General provisions of the secretary. Job responsibilities of the secretary. Basic rules for drawing up a job description for a secretary

We bring to your attention typical example job description of the manager's secretary, sample 2020. should include the following sections: general regulations, job responsibilities of the manager’s secretary, rights of the manager’s secretary, responsibility of the manager’s secretary.

Job description manager's secretary belongs to the section " Industry-wide qualification characteristics of positions of workers employed in enterprises, institutions and organizations".

The job description of the manager's secretary should reflect the following points:

Job responsibilities of the manager's secretary

1) Job responsibilities. Carries out work on organizational and technical support for the administrative and administrative activities of the head of the enterprise. Receives correspondence received for consideration by the manager and transmits it in accordance with by decision to structural units or specific performers for use in the work process or preparation of responses. Conducts office work, performs various operations using computer equipment, intended for collecting, processing and presenting information when preparing and making decisions. Accepts documents and personal statements for signature by the head of the enterprise. Prepares documents and materials necessary for the manager’s work. Monitors the timely review and submission by structural units and specific executors of documents received for execution, checks the correctness of the prepared draft documents submitted to the manager for signature, and ensures their high-quality editing. Organizes the telephone conversations manager, records the information received in his absence and brings its contents to his attention, transmits and receives information via intercoms (telefax, telex, etc.), as well as telephone messages, promptly brings to his attention the information received by communication channels. On instructions from the manager, he composes letters, requests, and other documents, and prepares responses to the authors of the letters. 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. 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 head of the enterprise, taken under control. Maintains a control and registration file. Provides workplace head necessary means organizational equipment, office supplies, creates conditions conducive to his efficient work. At the direction of the manager, prints official materials necessary for his work or enters current information into the data bank. 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. Copies documents on a personal copier.

The manager's secretary should know

2) When performing his duties, the manager's secretary must know: resolutions, instructions, orders and other guidance materials and regulatory documents relating to the activities of the enterprise and record keeping; structure and management of the enterprise and its divisions; organization of office work; methods of registration and processing of documents; archival work; 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 business communication; basics of labor organization and management; rules for operating computer equipment; fundamentals of administrative law and labor legislation; internal labor regulations; rules and regulations of labor protection.

Requirements for the qualifications of a manager's secretary

3) Qualification requirements. Higher professional education without presenting requirements for work experience or secondary vocational education and work experience in the specialty of at least 2 years.

1. General Provisions

1. The secretary belongs to the category of technical performers.

2. A person who has a higher professional education without requirements for work experience or secondary vocational education and work experience in the specialty of at least 2 years is accepted for the position of secretary.

3. The secretary is hired and dismissed by the director of the organization.

4. The secretary must know:

resolutions, instructions, orders and other guidance materials and regulatory documents relating to the activities of the organization and record keeping;
structure and management of the organization and its divisions;
organization of office work;
methods of registration and processing of documents;
archival work;
typescript;
rules for using intercoms;
standards for a unified system of organizational and administrative documentation;
rules for printing business letters using standard forms;
fundamentals of ethics and aesthetics;
rules of business communication;
basics of labor organization and management;
rules for operating computer equipment;
fundamentals of administrative law and labor legislation;
internal labor regulations;
rules and regulations of labor protection, safety, industrial sanitation and fire protection.

5. In his activities, the secretary is guided by:

legislation of the Russian Federation,
Charter of the organization,
orders and instructions of employees to whom he is subordinate in accordance with these instructions,
this job description,
Internal labor regulations of the organization.

6. The secretary reports directly to the director of the organization (director of the organization, head of department, etc.)

7. During the absence of the secretary (business trip, vacation, illness, etc.), his duties are performed by a person appointed by the director of the organization in the prescribed manner, who acquires the corresponding rights, duties and is responsible for the performance of the duties assigned to him.

2. Job responsibilities of the manager’s secretary

Secretary:

1. Carries out work on organizational and technical support for the administrative and administrative activities of the director of the organization.

2. Accepts correspondence received for consideration by the director, transmits it in accordance with the decision made to structural units or specific executors for use in the work process or preparation of responses.

