4 reasons to develop a job description for a secretary-clerk

A secretary and a clerk are different professions. Each of them involves the performance of specific tasks and responsibilities. On the large enterprises, secretary and clerk are included in the staffing table as separate units. In a small company, these responsibilities can be combined by one person, whose position in staffing table will be called "clerk-clerk".

In this case, the entire amount of work is performed by one person on a permanent basis. This means that the list of duties of a secretary-clerk must be stipulated in one document, for example, in an employment contract.

But it will be much more convenient for both the employee and the employer when the functionality, rights and obligations of such a universal specialist are approved by the job description of the secretary-clerk.

Qualification levels of preschool education specialists and their labor functions

Job description is not included in the list of those documents, the presence of which is established as mandatory by the Labor Code.

4 reasons to develop an instruction for a secretary-clerk

1. This will cover all the issues related to the work of the secretary-clerk in one document.
2. The job description can be promptly changed and supplemented without asking for the consent of the specialist himself and without drawing up these adjustments with an additional agreement.
3. Signature of a specialist on the job description sheet - legal basis require him to comply with all the provisions of this document.
4. Both the employee and the employer can always prove their case, referring to the provisions of the job description of the secretary-clerk, in the event of a conflict or labor dispute.

Who draws up the job description of the secretary-clerk

In the general case, the development of such local regulations as job descriptions is the responsibility of the heads of the relevant structural units... And, if a secretariat department has been created at the enterprise, the instructions should be developed by the head of this department.

In a small company, where the secretary-clerk is directly subordinate to the director, this work is usually entrusted to an employee or the head of the personnel department. In this case, the job description of the secretary-clerk, a sample or a draft document must be agreed with the head of the personnel and legal service, department of labor and wages.

Who approves the instruction

In order for the job description of the secretary-clerk to become a legally significant document and its requirements are binding, the document must be approved.

The statement is approved in one of two ways:

1. In the details of the document they prescribe "I approve", and also indicate the position of the employee who has the appropriate authority. The leader puts his signature there.
2. Issue an order on the approval and implementation of the job description of the secretary-clerk.

Order on the approval of job description

What to include in the job description of the secretary-clerk

There is no universal form for job descriptions in the legislation. In the practice of using such documents, certain requirements have already developed for the structure and content of this regulation. They are universal, but the employer has the right to add or combine some sections, adapt the provisions of the job description of the secretary-clerk to the organizational specifics of the enterprise.

For example, the job description of a secretary-clerk can regulate only one of the areas of activity. So, the secretary can be responsible exclusively for the processing of outgoing or incoming documents.

Job description of the secretary-clerk

The use of normative documents, such as "Qualification reference book of positions of managers, specialists and other employees", professional standards "Specialist in organizational and documentary support of organization management" and "Specialist in document management of an organization" will significantly facilitate the preparation of job descriptions. You can download these documents

The structure of the job description of the secretary-clerk

Consider the structure of this document according to the sections that are recommended to be included in it:

1. General Provisions

In this section, you should indicate the full name of the position in accordance with the name in the staffing table. In addition, list the tasks and goals for which the position was created. As a rule, the section includes a list of regulations and documents that the employee should be guided by in his work.

1. Qualification requirements for the position of a secretary-clerk

These requirements can be stated in a separate section or included as a separate clause in the previous section. Requirements for experience, education and qualifications, taking into account the complexity of the work performed, are given in Qualification handbook, and in professional standards.

1. Job responsibilities

These responsibilities are detailed in professional standards. Experts recommend breaking down the functions performed according to the main areas of activity, for example:

• document management;
• primary processing of internal, incoming and outgoing correspondence;
• dispatching of telephone calls;
• control over the passage of document flows and the timely execution of documents;
• organization of current and archival storage of company documents.

1. Rights and responsibilities

In this section, it is necessary to limit the areas of responsibility of the employee, to spell out in detail his powers so that they are sufficient and provide an opportunity to demand that employees comply with the discipline.

1. Relationship by position

In the section, set the sources of receipt and transmission different types documentation, indicate information sources that the secretary-clerk is entitled to use.

