Job description for the secretary

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Job description for the secretary. Full document

Occupational Safety and Health

Occupational Safety and Health / Job descriptions

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I. General Provisions

The job description defines the job duties, powers and responsibilities, as well as the working conditions of the secretary of the structural unit (hereinafter referred to as the Unit).
The secretary is appointed to the post and dismissed from the post in accordance with the current labor legislation by order of the general director of the company.
The Secretary reports to the Divisional Direct Sales Manager.
During the temporary absence of the secretary, his duties are performed by a person appointed in accordance with the established procedure. This person acquires the relevant rights and is responsible for the performance of these duties.

II. In his work he is guided and must know

Structure of the company, location of structural subdivisions (addresses), positions and names of managers, leading specialists of the company.
Organization and business standards.
Basics of business etiquette, business (including telephone) negotiation skills.
Samples, forms, templates and document standards adopted by the company. Varieties and structure of documents, methods, rules and features of their preparation, design.
Regulations, resolutions, orders, orders, other regulatory documents relating to the activities of the enterprise.
The order of systematization and documentation, methods of processing and storing correspondence.
Office equipment.
Rules and regulations of labor protection, safety and fire protection.
Rules for the use of office equipment and PC.
Internal labor regulations.

III. Official duties

Receive phone calls and visitors at the reception office.
Understand the needs of callers and visitors.
Forward incoming and manage outgoing phone calls, receive and send faxes, record messages for employees.
Register the time, purpose of the appeal, as well as data on the actions taken (information for employees, fax reception).
Organize effective service for visitors, create comfortable conditions for them, advise them, provide information and other materials.
To carry out direct business contacts with managers and other employees of the company.
Process incoming and outgoing correspondence (receive, forward).
Check customer phone numbers against the database.
Fix long-distance calls.
Work with e-mail, fax (reception, sending layouts, letters).
Register transactions.
Monitor clients.
Handle receipts and cash receipts.
Process incoming and outgoing correspondence (receive, register, forward).
Maintain an archive of documents, letters, newspapers, information materials.
Prepare and execute the documentation necessary for organizing the work of the company.
Be sure to achieve your personal goal.
Participate in meetings and meetings of the team, office, company.
Strives for professional and personal growth, learning, self-improvement.
Keep your workplace in order, as this ensures the productivity and safety of work.
Maintain a positive moral climate in the team, office. Show mutual assistance, responsibility, trust, support, optimism.
Carry out separate official assignments of the immediate supervisor.
Follow the rules of the labor schedule adopted by the company.

IV. Official powers

Request from employees and managers of the Unit information and documents necessary for the performance of their duties.
Get acquainted with the documents that define the rights and obligations of the position held, the criteria for assessing the quality of performance of official duties.
Submit proposals for the management to improve the work related to the responsibilities provided for in this instruction

V. Official responsibility

For non-fulfillment or improper fulfillment of their official duties provided for by this instruction - within the limits established by the current labor legislation of Ukraine.
For failure to perform official duties.
For violation of the company's internal regulations.
For violation of business ethics.
For misuse of computer technology.
For offenses committed in the course of their activities, established by the current legislation of Ukraine.
For providing false information to management.
For careless attitude to record keeping.

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