3. Conducts office work, performs various operations using computer technology designed to collect, process and present information when preparing and making decisions.

4. Accepts documents and personal statements for signature by the director of the organization.

5. Prepares documents and materials necessary for the director’s work.

6. Monitors the timely review and submission by structural units and specific executors of documents received for execution, checks the correctness of the prepared draft documents submitted to the director for signature, and ensures their high-quality editing.

7. Organizes telephone conversations with the director, records the information received in his absence and brings its contents to his attention, transmits and receives information via intercom devices (telefax, telex, etc.), as well as telephone messages, promptly communicates to his information information received through communication channels.

8. On behalf of the director, he compiles letters, requests, and other documents, and prepares responses to the authors of the letters.

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

10. Monitors the execution by employees of the organization of issued orders and instructions, as well as compliance with the deadlines for fulfilling the instructions and instructions of the director of the organization, taken under control.

11. Maintains a control and registration file.

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

13. Prints, at the direction of the director, official materials necessary for his work or enters current information into the data bank.

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

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

16. Copies documents on a personal copier.

17. Complies with the internal labor regulations and other local regulations of the organization.

18. Complies with internal rules and regulations of labor protection, safety, industrial sanitation and fire protection.

19. Ensures cleanliness and order in his workplace.

20. Performs within limits employment contract orders of the employees to whom he is subordinate in accordance with these instructions.

3. Rights of the manager's secretary

The secretary has the right:

1. Submit proposals for improvement of work related to the responsibilities provided for in this instruction for consideration by the director of the organization.

2. Request from structural divisions and employees of the organization information necessary for him to perform his job duties.

3. Get acquainted with the documents defining his rights and responsibilities for his position, criteria for assessing the quality of performance of official duties.

4. Get acquainted with the draft decisions of the organization’s management relating to its activities.

5. Require the management of the organization to provide assistance, including ensuring organizational and technical conditions and execution of the established documents necessary for the performance of official duties.

6. Other rights established by current labor legislation.

4. Responsibility of the manager's secretary

The secretary is responsible in the following cases:

1. For improper performance or failure to fulfill one’s job duties provided for in this job description - within the limits established by the labor legislation of the Russian Federation.

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

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

Job description of the manager's secretary - sample 2020. Job responsibilities of the manager's secretary, rights of the manager's secretary, responsibility of the manager's secretary.

The secretary is called the boss’s faithful assistant and right hand, and for good reason, because the responsibilities 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. These can be both 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, there was a need for specialists 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:

reception of 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 in English(Sometimes).

Also, the position of secretary requires the following skills:

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

Secretary resume sample

Resume sample

How to become a secretary

How to become a secretary? This can be the holder of any 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 is 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 duties and the region in which he works. The average salary of a 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 for the performance of 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 failure to comply with current instructions, orders and regulations on 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 is a normative document that establishes what a particular employee should do at his job, what he should know and be able to do for this, and what should be the level of his training.

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, call employees on his instructions. Organize telephone conversations of 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. Send and receive information via intercoms, quickly print as directed by the manager various materials. 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 (faxes, mini-automatic telephone exchanges, photocopiers, voice recorders, tape recorders); rules for using intercoms; standards for a unified system of organizational and administrative documentation; internal labor regulations; fundamentals of the scientific organization of 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, 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 circle of responsibilities and rights, various combinations of creative, logical and technical types works At the same time, there is a standard set of management operations for document and non-document 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, like any job description, there are general requirements for it. 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 the “Work Organization (Daily Routine)” section has increasingly appeared.

The “General Provisions” section contains the exact name of the position in accordance with 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 a large organization - on the proposal of 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 secondary specialized 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 and 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); initial processing of received documents 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 the execution of management instructions, 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 “Organization of work”, but in Lately it is very popular and increasingly 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 e-mail, 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 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 the manager's reports, searches for the necessary documentation for the manager, plans the manager's working day, and resolves administrative issues within his competence.
Office Manager– ensures the functioning of the entire office: prepares materials for presentations, ensures uninterrupted transport services, clear communications, ensures the operation of office equipment and the availability of stationery. The office manager is responsible for the appearance of the office; in a small institution, he 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
CEO
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 CEO/ head of a structural unit of the company.
1.4. During the absence of the secretary, his rights and responsibilities 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;
— 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 that of the company.
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.

