Job description of an office manager with secretary functions

Features of the profession

A specialist will easily find a job, because people in this profession are in demand in both small and large companies. This employee is responsible for the smooth running of the office, performing small but very important work. The specialist's responsibilities include:

• purchase of goods to support work (office supplies, household chemicals, drinks and others);
• control of cleanliness in the office;
• maintaining time sheets;
• issuing passes, preparing business meetings;
• checking the operation of equipment and calling specialists to service it (repair, replacement of components, etc.);
• control of funds spent on office needs;
• administrative and economic work;
• reception and registration of mail, its distribution;
• meeting with guests;
• receiving calls;
• organizing holidays, purchasing gifts, storing employee data;
• work with documents and others.

The list of responsibilities depends on the office and level of the company in which the specialist works. In some cases, this work may involve only receiving calls/correspondence; in other cases, the employee performs all of the above duties and minor requests from the immediate superior.

Job Description for Office Manager

546 84808

We bring to your attention a typical example of a job description for an office manager, sample 2020. A person with a higher professional education, special training in the field of “Office Manager”, administrative work experience and at least a year of work experience in the specialty can be appointed to this position. Don’t forget, every instruction from the office manager is handed out against a signature.

The hr-portal website provides typical information about the knowledge that an office manager should have. About duties, rights and responsibilities.

This material is included in the huge library of job descriptions on our website, which is updated daily.

General provisions

1. An office manager belongs to the category of specialists.

2. Qualification requirements: a person with a higher professional education, special training in the field of “Office Manager”, administrative work experience and at least a year of work experience in the specialty is appointed to the position of office manager.

3. The office manager is appointed and dismissed by the director of the organization.

4. The office manager must know:

— resolutions, orders, orders, other governing and regulatory documents of higher and other bodies relating to personnel management issues;

— basics of organization, selection and placement of personnel in the office;

— principles of building the organizational structure of the office;

— basic psychology and ethics of relationships within a group of employees;

— the procedure for maintaining business documentation;

— procedure for concluding contracts;

— rules for using office equipment;

— fundamentals of economics, labor organization and management;

— basics of working with e-mail, fax program, MS WORD, MS EXEL, basics of working with the 1C:Enterprise system;

— purchase and selling prices for the employer’s goods, list, purpose and characteristics of the employer’s goods, list, characteristics and prices for services provided by the employer;

— all business processes taking place in the organization.

legislation on labor and labor protection of the Russian Federation;

— internal labor regulations;

— rules and regulations of labor protection, safety precautions, industrial sanitation and fire protection.

5. In his work, the office manager is guided by:

- current legislation;

— internal regulations of the employer;

- an employment contract and this job description.

6. The office manager reports directly to the director of the organization.

7. During the absence of the office manager (vacation, business trip, etc.), his duties are performed by a person appointed in the prescribed manner. This person acquires the corresponding rights and obligations for which he is responsible.

Job responsibilities of an office manager

Office Manager:

1. Prepares and organizes the work of the office:

— organizes an inspection of office equipment (computers, fax machines, telephones, printers, etc.) to determine readiness for operation, checks the sanitary working conditions in the office premises, monitors compliance with fire safety, sanitary and epidemiological safety standards during the operation of the organization;

— provides the office with stationery, consumables and other inventory items necessary for the operation of the office, ensures storage, distribution among employees and rational use of the listed assets;

- Ensures cleanliness and order in the organization's office.

2. Carry out work on organizational and technical support for the administrative and administrative activities of the head of the organization:

— accepts correspondence received for consideration by the manager, transmits it in accordance with the decision made to structural units or specific performers for use in the work process or preparation of responses,

— accepts documents and personal statements for signature by the head of the organization,

— prepares documents and materials necessary for the work of the manager,

— provides the manager’s workplace with the necessary organizational equipment, office supplies, creates conditions conducive to his effective 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, ensures their high-quality editing,

- organizes telephone conversations of the manager, records the information received in his absence and brings its contents to his attention, transmits and receives information via receiving and intercom devices (telefax, telex, etc.), as well as telephone messages, promptly brings to his attention information information received through communication channels,

- on behalf of the manager, draws up letters, requests, other documents, prepares responses to the authors of the letters,

— draws up orders from the director and brings them to the attention of employees,

- carries out 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,

— exercises control over 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 head of the organization, taken under control,

— ensures that employees comply with the instructions of the organization’s management,

- prints, at the direction of the manager, official materials necessary for his work or enters current information into the data bank.

