Profession secretary. Job description of the secretary of the referent of the general director Job description of the secretary of the referent sample

Secretary-referent is an official who is a direct assistant to the head of a business entity. The specialist organizes his activities, carries out telephone conversations, drafts internal administrative documentation, outgoing correspondence to counterparties and authorized bodies. His responsibilities also include regulating the flow of visitors and monitoring the timely implementation by the director of the events planned by him.

Specialty of the assistant secretary

An assistant director is needed in every enterprise, since the concern of the head of a business entity can make his work inefficient. The secretary-referent establishes the work of the director and creates conditions under which he will rationally set priority tasks and not be distracted by minor problems. The main task of a specialist is to organize effective work in the field of office work, to carry out activities with databases, as well as to ensure relationships between departments.

What is the specialty of an assistant secretary

Professional training requirements

For the qualitative performance of job duties, a specialist must be a confident user of a personal computer and other equipment belonging to the category of organizational technology. Knowledge of Russian and foreign languages ​​will allow competently compiling documentation, and knowledge of office work will simplify his work in the field of drafting administrative documents, compiling responses to letters and requests, as well as drawing up minutes of the meeting.

Education

The specialty of a secretary can be obtained in secondary educational institutions, as well as in specialized classes.

It is easier for people who have taken courses after graduating from a higher educational institution to get a job than just after a technical school. In addition to theoretical knowledge in the field of office work, a specialist will need computer skills, as well as possession of a sufficient typing speed.

Personal qualities of a specialist

Personal qualities

Since the head of the enterprise fully trusts his assistant in the field of organizing activities, the specialist must have a high degree of responsibility and communication skills. The absence of these qualities in the assistant secretary can lead to the loss of the reputation of a business entity.

In addition to a high level of professionalism, a specialist must have a good visual-figurative memory, normal hearing and moderate sociability in combination with goodwill, punctuality, resourcefulness and diligence, as well as a desire to work with people.

Medical contraindications to work

The duties of an assistant secretary require a well-delivered speech and psychological resistance to stress caused by the work environment. This explains a number of diseases in which it is not recommended to find a job as an assistant manager. Disorders of the nervous system, diseases of internal organs, manifested in irritability, do not contribute to ensuring a normal working environment. Cardiovascular disease can be exacerbated in the process of fulfilling obligations, since the position involves working mainly while sitting at a desk. A speech impediment and obvious physical disabilities will not contribute to maintaining a company's rating.

Read also: Job Responsibilities of Assistant Manager

Place of work, career and salary level

Knowledge Requirements

Having figured out who the referent is and what he does, it becomes clear that the specialty is in demand, since such workers are needed in any enterprise whose head uses hired labor. Offices, companies, firms or organizations of any profile and form of ownership can become a place of work. The profession is an excellent launching pad for young people who do not have work experience.

Occupying this position, the employee can count on career growth through transfer to another department for another specialty, due to the receipt of a new specialized education. Qualified employees are valued by employers, therefore it is recommended to constantly improve in the field of office work, work with correspondence, contractors, visitors and proper telephone conversations.

The salary of the assistant secretary depends on the region where the business entity is located, on the scope of its activity, on the employee’s work experience, the scope of duties assigned to him by the employer, as well as on the availability of additional knowledge that can expand the scope of obligations. According to 2017 data, the salary of an assistant secretary operating in Moscow is 30,000-60,000 rubles, and up to 35,000 rubles in other regions.

Other interpretations of the specialty

Activities

When searching for a vacant position through specialized services, in the query string you can enter not only the specialty of the assistant secretary, but also its alternative names, such as secretary, assistant, office manager, personnel manager, and archivist or archivist. The use of synonyms of the specialty will increase the chances of employment.

The main job responsibility of the assistant secretary is the organizational provision of normal working conditions for the head of a business entity. For its implementation, the specialist must deal with:

1. Office work, which includes the preparation and registration of internal documentation, as well as the processing of correspondence.
2. Director's working time planning.
3. Reception of visitors.
4. Preparation of documentation for review and study by specialists at the direction of the head.
5. Drafting reports and taking minutes of meetings.
6. Acceptance of documents for signature.
7. Conducting telephone conversations, as well as accounting for telephone calls.
8. Coordination of relations between representatives of structural divisions.
9. Receiving and sending faxes.
10. Booking tickets for business travelers.
11. The solution of economic issues, expressed in the provision of employees with stationery.