The secretary is an proactive office worker who is entrusted with a wide range of responsibilities: answering telephone calls, registering correspondence, organizing meetings, conducting office work, as well as carrying out all instructions from the manager and making independent decisions within his competence.

The purpose of the secretary's work is to ensure effective management and administrative activities enterprises.

The concept of “secretary” hides people of various professions:

Reception secretary– receives and distributes telephone calls, greets visitors and carries out minor instructions for the manager. The position does not require special education. Sometimes such an employee is charged with purchasing water or stationery. In terms of prestige, this place is at the lowest level of the career ladder.
Secretary-assistant- This is a rather responsible position and is in many ways similar to the work of an office manager. It is required to prepare design solutions, edit documents, and compose texts for the boss’s speech at various events. Control over the work of other employees also lies with the assistant secretary. A profession can be obtained after studying at a specialized school, training center or after graduating from a secondary specialized educational institution.
Assistant Manager – occupying the position of assistant is considered honorable. The clerk must not only establish a trusting relationship with the manager, but also have stress resistance and self-confidence. A specialist of this level needs to solve organizational and administrative problems and organize the work of staff.

In addition to the main areas listed above labor activity Secretary, there are additional names for this profession, which have some features.

So, technical secretary you need to be able to type 145 characters per minute without looking at the keyboard, using all ten fingers at once. Such a person must bring his work with office equipment and engage in telephone service to automation.
For secretary-translator in addition to basic functions, it is important to be proficient foreign language to participate in negotiations with foreign business partners.
In charge clerk includes systematization of the institution’s documentation, as well as working with the archive, registering correspondence, and processing invoices.
Administrative and economic issues fall on the shoulders of office secretary. In addition to maintaining business correspondence, it is necessary to book tickets and hotels, meet guests and partners, and follow the orders of the manager.
A position with slightly unusual specifics of work for this profession - court clerk. The place of work of such a specialist is the court. The employee checks the attendance of summoned people at the court hearing, keeps minutes of the court hearing, prints judicial acts, and carries out all the instructions of the judge.

History of the secretary profession

If we lift the curtain of history and go in search of an answer to the question: where did the profession of “secretary” come from, then, most likely, the path will lead us to clerks and chroniclers. These people were engaged in correspondence, kept a record of the king's orders and decrees, and recorded events in chronological order.

It was also difficult for statesmen and politicians to cope without an assistant . In Russia, the secretarial position was introduced by Peter I in 1720, placing high demands on the profession. The work of a secretary was entrusted to people with knowledge of the laws, education and mastery of all the intricacies of the profession.

Since 1840, the heads of many enterprises began to appoint a personal secretary as their assistant. However, people without special skills were not hired for this position. So, secretarial courses began to open. Interestingly, they first appeared in Kharkov, and in the USA only eleven years later.

Scientific - technical progress developed rapidly: carbon copies and typewriters are a thing of the past, providing today's secretary's workplace with modern computers, fax machines and other office equipment.

The professional holiday of the “secretary” is usually celebrated on the last Wednesday of the full week of April.

Advantages and disadvantages

The profession undoubtedly has an advantage in:

the possibility in some cases of combining study and work;
lack of physical activity;
comfortable working conditions in a warm room;
useful communication skills and acquisition of profitable connections;
You can always use a photocopier for personal purposes.

Flaws:
the need is constantly in sight of the boss;
you need to look perfect every day, since the solidity of a company is often judged by appearance employees;
uniformity and routine of work (in small institutions);
in some companies it is difficult to realize oneself;
irregular work schedule.