3. Conducts office work.

4. Maintains registration and accounting of incoming and outgoing documentation.

5. Receives and sends emails at least 2 times a day. Controls the delivery of mail for the organization from the post office and the delivery of the organization's mail to the post office.

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

7. Forms files in accordance with the approved nomenclature, ensures the safety of the organization’s documentation, including employee reports, and submits the documentation to the archive in a timely manner.

8. Provides control over the safety of material assets.

9. Consults visitors on issues related to the services provided. Takes measures to prevent and eliminate conflict situations.

10. Informs management about existing shortcomings in serving visitors and measures taken to eliminate them.

11. Places orders, supply agreements, and other relevant documentation with suppliers of goods purchased by the organization, ensures that orders are sent by email.

12. Keeps records of incoming and sold goods and services provided.

13. Keeps records of warehouse stocks of goods and controls their minimum balance in the warehouse.

14. Coordinates the completion of office work and preparation for the new working day: putting workplaces in order, turning off office equipment, lighting, etc.

15. Performs individual official assignments of the director and deputy director of the organization.

Office manager rights

The office manager has the right:

1. Get acquainted with the new provisions adopted by management relating to its work.

2. Make suggestions regarding improvement of the production process.

3. Request from the structural divisions of the organization and independent specialists the necessary information necessary for the performance of official duties.

4. Demand from the management of the organization proper working conditions and compliance with the provisions provided for by the Labor Code of the Russian Federation.

Office Manager Responsibilities

The office manager 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 to the organization within the limits established by the current labor and civil legislation of the Russian Federation.

4. For using the property and funds of the enterprise in interests contrary to the interests of the founders.

Job description for office manager - sample 2020. Job responsibilities of an office manager, rights of an office manager, responsibilities of an office manager.

https://youtu.be/ZlJBJGA0tZA

Pros and cons of the profession

Pros:

1. There are no difficulties with employment.
2. Secretary work is the best choice for students and graduates who want to gain experience and an entry in the work book.
3. Experienced specialists in this field receive high salaries.
4. The work is simple and quite interesting.

Minuses:

1. An inexperienced person will receive minimum wage.
2. High responsibility and many responsibilities.
3. The bosses and the team often blame the secretary for all the troubles that happen during the work process.
4. Managers can burden an employee with personal requests. Therefore, a specialist must have time to complete the main work and tasks of the boss, which is not always easy.

Position in the company

The person occupying the position of office manager belongs to the management team of the company. This employee is the link between employees and the director. He needs to be aware of all situations within the enterprise, respond promptly and adequately to all incidents.

Particular attention should be paid to the ability to ensure a normal work process in stressful situations, which often arise both outside and inside the company.

The office manager reports directly to the director or his deputy, or less often to the head of a particular sector or department.

https://youtu.be/Ctdx1A5Pfbw

Personal qualities

Representatives of this profession must combine tactfulness and responsibility, because they are the ones who coordinate the work of the entire office. Managers often make demands on the assistant’s appearance, so moderation in everything is important: natural female makeup, neat hairstyle, clothes, etc.

1. Communication skills.
2. Excellent memory.
3. Goodwill.
4. Punctuality.
5. Literacy and learning ability.
6. Ability to work in a team.
7. Non-conflict.
8. The makings of both a leader and an organizer.
9. Good knowledge of a foreign language.
10. Patience.
11. Understanding corporate ethics.

A representative of this profession is a person who knows how to work with people, distinguished by politeness and good upbringing.

Responsibility

Office manager is a profession that also involves some responsibility. Its scope and punishment for violation of the rules is determined by each employer individually. The most common points of responsibility in job descriptions look something like this.

