Job description of a secretary in a church. Secretary's job descriptions

Secretary is needed by any organization, and therefore, the job description of a secretary will be useful to every company. It is important to clearly state the job responsibilities of the secretary, which are not at all limited to answering calls and smiling sweetly. We offer you a sample job description for the secretary of a manager - general director, head of department, branch director, etc.

Job description secretary

I APPROVED
CEO
Last name 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 company's structural unit.
1.4. During the absence of the secretary, his rights and responsibilities are transferred to another official, as announced in the order of 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 education, experience in similar work for at least six months, knowledge of office equipment (fax, copier, scanner, printer), programs Microsoft Office(Word, Excel).
1.6. The Secretary is guided in his activities by:
- legislative acts of the Russian Federation;
- Company Charter, Internal Rules labor regulations, others regulations companies;
- orders and instructions from management;
- this job description.

2. Job responsibilities secretary

The secretary performs the following duties:
2.1. Carries out work on organizational and technical support for the administrative and administrative activities of the manager.
2.2. Receives correspondence received for consideration by the manager and transmits it in accordance with by decision to structural units or a specific contractor for use in the work process or preparation of answers.
2.3. Accepts documents and personal statements for the manager’s signature.
2.4. Answers to phone calls, records and transmits official information to the manager, organizes telephone conversations of the manager.
2.5. On behalf of the manager, draws up letters, requests, and other documents.
2.6. 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, the agenda, their registration), maintains and draws up minutes of meetings and meetings.
2.7. 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.
2.8. Provides workplace manager with the necessary means of organizational technology, stationery, creates conditions conducive to efficient work leader.
2.9. Organizes the reception of visitors, facilitates the prompt consideration of requests and suggestions from employees.
2.10. Forms files in accordance with the approved nomenclature, ensures their safety and deadlines archived.
2.11. Organizes business trips for the manager: orders air and train tickets, books hotels.
2.12. Performs individual official assignments from his immediate superior.

3. Secretary's rights

The secretary has the right:
3.1. Receive information, including confidential information, to the extent necessary to solve assigned tasks.
3.2. Submit proposals to management to improve your work and that of the company.
3.3. Request personally or on behalf of the manager from departments of the enterprise and other specialists information and documents necessary to fulfill his official duties.
3.4. Require management to create normal conditions for the performance of official duties and the safety of all documents generated as a result of the company’s activities.
3.5. Make decisions within your competence.

4. Responsibility of the secretary

The secretary is responsible:
4.1. For failure to perform and/or untimely, negligent performance of one’s official duties.
4.2. For non-compliance current instructions, orders and instructions for maintaining trade secrets and confidential information.
4.3. For violation of internal labor regulations, labor discipline, safety and fire safety regulations.

I APPROVED

___________________________________ (initials, surname)
(name of organization, pre- ________________________
acceptance, etc., its organizational (director or other official)
legal form) official person, authorized
what must be asserted
nal instructions)
" " ____________ 20__

Job description

Secretary of the head
______________________________________________
(name of organization, enterprise, etc.)

" " ______________ 20__ N_________

This job description was developed and approved by
basis employment contract With __________________________________________
(name of the position of the person for whom
______________________________________________________________ and in accordance with
this job description has been compiled)
provisions of the Labor Code Russian Federation and other regulatory
acts regulating labor relations in the Russian Federation.

I. General provisions
1.1. The manager's secretary belongs to the technical category
performers.
1.2. A person who has
higher professional education, without requirements for experience
work, or secondary vocational education and work experience
specialty for at least __________ years.
1.3. Appointment to the position of secretary of the head and dismissal
from her is carried out by order of the head of the enterprise upon presentation

1.4. The secretary must know:
- resolutions, instructions, orders, other governing and
regulations higher and other authorities related to
activities of the enterprise;
- regulations, instructions, other regulatory documents for maintaining
office work;
- 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 work;
- typewriting;
- rules for using intercoms;
- standards of a unified organizational and administrative system
documentation;
- typing rules business letters using standard forms;
- fundamentals of ethics and aesthetics;
- rules business communication;
- rules for operating computer equipment;
- basics of administrative law and labor legislation;
- internal labor regulations;
- rules and regulations of labor protection, safety precautions,
industrial sanitation and fire protection;
1.5. The secretary reports directly to the manager
________________________________________________________________________.
(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,
which acquires the corresponding rights and bears responsibility for
proper performance of the duties assigned to him.
1.7. ______________________________________________________________.

