What does a document specialist do: job responsibilities

Who is a document specialist?

The vacancy “document specialist” is usually present in large companies, where a separate specialist is needed to work with documentation. A document specialist maintains a register of documents, sorts them, and also performs a number of other tasks. He knows everything about documents and working with them. A related profession is secretary and archivist.

The need to introduce this vacancy is due to the fact that all documentation must be properly sorted and moved to the archive. This is precisely the main job responsibilities of a document manager in an organization. Without an established document flow system, chaos and disorder in papers will arise.

The transition of an organization to electronic document management greatly simplifies the work of a specialist. The professional activity of a document manager should not be considered boring and mediocre, since in some cases he is the only person privy to all the business secrets of the company.

Where can a document specialist work:

• in ministries and departments,
• in state and local authorities,
• in administrative services,
• in departmental archives,
• in departmental management bodies,
• in commercial structures,
• in organizations involved in the development of information systems, etc.

The work of a document manager comes with great responsibility. Career growth will depend on the place of work. In large companies, a document specialist can rise to the position of business manager, in small companies - to the position of assistant manager.

Salary level

The salary of a document specialist mainly depends on the place of work and region. Today it varies from 8 to 60 thousand rubles. The average figure is 25 thousand rubles.

According to information from employment websites, workers in the Moscow and Tyumen regions have high salaries. Situation in cities of different regions:

• Moscow - from 25 to 60 thousand rubles.
• St. Petersburg - from 25 to 50 thousand rubles.
• Krasnodar - from 15 to 35 thousand rubles.
• Novosibirsk - from 20 to 40 thousand rubles.
• Tyumen - from 20 to 60 thousand rubles.
• Volgograd - from 12 to 25 thousand rubles.
• Rostov-on-Don - from 20 to 30 thousand rubles.

Requirements for a document manager

A document specialist whose job responsibilities include working with important documentation must have the following qualities:

• responsibility;
• attentiveness;
• accuracy;
• scrupulousness;
• perseverance;
• literacy;
• good memory;
• self-organization;
• discipline;
• communication skills.

In addition, the document specialist must:

• have a secondary or higher education in the specialty “Documentation” or related specialties;
• be able to work with a PC;
• know archival matters;
• know the procedure for registration, classification and storage of documents;
• have experience working with documentation.

Education

You can study to become a document specialist in those Russian secondary schools or universities where specialists are trained in the following areas:

1. "Documentation".
2. “Documentation (information) support of the enterprise.”

Within one area of ​​training there are usually a number of specializations, for example, archivist or personnel officer.

When choosing a university, you need to take into account a number of important nuances. For example, the opportunity to practice in a large company. Also pay attention to the level of demand for its graduates.

There are quite a lot of higher educational institutions in Russia that train future document specialists in all regions, for example:

• Moscow Finance and Law University.
• Don Technical State University.
• Irkutsk State University.
• Voronezh Institute of Economics and Social Management.
• Nizhnevartovsk State University for the Humanities.

To enter a university for the specialty “document science” or any other similar one, you will need to pass the Unified State Examination in Russian language, history and social studies, or English. Try to score the maximum number of points if you want to get into the budget form of education.

What regulations regulate the activities of a document specialist?

The responsibilities of a document manager are primarily regulated by the job description. Other regulatory documents also establish requirements for specialists:

• Unified qualification directory of positions (approved by Decree of the Government of the Russian Federation of October 31, 2002 No. 787);
• Decree of the Government of the Russian Federation of June 15, 2009 No. 477 (on office work in federal authorities);
• decrees and orders of the President and Government of the Russian Federation;
• legislative acts of the Russian Federation in the field of information and documentation;
• industry documents - legal acts of ministries, committees and other departments;
• state standards for documentation, etc.

Personal qualities of a document manager

The main quality that a document specialist must have is attentiveness when working with documents . In addition, personal qualities also include accuracy, scrupulousness, and responsibility. The presence of errors, loss of documents, as well as violation of the law when drawing up draft documents can lead to serious problems.

Document scientists work with a lot of information, so they must have a good memory. Also, the work will require perseverance and literacy, and when working with personnel, organizational skills, communication skills and even creativity.

Important! If the company is small, then the document specialist can work alone. Therefore, he needs to organize his work effectively, and for this he will need self-control, self-organization, and also discipline.

What responsibilities does a document manager perform in an organization?

The job description of a document manager determines his functional responsibilities. These include:

• records management;
• organizing and checking documents;
• implementation of documentation systems;
• maintaining a register of documents;
• document flow optimization;
• ensuring the safety of documentation;
• selection of documents for transfer to archival storage;
• preparing and presenting materials for meetings, meetings, etc.;
• copying and scanning documents;
• registration of incoming documentation, etc.

