Job description
manager's secretary[name of organization, enterprise, etc.]

This job description has been developed and approved in accordance with the provisions of the Labor Code of the Russian Federation and other regulations governing labor relations in the Russian Federation.

I. General provisions

1.1. The manager's secretary belongs to the category of technical performers.

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 [value] years is appointed to the position of secretary of the manager.

1.3. Appointment to the position of secretary of the manager and dismissal from it are made by order of the head of the enterprise upon submission of [fill in what is required].

1.4. The secretary must know:

Resolutions, instructions, orders, other governing and regulatory documents of higher and other bodies relating to the activities of the enterprise;

Regulations, instructions, other regulatory documents on record keeping;

The structure and management of the enterprise and its divisions;

Charter of the enterprise;

Organization of office work;

Methods of registration and processing of documents;

Archival affairs;

Typescript;

Rules for using intercoms;

Standards for a unified system of organizational and administrative documentation;

Rules for printing business letters using standard forms;

Fundamentals of ethics and aesthetics;

Rules of business communication;

Rules for the operation of computer equipment;

Fundamentals of administrative law and labor legislation;

Internal labor regulations;

Rules and regulations of labor protection, safety, industrial sanitation and fire protection;

1.5. The secretary reports directly to the head of [enterprise, structural unit].

1.6. During the absence of the secretary (vacation, illness, etc.), his duties are performed by a person appointed in accordance with the established procedure, who acquires the corresponding rights and is responsible for the proper performance of the duties assigned to him.

1.7. [Enter as appropriate].

II. Job responsibilities

Secretary:

2.1. Carries out work on organizational and technical support for the administrative and administrative activities of the manager.

2.2. 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.

2.3. Conducts office work, performs various operations using computer technology designed to collect, process and present information when preparing and making decisions.

2.4. Accepts documents and personal statements for the manager’s signature.

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

2.6. Monitors the timely review and submission by structural units and specific performers of documents submitted to the manager for signature, ensures their high-quality editing.

2.7. 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 received through communication channels.

2.8. On instructions from the manager, he composes letters, requests, and other documents, and prepares responses to the authors of the letters.

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

2.10. Monitors the execution by employees of the enterprise of issued orders and instructions, as well as compliance with the deadlines for fulfilling the instructions and instructions of the manager, taken under control.

2.11. Maintains a control and registration file.

2.12. Provides the manager’s workplace with the necessary organizational equipment, office supplies, and creates conditions conducive to the manager’s effective work.

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

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

2.15. Forms files in accordance with the approved nomenclature, ensures their safety and submits them to the archives within the established time frame.

2.16. Performs individual official assignments of the manager.

2.17. [Enter as appropriate].

III. Rights

The secretary has the right:

3.1. Get acquainted with the draft decisions of the enterprise management concerning its activities.

3.2. Submit proposals for improvement of work related to the responsibilities provided for in these instructions for consideration by management.

3.3. Within your competence, inform your immediate supervisor about all shortcomings identified in the performance of your official duties and make proposals for their elimination.

3.4. Request personally or on behalf of the enterprise management from structural divisions and specialists information and documents necessary to fulfill their official duties.

3.5. Require the management of the enterprise to provide assistance in the performance of their official duties and rights.

3.6. [Enter as appropriate].

IV. Responsibility

The secretary is responsible:

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

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

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

The job description has been developed in accordance with [name, number and date of document].

Head of structural unit

[initials, surname]

[signature]

[day month Year]

Agreed:

Head of the legal department

[initials, surname]

[signature]

[day month Year]

I have read the instructions:

[initials, surname]

[signature]

[day month Year]

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

Features of the secretary profession and requirements for the employee

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

The main requirements for this specialist are as follows:

1. Secondary, higher education;
2. Work experience;
3. Computer skills 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 a person’s personal qualities (kindness, responsiveness, punctuality), his attitude to the smallest details, his ability to cope with a wide range of responsibilities and assignments, and his pleasant appearance.

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

There are several main specializations of a secretary:

• Assistant Manager;

Job responsibilities of the manager's secretary

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

In his activities, this employee is guided by:

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

The duties of the manager's secretary include:

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

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

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

The manager's secretary is responsible for:

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

Job Responsibilities of a Clerk Secretary

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

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

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

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

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

To get hired for the position of secretary, you must correctly compose the application form. It is important to indicate all your main professional advantages, personal qualities and, of course, relevant work experience. You can also download a suitable resume from the Internet, fill it out and send it to a potential employer for consideration.

1. General Provisions

1.1. The secretary belongs to the category of enterprise specialists and is hired and dismissed by the director.

1.2. The main task of the secretary is organizational and documentation support for management activities.

1.3. The Secretary reports directly to the General Director of the Company.

1.4. The secretary must have the skills of organizing work with documents, drawing up documentation, organizing managerial work, using computer and organizational equipment (fax, printer, scanner, copier, mini-automatic telephone exchange), know work culture and work ethics, occupational health, safety and fire safety protection.