II. Job responsibilities
Secretary:
2.1. Carries out work on organizational and technical support
administrative and administrative activities of the manager.
2.2. Accepts the submission for consideration by the manager
correspondence, transfers it in accordance with the decision made to
structural units or specific performers for use in
process of work or preparation of answers.
2.3. Conducts office work, performs various operations with
the use of computer technology designed for collecting, processing and
presentation of 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 work
leader.
2.6. Ensures timely review and submission.
structural divisions and specific executors of documents,
submitted to the manager for signature, ensures their quality
editing.
2.7. Organizes telephone conversations with the manager,
records the information received in his absence and brings it to his attention
information its contents, 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.
2.8. On behalf of the manager, composes letters, requests, etc.
documents, prepares responses to the authors of letters.
2.9. Performs work on preparing meetings and conferences,
carried out by the manager (collection of necessary materials, notification
participants about the time and place of the meeting, the agenda, their registration),
maintains and prepares minutes of meetings and conferences.
2.10. Monitors the execution by employees of the enterprise
issued orders and instructions, as well as compliance with deadlines
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,
creates conditions conducive to the effective work of the leader.
2.13. Prints official materials as directed by the manager,
necessary for its operation, or enters current information into the data bank.
2.14. Organizes the reception of visitors, promotes efficiency
consideration of requests and suggestions from employees.
2.15. Forms cases in accordance with the approved nomenclature,
ensures their safety and submits them to the archives in a timely manner.
2.16. Performs individual official assignments of the manager.
2.17. _____________________________________________________________.

III. Rights
The secretary has the right:
3.1. Get acquainted with the draft decisions of the enterprise management,
relating to his activities.
3.2. Submit proposals for management's consideration
improvement of work related to the responsibilities provided for
this instruction.
3.3. Within the limits of your competence, inform the immediate
to the manager about all the shortcomings identified in the process of fulfilling their
job responsibilities, and make proposals to eliminate them.
3.4. Request personally or on behalf of the company management from
structural units and specialists information and documents,
necessary to perform their job duties.
3.5. Require the management of the enterprise to provide assistance in
performance of their official duties and rights.
3.6. ______________________________________________________________.

IV. Responsibility
The secretary is responsible:
4.1. For improper performance or failure to fulfill their duties
duties provided for in this job description, in
within the limits determined by the labor legislation of the Russian Federation.
4.2. For offenses committed in the course of exercising their
activities - within the limits determined by administrative, criminal and
civil legislation of the Russian Federation.
4.3. For causing material damage- within the limits specified
labor and civil legislation of the Russian Federation.

The job description was developed in accordance with ________________
(Name,
_____________________________.
document number and date)

Head of structural unit (initials, surname)
_________________________
(signature)

" " _____________ 20__

AGREED:

Head of the legal department

(initials, surname)
_____________________________
(signature)

" " ________________ 20__

I have read the instructions: (initials, surname)
_________________________
(signature)

I. General provisions

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

2. A person who has a higher professional education without requirements for work experience or secondary vocational education and work experience in the specialty of at least 2 years is appointed to the position of secretary of the manager.

3. Appointment to the position of secretary and dismissal from it is made by order of the director of the enterprise upon presentation

4. The manager’s secretary must know:

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

4.2. Regulations, instructions, other normative documents on record keeping.

4.3. The structure and management of the enterprise and its divisions.

4.4. Organization of office work.

4.5. Methods of registration and processing of documents.

4.6. Archival matter.

4.7. Typescript.

4.8. Rules for using intercoms.

4.9. Standards for a unified system of organizational and administrative documentation.

4.10. Rules for printing business letters using standard forms.

4.11. Fundamentals of ethics and aesthetics.

4.12. Rules of business communication.

4.13. Rules for the operation of computer equipment.

The secretary has the right:

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

2. Make proposals for improving work related to the responsibilities provided for in these instructions.

3. Within your competence, report to the immediate supervisor about all shortcomings identified during the performance of their official duties, and make proposals for their elimination.

4. Request personally or on behalf of the management of the enterprise from divisions of the enterprise and other specialists information and documents necessary to fulfill his official duties.

5. Demand that the management of the enterprise provide assistance in the performance of their official duties and rights.

IV. Responsibility

The secretary is responsible:

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

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

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

New qualification characteristics of secretaries

Head Secretary

Job responsibilities.