Job description of document specialist

JOB DESCRIPTION

document specialist

(approximate form)

1. GENERAL PROVISIONS

1.1. This job description defines the functional duties, rights and responsibilities of a document manager.

1.2. A document specialist is appointed to a position and dismissed from a position in the manner established by current labor legislation by order of the head of the organization.

1.3. The document specialist reports directly to the _____________ organization.

1.4. A person who has:

— document specialist of category I: higher professional education and work experience as a document specialist of category II for at least 3 years;

— document specialist of category II: higher professional education and work experience as a document specialist of at least 3 years;

— document specialist: higher professional education without requirements for work experience.

1.5. The document specialist must know:

— legislative and regulatory legal acts, decrees, orders, orders, other governing and regulatory documents of higher authorities relating to documentation support of management;

— the procedure for planning, design and technology of work based on organizational and computer technology for documentation support management services;

— methods of research, analysis, design and development of documentation systems;

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

— organization of archival affairs;

— regulatory and methodological documents on the design and operation of automated information management systems;

- basics of programming;

— methods for designing and updating databases and data banks;

— fundamentals of ergonomics, social psychology, sociology;

— document management;

— domestic and foreign experience in the field of documentation support for management;

— fundamentals of economics, labor organization and management;

— labor legislation;

— Internal labor regulations;

— rules and regulations of labor protection.

2. FUNCTIONAL RESPONSIBILITIES

Note. The functional responsibilities of a document manager are determined on the basis and to the extent of the qualification characteristics for the document manager position and can be supplemented and clarified when preparing a job description based on specific circumstances.

2.1. Document specialist:

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

2.1.2. Takes part in planning, organizing and improving the activities of the management documentation support service, and exercises control over the state of office work.

2.1.3. Prepares proposals for ensuring ergonomic working conditions, rationalizing the workplaces of employees of the management documentation support service.

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

2.1.5. Organizes the implementation of documentation systems.

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

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

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

2.1.9. Studies and summarizes advanced domestic and foreign experience in the field of documentation support for management, develops normative and methodological documents on documentation support issues.

2.1.10. Participates in the selection, placement and advanced training of personnel for the documentation support service of management.

3. RIGHTS

3.1. The document specialist has the right:

3.1.1. Require the management of the organization to provide assistance in the performance of their official duties.

3.1.2. Improve your skills.

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

3.1.4. Submit proposals on issues related to your activities for consideration by your immediate supervisor.

Receive from employees of the organization the information necessary to carry out its activities.

4. RESPONSIBILITY

4.1. The document specialist is responsible for:

4.1.1. For failure to perform or improper performance of their duties provided for in this job description - in accordance with current labor legislation.

4.1.2. For offenses committed during the period of its activities - in accordance with current civil, administrative and criminal legislation.

4.1.3. For causing material damage - in accordance with current legislation.

4.1.4. For violation of the internal labor regulations, fire safety and safety regulations established in the organization.

5. OPERATING MODE

5.1. The document manager’s working hours are determined in accordance with the internal labor regulations established in the organization.

5.2.
Due to production needs, a document specialist may be sent on business trips (including local ones). This job description has been developed in accordance with _________ _________________________________________________________________________. (name, number and date of the document) AGREED BY: Legal Adviser ____________ ___________________ (signature) (Full Name) “___”__________ ___ I have read the instructions: _____________ ___________________ (signature) (Full Name)

Features of a specialist’s work in schools and kindergartens

How do the responsibilities of a document manager at a school or other educational institution differ from his work in other industries? Educational institutions have a limited staff of employees, so one person has to combine several professions at once: document manager, secretary, human resources worker, clerical worker. In addition to the above functions, the responsibilities of a document manager in a kindergarten or school often include:

• drawing up employment contracts with working personnel and processing personal files of employees;
• preparation of draft administrative documents on the movement of personnel;
• organization and maintenance of office work, etc.

A job applicant for the position of Document Specialist must have experience working with documents in addition to higher education. To gain the necessary experience, you can work as an assistant secretary, lawyer, or other specialist. A number of higher educational institutions in Russia provide training in the specialty “Documentation”. The national average salary of a specialist is 20-30 thousand rubles, but can be either higher or lower than this figure (depending on the industry of the organization and other factors).

Job responsibilities of a document manager

The general responsibilities of a document manager include the following:

• keeping records, monitoring execution, ensuring storage of documentation;
• control over the state of office work;
• development of unified systems, as well as classifiers for documentation;
• conducting work on organizing documents and information;
• document flow optimization;
• organization of document storage;
• conducting a value examination;
• development of normative and methodological documents in their field.

