Functions of the secretary of the head. Job description of the secretary Functions of the secretary

Posted On 09.12.2017

Home / Job descriptions

Download job description
secretary of the head (.doc, 90KB)

I. General provisions

1. The secretary of the head belongs to the category of technical performers.
2. A person who has a higher professional education without presenting requirements for work experience or secondary vocational education and work experience in the specialty for at least 2 years is appointed to the position of secretary of the head.
3. Appointment to the position of secretary and dismissal from it is carried out by order of the director of the enterprise upon presentation
4. The manager's secretary must know:
   1. 4.1. Decrees, orders, orders, other governing and regulatory documents of higher and other bodies relating to the activities of the enterprise.
   2. 4.2. Regulations, instructions, other regulatory documents for record keeping.
   3. 4.3. The structure and management of the enterprise and its divisions.
   4. 4.4. Business organization.
   5. 4.5. Methods of registration and processing of documents.
   6. 4.6. Archival business.
   7. 4.7. Typescript.
   8. 4.8.

      Job Descriptions

      Rules for the use of reception and communication devices.

   9. 4.9. Standards of the unified system of organizational and administrative documentation.
   10. 4.10. Rules for printing business letters using standard forms.
   11. 4.11. Fundamentals of ethics and aesthetics.
   12. 4.12. Business communication rules.
   13. 4.13. Rules for the operation of computer technology.
   14. 4.15. Fundamentals of administrative law and labor legislation.
   15. 4.16. Internal labor regulations.
   16. 4.17. Rules and norms of labor protection, safety measures, industrial sanitation and fire protection.
5. During the absence of the secretary of the head (illness, vacation, etc.), his duties are performed by a person appointed in the prescribed manner, who acquires the appropriate rights and is responsible for the proper performance of the duties assigned to him.

II. Job Responsibilities

Secretary:

1. Carries out work on the organizational and technical support of the administrative and administrative activities of the head.
2. Accepts incoming correspondence for consideration by the head, transfers it in accordance with the decision made to structural divisions or a specific contractor for use in the process of work or preparation of answers.
3. Conducts office work, performs various operations using computer technology designed to collect, process and present information in the preparation and decision-making.
4. Accepts documents and personal statements for the signature of the head.
5. Prepares documents and materials necessary for the work of the head.
6. Monitors the timely consideration and submission by structural units and specific executors of documents submitted to the head for signature, ensures their high-quality editing.
7. Organizes the conduct of telephone conversations of the head, records the information received in his absence and brings to his attention its content, transmits and receives information via receiving and intercom devices (telefax, telex, etc.), as well as telephone messages, brings information to his attention in a timely manner received via communication channels.
8. On behalf of the head, he draws up letters, requests, other documents, prepares answers to the authors of letters.
9. Performs work on the preparation of meetings and meetings held by the head (collecting the necessary materials, notifying participants of the time and place of the meeting, agenda, their registration), maintains and draws up minutes of meetings and meetings.
10. Carries out control over the execution by employees of the enterprise of issued orders and instructions, as well as compliance with the deadlines for the implementation of instructions and instructions of the head taken under control.
11. Maintains a control and registration file.
12. Provides the workplace of the head with the necessary means of organizational technology, stationery, creates conditions conducive to the effective work of the head.
13. Prints, at the direction of the head, office materials necessary for his work or enters current information into the data bank.
14. Organizes the reception of visitors, contributes to the prompt consideration of requests and proposals of employees.
15. Forms cases in accordance with the approved nomenclature, ensures their safety and submits them to the archive in due time.
16. Performs individual official assignments of his immediate supervisor.

III. The rights

The secretary has the right:

1. Get acquainted with the draft decisions of the management of the enterprise relating to its activities.
2. Make proposals for improving the work related to the responsibilities provided for in this instruction.
3. Within the limits of its competence, report to the immediate supervisor about all the shortcomings identified in the course of the performance of their duties, and make proposals for their elimination.
4. Request personally or on behalf of the management of the enterprise from the divisions of the enterprise and other specialists information and documents necessary for the performance of his duties.
5. Require the management of the enterprise to assist in the performance of their duties and rights.

IV. Responsibility

The secretary is responsible:

1. For improper performance or non-performance of their official duties provided for by this job description - to the extent 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.

Back to Leadership Responsibilities

The Secretary performs the following duties:

Carries out work on the organizational and technical support of the administrative and administrative activities of the head.