1. The procedure and terms for revising the job description

How to change job descriptions

Rely on the following options for developing job descriptions:

• job description - annex to the employment contract;
• job description - an independent document and one of the local regulations of the organization.

Sometimes changes in job descriptions are associated with changes in the terms of the employment contract. Then it is necessary to notify the employee in advance in writing. And only after his consent to make changes to the job description.

If the instruction is an appendix to the employment contract, simultaneously make changes to labor contract and job description. To do this, issue an additional agreement.

What to consider when drawing up a job description

To job regulations did not become a formal document, but on the contrary, was actively used in the work of a secretary-clerk, professionals should be involved in its development. These include employees with both clerical and administrative work experience.

At its core, the job description of a secretary-clerk should become a detailed technological description and contain answers to any question regarding the correct implementation labor function the employee holding this position.

In the regulations, it is necessary to reflect in detail that part organizational structure the enterprise to which the activities of the secretary-clerk apply. This will allow him to clearly understand with whom and what he has the right to demand, to whom he must obey.

The more detailed the functions for this position are, the easier it will be for the secretary to understand what exactly is required of him. This is especially important if the question arises of how conscientiously the employee treats his duties.

Currently in the labor market secretary-clerk is one of the demanded professions... This position exists on the staff of each organization, and it is rightfully considered that the employee holding this position owns all the operational information of the company and is the “right hand of the manager”.

He provides administrative and management support to the director of the enterprise. Therefore, high demands are made on the secretary. He must not only be a good clerk, but also have organizational skills.

Modern secretary-clerk: concept, duties and rights

Modern secretary-clerk - proactive assistant to the head of the company with the necessary professional knowledge and skills, as well as competent in making decisions.

Professional and personal qualities secretary to the chief must meet a number of requirements.

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TO professional qualities include:

• qualified skills (availability of special education);
• rationality, organization and self-discipline;
• the manifestation of diplomacy and politeness during negotiations and non-disclosure of commercial secrets.

The main personal qualities include:

• accuracy;
• initiative;
• responsibility;
• sociability;
• neatness.

All duties of the secretary-clerk can be classified according to functional and technological characteristics:

1. Service and communication, namely the reception of visitors, negotiations by phone, business trips, ordering hotel rooms and tickets.
2. Coordination responsibilities. This group includes the preparation and recording of meetings and sessions, coordination of the relationship of various levels of management.
3. Control and assessment responsibilities. Organizational and administrative documents and individual orders of the head are subject to control.
4. Analytical responsibilities are associated with the receipt, processing and distribution of incoming information.
5. Information and technical duties, namely, the management of office work and control and registration cards, the formation of cases and ensuring their safety, the planning of the chief's working day.

Key rights(powers) of the secretary-clerk:

1. Request information, including confidential information, to solve problems.
2. Require the provision of comfortable and optimal conditions to fulfill the duties assigned to him and to preserve documents.
3. Make competent decisions on your own.

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Job description of the secretary-clerk: requirements for registration, sample

This regulatory document is issued by the enterprise in order to determine official status employee, fixes his duties, regulates the organizational and legal status, establishes responsibility.

An instruction that does not meet the requirements of labor legislation does not have legal force.

The provisions of the job description are being coordinated with the legal and personnel service... Further, the secretary signs the document, affixing a visa: familiarized with the instructions, date, signature. The instruction is drawn up in 2 copies. The first one is to be stored in personal file, the second copy is sent directly to the employee.

The main sections of the job description

The structure of the job description contains the following main points:

1. Basic provisions. The full title of the position is indicated, the area of ​​activity of the secretary, the procedure for appointing, replacing and dismissing from office, requirements for the level of qualifications (education, length of service) are fixed, a system of subordination is established, regulatory and methodological documents are prescribed that should guide the secretary in the process of working.
2. Job responsibilities. A list of assigned work is established.
3. Rights. The powers given to the secretary for independent decision-making on all emerging circumstances within his competence are prescribed.
4. Responsibility. Personal responsibility of the secretary for non-performance or poor-quality performance is fixed job responsibilities... In this paragraph, you can specify the criteria and conditions by which the quality of work and the degree of fulfillment of established duties will be assessed.
5. Relationships. The section contains information about structural divisions and employees with whom the secretary interacts in the process of performing duties.