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

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.

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

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

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

Monitors the timely review and submission by structural divisions and specific executors of documents received for execution.

Checks the correctness of the prepared draft documents submitted to the manager for signature and ensures their high-quality editing.

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

On behalf of the manager, he composes letters, requests, and other documents, and prepares responses to auto-framed letters.

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, the agenda, their registration), maintains and draws up minutes of meetings and meetings.

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 head of the enterprise, taken under control. Maintains a control and registration file.

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

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

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

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

Copies documents on a personal copier.

Must know:

resolutions, instructions, orders and other guidance materials and regulatory documents relating to the activities of the enterprise and record keeping;

structure and management of the enterprise and its divisions;

organization of office work;

methods of registration and processing of documents;

archival work;

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;

basics of labor organization and management;

rules for operating computer equipment;

fundamentals of administrative law and labor legislation;

internal labor regulations;

rules and regulations of labor protection.

Qualification requirements.

Higher professional education without requirements for work experience or secondary vocational education and work experience in the specialty for at least 2 years.” As can be seen from the above qualification characteristics, quite high demands are placed on the manager’s secretary both in terms of knowledge and skills, and in the range of work he performs. In this case, fluency in computer technology is assumed, independent preparation of documents on behalf of the manager, editing of received draft documents, monitoring execution, etc. These requirements and the range of responsibilities, including many creative types of work, predetermine the need for higher professional education, but it is also allowed secondary vocational education with work experience. Today, higher professional education is provided by specialty 061300 “Document management and documentation support for management,” and secondary vocational education is provided by specialty 0611 “Office management and archiving.” Educational institutions training in these specialties, especially in secondary vocational education, quite a lot today. The qualification characteristics of a secretary-typist and a secretary-stenographer in the new edition have only minor editorial and stylistic changes. Responsibilities include the preparation of documents for reproduction on duplicating equipment, as well as copying documents on a personal copier. Since the qualification characteristics of a secretary-typist and a secretary-stenographer are similar and taking into account that in the first issue of the journal “Secretary Affairs” for 1999 the job description of a secretary-typist was already given, in the new edition we will quote qualification characteristics secretary-stenographer. This will make it possible to compare not only the old and new edition, but also the requirements for these two categories of workers.

The workforce of any organization works directly based on a document that regulates the relationships and responsibilities of each employee in their position. This requirement is a job description.

It is she who defines rights and presupposes a measure of responsibility and assigns powers. All work tasks, possible conflicts, as well as workload levels are resolved based on this document.

Secretary position - responsible

In order to correctly and competently draw up instructions, you need to take into account several nuances:

1. Firstly, developers must pay attention to its relevance when determining the very structure of the organization.
2. Secondly, there are special reference books - classifiers, and thirdly, the basic standards for management are considered.

Let's try to study this issue in more detail using the example of the position of a secretary. As a rule, such a vacancy is considered typical, so the document has several main standard sections:

• “General provisions” - this describes the working specialty itself, its subordination, and the basic conditions for employment. In addition, the availability of certain knowledge and skills acquired earlier is clarified, and the issue of replacing an employee during his absence is also addressed.
• “Job responsibilities” - this section indicates the employee’s capabilities. At its core, a secretary is involved in organizing meetings, presentations, and meetings. In addition, he controls the execution by line structures of all orders given by the manager, conducts telephone conversations, makes appointments and is responsible for incoming as well as outgoing correspondence. Depending on the specifics of the enterprise’s activities, the employee’s responsibilities may be expanded.
• “Rights” - here the main positions are explained, which make it possible to confirm one’s own powers. That is, the secretary has the right to access documents and information of a certain type, as well as work on the most correct optimization of his process, take care of his level of qualifications and regularly improve it.
• “Responsibility” - here are indicated the areas in which the employee becomes accountable to the manager. For the most part, this section is always standard.

The main functions of the secretary-assistant

The main responsibility of the secretary is to carry out the instructions of the boss

The job description for this vacancy, as mentioned earlier, is standard. Therefore, most organizations take it as a basis. So, what exactly is included in the duties of a secretary?

• Firstly, it is the fulfillment of your instructions. The main point here is that the created orders must be fully communicated to the executive staff.
• Secondly, working with correspondence is mandatory. All incoming letters are reviewed, analyzed and sent to various structural units or to the director’s desk.
• Thirdly, there are recordkeeping responsibilities. That is, all incoming information must be translated into electronic view. And fourthly, additional functionality is indicated here.