Accepts incoming correspondence for consideration by the head, transfers it in accordance with the decision made to structural divisions or a specific contractor for use in the process of work or preparation of answers.

Accepts documents and personal statements for the signature of the head.

Answers telephone calls, records and transmits official information to the head, organizes telephone conversations of the head.

Job description of the secretary of the head

On behalf of the head, he draws up letters, requests, and other documents.

Performs work on the preparation of meetings and meetings held by the head (collecting the necessary materials, notifying participants of the time and place of the meeting, agenda, their registration), maintains and draws up minutes of meetings and meetings.

Carries out control over the execution by employees of the enterprise of issued orders and instructions, as well as compliance with the deadlines for the implementation of instructions and instructions of the head taken under control.

Provides the workplace of the head with the necessary means of organizational technology, stationery, creates conditions conducive to the effective work of the head.

Organizes the reception of visitors, contributes to the prompt consideration of requests and proposals of employees.

Forms cases in accordance with the approved nomenclature, ensures their safety and submits them to the archive in due time.

Organizes business trips of the head: orders air and railway tickets, books hotels.

Performs individual official assignments of his immediate supervisor.

The secretary has the right:

Receive information, including confidential information, to the extent necessary to solve the assigned tasks.

Provide management with suggestions for improving their work and the work of the company.

Request personally or on behalf of the head from the divisions of the enterprise and other specialists information and documents necessary for the performance of his duties.

Require management to create normal conditions for the performance of official duties and the safety of all documents resulting from the activities of the company.

©2009-2018 Financial Management Center. All rights reserved. Publication of materials
allowed with the obligatory indication of a link to the site.

Secretaries are employees, without whose participation, knowledge and skills it is difficult to ensure the coordinated work of an economic entity. The range of duties of a secretary is quite large. 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 profession of a secretary and requirements for an employee

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

The main requirements for this specialist are as follows:

1. Secondary, higher education;
2. Work experience;
3. PC proficiency and ability to work with office equipment;
4. Knowledge of the basics of office work;
5. Knowledge of a foreign language (often English).

Also, many employers focus on the personal qualities of a person (goodwill, responsiveness, punctuality), his attitude to the smallest details, the ability to cope with a wide range of duties and assignments, and good appearance.

The salary of a specialist varies from 15,000 rubles to 40,000 rubles. It depends on the volume of work and the financial situation of the organization itself.

There are several main specializations of a secretary:

• Assistant manager;

Responsibilities of the Executive Secretary

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

In his work, this employee is guided by:

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

The responsibilities of the Executive Secretary include:

• ensuring the administrative and administrative activities of the head (systematization and structuring of all the materials necessary for this);
• providing the head with everything necessary for work - serviceable organizational equipment, stationery;
• preparation of meetings and meetings held by the head;
• organization of a business trip for the head (ordering tickets and booking a hotel);
• drafting requests and letters on behalf of superiors;
• organization of reception of visitors (if necessary - meeting and accommodation of guests);
• answering incoming calls, fixing the information received and transferring it to the manager;
• acceptance of applications and their transfer to the signature of the head;
• transfer of information from management to end users (specific contractors, partners, customers);
• control over the timing and quality of execution by employees of the enterprise of orders and instructions of the management;
• performance of copying and duplicating works of any complexity and volume;
• maintaining operational communication with other companies (both state and commercial), individuals on issues related to the direct activities of the enterprise.
• issuance of the necessary certificates on the length of service of employees, as well as on their wages.

The secretary must also carry out separate assignments of an official nature of his immediate supervisor.

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

The Executive Secretary is responsible for:

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

Job responsibilities of a secretary

The secretary clerk is one step lower than the referent. But that doesn't make his range of responsibilities any less.

So, the duties of the secretary-clerk include:

Many of the duties that are assigned to the clerk can also be performed by the secretary of the head, but it is worth clarifying that his functionality is noticeably wider. This is due, first of all, to the need to ensure the management activities of the authorities.

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

• the right to access to the information necessary for its activities;
• the right to certify certain documents with your own signature;
• the right to familiarize with the documents, as well as the decisions that the management makes, regarding the range of their job duties;
• the right to defend their interests.

For employment as a secretary, you must correctly compose a resume. It is important to indicate all your main professional advantages, personal qualities and, of course, profile work experience. You can also download a suitable resume from the Internet, fill it out and send it to a potential employer for consideration.

Secretary job description

This job description was developed and approved on the basis of an employment contract with Natalya Vladimirovna Ivanova and in accordance with
the provisions of the Labor Code of the Russian Federation and other regulatory
acts regulating labor relations in the Russian Federation.

1. General Provisions

1.1. The secretary belongs to the category of technical executors, is hired and dismissed by order of the director of the enterprise.
1.2. A person with a higher professional education, without presenting requirements for work experience, or a secondary vocational education and work experience in the specialty of at least 2 years, is appointed to the position of secretary.
1.3. The secretary of the head reports directly to the head of the enterprise.
1.4. In his activities, the secretary of the head is guided by:
normative documents on the work performed;
methodological materials related to relevant issues;
the charter of the enterprise;
labor regulations;
orders and orders of the director of the enterprise (immediate supervisor);
this job description.

1.5. The manager's secretary must know:
resolutions, orders, orders and other guidance materials and regulatory documents relating to the activities of the enterprise and record keeping;
the structure and management of the enterprise and its divisions;
organization of office work;
methods of registration and processing of documents;
archive business;
typescript;
rules for the use of receiving and intercom devices;
standards of the unified system of organizational and administrative documentation;
rules for printing business letters using standard forms;
foundations of ethics and aesthetics;
business communication rules;
basics of labor organization and management;
rules for the operation of computer technology;
fundamentals of administrative law and labor legislation;
internal labor regulations;
labor protection rules and regulations.
1.6. During the absence of the secretary of the head, his duties are performed in the prescribed manner by the appointed deputy, who is fully responsible for the proper performance of the duties assigned to him.

2. FUNCTIONS

The Executive Secretary is responsible for the following:
2.1. Implementation of work on organizational and technical support of administrative and administrative activities of the head of the enterprise.
2.2. Record keeping.
2.3. Organization of reception of visitors.

3. JOB RESPONSIBILITIES

To perform the functions assigned to him, the secretary of the head of the enterprise must:
3.1. To carry out work on the organizational and technical support of the administrative and administrative activities of the head of the enterprise.
3.2. Accept correspondence for consideration by the head, transfer it in accordance with the decision made to structural divisions or specific performers for use in the process of work or preparation of answers.
3.3. Conduct office work, perform various operations using computer technology designed to collect, process and present information in the preparation and decision-making.
3.4. Accept documents and personal statements for the signature of the head of the enterprise.
3.5. Prepare documents and materials necessary for the work of the head.
3.6. Monitor the timely consideration and submission by structural units and specific executors of documents received for execution, check the correctness of the preparation of draft documents submitted to the head for signature, and ensure their high-quality editing.
3.7. Organize the conduct of telephone conversations of the head, record the information received in his absence and bring its contents to his attention, transmit and receive information via receiving and intercom devices (telefax, telex, etc.), as well as telephone messages, bring to his attention in a timely manner information received through communication channels.
3.8. On behalf of the head, write letters, requests, other documents, prepare answers to the authors of letters.
3.9. Perform work on the preparation of meetings and meetings held by the head (collecting the necessary materials, notifying participants of the time and place of the meeting, agenda, registering them), keeping and drawing up minutes of meetings and meetings.
3.10. To exercise control over the execution by the employees of the enterprise of issued orders and orders, as well as the observance of the deadlines for the implementation of instructions and instructions of the head of the enterprise taken under control.
3.11. Maintain a control and registration file.
3.12. Provide the workplace of the head with the necessary means of organizational technology, stationery, create conditions conducive to his effective work.
3.13. Print, at the direction of the head, office materials necessary for his work or enter current information into the data bank.
3.14. Organize the reception of visitors, contribute to the prompt consideration of requests and proposals of employees.
3.15. Form cases in accordance with the approved nomenclature, ensure their safety and submit them to the archive within the established time limits.
3.16. Copy documents on a personal copier.

The secretary has the right:
4.1. Get acquainted with the draft decisions of the management of the enterprise relating to its activities.
4.2. Submit proposals for improvement of the work related to the responsibilities provided for in this instruction for consideration by the management.
4.3. Receive from the heads of structural divisions, specialists information and documents necessary for the performance of their duties.
4.4. Require the management of the enterprise to assist in the performance of their duties and rights.