APPROVE:

______________ "____" ___________ 2005

JOB DESCRIPTION
Secretary-referent.

1. GENERAL PROVISIONS.

1.1. This job description defines the functional duties, rights and responsibilities of the secretary - referent.

1.2. The secretary-referent is appointed to the position and dismissed from it by the general director.

1.3. The secretary-referent reports directly.

1.4. An employee with a complete secondary education, who has at least 2 years of experience as a secretary or assistant and has PC skills, knowledge of English, skills in working with office equipment, knowledge of the basics of office work, can be appointed to the position of assistant secretary.

1.5. The tasks of the assistant secretary include - administrative support for the work of the general director.

1.6. The secretary-referent in his work is guided by the orders of the general director, regulations and this job description.

2. FUNCTIONAL RESPONSIBILITIES.

Assistant Secretary:

2.1. Performs printing and copying work.

2.2. Handles incoming and outgoing calls.

2.3. Carries out telephone conversations.

2.10. Organizes the economic activities of the reception.

2.11. Receiving visitors.

2.12. Organization of uninterrupted work of drivers and reception.

The secretary-referent has the right:

3.1. Contact company officials to provide information necessary for paperwork and reporting.

3.2. Require the submission of documents properly executed, based on the requirements of the company's internal regulations.

3.3. Notify the General Director of the occurrence of obstacles to the fulfillment of tasks due to the fault of third parties.

3.4. Negotiate on behalf of the company within the framework of issues related to the competence of the assistant secretary.

4. RESPONSIBILITY.

4.1. The Assistant Secretary is responsible for:

- timely and high-quality performance of the duties assigned by the job description;

- false information about the state of affairs and the performance of functional duties;

— preservation of commercial secrets within the limits determined by the current legislation and internal regulations of the company;

– non-disclosure of any information obtained as a result of professional activity;

- offenses committed in the course of carrying out their activities - within the limits determined by the current administrative, criminal and civil legislation;

- causing damage (material or damage to business reputation) to the enterprise within the limits determined by the current labor and civil legislation;

- failure to comply with orders, instructions and instructions of the General Director;

– incorrect behavior towards company employees and third parties;

- violation of the Rules of internal labor regulations, safety and fire safety.

5. MODE OF WORK.

5.1. The mode of work of the assistant secretary is determined in accordance with the terms of the employment contract and the Internal Labor Regulations established at the enterprise.

5.2. Due to operational needs, the assistant secretary may be sent on business trips (including local ones).

5.3. In connection with the production need, the secretary-referent may be involved in work outside the standard length of the day.

JOB INSTRUCTIONS FOR THE SECRETARY OF THE REFERENT OF THE GENERAL DIRECTOR

1. GENERAL PROVISIONS

1.1. The secretary-referent belongs to the category of specialists of the enterprise, is accepted and dismissed by the director.

1.2. The main tasks of the assistant secretary are organizational and documentary support of management activities.

1.3. The secretary-referent reports directly to the director of the enterprise.

1.4. In his work, the secretary-referent is guided by:
- legislative acts of the Russian Federation;
- the Charter of the enterprise;
- Regulations on the functional services of the enterprise;
- orders (instructions) of the enterprise management;
- regulatory and methodological materials for the organization of office work;
- this job description.

1.5. Persons with higher, secondary specialized education and work experience of at least 1 year or without work experience are appointed to the position of assistant secretary, but on condition that they take courses for assistant secretaries.

1.6. The secretary-referent must own the questions:
- prospects for the development of the enterprise, its financial and economic activities;
- organization of work with documents, preparation of documentation;
- organization of managerial work;
- the use of computer and organizational technology;
— translation of service documentation into a foreign language of a commercial partner;
— work culture and work ethics;
— occupational health, safety and fire protection.

1. FUNCTIONS

The secretary-referent is entrusted with the following functions:

2.1. Information and reference service according to the documents of the enterprise.

2.2. Methodological guidance and control over the organization of office work in the structural divisions and branches of the enterprise.

2.3. Documenting the activities of the advisory bodies of the enterprise.

2.4. Operational and organizational management service.

And who can count on a salary increase Mark Bershidsky According to a December study by Hays, next year 46% of employers plan to increase their staff. 45% say that they do not plan to increase the staff, but will only deal with...