Job responsibilities within agencies may vary depending on the area of ​​employment. If the document works in the judicial authorities, then its responsibilities will be related to the maintenance of specific documentation. If a document specialist works in a bank, then his responsibility when working with documents will be to maintain bank secrecy. In the case of working with documents in medical organizations, ensuring medical confidentiality.

What information should be in the text of the paper

There is no approved form for this paper in labor legislation. It is compiled in the so-called free form. However, over the years of practice, a structure for the job description has developed. It contains basic sections and additional ones.

The main sections that the document should include are “General Provisions”, “Job Responsibilities”, “Rights” and “Responsibilities”. Depending on the size of the organization and the intentions of management, additional sections are added, for example, “Working conditions”, “Interrelations”, etc.

Section "General Provisions"

It indicates which category the employee will belong to, what requirements are imposed on education, work experience, knowledge and skills. Knowledge of the laws relating to the employee's field of activity is important. A document specialist must be able to work with services for recording and storing documentation.

This section also notes who the employee will be subordinate to, who and how will replace him in his absence.

Thus, this paragraph prescribes the main working points without touching on specific labor functions. They are given the next section.

Section "Job Responsibilities"

Here they describe very precisely point by point what tasks a document specialist should solve. The list will depend on the size of the company and whether there are other specialists with a similar position on staff. A document specialist must monitor the proper execution of papers, their storage, help employees organize documentation, and work to improve the organization of the company’s document flow.

Important! The more specifically the employer prescribes the employee’s job responsibilities, the greater the chance that misunderstandings between the parties will not arise. It is also important that job responsibilities correspond to the skills and knowledge that will be listed in the first paragraph of the instructions.

Section "Employee Rights"

This paragraph indicates a list of employee rights. Usually this is independent decision-making, the right to demand and study certain documentation, to involve other employees in solving their task (in some cases), to participate in resolving any issues in the company related to their field of activity.

Section “Employee Responsibility”

Here you can find information about the types of liability to which a document specialist may be held for dishonest performance or failure to perform their functions in the workplace. Each point is not described in detail, because the punishment will be determined during legal proceedings.

Professional knowledge

The responsibilities of a document manager begin with the fact that the specialist must have a certain amount of knowledge necessary to engage in official activities.

The following standard set is prescribed in the job descriptions:

• Regulatory, legislative, legal acts, decrees, orders, and other decisions of higher structures relating to documentation support for the employer’s activities.
• The main provisions of the Unified State System of Records Management.
• Standards for the unified structure of organizational and administrative documents.
• Methods of planning, design and further development of documentation systems.
• Techniques of design, planning, documentation support using computing and computer equipment.
• Procedures for registration, classification, storage, examination of working documentation.
• The procedure for monitoring the execution of documentation.
• Requirements for handling various documentation - incoming, internal, outgoing.
• Requirements for documentation of planning and reporting on vectors of activity of structural divisions of the organization.
• Organization of archival affairs.
• Regulatory documents and methodological developments for the design and use of automated management information systems.
• Documentation basics.
• Basics of programming.
• Domestic and foreign experience in the field of documentation support for the employer’s activities.

  

Prospects for working as a document specialist

Career growth for a document specialist involves advanced training. A specialist without work experience can undergo advanced training and receive first the first and then the second category. However, in both cases you must work for at least three years in the position.

The profession of a document specialist has a significant advantage - the versatility of training. An employee with such qualifications can get a job in almost any enterprise

. He can work as a document specialist in the MFC, educational institutions and many other organizations.

In addition, specialists with a diploma in document management can work in other positions: secretaries-assistants, assistant directors, archivists, etc.

The most important prospect for such a specialist is the opportunity to open his own business and provide private services to verify the correctness of documents (document flow audit).

However, the document management profession is not particularly diverse or creative. In it, skills such as literacy, scrupulousness, perseverance and attentiveness are much more important. Document specialists always have a lot of work and it is extremely responsible. Any little thing could cost him a quarterly bonus, or even his career.

Average salary for a document manager, vacancies

As already mentioned, document specialist is a universal specialty. Such specialists are valued in the offices of large companies, in archives, and in the public service. At the same time, there are a lot of vacancies for document specialists, although, of course, they are called differently: document secretary, clerk, assistant director, document management specialist, etc.

The average salary also varies significantly, although on average it fluctuates around 25 thousand rubles.

In turn, a document specialist without experience can qualify for a salary of around 16 thousand rubles. In the country as a whole, the picture is as follows: