What are the responsibilities of a manager's secretary in 2020?

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:

Ensuring administrative activities of management.
Receiving and redistributing correspondence, processing, preparing and sending replies to received letters as necessary.
Ensuring office work, collecting and processing the necessary information for management.
Receiving documents from employees for transmission to superiors for signature and review.
Preparing meetings and keeping their minutes.
Purchase of office supplies and other products necessary to ensure normal work activities.
Organizing the reception of employees and other visitors.
Carrying out a number of assignments.

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 of the internal fundamentals of the enterprise, business procedures, regulatory documents and much more.

Responsibilities of an Assistant Manager

The job responsibilities of the manager's secretary are not much different from the 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:

ensuring administrative and regulatory activities;
collecting and processing, and then providing information at the request of a higher level;
organizing telephone and personal conversations;
drafting business letters;
creating conditions for increasing the effectiveness of a manager and much more.

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.

Head Secretary

Job description of the manager's secretaryzip

You can download the job description for the manager's secretary for free. Job responsibilities of the manager's secretary

I approve

_____________________________ (Last name, initials)

(name of organization, its ________________________________

organizational and legal form) (director; other person authorized

approve job description)

00.00.201_g.

m.p.

JOB DESCRIPTION

SECRETARY OF THE HEAD

——————————————————————-

(name of institution)

00.00.201_g. №00

1. General Provisions

1.1. This job description defines the job duties, rights and responsibilities of the secretary of the head of _____________________ (hereinafter referred to as the “enterprise”). Name of institution

1.2. A person with a senior

professional education (no work experience requirements)

or secondary vocational education and work experience

specialty for at least __________ years.

1.3. The secretary must know:

— orders, resolutions, orders and other normative and governing documentation of higher and other bodies that relate to the activities of the enterprise;

— management and structure of the enterprise and its divisions;

— charter of the enterprise;

— instructions, regulations and other normative documents for maintaining

office work;

— organization of office work;

- archival work;

- typewriting;

— methods of processing and registration of documentation;

— rules for using intercoms;

— rules for printing business letters using standard forms;

— basics of aesthetics and ethics;

— standards of a unified organizational and administrative system

documentation;

— rules of business communication;

— rules for operating computer equipment;

— basics of administrative law;

— labor legislation;

— norms and regulations of safety, labor protection, fire protection

and industrial sanitation;

— labor regulations at the enterprise.

1.4. The manager's secretary is appointed and dismissed

by order of the head of the enterprise upon presentation

________________________________________________________________________.

1.5. During the absence of the secretary (illness, vacation, etc.), his

responsibilities are assigned to a person who is appointed in accordance with the established procedure,

acquires the corresponding official rights and is responsible for

proper performance of the duties entrusted to him.

1.6. The secretary reports to the manager

________________________________________________________________________.

(enterprise, structural unit)

2. Job responsibilities

The manager's secretary is obliged to:

2.1. Receives correspondence that is submitted for consideration to the head of the enterprise and transfers it to specific performers for use in

process of work or preparation of answers.

2.2. Carries out work on organizational and technical support

administrative and administrative activities of the manager.

2.3. Performs necessary operations using computer technology designed to process information in preparing and making decisions.

2.4. Accepts applications and documents for signature by the manager.

2.5. Conducts office work.

2.5. Prepares materials and documents for the manager’s work.

2.6. Organizes telephone conversations for the manager,

in his absence, records the information received and brings its contents to him.

2.7. Receives and transmits information via telex, telefax and other receiving and intercom devices.

2.8. Ensures timely review and submission.

specific executors and structural units of documents,

submitted for signature to the manager, ensures their quality

editing.

2.9. Receives and transmits telephone messages, and promptly brings to the attention of the manager information received through communication channels.

2.10. Prepares meetings and sessions for the manager, namely, notifies participants of the time and place of meetings, registers them and notifies them of the agenda.

211. Draws up requests, letters and other documents on behalf of the manager, and also prepares response letters.

2.12. Prepares and maintains minutes of meetings and meetings.

2.13. Maintains a control and registration file.

2.14. Monitors the execution of orders and instructions, compliance with deadlines for completing orders and instructions from the manager.

2.15. Provides the manager’s workplace with office supplies, all necessary organizational equipment, and creates conditions that contribute to the manager’s effective work.

2.16. Promotes the prompt consideration of employee proposals and requests, and organizes the reception of visitors.

2.17. Prints official materials necessary for the manager’s work, enters existing information into the data bank.

2.18. Performs individual official assignments of the manager.

2.19. Draws up cases in accordance with the approved nomenclature,

ensures their safety and submits them to the archives for storage at the required time.