A secretary is an indispensable assistant in any office. This position can be attributed to the clerk, and the personal assistant of the head, and the receptionist. The secretary-referent deals with the document flow of the company, monitors the storage and use of documents. How did this profession come about?

It originated during the active reform activities of Peter I, who introduced such a concept as "secretary rank". At first, it was precisely the officials who were involved in the accounting and numbering of incoming letters. At the beginning of the 20th century, the profession of a secretary became widespread, and by 1875 in many large cities of Europe and America it was possible to get special courses for typists. With the invention of the typewriter in 1880, the profession gradually took on a feminine face. By the end of World War I, finding a male secretary was almost impossible. At the time, it was one of the few jobs available to women. The most ambitious of them completed courses and got jobs in firms and offices around the world. They were respected and well paid. The position of assistant secretary was one of the first steps towards women's emancipation.

Today, the profession has already lost its former prestige, but the demand for office professionals is still high. The latest trend is remote secretaries, whose presence is not even necessary in the office. The services of online assistants are used by many Internet platforms that need to maintain communication with customers.

Responsibilities of a secretary

There are many jokes and sayings about secretaries among the people. But, despite their bad reputation, the assistant secretary has a lot of job responsibilities. If you want to work in this specialty, then you will not be able to do without discipline, responsibility and certain knowledge. What are the duties of such an employee?

• Paperwork: Women have the daunting task of scrupulously checking all the papers and keeping them in order. Help may be needed by all employees of the company, and, as a rule, in large firms, several people are recruited for the position of assistant secretary.
• Organization of meetings, trips, meetings: the secretary should always be aware of all the news and keep his finger on the pulse. He not only usually coordinates the work schedule of the management, but also prepares business trips and business meetings.
• Receiving phone calls: the system of direct duties of an employee includes communication with customers, partners and other people.
• Receiving Visitors: A personable appearance is very important to this profession, as often the first person seen in a company is the secretary.
• Ordering stationery and other life support of the office.
• Compliance with management requests. In some companies, this article takes up most of the working time. Therefore, getting a job, you need to immediately clearly discuss the scope of your duties with your future boss.

As you can see, the responsibility of the assistant secretary is quite high. And the list of requirements, too, inspires awe. What qualities should a secretary have in order to be hired?

Requirements for this job

• Good computer knowledge and fast typing. Modern systems have replaced the old typewriters, but the main provisions of the assistant secretary's job description remain the same: the ability to handle office equipment and the speed of writing.
• Representative appearance: the law of the Russian Federation prohibits any discrimination on the basis of race, gender or age when recruiting employees. But a neat and tidy appearance, polite speech and the ability to keep up the conversation will be your undoubted advantages.
• Punctuality and organization: these qualities will not interfere with other specialists, but for a secretary they are especially important.
• Secondary vocational education or higher.
• Some vacancies may require knowledge of English. This is especially true in large firms.

Employee Rights

Working as a secretary involves a lot of responsibility, but employees also have rights that they can protect in case of violations by superiors.

• The secretary has the right to request and receive information necessary for the correct performance of his duties.
• The employer must provide the employee with conditions for work and the safety of documents.
• The secretary-referent can put forward ideas for improving the work process. He can also make independent decisions within the limits of his job descriptions.
• The secretary-referent may miss work for health reasons and deterioration in well-being.

The profession of a clerk, according to statistics, is one of the “longest” on the market: workers are often left after hours. Knowing his rights and obligations, the employee can act in his own interests for the benefit of the company.

What education do you need to get this job?

The job description of the assistant secretary states that the applicant for the vacancy must have a higher or secondary specialized education and work experience of at least a year. If you do not have experience yet, you are not familiar with office programs and do not print very confidently, then you can complete special courses for a secretary-assistant, in which you will be taught how to conduct business correspondence and handle a computer at the level of a confident user. You can get all this knowledge on your own by finding information in books or the Internet. A little practice - and you will definitely be accepted into a company that needs such a specialist.

Where to find a job?

The position of secretary-referent is available in almost every company. The job market is replete with various offers, among which you can find an option with suitable availability and salary. But keep in mind that the competition in this area is also high. To get a place, you need to stand out from dozens of other applicants. In addition, in small firms, the duties of the assistant secretary are often not clearly regulated, and the employee has to perform a lot of varied work. To avoid this, choose large companies, they usually clearly define the scope of your responsibilities. If you do not have such an opportunity, then simply discuss in detail all the duties that you have to perform at a new job.

