Qualification directory for positions of managers, specialists and other employees - head of office

Job responsibilities. Organizes the work of the office. Ensures timely processing of incoming and outgoing correspondence and its delivery to its destination. Monitors the deadlines for the execution of documents and their correct execution. Organizes work on registration, accounting, storage and transfer to the relevant structural units of current office work documents, including orders and instructions from management, on the formation of cases and their depositing. Develops instructions for record keeping at an enterprise, institution, organization and organizes their implementation. Takes measures to provide office workers with the necessary instructional and reference materials, as well as inventory, equipment, office equipment, and technical means of management work. Provides methodological guidance for organizing office work in departments, monitoring the correct formation, storage and timely submission of files to the archive, preparing certificates of compliance with deadlines for the execution of documents. Provides printing and reproduction of official documents. Participates in the preparation of meetings convened by management and organizes their technical maintenance, preparation of travel documents, and registration of employees arriving on a business trip. Manages office staff.

Must know: resolutions, orders, orders, other governing and regulatory documents of higher authorities relating to the organization of office work; Unified state system of office work; standards for a unified system of organizational and administrative documentation; structure of an enterprise, institution, organization; organization of office work; document flow diagrams; the procedure for compiling a nomenclature of cases, inventories of permanent and temporary storage cases, established reporting; deadlines and procedure for submitting files to the archive; systems for organizing control over the execution of documents; office equipment and other technical means of managerial work; fundamentals of economics, organization of production, labor and management; basics of labor legislation; internal labor regulations; rules and regulations of labor protection.

Qualification requirements. Secondary vocational education without requirements for work experience or primary vocational education and work experience in the specialty of at least 3 years.

Job description for the head of the office

Moscow July 01, 2007 Reg. N ____

[Job title] [Organization name]

1.1. This job description defines the functional duties, rights and responsibilities of the head of the office of [Name of the organization in the genitive case] (hereinafter referred to as the Company).

1.2. The head of the office is appointed and dismissed in accordance with the procedure established by the current labor legislation by order of the head of the Company.

1.3. The head of the office belongs to the category of employees and reports directly to [name of the position of the immediate manager in the dative case] of the Company.

1.4. A person who has a secondary vocational education without requirements for work experience or primary vocational education and work experience in the specialty of at least 3 years is appointed to the position of head of the office.

1.5. The head of the office must know:

— resolutions, orders, orders, other governing and regulatory documents of higher and other bodies relating to work with documentation;

— A unified state system of office work;

— the procedure for processing documents entering the archive and the current system of their classification;

— standards for a unified system of organizational and administrative documentation;

— organizational structure of the Company;

— the procedure for compiling a nomenclature of cases, inventories of permanent and temporary storage cases, established reporting;

— systems for organizing control over the execution of documents;

— office equipment and other technical means of managerial work;

— basics of organization of production, labor and management;

— labor legislation;

— internal labor regulations;

— rules and regulations of labor protection.

1.6. The head of the office in his activities is guided by:

— local acts and organizational and administrative documents of the Company;

— internal labor regulations;

— labor protection and safety rules, ensuring industrial sanitation and fire protection;

— instructions, orders, decisions and instructions from the immediate supervisor;

- this job description.

1.7. During the period of temporary absence of the head of the office, his duties are assigned to [deputy position title].

2. Functional responsibilities

The head of the office is obliged to perform the following labor functions:

2.1. Organizes the work of the office.

2.2. Ensures timely processing of incoming and outgoing correspondence and its delivery to its destination.

2.3. Monitors the deadlines for the execution of documents and their correct execution.

2.4. Organizes work on registration, accounting, storage and transfer to the relevant structural units of current office work documents, including orders and instructions from management, on the formation of cases and their depositing.

2.5. Develops instructions for record keeping at an enterprise, institution, organization and organizes their implementation.

2.6. Takes measures to provide office workers with the necessary instructional and reference materials, as well as inventory, equipment, office equipment, and technical means of management work.

2.7. Provides methodological guidance for organizing office work in departments, monitoring the correct formation, storage and timely submission of files to the archive, preparing certificates of compliance with deadlines for the execution of documents.

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2.8. Provides printing and reproduction of official documents.

2.9. Participates in the preparation of meetings convened by management and organizes their technical maintenance, preparation of travel documents, and registration of employees arriving on a business trip.

2.10. Manages office staff.

2.11. In case of official necessity, the head of the office may be involved in the performance of his duties overtime, in the manner prescribed by the provisions of federal labor legislation.

The head of the office has the right:

3.1. Request and receive the necessary materials and documents related to the activities of the head of the office, subordinate services and divisions.

3.2. On behalf of the organization, interact with relevant services and employees of other organizations in order to promptly resolve issues of production and economic activities within its competence.

3.3. If necessary, represent the organization in relations with other organizations and institutions.

4. Responsibility and performance evaluation

4.1. The head of the office bears administrative, disciplinary and material (and in some cases provided for by the legislation of the Russian Federation, criminal) responsibility for:

4.1.1. Failure to carry out or improperly carry out official instructions from the immediate supervisor.

4.1.2. Failure to perform or improper performance of one's job functions and assigned tasks.

4.1.3. Illegal use of granted official powers, as well as their use for personal purposes.

4.1.4. Inaccurate information about the status of the work assigned to him.

4.1.5. Failure to take measures to suppress identified violations of safety regulations, fire safety and other rules that pose a threat to the activities of the enterprise and its employees.

4.1.6. Failure to ensure compliance with labor discipline.

4.2. The work of the head of the office is assessed by:

4.2.1. By the immediate supervisor - regularly, in the course of the employee’s daily performance of his labor functions.