3. Rights

The manager's secretary has the right to:

3.1. Submit your proposals for consideration by management aimed at

improvement of work related to his duties under this instruction.

3.2. Get acquainted with the draft decisions of the enterprise management,

that relate to his activities.

3.3. Inform your supervisor about all shortcomings that are identified in the process of performing your professional duties, and make proposals for their elimination.

3.4. If necessary, demand assistance from the management of the enterprise in

fulfillment of their official rights and duties.

3.5. Request from specialists and structural divisions of the enterprise personally, or on behalf of management, documents and information that are necessary for

performing their official duties.

4. Responsibility

The manager's secretary is responsible for:

4.1. For offenses committed in the course of exercising their

activities in certain criminal, administrative and

civil legislation of the Russian Federation within the framework.

4.2. For improper performance or failure to fulfill one's duties

responsibilities that are provided for in this job description, within the framework defined by the labor legislation of the Russian Federation

4.3. For causing material damage to an enterprise in certain

civil and labor legislation of the Russian Federation within the framework.

Head of structural unit: _____________ __________________

(signature) (surname, initials)

00.00.201_g.

I have read the instructions,

one copy received: _____________ __________________

(signature) (surname, initials)

00.00.20__

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 job description. In addition, when identifying shortcomings within his competence, the secretary has the right to draw the manager’s attention to these aspects.

Rules for drawing up instructions

Although a job description is not one of the mandatory documents at the enterprise, its presence makes it possible to competently assign rights and responsibilities to an employee of the enterprise and impose certain requirements for the vacancy.

General provisions

The secretary-clerk is hired and dismissed by the head of the enterprise and is subordinate to him.
During the employee’s absence (vacation, treatment, etc.), his duties are performed by a replacement employee of the organization, who is appointed by the manager.
A person applying for a vacancy must meet certain requirements:
English at a conversational level;
principles of business communication: ability to conduct business negotiations, correspondence.
The Clerk Secretary must be knowledgeable in the following areas:
Federal laws and regulations directly related to the work of the secretary-clerk;
number of personnel of the enterprise, job description of employees;
rules for operating office equipment and software required for work.
In his work, the secretary-clerk is guided by:
individual acts and regulations of the organization and job descriptions.

Responsibilities

Correspondence: its recording and distribution among departments of the enterprise.
Further control over the deadlines for fulfilling requests and requirements, interaction with all employees of the enterprise.
Maintaining an electronic database of incoming/outgoing documents.
Correct execution of enterprise documentation, storage and safety requirements.
Assist the manager in organizing the reception of visitors.
Maintaining confidentiality.
Placing the necessary information on the organization’s website.
Interaction with the post office: receiving and sending correspondence.

Employee rights

Sign within the limits of your competence.
Receive from company employees the necessary information for work.
Require the management of the enterprise to create comfortable conditions for effective work.

Read other articles by our experts about DI workers. Find out about the job responsibilities of an office manager, a computer operator, and a court secretary.

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:

Processing received correspondence, composing and sending replies.
Monitoring the implementation of orders and instructions.
Checking the correctness of internal documentation.
Registration, accounting, storage of documents.

Job responsibilities of a secretary - assistant manager, clerk

— Business organization — Personnel — Job descriptions — Job responsibilities of the secretary
Secretaries are employees, without whose participation, knowledge and skills it is difficult to ensure the coordinated work of an economic entity. The range of job responsibilities of a secretary is quite wide. It is worth familiarizing yourself with them in order to have an idea of the significance of this profession in modern reality.

Features of the secretary profession and requirements for the employee

This work not only requires a person to be organized, sociable and collected, but can also promise him excellent career prospects. For example, in the future he can count on the position of office manager of a department employee, etc.

The main requirements for this specialist are as follows:

Secondary, higher education;
Work experience;
Computer skills and ability to work with office equipment;
Knowledge of the basics of office work;
Knowledge of a foreign language (often English).

Also, many employers focus on a person’s personal qualities (kindness, responsiveness, punctuality), his attitude to the smallest details, his ability to cope with a wide range of responsibilities and assignments, and his pleasant appearance.

Specialist salaries range from 15,000 rubles to 40,000 rubles. It depends on the amount of work and the financial situation of the organization itself.

There are several main specializations of a secretary:

Assistant Manager;
Clerk.

Job responsibilities of the manager's secretary

The appointment and dismissal of this employee can only occur by order of the manager under whose subordination he is. The order also stipulates the official to whom the duties of the manager’s secretary are delegated during his absence from work.

In his activities, this employee is guided by:

regulatory legal acts of the federal and regional levels;
Charter and local internal regulations;
provisions of the job description.