During the working day, the secretary works with documents, accepting various types of applications, collecting required materials, and preparing papers for signature. All draft decisions passing through his hands must be checked for errors and the possibility of omissions. Here, control over the design itself is important, as well as editing if necessary.

In addition, all incoming telephone calls are subject to registration, and information received during the absence of the manager is carefully recorded for further transmission and consideration. Working with a fax, copy machine, and telephone messages also becomes important. In order to qualify for this position, it is important to have composure, punctuality, accuracy, and literacy.

The position of secretary of the organization involves work on organizing meetings.

Here you need to collect required material, provide it for analysis, determine the circle of future participants, and notify them. In addition, the event held on the appointed date requires the drawing up of a special protocol, which is handled by the secretary. Another such vacancy involves filling out registration files, communicating orders to executors, monitoring time deadlines, as well as providing your director with office supplies and working office equipment.

It is worth clarifying that working with information for the secretary makes him responsible for the ideal design of the data bank, management of affairs, their archiving and safety. In addition, direct contact with management allows you to help address operational requests, resolve important issues, and manage visitors who make appointments.

If necessary, he goes on business trips, the duration of which is determined directly by the manager. Overall schedule working day is standard and assumes 40 working hours per week with breaks for lunch and. Depending on the specifics of the organization’s activities, working hours may be adjusted.

Rights and responsibilities of the secretary-assistant

Secretary - right hand boss

Let's consider a standard set of rights that can be demanded from a manager while holding this position:

• Working conditions - they must be normal, not contrary to Russian legislation.
• Assistance in work is assistance in fulfilling one’s duties to achieve the best results.
• Information support – access to any types of documentation, involves correct design orders, agreements, correspondence.
• Advanced training – completing the necessary courses.
• Contact with management - close work on current issues, making proposals, discussing them.
• Signing of documents - papers of reference or informational nature are certified by the secretary within the limits of his competence.

The responsibility of this vacancy lies in the need to perform your duties correctly, conduct activities in accordance with Labor Code, do not commit offenses and regularly monitor your actions so as not to cause harm to the organization.

Secretary of the court session

Working with documentation like a secretary's job

The sections of the instructions describing rights and responsibilities are considered practically standard, but the responsibilities have their own nuances depending on the enterprise that prescribes them. So, if you touch Russian justice, then we can determine some of the main features of such work.

The very first and most important task of the court secretary is to ensure the uninterrupted, well-coordinated operation of this apparatus. Here it is necessary to prepare all the documentation, collect signatures, create letters and send them to recipients, receive citizens, work on extracts, call witnesses, etc.

In addition, this employee analyzes lists of cases, compiles them and places them for further review, hands over copies of conclusions, monitors the appearance of all witnesses, noting the time of presence. All court hearings are recorded in the logbook, and upon completion, minutes are drawn up. He also prepares copies of court decisions, materials for the execution of the sentence, and writs of execution.

All documents for victims also go through the secretary.

Secretary - driver of the court

The job description of the manager's secretary will dot the i's

This is a specific vacancy that requires legal knowledge. In general, such a person must be sufficiently qualified, literate, collected, and be able to observe certain prohibitions and restrictions.

What is important here is experience, studying the laws in their modern description, working with the Constitution, the Labor Code and strict adherence to instructions for office work.

In addition, the employee must know the basics of interaction with management structures, be able to write correctly, make adjustments, understand business style and the norms of the Russian language. Skills in the field are also considered important information technologies, document management skills, etc.

At the same time, the entire working day must be properly planned to ensure timely completion of tasks. All incoming information is subject to careful analysis and processed using modern technologies. It is important to be able to work correctly with the Internet and use special programs.

Secretary rights

Firstly, this vacancy requires familiarization with draft decisions that are directly related to it. Secondly, this is an analysis of activities and making proposals to one’s own, as well as a discussion of shortcomings or possible identified obstacles in resolving issues.

Thirdly, the right appears to work with all structural divisions, requiring them to carry out the instructions of the manager, as well as the necessary information for the performance of their official duties. And, fourthly, count on the director’s assistance in executing work processes.

This video consultation will tell you how to create a job description for an employee:

Secretary – collective name various types positions with different sets functional responsibilities. As a rule, secretaries are specialists who provide work official, body or institution. Based on these tasks, the specific job responsibilities of the secretary are formulated.