1. For neglect of one's duties. Late execution of orders and any other negligence is the employee’s fault and must be held accountable for.
2. For disclosure of confidential information. In employment contracts and job descriptions, you must carefully read the clauses on confidentiality of information. For disclosing it, most often you can lose your job.
3. For violation of the scope of competence. Actions beyond the scope of the employee’s competence are unacceptable.
4. For violation of labor regulations, etc. Violation of labor regulations, fire safety or safety regulations is also the employee’s responsibility.

Liability imposed

Considering all of the above, we can make a logical conclusion that a person holding the position of office manager is obliged to follow the rules set out in the Labor Code. In this case, it is very important to take into account local legal acts in force within the enterprise. Violation of these rules may result in penalties in the form of a reprimand or reprimand. Violation of the procedures set forth in the Constitution and other legal acts may result in administrative, civil or criminal penalties. Similar liability is provided for employees who disclose confidential information or cause material harm to the company in other ways. The employer has the right to independently choose the penalty for those employees who violated:

1. Internal rules of discipline and labor standards.
2. Labor protection, safety and fire safety regulations.
3. Business etiquette standards.
4. Used false information for personal gain.

The list of responsibilities should be equivalent to the employee’s working time; he should not be overloaded or left too free

Requirements for an employee

This position is often filled by specialists with higher (preferably philological or management) education. However, work experience is often not required. But there are also employers for whom work experience in this or a related specialty (ideally at least 2 years) is a key requirement. In this case, the applicant may have a secondary vocational education.

One of the important requirements for an employee is often knowledge of foreign languages. Knowledge of the basics of office management and business ethics, as well as skills in conducting administrative and economic activities are also important. The employer pays no less attention to competent speech and skills in using office equipment.

When starting work, the office manager must find out:

• company structure and zoning principles for various services;
• principles of company personnel management;
• the scope of the company’s activities, the scope of authority and the limits of responsibility of office employees;
• planning and motivation methods used in the company;
• features of document flow structure and record keeping procedures;
• features of the preparation and execution of documentation according to the standards adopted by the company;
• principles of organizing the supply of office supplies with production necessities (office, household items, sanitary and hygienic products, consumables, etc.);
• technical equipment of the office and rules for working with existing equipment;
• internal labor regulations;
• safety regulations, labor protection, fire safety and industrial sanitation.

You will become familiar with one of these mandatory instructions (on labor safety) by reading our article “Occupational Safety Instructions for Office Workers (2016).”

First section of the instructions: getting started

The job description of a manager or other employee is not a strictly binding document for the enterprise and does not have an approved form. The standard sample includes 4 sections, including introductory provisions, duties, rights, and responsibilities.

The first part, “General Provisions,” gives an idea of ​​the requirements for a candidate for the position, the employee’s subordination and the knowledge required for him.

The office job description includes the following provisions.

1. The position belongs to a group of technical performers.
2. Assignment of a position and release from duties occurs through the issuance of an order of the General Director.
3. Immediate superior: general director or department head.
4. Education requirements: higher, incomplete higher or specialized secondary education. Work experience – minimum 6 months. It is necessary to have skills in working with office equipment and text editors.
5. During the absence of the secretary, a deputy (manager or other employee) is appointed by order of the manager.

A separate paragraph identifies what the secretary is guided by when performing his official duties. It is guided by current legislation, the Charter of the organization and other local documents, orders of the director and these instructions directly.

Employee rights and responsibility for failure to fulfill duties

The main rights of an office manager are as follows:

• familiarization with documentation related to the official duties performed by him;
• making proposals to improve office work;
• signing and endorsement of documentation within its competence;
• disposal of entrusted funds and material resources to achieve set goals and fulfill assigned functional responsibilities;
• submission to the manager of data on personnel transfers of subordinate employees, imposition of disciplinary sanctions;
• requirement to create appropriate conditions for the performance of the duties assigned to him.

If the office manager fails to cope with his duties, he is responsible within the framework provided for by labor legislation.