How much do business professionals earn?

The average salary of specialist secretaries ranges from 25-45 thousand rubles. Executive assistants usually receive a little more than clerks. In addition, assistant secretaries can, during their work, learn from the unique work experience of their superiors. A novice employee is unlikely to receive a salary above 25,000 rubles, even in such large cities as St. Petersburg and Moscow. But with the growth of experience and knowledge, the salary rate will also increase.

Getting a job as a secretary is much easier if you know what is being asked in interviews. Ability to work with Word and Excel programs are decisive when applying for a job. You will also need high speed printing. On the Internet, you can find special programs for teaching touch typing, which significantly reduces the time for typing. For faster hiring, it is useful to update your resume on job search sites, and for interviews, prepare a small portfolio describing your skills and abilities.

To dress for a meeting with a potential employer, you need to wear a strict office suit in dark shades. He will immediately set the tone for the meeting and show you as a responsible and professional employee. If you are applying for the position of assistant manager, then remember that in this case you should behave very thoughtfully. Research the history of the company before the interview. The employer will see that you have thoroughly prepared for the meeting, and you will avoid a number of annoying mistakes.

Results

Despite the large list of duties and requirements for assistant secretaries, anyone can handle this job. With proper preparation, it is also not difficult to pass an interview. And even if you do not have experience, do not despair, try to get a job in a medium-sized company first. By following some simple rules, you can make a career in office work.

Application No. ___ to the employment contract

"APPROVE"
CEO
OOO ____________
«___» _______________

JOB DESCRIPTION
Assistant Secretary

• 1.1. The secretary-referent belongs to the category of specialists of the enterprise, is accepted and dismissed by the director.
• 1.2. The main tasks of the assistant secretary are organizational and documentary support of management activities.
• 1.3. The secretary-referent reports directly to the director of the enterprise.
• 1.4. In his work, the secretary-referent is guided by:
• legislative acts of the Russian Federation;
• the Charter of the enterprise;
• Regulations on the functional services of the enterprise;
• orders (instructions) of the enterprise management;
• regulatory and methodological materials for the organization of office work;
• this job description.
• 1.5. Persons with higher, secondary specialized education and work experience of at least 1 year or without work experience are appointed to the position of assistant secretary, but on condition that they take courses for assistant secretaries.
• 1.6. The secretary-referent must own the questions:
• prospects for the development of the enterprise, its financial and economic activities;
• organization of work with documents, preparation of documentation;
• organization of managerial work;
• the use of computer and organizational technology;
• translation of service documentation into a foreign language of a commercial partner;
• work culture and work ethics;
• occupational health, safety and fire protection.

2. FUNCTIONS

The secretary-referent is entrusted with the following functions:

• 2.1. Information and reference service according to the documents of the enterprise.
• 2.2. Methodological guidance and control over the organization of office work in the structural divisions and branches of the enterprise.
• 2.3. Documenting the activities of the advisory bodies of the enterprise.
• 2.4. Operational and organizational management service.
• 2.5. Maintaining the execution of personnel documentation and accounting (in the absence of a personnel inspector).

3. JOB RESPONSIBILITIES

The secretary-referent must:

• 3.1. Prepare the necessary documents, ensure the financial and economic activities of the enterprise.
• 3.2. Provide reception, accounting, registration, control over the execution of documents, information and reference services and storage of documentary information.
• 3.3. Control the quality of preparation, the correctness of the preparation, coordination, approval of documents submitted for signature to the management of the enterprise.
• 3.4. Monitor the execution of documents and instructions of the management, take prompt measures aimed at their timely and high-quality execution.
• 3.5. To carry out the organization of preparation, decision-making and bringing them to the direct executors. Analyze references and reports provided to management, give competent opinions on them.
• 3.6. To carry out operational communication with third-party organizations (both commercial and government) and individual citizens on the current activities of the enterprise (telephone, fax, etc.).
• 3.7. Receiving visitors.
• 3.8. Perform work on documentary support of the personnel activities of the enterprise:
• execution of orders for personnel;
• registration of personal cards of the T-2 form or personal files;
• registration of work books;
• registration and maintenance of labor contracts (contracts);
• preparation of travel documents;
• registration of disability sheets;
• keeping a time sheet;
• issuance of certificates of employment and wages.
• 3.9. Provide typing and photocopying.
• 3.10. Use a PC as a means of automating the documentation support of an enterprise.
• 3.11. Conduct an annual selection of documents for archival storage or destruction.
• 3.12. Carry out separate instructions of the management on the profile of the financial and economic activities of the enterprise.