5. RESPONSIBILITY

The secretary is responsible:

5.1. For non-fulfillment (improper fulfillment) of their official duties provided for by this job description, to the extent determined by the current labor legislation.
5.2. For offenses committed in the course of carrying out their activities - within the limits determined by the current administrative, criminal and civil legislation.
5.3. For causing material damage - within the limits determined by the current labor, criminal and civil legislation.

Acquainted with this job description: Date. Signature.

The duties of the manager's secretary are very diverse: planning the boss's working day, organizing the work of the office, negotiating with clients and partners on the instructions of the boss, finding and providing vehicles for the manager and other employees and services, arranging meetings, both in the office and in an off-duty setting , record keeping and many other official matters. In addition, the boss can entrust personal problems to his assistant, for example, send congratulations (gifts, flowers) for the holidays not only to organizations with which the company cooperates, but also to relatives. Since the manager's working day is usually irregular, the secretary often has to stay up late at work.

To become an indispensable assistant to the boss, the secretary must have such personal qualities as readiness for work, diligence, accuracy, responsibility, delicacy, modesty, moderate initiative, the ability to memorize and draw conclusions. It is impossible to hold this position without having the skills of typing (200 beats per minute), office work, shorthand, good knowledge of the PC. All these skills are acquired independently from books and tutorials (there are a great many of them), in the process of previous work or in courses. Professional skills also require the ability to negotiate, literacy and good command of oral and written speech, because the secretary of the head has to record orders, conduct business correspondence, etc.

If the duties are mainly dominated by the work of a secretary-clerk, then a higher linguistic education is required, but if an assistant is needed, then preference is given to higher education in the industry of the company's specialization.

A very important role is played by psychological compatibility, similarity of characters, as well as the ability of the secretary to stay in the background. Those who are quite satisfied with the position of an assistant, the right hand, go into this profession. Sometimes, the leader is unfair to his secretary, as he more often than others falls under a hot hand.

However, a good boss and a smart, experienced secretary function as one well-oiled mechanism. There are many examples of this, especially the secretaries of scientists or writers. Many famous people started out as secretaries.

Another delicate issue cannot be ignored: the non-working relationship between the boss and his secretary. In order not to get into an ambiguous situation, you should immediately take a closer look at a potential boss and, going to an interview, dress in such a way as to emphasize your business qualities, and not external dignity. If you don't get this position, then the boss needed something completely different from the secretary, and you successfully avoided problems.

Getting a job, you need to discuss your responsibilities in detail, and even better - ask for a job description. Often the naivety of secretaries, most of whom are young girls who are poorly versed in people and in life, becomes one of the causes of unpleasant consequences. Accepting and encouraging gifts, responding to courtship, maintaining playful conversations and ambiguous jokes, dressing in revealing or provocative outfits, a girl often unconsciously creates the impression of her availability. Therefore, without belittling the guilt of those who like to take advantage of their official position, it is still worth warning them against erroneous steps.

Although the secretary is closest to the leader, his career growth is limited. Of course, there are exceptions to every rule, but you should not delude yourself especially.

Depending on the set of requirements, the use of knowledge of foreign languages, work experience and functional duties, the salary also varies: from 200 to 800 USD. e. Keep in mind if the salary of more than 1000 c.u. is indicated in the “personal assistant” vacancy. That is, with a high degree of probability it can be assumed that this is network marketing.

The main functions include:

implementation of work on organizational and technical support of administrative and administrative activities of the head of the enterprise;

record keeping;

organization of the reception of visitors Zinovieva N. B. Documentation: teaching aid. - P.75..

The secretary of the head should in the course of his activity:

carry out work on the organizational and technical support of the administrative and administrative activities of the head of the enterprise;

accept correspondence received for consideration by the head, transfer it in accordance with the decision made to structural divisions or specific performers for use in the process of work or preparation of answers;

conduct office work, perform various operations using computer technology designed to collect, process and present information in the preparation and decision-making;

accept documents and personal statements for the signature of the head of the enterprise;

prepare documents and materials necessary for the work of the head;

monitor the timely consideration and submission by structural divisions and specific executors of documents received for execution, check the correctness of the execution of prepared draft documents submitted to the head for signature, ensure their high-quality editing;

organize telephone conversations of the head, record the information received in his absence and bring its contents to his attention, transmit and receive information via receiving and intercom devices (telefax, telex, etc.), as well as telephone messages, bring to his attention in a timely manner information received through communication channels;