Requirements for the profession of secretary

Candidate for this profession First of all, you must:

have average or higher education;
own a personal computer and be able to work with the Microsoft Office software package;
know the basics of office work;
have basic knowledge in the field of activity of a secretary;
know standard office procedures;
if necessary, speak English.

Responsibilities of the secretary

Managers of small firms want a secretary:

reviewed correspondence;
sorted and recorded incoming and outgoing mail;
answered telephone calls;
ensured the functioning of the office (ordering water);
communicated with clients;
supervised the execution of various tasks.

In more reputable companies, the secretary's responsibilities may be much wider. The clerk is asked to:

organize a reception or meeting;
plan work time manager;
purchase stationery and other things;
book hotel or air tickets for your boss or employees;
keep minutes of the meeting;
prepare negotiations with business partners.

The secretary is required to do office work.

Responsibility of the Secretary

In some companies, the position of secretary does not have to be responsible for anything, in others he is burdened with material and disciplinary responsibility, in addition to the workload of his job responsibilities.

If the secretary loses any important documents, not the specialist, but the entity, i.e. company.

The secretary may be the financially responsible person and monitor the availability of basic material assets that are in the office under his control: furniture, office equipment and others.

Secretary's powers

The manager is obliged to provide all the necessary information so that the secretary can cope with the task. This also applies to confidential data.

The secretary can discuss with the manager questions about his vision, how he can improve his work and the work of the organization.

He has the right:
ask company employees necessary documentation to comply with the points of your job description;
require the manager to take measures to ensure the safety of documentation and material assets;
resolve production issues within their competence.

Features of the profession

The position of secretary is a privilege for women. It is their leaders who want to see them as their assistants. This is explained by women’s ability to show flexibility, prevent the boss’s aggression, and grasp his mood and character traits. The fair half will be able to make a business office comfortable and impress partners.

However, a man can apply for the position of assistant manager by getting a job in a large company.

Professional skills and abilities of a secretary

To work as a secretary it is important:

be on first-name terms with a personal computer;
have a culture of communication;
be able to find an approach to visitors;
show accuracy and punctuality.

Some companies see a person with knowledge of foreign languages as a secretary.

Personal qualities of a secretary

If you ask the heads of various enterprises what character traits should be endowed with their personal secretary, then we can assume that their answer will be unequivocal:

communication skills and responsibility,
punctuality and organization,
tolerance and stress resistance.

In addition, they note presentable appearance, beautiful speech, and good memory.

After communicating with the company secretary, the visitor should feel confident that they will help him resolve his issue.

Career

The position of secretary is shrouded in myths about the difficulties associated with moving up the career ladder. In part, this is true. But this is only partly - it all depends on each person personally.

Some people show their best side after 1-2 years and confidently move forward towards numerous prospects, while for others the position of secretary turns out to be a lot.

Smart and proactive employees can find a more respectable position within the same company, becoming, for example, an assistant manager, and then a manager or even a director.

Where to work as a secretary

Secretaries needed:

various organizations and companies;
courts, lawyers and notaries.

A secretary is needed both in large company, and in a small business enterprise.

How much does a secretary earn?

It is impossible to name any fixed amount if we talk about the average monthly salary of people holding the position of secretary.

Government agencies do not indulge their clerks with high salaries and pay them approximately $300. But if you go to work for a large foreign company, then you can increase your income to $1000.

Education

When applying for a vacancy as an assistant manager, people with a higher education or a certificate of completion from a specialized training center for secretaries are considered. Sometimes training can be completed at a company that agrees to hire you.

You can work as a secretary without a higher education, but reputable companies want to see in their team certified specialists with knowledge of office work, ethics of business communication, psychology, shorthand and speed reading, the ability to work in 1C and skillfully handle office equipment.

Alexander Yurievich

Director of a recruitment agency

They represent the main part of the instructions for performing work activities for the 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 regulations. 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.
Occupational Safety and Health.
Requirements for conducting business correspondence.