4. RIGHTS

• 4.1. Request from the functional services the necessary materials, as well as explanations of the reasons for the delay in completing tasks and instructions from the management.
• 4.2. Review documents and send them for execution to managers and specialists of the enterprise.
• 4.3. Require performers to finalize documents prepared in violation of the established rules for their preparation and execution (GOST 6.38-90), international rules for the preparation of documents (ISO).
• 4.4 Approval of documents of management activities within their competence.
• 4.5. Submit proposals for consideration by the management on improving the documentation support of the enterprise, improving the forms and methods of managerial work based on the use of electronic technology.
• 4.6. Require management to create normal conditions for the performance of official duties and the safety of all documents generated in the activities of the enterprise.
• 4.7. Work with documents marked "CT" or "Confidential".
• 4.8. Make decisions within your competence.
• 4.9. Interact with all services (employees) of the enterprise to verify the execution of documents and provide the necessary information to management.

5. RESPONSIBILITY

• 5.1. The quality of documents submitted for signature to the management of the enterprise.
• 5.2. Careless, negligent attitude to registration and maintenance of documents.
• 5.3. Preservation of documentation, disclosure of information classified as "Confidential" or "CT".
• 5.4. Unclear and untimely performance of official duties provided for by this instruction.

CEO ________________ __________________________

Legal Counsel ________________ __________________________

I am familiar with the instruction ________________ __________________________

Added: 03/03/2017 19:53:39

The secretary is called the faithful assistant and right hand of the boss and for good reason, because the duties of the secretary of the head include ensuring effective managerial and administrative activities.

What are the duties of a secretary?

The secretary of the head is engaged in the preparation and execution of business papers and documents, helps the boss in business, and solves many organizational issues.

The position of the assistant secretary can also be considered representative, since he is the face of the company - he meets guests, answers calls and letters. Such work requires a lot of composure, communication and organization. For this reason, the profession of a secretary can promise great prospects - in the future, a specialist can become an office manager, and then one of the directors or top managers.

Places of work

The position of executive secretary is required in almost every company that has an office for clients and visitors. It can be both large enterprises and small businesses.

History of the profession

The first secretaries can be considered scribes and chroniclers - they wrote down royal decrees and orders, chronicled current events, and were responsible for correspondence. Over time, the powers of the secretary have expanded significantly and today they can perform a wide variety of functions. So, there was a need for specialists of narrow specialization, as a result of which the profession of secretary-referent, clerk, secretary-translator and office manager appeared.

Responsibilities of the secretary

Responsibilities of the Assistant Secretary include:

• reception of visitors;
• receiving telephone calls;
• record keeping;
• planning the working day of the head;
• organization of meetings;
• ordering tickets and booking hotels for the manager and other employees during a business trip;
• ordering stationery for the office;
• fulfillment of the manager's requests.

Sometimes the functions of the secretary of the head include correspondence in English.

requirements for a secretary

Requirements for the secretary-referent include:

• secondary or higher education;
• PC ownership;
• knowledge of the basics of office work;
• knowledge of English (sometimes).

Also, the position of secretary requires the following skills:

• punctuality;
• the ability to look good (presentability);
• organization.

secretary resume template

Resume sample

How to become a secretary

How to become a secretary? This can be the owner of any higher education who has completed courses for assistant secretaries or received training directly at the workplace. As a rule, employers do not impose special requirements on the applicant's specialty, but focus on the fact that the applicant has the necessary personal qualities and is able to perform duties at the proper level.

secretary salary

The salary of a secretary can be different - from 15 to 45 thousand rubles. Income depends on the range of duties of the employee and the region in which he works. The average salary of an assistant secretary is 30 thousand rubles.

Job Descriptions

Open in WORD format

I. GENERAL PROVISIONS

1.1. Hiring and dismissal of the Assistant Secretary is carried out by order of the General Director.

1.2. The main tasks of the assistant secretary are organizational and documentary support of management activities in the Company, as well as improvement of documentation support for management.

1.3. The assistant secretary reports directly to the Head of the Administrative and Economic Department of the Logistics Support Department, and in his absence, to the Administrator of the Administrative and Economic Department of the Logistics Support Department.