2. Functions

The secretary is assigned the following functions:

2.1. Information and reference services regarding Company documents.

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

2.3. Documenting the activities of the Company's advisory bodies.

2.4. Operational and organizational services to management.

2.5. Maintaining and preparing personnel documentation and personnel records.

3. Job responsibilities

The secretary must:

3.1. Prepare the necessary documents, ensure the financial and economic activities of the Company.

3.2. Provide reception, accounting, registration, control over the execution of documents, information and reference services and storage of document information.

3.3. Monitor the quality of preparation, the correctness of drafting, coordination, and approval of documents submitted for signature to the management of the enterprise.

3.4. Monitor the execution of documents and instructions from management, take prompt measures aimed at their timely and high-quality execution.

3.5. Receive and distribute incoming mail, as well as send outgoing mail.

3.6. Maintain operational communication with third-party organizations (both commercial and government).

3.7. Receive visitors.

3.8. Perform work on documentation support for company personnel management:

Preparation of orders for personnel;

Registration of personal cards of form N T-2 or personal files;

Registration of work books;

Registration and maintenance of labor contracts (agreements);

Preparation of travel documents;

Registration of certificates of incapacity for work;

Maintaining time sheets;

Preparation and storage of local regulations on personnel;

Organization of timely familiarization of new employees of the Company with the documentation necessary for them to perform their job duties, as well as familiarization of employees with signatures with orders, instructions of the head of the Company, heads of structural divisions and other documents on personnel management of the Company;

Issuance of certificates of work experience and wages.

3.9. Ensure the execution of typing and copying works.

3.10. Conduct an annual selection of documents for archival storage or destruction.

3.11. Receive and distribute calls.

3.12. Ensure the functioning of the office, ordering water, food for coffee breaks, and office supplies.

3.13. Carry out individual instructions from management.

The secretary has the right:

4.1. Request from functional services the necessary materials, as well as explanations of the reasons for the delay in completing tasks and instructions from management.

4.2. Review documents and forward them for execution to the Company’s managers and specialists.

4.3. Make decisions within your competence.

4.4. Interact with all services (employees) of the Company on issues of verifying the execution of documents and submitting the necessary information to management.

5. Responsibility

The Secretary is responsible for;

5.1. The quality of documents submitted for signature to the management of the enterprise.

5.2. Careless, negligent attitude towards registration and maintenance of documents.

5.3. Security of documentation, disclosure of information.

5.4. Fuzzy and untimely performance of job duties provided for in these instructions.

"APPROVED"

CEO

______________FULL NAME

"_____" ______________ 20__

Job description

secretary-referent

"____" ____________ 20__ №__________

1. General provisions

1.1. The manager's secretary belongs to the category of technical performers.

1.2. A person with a higher professional education, without presenting requirements for work experience, or secondary vocational education and work experience in the specialty of at least 1 year is appointed to the position of secretary of the manager (general director).

1.3. Appointment to the position of secretary of the general director and dismissal are made by order of the head of the Company

1.4. The secretary must know:

· resolutions, instructions, orders, other governing and regulatory documents of higher and other bodies relating to the activities of the Company;

· regulations, instructions, other normative documents on record keeping;

· structure and management of the Company and its divisions;

· Charter of the Company;

· organization of office work;

· methods of registration and processing of documents;

· archival work;

· typewriting, at least 200 characters/min;

· rules for using intercoms;

· standards of a unified organizational and administrative system

· documentation;

· rules for printing business letters using standard forms;

· basics of ethics and aesthetics;

· rules of business communication;

· rules for operating computer equipment;

· general computer skills in a Windows environment (office programs: MS Word, MS Excel), Internet, email, office equipment (fax, copier, scanner, etc.)

2. Functions

2.1. The secretary is assigned the following functions:

· organizational and technical support and maintenance of the work of the General Director of the Company;

· information, reference and documentation support for administrative and administrative activities of the General Director and management of the Company;

3. Job responsibilities

Secretary:

3.1. Carries out work on organizational and technical support for the administrative and administrative activities of the manager.

3.2. 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, organizes the sending of documents by mail (express mail, Russian postal service).

3.3. Conducts the manager's office work, performs various operations using computer technology designed to collect, process and present information when preparing and making decisions.

3.4. Accepts documents and personal statements for the manager’s signature.

3.5. Prepares documents and materials necessary for the manager’s work.

3.6. Monitors the timely review and submission by structural units and specific performers of documents submitted to the manager for signature, and controls their high-quality execution.

3.7. Organizes telephone conversations with 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 received through communication channels.

3.8. On instructions from the manager, he composes letters, requests, and other documents, and prepares responses to the authors of the letters.

