use for personal purposes.