on behalf of the head, draw up letters, requests, other documents, prepare answers to the authors of letters;

carry out work on the preparation of meetings and meetings held by the head (collecting the necessary materials, notifying participants of the time and place of the meeting, agenda, their registration), keeping and drawing up minutes of meetings and meetings;

to exercise control over the execution by the employees of the enterprise of issued orders and instructions, as well as the observance of the deadlines for the implementation of instructions and instructions of the head of the enterprise taken under control;

maintain a control and registration file;

provide the workplace of the head with the necessary means of organizational technology, stationery, create conditions conducive to his effective work;

print, at the direction of the head, office materials necessary for his work or enter current information into the data bank;

organize the reception of visitors, contribute to the prompt consideration of requests and proposals of employees;

form cases in accordance with the approved nomenclature, ensure their safety and submit them to the archive within the established time limits;

copy documents on a personal photocopier Standard instruction of the secretary of the head. Bank of job descriptions.=http//www/kadrovik.ru/.

Each enterprise conducts its activities on the basis of local regulations, which are drawn up in accordance with the norms of the current legislation. And since each company is a separate organism, it must work harmoniously.

One of the important documents on which the activities of the enterprise specialists are based is the job description. This is a document that spells out the functional duties of an employee of one direction or another, specialty. It is necessary to thoroughly familiarize employees not only with their duties, but also with their rights, powers and functions.

The job description is a local document that specifies the rights and obligations of each employee, depending on the position held and the work function performed.
This document is developed by specialists of the personnel department together with lawyers. The instruction is approved by the employer or hired manager, if he has such authority.

The employer is obliged to familiarize the applicant with the job description before signing the employment contract. If this is not done, then the employer will not be able to bring the employee to disciplinary liability for failure to fulfill his official duties.

The document must describe in detail the duties of the secretary, depending on the specifics of the work. The more detailed these duties are, the easier it will be to resolve pre-trial and judicial conflicts between the employee and the employer.

Why do you need a job description

When compiling this document, the responsible person must rely on the norms of the current federal, regional and local levels. The head of the enterprise, as the person responsible for the correct management of documents, must check this compliance. In addition, the personnel manager must also be aware of the compliance of the instruction with current legislation.

It is compiled either for a group of identical positions, or for a specific individual position. The employee must be familiar with the document against signature. You need to do this when applying for a job. If it is not compiled correctly, then the employee and the manager will certainly have disagreements and conflict situations regarding the division of labor and the functions performed by the employee.

With the correct preparation of job descriptions, management must pursue specific goals and solve the following tasks:

• properly divide work responsibilities between employees of similar positions. It is necessary to clearly coordinate their actions to achieve the most useful result;
• improvement of the psychological climate in the team, improvement of the situation. It is necessary to minimize the percentage of the likelihood of conflicts;
• clearly delineate the rights and obligations of specialists of the same level, give specifics on their powers, clearly define the responsibility of each. If necessary, you can separately focus on disciplinary sanctions that can be applied to a specialist in the form of responsibility for neglecting their duties;
• to carry out psychological and official unloading of employees who are forced to combine several positions. It is not enough just to unload them, this load must be correctly and evenly distributed;
• establish a system of psychological and financial incentives and motivation;
• appropriate distribution of responsibilities among managers.

With the help of the job description, the management of the enterprise implements all aspects of the interaction between the management apparatus and personnel. But it is not always possible to achieve the maximum possible result. Therefore, it is necessary to correctly select and appoint a person who will be responsible for compiling job descriptions.

Depending on the size of the company and the number of employees, a standard instruction is drawn up for a group of identical positions. If necessary, you can make adjustments for a specific position. If the company is small, has only 25-50 people, then the document is drawn up for each position separately. Responsible is a member of the Human Resources Department.

Basic rules for compiling the job description of a secretary

For a position such as a secretary (it can be multi-level, ranging from the secretary of the head of a structural unit to the secretary of the head of a holding or concern), there is no developed unified form of job description. Therefore, each enterprise has the right to choose how to draw up a document.

When compiling the document, the responsible officer must remember that it is necessary to take into account the specifics of the activities of a particular enterprise. In firms of different directions, secretaries can perform various functions and duties. This must be taken into account when drafting.

