Job description for a clerk

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Job description for a clerk. Full document

Occupational Safety and Health

Occupational Safety and Health / Job descriptions

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I. General Provisions

The clerk belongs to the category of technical executors.
A person who has primary vocational education without presenting requirements for work experience or secondary (complete) general education and special training according to an established program without presenting requirements for work experience is appointed to the position of a clerk.
Appointment to the position of a clerk and dismissal from it is carried out by order of the director of the enterprise on the proposal of _______.
The clerk must know:

normative legal acts, regulations, instructions, other guidance materials and documents on record keeping at the enterprise;
the main provisions of the Unified State Record Keeping System;
the structure of the enterprise and its divisions;
standards of the unified system of organizational and administrative documentation;
the procedure for monitoring the passage of official documents and materials;
basics of labor organization;
rules for the operation of computer technology;
labor legislation;
rules of internal labor regulations;
rules and regulations of labor protection.

The clerk in his activities is guided by:

Regulations on (office; department of documentation support; other structural unit).
Instructions for office work and the work of the archive at the enterprise.
this Job Description.

The clerk reports directly to _______.
During the absence of the clerk, his duties are performed by a person appointed by order of the director of the enterprise. This person acquires the appropriate rights and is responsible for the proper performance of the duties assigned to him.

II. Official duties

Clerk:

Receives and registers correspondence, sends it to structural divisions.
In accordance with the resolution of the heads of the enterprise, it submits documents for execution, draws up registration cards or creates a data bank.
Keeps a file of records of the passage of documentary materials, monitors their execution, issues the necessary certificates on registered documents.
Sends completed documentation to recipients.
Keeps records of received and sent correspondence, organizes and stores documents of the current archive.
Works on the creation of a reference apparatus for documents, provides a convenient and quick search for them.
Prepares and submits to the archive of the enterprise documentary materials completed by office work, a registration file or computer data banks, compiles inventories of cases transferred to the archive for storage.
Accepts documents for signature (by the head of the office (head of the documentation support department), another official) checks the correctness of their preparation and execution.
Ensures the safety of passing service documentation.
Performs individual official assignments of his immediate supervisor.

III. Rights

The clerk has the right:

Get acquainted with the draft decisions of the management of the enterprise relating to its activities.
Submit proposals for improvement of the work related to the responsibilities provided for in this instruction for consideration by the management.
Within its competence, report (to the head of the office (head of the documentation department), another official) about all the shortcomings in the activities of the enterprise (its structural divisions) identified in the course of the performance of official duties and make proposals for their elimination.
Request personally or on behalf of his immediate supervisor from the heads of departments and specialists information and documents necessary for the performance of their duties.
Require the management of the enterprise to assist in the performance of their duties and rights.

IV. A responsibility

The clerk is responsible for:

improper performance or non-performance of their official duties provided for by this Job Description - within the limits determined by the current labor legislation of Ukraine.
offenses committed in the course of carrying out their activities - within the limits determined by the current administrative, criminal and civil legislation of Ukraine.
causing material damage - within the limits determined by the current labor and civil legislation of Ukraine.

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