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

3.10. Monitors the execution by the Company's employees of issued orders and instructions, as well as compliance with the deadlines for fulfilling the instructions and instructions of the manager, taken under control.

3.11. Maintains a control and registration file.

3.12. Provides the manager’s workplace with the necessary organizational equipment, office supplies, and creates conditions conducive to the manager’s effective work.

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

3.14. Carries out work on receiving and sending business travelers:

· orders tickets, arranges accommodation in hotels;

· maintains a log of business trips of office employees;

· issues travel certificates and travel assignments for office employees, registers those arriving on business trips from other organizations, notes the arrival and departure of business travelers;

· orders VIP rooms for executives.

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

3.16. Monitors compliance with labor discipline by employees of the central office:

Maintains a daily log of employees’ working hours (arrival, departure, registration of employees on local business trips, etc.)

3.17. Keeps a log of applications for office drivers, monitors the work of office drivers, execution of applications, and records the working hours of office drivers.

3.18. Forms files in accordance with the approved nomenclature, ensures their safety, prepares documents for transfer to the archive or their destruction.

3.19. Monitors the balance of the managers' cellular telephone account and transmits information to the office manager.

3.20. Monitors the availability of the necessary supply of tea, sugar, etc. to serve the manager, and brings it to the attention of the office manager.

3.21. Performs individual official assignments of the manager.

4. Rights

The secretary has the right:

4.1. Get acquainted with draft decisions of the Company's management relating to its activities.

4.2. Submit proposals for improvement of work related to the responsibilities provided for in these instructions for consideration by management.

4.3. Within your competence, inform your immediate supervisor about all shortcomings identified in the performance of your official duties and make proposals for their elimination.

4.4. Request personally or on behalf of the enterprise management from structural divisions and specialists information and documents necessary to fulfill their official duties.

4.5. Contact the management of the Company to provide assistance in the performance of their official duties and rights.

4.6. By agreement with the manager, the opportunity to improve your knowledge and skills through training at the expense of the Company.

5. Performance criteria and responsibility

The secretary is responsible:

5.1. For improper performance or failure to fulfill one’s official duties as provided for in this job description, within the limits specified labor legislation Russian Federation.

5.2. For offenses committed in the course of carrying out their activities - within the limits specified administrative, criminal And Russian Federation.

5.3. For causing material damage - within the limits specified labor And civil law Russian Federation.

5.4. The effectiveness of the secretary's activities is assessed according to the following criteria:

	Performance criterion	Rating scale	Responsibility (reward and punishment)
	Availability and implementation of regulations on office work and other regulatory documents (instructions on office work, nomenclature of cases, etc.)	Regulatory documents and work reports	Material or administrative
	Well-established document signing procedure	Progress check results	Material or administrative
	Working documents are drawn up according to a single standard, placed and stored in appropriate places, including in electronic form	Document verification results	Material or administrative
	Correctly organized work with visitors (including waiting area, etc.)

The secretary is called the boss’s faithful assistant and right hand, and for good reason, because the responsibilities of the manager’s secretary include ensuring effective management and administrative activities. The manager's secretary is engaged in the preparation and execution of business papers and documents, helps the boss in business, and resolves many organizational issues.

The position of a secretary-assistant can also be considered a representative position, since he is the face of the company - he meets guests, answers calls and letters. This type of work requires great composure, communication skills 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. These can be both large enterprises and small business organizations.

History of the profession

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

Responsibilities of the secretary

The job responsibilities of the secretary-assistant include:

• reception of visitors;
• receiving phone calls;
• record keeping;
• planning the manager's working day;
• organization of meetings;
• ordering tickets and hotel reservations for the manager and other employees during a business trip;
• ordering stationery for the office;
• fulfilling the manager's requests.

Sometimes the functions of the manager's secretary include correspondence in English.

Requirements for a secretary

Requirements for a secretary assistant 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 (presentable);
• organization.

Secretary resume sample

How to become a secretary

How to become a secretary? This can be the holder of any higher education who has completed secretarial-assistant courses or received training directly on the job. As a rule, employers do not impose special requirements on the applicant’s acquired specialty, but focus on ensuring that the applicant has the necessary personal qualities and is able to perform duties at the proper level.

Secretary salary

A secretary's salary can vary - from 15 to 45 thousand rubles. Income depends on the employee’s duties and the region in which he works. The average salary of a secretary-assistant is 30 thousand rubles.

Where to get training

In addition to higher education, there are a number of short-term training on the market, usually lasting from a week to a year.

The Institute of Professional Education "IPO" invites you to take distance courses in the direction of "" (there are options 256, 512 and 1024 academic hours) to receive a diploma or state-issued certificate. We have trained more than 8,000 graduates from almost 200 cities. You can undergo external training and receive interest-free installments.