Unified form of job description Russian legislation not installed.

Approved by ................................................

…………………………………………….
(name of company)

…………………………………………….
(position)

………...….……………………………...
(Full name.)

“… ..” …………………. 20 ... .. y.

Job description
secretary

……………………………………………………………………………..
(name, enterprises, organizations)

1. General Provisions

1.1. Secretary belongs to the category of technical executors.

2. For the position secretary a person with an initial professional education, without presenting requirements for work experience, or secondary (complete) general education and special training according to the established program, without presenting requirements for work experience.

1.3. Appointment to the position of secretary and release from it is made by order of the director of the enterprise on the proposal

……………………………………………….……………………………………………………..

1.4. Secretary reports directly to the head

………………………………………………………………………………………………… ... /> (enterprise, structural unit)

1.5. Secretary should know: /> - decisions, orders, orders, other governing and regulations higher and other bodies relating to the activities of the enterprise; /> - regulations, instructions, other normative documents on the conduct of office work; /> - the structure and management of the enterprise and its divisions; /> - the charter of the enterprise; /> - workflow schemes; /> - terms and procedure for submitting cases to the archive; /> - systems for organizing control over the execution of documents; /> - methods of drawing up and processing documents; /> - typing; /> - standards of a unified system of organizational and administrative documentation; /> - printing rules business letters using standard forms; /> - fundamentals of ethics and aesthetics; /> - rules business communication; /> - office equipment and others technical means managerial labor; /> - the basics of labor legislation;
- rules of internal labor regulations; /> - rules and norms of labor protection ./> - basics of labor organization.

1.6. During the absence of the secretary, 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.

2. Official duties of the secretary

Secretary: /> - carries out work on the organizational and technical support of the administrative and administrative activities of the head; /> - accepts the correspondence received for consideration by the head, transfers it in accordance with the decision to structural divisions or specific performers for use in the process of work or preparation of answers; /> - conducts office work, performs various operations using organizational techniques designed to collect, process, store and present information when preparing and making decisions; /> - accepts documents and personal applications for the signature of the head; /> - prepares documents and materials necessary for the work of the head; /> - monitors the timely consideration and submission by structural divisions and specific executors of documents submitted to the head for signature; /> - checks the correctness of the preparation of the prepared draft documents , transferred to the head for signature, ensures their high-quality editing; /> - transmits and receives information on the intercom, organizes telephone conversations of the head, writes down the information received through communication channels in his absence and brings it to him information about its content; /> - on behalf of the head, draws up letters, requests, other documents, prepares responses to the authors of letters; /> - performs work on the preparation of meetings and meetings held by the head (collecting the necessary materials, notifying participants about the time and place of the meeting, agenda, their registration), maintains and draws up minutes of meetings and meetings; /> - monitors the execution of orders and orders issued by the employees of the enterprise, as well as compliance with the deadlines for fulfilling the instructions and instructions of the head, taken under control; /> - maintains control and registration card index; /> - provides workplace the manager with the necessary organizational equipment, stationery, creates conditions conducive to his effective work; /> - prints, at the direction of the manager, the office materials necessary for his work, enters current information into the databank; /> - organizes the reception of visitors, promotes the prompt consideration of requests and employees' proposals; /> - forms cases in accordance with the approved nomenclature, ensures their safety and in deadlines submits to the archive; /> - carries out individual official assignments of the head.

3. Secretary's rights

The secretary has the right: /> - to get acquainted with the draft decisions of the management of the enterprise concerning its activities; /> - to submit proposals for improving the work related to the performance of his duties; /> - to 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; /> - require the management of the enterprise to assist in the performance of their duties and rights ./>

4. Responsibility

The secretary is responsible: /> - for the consequences of decisions made by him that go beyond his powers established by the current legislation of the Russian Federation, the charter of the enterprise, other regulatory legal acts; /> - for non-fulfillment (improper performance) of his official duties provided for this instruction, within the limits determined by the current labor legislation RF; /> - for committing an offense in the course of carrying out its activities - within the limits determined by the current administrative, criminal and civil legislation of the Russian Federation; /> - for causing material damage and damage business reputation enterprises - within the limits determined by the current labor, criminal and civil legislation of the Russian Federation.