From the article you will learn:

The collective term “secretary” can be understood as the secretary of a manager or other official, a secretary-clerk, a court secretary, a secretary general meeting shareholders or members of the company and other types of technical specialists.

Any organization with a flow of outgoing and incoming documents, staff, and a hierarchy of governing bodies needs secretary. It is he who takes on the functionality of ensuring document flow and the activities of the manager. Depending on size legal entity an entire secretarial service could be created. In addition, the functionality of this specialist can extend to the entire company as a whole, or be “attached” to a specific manager (sole executive body or head of a structural unit - management, department, branch, representative office, etc.).

The specific title of the position is reflected in staffing table companies. Depending on the above points, job functions are also built. The functionality of the secretary is fixed in the job description. Why is it important to formulate the secretary’s job responsibilities in detail and as completely as possible? In order for an employee in this position to understand the full range of his labor responsibilities to avoid misunderstandings between employer and employee, reduce the risks of labor disputes. Sometimes the question arises whether this specialist should ensure that the organization has office supplies, items household chemicals and other things necessary for the functioning of any company.

The answer here is obvious - you need to look at the job description, where job responsibilities of a secretary.

Of course, the functionality of specialists with different job titles will be different.

Job responsibilities of the manager's secretary

IN Qualification directory positions of managers, specialists and other employees, approved by Resolution of the Ministry of Labor of Russia dated August 21, 1998 N 37, there is a description of the position of “manager’s secretary”. When creating a section on responsibilities, the description of the functionality given in the reference book can be taken as a basis. So, if we generalize, then job responsibilities of the manager's secretary boil down to the following:

accept correspondence addressed to the manager, as well as written requests to the head of the company’s employees - memos, statements, memos, reports;

preparation of documents necessary for the work of the manager, including the use of computer, copying and other office equipment;

tracking the timely consideration and submission by structural divisions and executors of documents transferred to them for execution;

checking the correctness of draft documents submitted to the manager for signature;

preparing meetings and conferences with the manager (collecting materials, notifying employees about the time and place of the meeting, the agenda), drawing up minutes of meetings;

organizing telephone conversations of the manager, receiving and recording incoming information, organizing the reception of visitors;

compiling files in accordance with the approved nomenclature, ensuring their safety and transfer to the archive.

Thus, the basic job responsibilities of the manager’s secretary are reduced to organizational and technical support for his work.

If others are added to the listed basic responsibilities, based on the specifics of a particular legal entity, then they must also be recorded in the current job description.

Read also:

• Important personal and professional qualities of a secretary

Such an employee reports directly to the manager. To successfully perform the functionality, both basic and additional, this specialist must have certain skills and knowledge. For example, knowledge is required:

organizational structure of the company

organization of office work and document flow procedures

rules for working with office equipment and communications equipment

application software

business ethics and business communication skills

labor protection rules, basics labor legislation and other skills and competencies.

A competent, educated, tactful, collected and competent secretary is a godsend for a manager. Such specialists not only significantly facilitate the organization of the work of the immediate superior, but also build the document flow necessary for the entire company as a whole. And often the secretary is the “face” of the organization, the keeper of its traditions, an indispensable assistant for all employees.

Job Responsibilities of a Clerk Secretary

Such a specialist is not “attached” to a specific manager, but performs functions necessary for the entire company as a whole. As a rule, his work comes down to maintaining the organization’s document flow. In general, the job responsibilities of a clerk secretary may look like this:

• registration and processing of correspondence, directing the flow of documents in accordance with the approved rules and customs of the enterprise;
• ensuring registration, accounting, systematization, storage of the entire mass of documents - internal, incoming, outgoing;
• maintaining an archive, tracking the implementation of approved items;
• drafting documents, editing them, organizing signing by the manager;
• work with postal and courier services;
• work on making copies, stitching, archival inventories, preparing certificates and reports and other functions.

This set of labor functions may contain not only the position of secretary-clerk, but also secretary-referent, clerk, personal assistant, archivist, specialist in working with documentation, etc. Job description of a specific employee specific enterprise may contain other responsibilities, which in any case should be reflected in the job description.

When describing the job responsibilities of a clerical secretary, you can take as a basis the functions described in the Qualification Handbook for the positions of secretary-typist, secretary-stenographer. Although in their pure form such positions are no longer relevant due to the development of computer technology and office equipment. And some secretary duties can now be performed even remotely, without constant presence in the office.