1.4. During the absence of the Secretary-Referent (business trip, vacation, illness, etc.), his rights and obligations are transferred to the Acting Secretary-Referent, who is appointed by order of the General Director.

1.5. The secretary-referent in his activities is guided by:

— the Constitution of the Russian Federation;

— the Civil Code of the Russian Federation;

— the Labor Code of the Russian Federation;

— Federal Law of the Russian Federation No. 24-FZ dated February 20, 1995 “On Information, Informatization and Information Protection”;

— Decree of the State Statistics Committee of the Russian Federation No. 26 of 04/06/2001 "On approval of unified forms of primary accounting documentation for accounting for labor and its payment";

- Instructions on the procedure for maintaining work books at the enterprise, in institutions, organizations, regulatory and methodological materials of the Ministry of Labor of the Russian Federation;

- GSDOU. Basic provisions. Basic requirements for documents and services of documentary support of management;

- GOST R6.30-97. Unified documentation systems. Unified documentation systems. Requirements for paperwork (as amended in 2000);

- Standard instructions for office work in the federal executive authorities;

- GOST R51141-98. Office work and archival terms.

Assistant secretary: job description, duties and responsibilities

Terms and Definitions;

- A list of standard management documents generated in the activities of organizations, indicating the periods of storage, approved by the head of the Federal Archival Service on 06.10.2000;

— Archive of the firm (non-governmental organization). A methodological guide and an approximate list of documents generated in the activities of non-governmental institutions, indicating the periods of storage;

— Unified state system of office work;

- Rules and instructions of the Rosarchive;

— the Articles of Association of the Company;

— Instructions for office work of the Company;

— Rules of internal labor regulations of the Company;

— Orders, orders of the Company's management;

- This job description.

1.6. Persons with higher professional education without presenting requirements for work experience or persons with secondary (full) education and special training according to the established program and work experience of at least 1 year are appointed to the position of assistant secretary.

II. FUNCTIONS

The secretary-referent is entrusted with the following functions:

- receiving, sending and registering incoming and outgoing correspondence;

— preparation of draft documents as directed by the General Director;

— quality control of documents submitted for signature to the General Director;

— control of the execution of documents and orders;

— organization of the work of the reception of the General Director;

— documenting the activities of the Company's advisory bodies;

— development of local regulations on documentation support of the Company;

- organization of documents in office work;

— organization of documentless services for the General Director.

III. DUTIES

Assistant Secretary:

3.1. performs technical functions to ensure and service the work of the General Director of the Company or its divisions;

3.2. accepts and registers incoming correspondence in the register of incoming documents, in accordance with the resolution of the heads of the Company or its divisions, submits documents for execution;

3.3. monitors the passage of documents, exercises control over their execution;

3.4. issues the necessary certificates on registered documents;

3.5. sends completed documentation to recipients (including by e-mail);

3.6. ensures the safety of passing service documentation;

3.7. receives information from employees of departments for the General Director, calls them on his behalf;

3.8. organizes telephone conversations of the General Director;

3.9. receives and transmits telephone messages, writes down received messages in the absence of the General Director and brings them to his attention;

3.10. carries out work on the preparation of meetings or meetings held by the General Director (collection of necessary materials, notification of participants about the time, place, agenda of the meeting or meeting and their registration), maintains and draws up minutes;

3.11. performs printing and photocopying works;

3.12. monitors the provision of the General Director with stationery, organizational equipment, creates conditions conducive to the effective work of the head;

3.13. accepts documents for signature by the General Director;

3.14. controls the quality of preparation, correctness of drawing up, coordination and approval of documents submitted for signature to the General Director;

3.15. controls the execution of documents and instructions of the General Director of the Company, takes prompt measures aimed at their timely and high-quality implementation;

3.16. organizes the reception of visitors, contributes to the prompt consideration of requests and proposals of the Company's employees;

3.17. maintains a journal of lateness of the Company's employees to work;

3.18. submits a monthly report to the General Director on the lateness of employees;

3.19. keeps a schedule of drivers;

3.20. resolves issues related to the issuance of invitations, visas, passports, booking and purchase of tickets for company employees departing on a business trip;

3.21. accepts for safekeeping from the structural subdivisions of the Company documents completed by office work;

3.22. participates in the development of nomenclatures of cases, checks the correctness of the formation and execution of cases when they are transferred to the archive;

3.23. encrypts cases in accordance with applicable regulations;

3.24. systematizes and places cases, keeps their records;

3.25. prepares summary inventories of cases of permanent and temporary storage periods, as well as acts for transferring cases to state storage, for writing off and destroying documents whose storage periods have expired;

3.26. participates in the examination of the value of archival documents;

3.27. issues archival copies and documents, draws up the necessary certificates based on the information available in the documents of the archive, and keeps records of them;

3.28. advises employees on the preparation of files for filing in the archive.