5. Other

This job description was developed and approved in accordance with the provisions Labor Code RF and other regulations governing employment relationship in the RF.

Agreed:

Head of the legal department

……………….…………… / ……….… "…..." ………………………twenty …. g./> (full name / signature)

I have read the job description

……………….…………… / ……….… "…..." ………………………twenty …. g./> (full name / signature)

What should any organization do, regardless of the specifics and direction of activity? Of course - keep the documentation. Document flow is what any institution has, so it is clear where it came from and why such a profession as a clerk is important.

Important position

Many people say that there is no point in hiring a clerk if the staff already has a secretary or even several secretaries. This approach is absolutely wrong, because the responsibilities of these two are completely different profession includes the implementation of various tasks: the secretary must help keep track of the manager's schedule, answer calls, bring coffee, carry out small assignments, and the clerk's duties include control over all the organization's documentation.

Complex documentary control

A responsible clerk should not only control the circulation of documents in the organization, he is also the chief custodian of the archive. The duties of the clerk include the following functions:

• conducting business correspondence of the manager;
• formation of a structured documentation base;
• control over the implementation of the provisions that are indicated in a particular document.

Accounting for correspondence (both incoming and outgoing) also leads to the duties of the clerk.

Differentiation of responsibilities in small and large companies

As practice shows, the larger the organization, the more staff will be clerks. In small organizations, where there is simply no opportunity to hire a clerk, but his services cannot be dispensed with, they attract a person who will hold the post of clerk-clerk. The duties of a secretary-clerk, as it is already clear, is a mixture of the duties of these two positions. One person has enough time to cope with everything, because the workflow for small businesses not as rich and varied as that of megacompanies.

Specific requirements that can be presented to a potential employee

The duties of a clerk depend on the specifics of the organization's activities. For example, international organizations or companies that have foreign partners may require their clerks to translate correspondence, for example, from English and vice versa.

A person with work experience is often hired for such a position, because here you need to have high level perseverance and be a really scrupulous person, who has several years of practice behind him. For young people who have just graduated educational institutions in this profile and who have no experience, it is worth trying to impress a potential future employer with your desire to work, then, perhaps, there is a chance to get such a position even in a large, promising organization.

You need to understand the specifics of the company's activities, with the documentation of which you will have to work. Deep enough knowledge legislative framework, which the company is guided by, is also a big plus for a potential employee.

What organizations cannot do without clerks

The position of a clerk is always present in schools and kindergartens in large cities. This is due to the fact that one cannot do without a person who will be able to keep track of all the documentation and, if necessary, immediately provide any of the stored documents.

The duties of a clerk at school are slightly different from those of a clerk, for example, in trade organization... Here, work will be carried out with the documents of each of the students. At the end of the reporting period, it will be necessary to submit information on the work done. It is better if a person working in such organizations can easily find a common language with both children and their parents, because problems in document management, the presence of inconsistencies that need to be clarified are quite common.

Any large kindergarten also has its own clerk. Job responsibilities here are similar to those of employees of this profile in schools. This is due to the unified focus of the activities of such public or private organizations. Such institutions also want a responsible and qualified clerk to work for them. Responsibilities in kindergarten for this specialist remain the same: work with a document base and archives.

Some Personal Traits a Good Clerk Should Have

1. A person who wants to become a high-class clerk must have a very good memory. Emotionality is an enemy that you need to fight and not allow mood swings to somehow affect work performance.
2. Tolerance is a treasure that a clerk should have. His duties are complemented by the function of explaining to many people "on the fingers" of the meaning of many documents and the importance of each individual "leaf", without which it would be unrealistic to realize any wish.
3. Self-control is just as important as tolerance. In this area, situations often occur that can infuriate an unprepared person. You need to control yourself constantly.
4. Business communication skills will help to quickly solve flow problems with people who work in the same organization or have business contacts with the company.
5. Manic organization. Indeed, a good clerk never postpones cases and documents "for later", because he understands perfectly well that this can lead to mistakes or complete chaos, which should not be allowed in the work with documents in any case.