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

Responsibilities of an Assistant Manager

The job responsibilities of the manager's secretary are not much different from 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 the necessary paperwork, and 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. The instructions for his work activity must include such aspects as:

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. Such 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 secretary-clerk, assistant manager and court employees are regulated by a special document called a 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 being developed and compiled with the participation of management team and necessarily 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's job description contains requirements for the employee's qualifications, establishes the procedure for his subordination, appointment and dismissal. The document describes functional responsibilities, employee rights, his responsibilities. The powers of the secretary are determined by the specifics of the organization.

Sample of a typical job description for a manager's secretary

I. General provisions

1. The secretary belongs to the category of “technical performers”.

2. The secretary reports directly to the general director/head of the structural unit.

3. The appointment or dismissal of the secretary is carried out by order of the general director.

4. A person with at least secondary education and at least one year of experience in a similar position is appointed to the position of secretary.

5. During the absence of the secretary, functional duties, rights, and responsibilities are transferred to another official, as reported in the order for the organization.

6. The secretary must know:

organizational structure;
norms of business communication and etiquette;
organization of office work;
basics of civil labor legislation RF;
rules for operating organizational and computer equipment;
application programs (Word, Excel, etc.);
typescript;
rules of labor protection, safety, fire protection.

7. The secretary in his activities is guided by:

Charter of the organization;
legislation of the Russian Federation;
internal labor regulations, other governing acts of the organization;
orders and instructions from management;
this job description.

II. Job responsibilities of the secretary

The secretary performs the following functional duties:

1. Receives visitors.

2. Receives and submits documents and personal statements to the manager for signature.

3. Receives correspondence sent to the manager for consideration. In accordance with the decision made, it is sent to structural units or specific individuals for use in their work.

4. Conducts communication using communication means, registers, and transmits official information to the manager.

5. Carries out activities related to technical and organizational support for the work of the manager.

6. Draws up requests, letters, and other documents on behalf of the manager.

7. Involved in preparing meetings and meetings organized by the manager. Collects necessary information, registers, informs participants about the place, time of the meeting, and agenda. Leads and prepares minutes of meetings.

8. Organizes business trips for the manager: purchases tickets, rents transport, premises.

9. Monitors the implementation by employees of the organization of instructions and orders from management.

10. Forms files, ensures the safety of documents, transfers them to the archive in a timely manner.

11. Performs individual official assignments of the manager.

III. Rights

The secretary has the right:

1. Make independent decisions within your competence.

2. Do not begin to exercise your powers if there is a danger to life or health.

3. Make demands to management to create normal conditions for the performance of their official duties, the safety of material assets and documents.

4. Receive official information in full to fulfill their powers.

5. Send rationalization proposals to management to improve the organization’s activities and one’s own work.

6. Inform the manager about identified shortcomings in the organization’s activities, put forward proposals for their elimination.

7. Receive from employees of structural divisions necessary materials and explanations of the reasons for violation of deadlines and quality of execution of tasks and management instructions.

IV. Responsibility

The secretary is responsible for:

1. Conducting unauthorized representation of the organization’s interests and meetings.

2. Results of decisions made, own actions.

3. Improper performance of one's official duties.

4. Violation of the requirements of the organization’s governing documents.

5. Mistreatment personal information, transfer of confidential information, trade secrets.

6. Causing damage to the organization, its employees, contractors, or the state.

7. Violation of labor discipline requirements, internal labor regulations, safety standards, and fire protection.

8. Violation of etiquette and business communication standards.

Secretary of the court session

The court secretary is a civil servant and works only in the courts. He ensures the documentary work of the judge, trials, and participates in meetings. This official performs the following functional responsibilities:

1. Collects and prepares case materials for consideration at a court hearing.

2. Keeps minutes of the court hearing.

3. Prepares and sends subpoenas, summons participants to the meeting.

4. Prepares court cases in accordance with legal requirements.

Clerk Secretary

Clerk secretary is an official who manages the organization's document flow. His tasks include:

1. Conducting telephone conversations and working with clients.

2. Monitoring the timely fulfillment of obligations recorded in documents.

3. Registration and processing of correspondence.

4. Translation of documents and correspondence from a foreign language.

5. Maintaining an archive of documents.