IV. THE RIGHTS

The secretary-referent has the right:

4.1. develop technological processes for working with documents based on the use of organizational and computer technology;

4.2. to request from the structural divisions of the Company the necessary materials, as well as explanations of the reasons for the delay in the fulfillment of tasks and instructions of the management;

4.3. review documents and send them for execution to managers and specialists of the Company;

4.4. submit proposals for consideration by the management on improving the improvement of the forms and methods of managerial work based on the use of electronic technology;

4.5. require management to create normal conditions for the performance of official duties and the safety of personnel records;

4.6. work with documents marked "For Official Use";

4.7. to carry out "filtering" of telephone calls;

4.8. preview documents and determine which of them can be transferred to executors, bypassing the General Director;

4.9. organize reception and prioritize visitors;

4.10. demand compliance with the established rules for working with documents in the structural divisions of the Company;

4.12. develop unified documentation systems, time sheets, lists of documents;

4.13. make decisions and endorse documents within their competence;

4.14. make proposals aimed at improving work with personnel;

4.15. demand explanations in writing from employees who have violated labor discipline;

4.16. demand from the executors to finalize the documents prepared in violation of the established rules for the preparation and execution of documents on personnel;

4.17. work with documents classified as "Confidential" or "Commercial Secret".

V. RESPONSIBILITY

The Assistant Secretary is responsible for:

5.1. timely transmission of incoming information to recipients;

5.2. timeliness of sending outgoing correspondence;

5.3. the quality of documents submitted for signature to the management of the Company;

5.4. careless, negligent attitude to registration and maintenance of documents;

5.5. untimely transfer of information to the General Director;

5.6. safety of outgoing, incoming and internal documentation;

5.7. disclosure of information constituting a commercial secret of the Company and other information that became known in the course of work;

5.8. safety of property provided to him by the Company for the implementation of its functions;

5.9. tactless attitude towards the employees of the Company, other citizens who applied to the Secretary-Referent;

5.10. failure to comply with the requirements of this manual.

VI. RELATIONSHIPS BY POSITION

6.1. with the General Director - on documentary and non-documentary support of his activities;

6.2. with the Administrative and Economic Department - on issues of providing the assistant secretary with stationery and the necessary equipment;

6.3. with all structural subdivisions of the Company - on the issues of documentation support of management.

VII. PERFORMANCE EVALUATION

7.1. The main criterion for the work of the assistant secretary is efficiency and diligence.

VIII. PROCEDURE FOR REVIEWING JOB INSTRUCTIONS

8.1. This instruction may be revised in the following cases:

— changes in the structure of the Company;

— change in the technology of documentation support;

— changes in the functions of the Assistant Secretary.

The job description of the assistant secretary regulates the labor relations between the employer and the employee. The document contains requirements for qualifications, work experience, knowledge, and skills of an official. It establishes the order of subordination, appointment, dismissal, describes the functional duties, rights of the employee, his responsibility.

I. General provisions

1. A person with a higher education and work experience in a similar position for at least one year is appointed to the position of assistant secretary.

2. Appointment or dismissal of the assistant secretary is carried out by order of the general director.

3. The secretary-referent reports directly to the general director.

4. During the absence of the assistant secretary, his rights, functional duties, responsibility are transferred to another official, as reported in the order for the organization.

5. The secretary-referent must know:

• rules for working with documents;
• foreign language;
• business etiquette;
• rules for the operation of organizational and computer equipment;
• norms of safety, labor protection and fire protection;
• fundamentals of civil and labor legislation.

6. The secretary-referent is guided in his activities by:

• the legislation of the Russian Federation;
• the charter of the organization;
• orders and directives of the management;
• internal labor regulations, other governing acts of the organization;
• this job description.

