In order to clearly define the duties of the Secretary, you need to know about someone is talking about.After all, the position can be viewed in several ways.It is known, for example, administrative assistant as the office worker, the Secretary-General as the head (the head of) a certain organization, Secretary of State as a public servant, as a diplomatic secretary of the person serving as the secretary of the head of the other options.In most cases, mentioning the post, they mean an employee who performs tasks (orders) as a director of the company and the individual heads of its divisions.It turns out that the duties of the Secretary in this case reduced to the fulfillment of single orders for organizational and technical issues.
must know what to do and Secretary
Daily Secretary shall perform the following functions:
- receive information from his subordinates to transfer its head.
- organize telephone head.In his absence, to receive information, and then bring it to the attention of the director.
- receive and keep records of telephone messages.
- create conditions for normal operation of the head: to monitor the demand for stationery and office equipment.
- assist in the organization of the production conferences and meetings.Bring to the participants the date, place and time of the event.Gather the necessary materials to ensure the attendance of participants and maintain minutes of the meeting.
- keep records of the enterprise.To this end, the Secretary shall carry out the reception, classification of incoming mail and send it to the management.Then, based on imposed visa transmit documents by hand performers.The duties of the Secretary is also control over the progress, timing and results of their execution.
- do the job of printing and reproduction of documents.
- organize the reception of visitors to the company's management and on the possibility to create conditions for an early solution of issues.
In order to accomplish these seemingly simple duties of the Secretary, the worker needs to know:
- all the leadership of the company and its structural divisions;
- charter, staffing and structure of the company, its profile, prospects of development and specialization;
- regulations for the proper conduct of proceedings;
- rules for the use of office equipment and means of communication;
- rules BTP, OT, fire safety and industrial hygiene;
- rules of the organization in the workplace;
- regulatory and legal acts, orders, decrees, orders for planning, accounting and quality control of work performed.
Specificity Clerk
When it comes to more specific specialization, the situation is somewhat different.Take, for example, the duties of secretary-receptionist.The very title of the post is clearly defined aspect of the work.Usually each company already has a job description that identifies the activities of a specialist on office work.If such instruction is not, it is best to create one.To do this, you should use the qualifying directory in which the samples are approximate.After that, the standard version is required to finalize the respect for your organization-specific and internal features.In general, the responsibilities of the Secretary-Clerk must be clearly traced three main areas:
- work with the correspondence.Reception, processing it with modern methods and timely shipping.
- Proper maintenance of internal documentation.
- Register, strict accounting and transfer of documents to the archive for storage.
Features of the referent
At some enterprises introduced in the staff this office, which includes a wide range of responsibilities: from the "help desk" to "assistant director."Such a person must have a comprehensive knowledge and a good command of atmosphere.Duties sekretaryareferenta slightly expanded due to the increased power.In general, it is - the usual work of the Secretary, but the word "assistant" is making some additions to the standard list.In particular, the administrative assistant can independently conduct the reception of visitors on certain issues.Owning certain information, he is able to make their own decisions.In addition, the assistant head of the commission responsible performs relative activities of the organization (enterprise).Sometimes secretaries are obliged to HR administration.This is done only when the total amount of work allows you to perform additional duties.
