Job description for a document manager

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Job description for a document manager. Full document

Occupational Safety and Health

Occupational Safety and Health / Job descriptions

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I. General Provisions

Documentation specialist belongs to the category of specialists.
For the position:

a document specialist is appointed a person with a higher professional education without presenting requirements for work experience;
category II document specialist - a person with a higher professional education and at least 3 years of work experience as a document specialist is appointed;
category I document specialist - a person who has a higher professional education and at least 3 years of work experience as a category II document specialist.

Appointment to the position of a document specialist and dismissal from it is carried out by order of the director of the enterprise upon presentation (head of the documentation support department; head of the office; other official).
Documentation must know:

resolutions, orders, orders, other governing and regulatory documents of higher ones concerning the documentation support of management;
the procedure for planning, designing and technology of work on the basis of organizational and computer technology of the services of documentation support for management;
methods of research, analysis, design and development of documentation systems;
procedure for registration, classification, storage, examination of the value of documents;
organization of archives;
regulatory and methodological documents on the design and operation of automated information management systems;
methods of designing and updating databases and databanks;
basics of management, ergonomics, social psychology, sociology;
document formation;
domestic and foreign experience in the field of documentation management;
fundamentals of economics, organization of labor and management;
labor legislation;
rules of internal labor regulations;
rules and regulations of labor protection.

The document manager reports directly to _______.
During the absence of a document specialist (vacation, illness, etc.), his duties are performed by a person appointed by order of the director of the enterprise, who acquires the appropriate rights and is responsible for the proper performance of the duties assigned to him.

II. Official duties

Document Clerk:

Develops and implements technological processes for working with documents and documentary information based on the use of organizational and computer technology (accounting, execution control, operational storage, reference work).
Takes part in planning, organizing and improving the activities of the Department of Documentation Management.
Supervises the state of business.
Prepares proposals for ensuring ergonomic working conditions, rationalization of workplaces for employees of the documentation support department.
Develops unified documentation systems and time sheets of documents for various purposes and management levels, document information classifiers.
Organizes the implementation of documentation systems.
Takes measures to streamline the composition of documents and information indicators, reduce their number and optimize document flows.
Participates in the selection of documents transferred for state storage, organization of storage and examination of the value of documents.
Takes part in setting goals, designing, operating and improving (in terms of information support) automated information systems and management systems, as well as in the development of the latest information technologies (including paperless ones).
It studies and generalizes the best domestic and foreign experience in the field of documentary support of management, develops regulatory and methodological documents on the issues of documentary support.
Takes part in the selection, placement and advanced training of personnel of the documentation support department.
Performs individual official assignments of his immediate supervisor.

III. Rights

The document manager has the right:

Get acquainted with the draft decisions of the management of the enterprise relating to its activities.
Make proposals for improving the work related to the responsibilities provided for in this instruction.
Within its competence, report to the immediate supervisor about all shortcomings in the activities of the enterprise (structural unit, individual employees) identified in the process of exercising their official rights and duties and make proposals for their elimination.
Request personally or on behalf of the immediate supervisor from the heads of departments and other specialists information and documents necessary for the performance of his duties.
Involve specialists from all (individual) structural divisions in solving the tasks assigned to him (if this is provided for by the regulations on structural divisions, if not, then with the permission of the head of the organization).
Require the management of the enterprise, his/her immediate supervisor to assist in the performance of the duties stipulated by this Job Description.

IV. A responsibility

The document manager 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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