II. Responsibilities of the Secretary-Referent

The secretary-referent performs the following functional duties:

1. Conducts information and reference services for the organization.

2. Conducts the reception of visitors.

3. Organizes meetings, business trips, trips of the head.

4. Prepares the necessary documents, carries out their reception, accounting, storage.

5. Controls the quality of preparation, the correctness of the content, the coordination of documents submitted for approval to the management of the organization.

6. Analyzes the information provided to management, gives competent opinions on it.

7. Controls the execution of documents and instructions of the management.

8. Engaged in the preparation of meetings, meetings with the participation of the head. Collects the necessary materials, informs the participants about the time and place of their holding, the agenda, maintains and draws up protocols.

9. Performs official assignments of the head within the limits of his competence.

III. The rights

The secretary-referent has the right:

1. Receive official information necessary to perform their functional duties.

2. Require management to create normal conditions for the exercise of their powers and the safety of documents and material assets.

3. Send rationalization proposals to the management to improve their work and the activities of the organization.

4. Make independent decisions within their competence.

5. Receive from the departments the necessary materials and explanations of the reasons for the delay in completing tasks, instructions from the management.

6. Inform the immediate supervisor about the shortcomings in the activities of the organization, make proposals for their elimination.

7. Do not start performing your duties when there is a danger to health and life.

IV. Responsibility

The Assistant Secretary is responsible for:

Profession secretary

Failure to properly perform their duties.

2. The quality of documents submitted for approval to the management of the organization.

3. Consequences of decisions made, own actions.

4. Holding unauthorized meetings by the management, representing the interests of the organization.

5. Violation of the provisions of the governing documents of the organization.

6. Illegal disclosure of personal information, transfer of trade secrets, confidential information.

7. Causing damage to the organization, its employees, the state, contractors.

8. Violation of the provisions of labor discipline, safety standards, internal labor regulations, fire protection.

9. Violation of the norms of business communication and etiquette.

Job description of the assistant secretary

Secretary job description

APPROVE
CEO
Surname I.O. ________________
"________"_____________ ____ G.

1. General Provisions

1.1. The secretary belongs to the category of technical performers.
1.2. The secretary is appointed to the position and dismissed from it by order of the general director of the company.
1.3. The secretary reports directly to the general director / head of the structural division of the company.
1.4. During the absence of the secretary, his rights and duties are transferred to another official, which is announced in the order for the organization.
1.5. A person who meets the following requirements is appointed to the position of secretary: education - higher, incomplete higher or secondary specialized, experience of similar work from six months, knowledge of office equipment (fax, copier, scanner, printer), Microsoft Office programs (Word, Excel).
1.6. The secretary is guided in his activities by:
- legislative acts of the Russian Federation;
— the Charter of the company, the Internal Labor Regulations, other regulatory acts of the company;
- orders and directives of the management;
- this job description.

2. Duties of the secretary

The Secretary performs the following duties:
2.1. Carries out work on the organizational and technical support of the administrative and administrative activities of the head.
2.2. 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.
2.3. Accepts documents and personal statements for the signature of the head.
2.4. Answers telephone calls, records and transmits official information to the head, organizes telephone conversations of the head.
2.5. On behalf of the head, he draws up letters, requests, and other documents.
2.6. 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.
2.7. Carries out control over the execution by the employees of the enterprise of issued orders and orders, as well as compliance with the deadlines for the implementation of instructions and instructions of the head taken under control.
2.8. Provides the workplace of the head with the necessary means of organizational technology, stationery, creates conditions conducive to the effective work of the head.
2.9. Organizes the reception of visitors, contributes to the prompt consideration of requests and proposals of employees.
2.10. Forms cases in accordance with the approved nomenclature, ensures their safety and submits them to the archive in due time.
2.11. Organizes business trips of the head: orders air and railway tickets, books hotels.
2.12. Performs individual official assignments of his immediate supervisor.

3. Rights of the secretary

The secretary has the right:
3.1. Receive information, including confidential information, to the extent necessary to solve the assigned tasks.
3.2. Provide management with suggestions for improving their work and the work of the company.
3.3. 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.
3.4. 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.
3.5. Make decisions within your competence.

4. Responsibility of the secretary

The secretary is responsible:
4.1. For non-performance and / or untimely, negligent performance of their duties.
4.2. For non-compliance with current instructions, orders and orders for the preservation of trade secrets and confidential information.
4.3. For violation of the internal labor regulations, labor discipline, safety and fire safety rules.

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