The duties of the manager's secretary include:

ensuring administrative and administrative activities of the manager (systematization and structuring of all materials necessary for this);
providing the manager with everything necessary for work - serviceable organizational equipment, office supplies;
preparation of meetings and meetings held by the manager;
organizing a business trip for the manager (booking tickets and hotel reservations);
drafting requests and letters on behalf of superiors;
organizing the reception of visitors (if necessary, meeting and placing guests);
answering incoming calls, recording received information and transferring it to the manager;
receiving applications and submitting them for signature to the manager;
transfer of information from management to end users (specific performers, partners, clients);
control of the timing and quality of execution by employees of the enterprise of orders and instructions from management;
performing copying and duplicating work of any complexity and volume;
maintaining operational communication with other companies (both government and commercial), and individuals on issues related to the direct activities of the enterprise.
issuing the necessary certificates about the length of service of employees, as well as about their wages.

The secretary must also carry out individual official assignments of his immediate superior.

https://youtu.be/vme1p8rWjxk

In addition to responsibilities, this specialist also has rights. He can:

receive information of any nature (even confidential information that has the appropriate stamp) to the extent required to solve the assigned tasks;
offer management ideas for improving their work and increasing productivity;
request from other specialists or entire departments documents and information that will be required to perform his duties;
demand the creation of optimal conditions for effective work;
require performers to promptly correct identified errors in submitted documents;
make decisions within their competence.

The manager's secretary is responsible for:

violations of internal labor regulations and safety regulations;
non-compliance with orders, regulations and other local acts;
failure to fulfill the duties prescribed in the job description;
preparation of documents that are presented to the manager for signature;
disclosure of information entrusted to him.

Job Responsibilities of a Clerk Secretary

The clerk secretary is a step lower than the assistant. But this does not make his range of responsibilities any less.

Thus, the job responsibilities of a secretary-clerk include:

receiving incoming calls;
maintaining the company's document flow;
formation of executive documents in accordance with the nomenclature of cases approved by the organization;
examination of the value of documents and their sorting;
storage of securities;
maintaining an archive of documents, their timely write-off, as well as disposal.

Many of the duties that are assigned to a clerk can also be performed by the manager’s secretary, but it is worth clarifying that his functionality is much broader. This is due, first of all, to the need to ensure the management activities of management.

A clerk, like any other specialist, has a number of rights, in particular:

the right to access information necessary for its activities;
the right to certify certain documents with one’s own signature;
the right to familiarize yourself with documents, as well as decisions made by management regarding the range of their official responsibilities;
the right to defend one's interests.

To get hired as a secretary, you need to write a competent resume.

It is important to indicate all your main professional advantages, personal qualities and, of course, relevant work experience.

You can also download a suitable resume from the Internet, fill it out and send it to a potential employer for consideration. ( 8 votes, 4.90 out of 5) Loading…

Source: https://delatdelo.com/organizaciya-biznesa/dolzhnostnye-obyazannosti-sekretarya.html

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.

IV. Responsibility

The manager's secretary is responsible for:

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

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

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

4. ____________________________________________________________________

This job description has been developed in accordance with the provisions (requirements) of the Labor Code of the Russian Federation dated December 30, 2001 No. 197 FZ (Labor Code of the Russian Federation) (with amendments and additions), the professional standard “Specialist in organizational and documentation support for organization management” approved by order of the Ministry labor and social protection of the Russian Federation dated May 6, 2020. No. 276n and other legal acts regulating labor relations.

General information

The job responsibilities of the secretary-clerk, assistant manager and court employees are regulated by a special document called the 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 developed and compiled with the participation of the 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.

Typical job description for a clerical secretary

The job description of the secretary-clerk is a very important document that will disclose to the employee the full list of his job responsibilities. Above we briefly listed what secretaries do in the workplace, but it is from the instructions that the clerk should find out what the employer expects from him.

The instruction is always an annex to the employment contract; without it it has no legal force. It is important to note that this document contains information not only about the duties, but also about the rights and responsibilities of the employee.

The standard list of rights of a secretary includes:

get acquainted with the regulations of the organization;
require employees of the organization to comply with document flow standards and carry out instructions from the manager;
have access to all information bases of the enterprise, to archives of electronic and paper documents.

The responsibility of the secretary implies not only the need to fulfill duties on time and in full, but also to ensure the safety of the entrusted property. This applies to office equipment, computers, phones. It is equally important to take into account that, due to professional characteristics, such a specialist will have access to trade secrets and other classified information. Therefore, it would be appropriate to sign a separate non-disclosure agreement.

Download: Job Description for Clerk Secretary

https://youtu.be/umVrAiJQB1I