4.2.2. The certification commission of the enterprise - periodically, but at least once every two years, based on documented results of work for the evaluation period.

4.3. The main criterion for assessing the work of the head of the office is the quality, completeness and timeliness of his performance of the tasks provided for in this instruction.

5.1. The work schedule of the head of the office is determined in accordance with the internal labor regulations established in the Company.

I have read the instructions ___________/___________/ “__” _______ 20__

II. Job responsibilities

Head of the office:

1. Organizes the work of the office.
2. Ensures timely processing of incoming and outgoing correspondence and its delivery to its destination.
3. Monitors the deadlines for the execution of documents and their correct execution.
4. Organizes work on registration, accounting, storage and transfer to the relevant structural units of current office work documents, including orders and instructions from management, on the formation of cases and their depositing.
5. Develops instructions for record keeping in the organization and organizes their implementation.
6. Takes measures to provide office workers with the necessary instructional and reference materials, as well as inventory, equipment, office equipment, and technical means of management work.
7. Provides methodological management of office work in departments of the organization, control over the correct formation, storage and timely submission of files to the archive, preparation of certificates on compliance with deadlines for the execution of documents.
8. Provides printing and reproduction of official documents.
9. Participates in the preparation of meetings convened by management and organizes their technical maintenance, preparation of travel documents, registration of employees arriving on a business trip to the organization.
10. Provides appropriate access to documents and use of information contained in them.
11. Takes part in the development and implementation of new technological processes for working with documents, improving automated information systems and technologies (taking into account the use of computer technology).
12. Develops and organizes activities to improve the activities of the office.
13. Carries out work to protect information constituting state, commercial and official secrets.

Head of the office

Charter of the enterprise, Orders and instructions of the director of the enterprise; Regulations on the office of the enterprise.

Job description of the head of the office, Instructions for office work and archive work, Internal labor regulations. 4.4. Organizes work on registration, accounting, storage and transfer to the relevant structural units of current office work documents, including orders and instructions from management, on the formation of cases and their depositing.

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Job description of the head of the office

We bring to your attention a typical example of a manager's job description, sample 2020.

The manager's job description must include the following sections: general position, job responsibilities of the manager, rights of the manager, responsibility of the head of the office. 2) The head of the office, when performing his official duties, must know: resolutions, instructions, orders, other governing and regulatory documents of higher authorities relating to the organization of office work; Unified state system of office work; standards for a unified system of organizational and administrative documentation; structure of an enterprise, institution, organization; organization of office work; document flow diagrams; the procedure for compiling a nomenclature of cases, inventories of permanent and temporary storage cases, established reporting; deadlines and procedure for submitting files to the archive; systems for organizing control over the execution of documents; office equipment and other technical means of managerial work; fundamentals of economics, organization of production, labor and management; labor legislation; internal labor regulations; rules and regulations of labor protection.

I. General provisions

1. The head of the office belongs to the category of managers.
2. A person who has a secondary vocational education without requirements for work experience or primary vocational education and work experience in the profile of at least 3 years is appointed to the position of head of the office.
3. Appointment to the position of head of the office and dismissal from it are made by order of the director of the organization.
4. The head of the office must know: 4.1. Resolutions, instructions, orders, other governing and regulatory documents of higher and other bodies relating to the organization of office work.
5. 4.2. A unified state system of record keeping.
6. 4.3. Standards for a unified system of organizational and administrative documentation.
7. 4.4. Organization structure.
8. 4.5. Organization of office work in the organization.
9. 4.6. Document flow diagrams.
10. 4.7. The procedure for compiling a nomenclature of cases, inventories of permanent and temporary storage cases, established reporting.
11. 4.8. Timing and procedure for submitting files to the archive.
12. 4.9. Systems for organizing control over the execution of documents.
13. 4.10. Office equipment and other means of mechanization of managerial work.
14. 4.12. Fundamentals of economics, organization of production, labor and management.
15. 4.13. Legislation on labor and labor protection of the Russian Federation.
16. 4.14. Internal labor regulations.
17. 4.15. Rules and regulations of occupational health, safety, industrial sanitation and fire protection.

Occupational Safety and Health

Charter of the enterprise, Orders and instructions of the director of the enterprise; Regulations on the office of the enterprise, Job description of the head of the office, Instructions for office work and archive work, Internal labor regulations.

4.4. Organizes work on registration, accounting, storage and transfer to the relevant structural units of current office work documents, including orders and instructions from management, on the formation of cases and their depositing.

III. Rights

The head of the office has the right:

1. Submit proposals for improvement of the department’s activities, forms and methods of working with documents for consideration by the director of the organization and heads of structural divisions of the organization.
2. Require heads of structural divisions of the organization and other responsible employees of the organization to properly comply with the established rules for working with documents in the organization.
3. Return documents to performers and demand their modification in case of violation of established rules.
4. Carry out inspections of the organization of office work in structural divisions.
5. Sign and endorse documents related to the activities of the office.
6. Give instructions that must be followed by office workers; demand timely and high-quality implementation.
7. Submit proposals for the consideration of the director of the organization on encouraging distinguished employees of the department, imposing penalties on violators of production and labor discipline.
8. Interact: 8.1. With the heads of all structural divisions of the organization - on issues of record keeping, organizing control and verification of compliance with the instructions of the office, preparing and submitting the necessary documents.
9. 8.2. With the legal department - on legal issues related to the preparation of documents.
10. 8.3. With the economic department - on the provision of office equipment, document forms, stationery, etc.
11. 8.4. With the HR department - on issues of selection, hiring, dismissal and relocation of department employees.