You can rely on a generally accepted pattern. Each job description should include the following:

If necessary, additional sections can be added to the job description of the secretary:

• "working conditions". Here you can make a reference to the internal regulations to determine the mode of operation of the secretary. If there is a need to accompany the manager on business trips, this nuance can also be reflected here;
• "right to sign". The secretary can sign documents within the scope of his authority.

The job description, drawn up by the responsible employee of the personnel department, must go through the procedure of coordination with the head of the personnel service. In addition, the secretary himself must be familiarized with it against signature.

Drafting a job description for a secretary

The document is drawn up in a single copy. It is signed by the secretary himself after he carefully reads and studies it. If the enterprise has several secretaries by state, then you can print several copies, making the appropriate changes for each separately, depending on the position of the head to which the secretary is “attached”.

If the secretary himself needs an additional copy for personal use, he can make a copy of the job description already signed by him. It is not prohibited!

To properly compose a document, you must follow some rules. In particular, a “header” should be designed in the upper right corner. This is the place for the approval of the instructions by the head of the entire enterprise. Here you need to fill in a few lines:

• must be the word "I approve";
• followed by the position of the leader. For example, "general manager" or "director";
• Full name of the head;
• leader's signature.

Then in the middle of the sheet, you must specify the name of the document. This is the secretary's job description. Only after that all the main points are registered.

The sections that the secretary's instruction should consist of have been mentioned above. They are prescribed in accordance with the regulations of the duties performed. For example, the functional duties of the secretary of the head of the department may be somewhat "narrower" than the duties of the assistant to the head of the entire enterprise.

After the instruction is drawn up, it must be agreed with the employee who is responsible for the secretariat. This may be the head of the relevant structural unit. If there is no such person in the state, then with the head of the personnel service or other employee whose duties include such coordination.

The approval mark is placed at the end of the document. You need to fill in a few lines:

• be sure to indicate the word "agreed";
• position responsibility of the person;
• the name of the company in an abbreviated version;
• Name of this employee;
• calendar date for approval;
• signature of the person who approved the instruction.

After that, you need to give the document for review to the secretary himself. You also need to fill in a few lines:

• it is obligatory to indicate the phrase “I am familiar with the instructions”;
• the position of the secretary as it is indicated in the staff list;
• the name of the company in an abbreviated version;
• Name of this employee;
• passport details. If necessary, you can make a copy of the page of the passport where the personal data of the secretary are indicated. Attach a copy to the instructions as confirmation of the specified data;
• calendar date for approval;
• the signature of the employee, which confirms that he really read his job description.

Do not "move" the document without reading it carefully. Careful familiarization is a guarantee that he will faithfully fulfill his duties and will not do work for other employees. If the secretary deviates from his functional duties or does not fulfill them, he will be held accountable.

On the contrary, if he is held liable for alleged non-performance, he can always refer to the instructions and challenge the management's order to impose a disciplinary sanction. It will also help when filing a complaint with the labor inspectorate or when filing a lawsuit in court. Therefore, you need to be careful!

Job duties of the secretary

Every organization needs a secretary. Therefore, the job description of such an employee is useful to every company. The secretary can be both the head of the enterprise and the head of the structural unit. This is the function of the secretary.

The duties of the secretary include:

• acceptance and sorting of correspondence received for the head;
• conducting office work within the framework of the activities of a department or structural unit;
• acceptance of personal statements from employees for the signature of the head;
• preparation of documents and materials that are necessary for the boss to work;
• work with computer, copier and other office equipment;
• maintaining a control and registration file;
• printing documents that are necessary for the boss to work;
• performance of work on the preparation of various meetings, sessions and other meetings;
• preparation and printing of documents necessary for such meetings;
• organizing the reception of visitors;
• keeping a register of incoming and outgoing documents;
• polite communication on the phone;
• other duties that depend on the specifics of the activities of the department or structural unit.

Job description of the secretary of the head

The manager's secretary also has a job description. The responsibilities of the Executive Secretary include:

• carry out work on the organization of technical support for the activities of the head;
• accept and sort all correspondence that comes in the name of the head;
• if there is such a need, then sort all correspondence by structural divisions and organize the delivery of this correspondence to the relevant structural divisions;
• organization of telephone conversations of the head;
• reception and recording of incoming information during the absence of the head;
• work with office equipment;
• organization of meetings, meetings and meetings;
• preparation and printing of necessary materials for meetings;
• execution of individual instructions of the head.

Download

You can download a sample job description of a secretary in .doc format