Job description for secretary-stenographer

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Job description for secretary-stenographer. Full document

Occupational Safety and Health

Occupational Safety and Health / Job descriptions

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I. General Provisions

The secretary-stenographer belongs to the category of technical performers.
A person who has primary vocational education without requirements for work experience or secondary (complete) general education and special training according to an established program without requirements for work experience is appointed to the position of secretary-stenographer.
Appointment to the position of secretary-stenographer and dismissal from it is made by order of the director of the enterprise upon the recommendation of _______.
The secretary-stenographer must know:

decrees, orders, orders, regulations, instructions, other guidelines and normative documents for record keeping;
the structure and management of the enterprise and its divisions;
shorthand;
typescript;
spelling and punctuation rules;
the order of arrangement of the material when printing various documents;
rules for printing business letters using standard forms;
rules for operating typewriters, voice recorders, tape recorders and other technical equipment used;
rules for the use of receiving and intercom devices;
standards of the unified system of organizational and administrative documentation;
basics of labor organization;
fundamentals of labor legislation;
rules of internal labor regulations;
rules and norms of labor protection, safety measures, industrial sanitation and fire protection.

The secretary-stenographer reports directly to _______ (the head of the enterprise; a structural unit of the organization).
During the absence of the secretary-stenographer (illness, vacation, etc.), her duties are performed by a person appointed in accordance with the established procedure, who acquires the corresponding rights and is responsible for the proper performance of the duties assigned to him.

II. Official duties

Stenographer Secretary:

Performs technical functions to support and maintain the work of the head of the enterprise or its divisions.
Receives the information necessary for the manager from departments or performers, calls employees on his instructions.
Organizes telephone conversations of the head.
Receives and transmits telephone messages, records received messages in the absence of the manager and brings their content to his attention.
Carries out work on preparing meetings or meetings held by the manager (collecting the necessary materials, notifying participants about the time, place, agenda of the meeting or meeting, registering them), maintains and draws up minutes.
Provides the manager’s workplace with office supplies, organizational equipment, and creates conditions conducive to the manager’s effective work.
Takes shorthand the texts of orders, instructions, letters and other organizational and administrative documents prepared by the manager, followed by their decoding and typing on a typewriter or entering information into a data bank.
Transmits and receives information via receiving and intercom devices (telex, fax, telefax, etc.).
Performs various operations using computer technology designed to collect, process and present information when preparing and making decisions.
Carries out business.
Receives correspondence addressed to the manager, organizes it in accordance with the procedure adopted at the enterprise and transfers it, after its consideration by the manager, to departments or specific performers for use in the process of their work or preparation of a response.
Maintains a control and registration file, monitors the deadlines for fulfilling the instructions of the manager, taken under control.
Accepts documents for signature by the head.
Organizes the reception of visitors, contributes to the prompt consideration of requests and proposals of employees.
Forms cases in accordance with the approved nomenclature, ensures their safety and submits them to the archive in due time.
Prepares documents for reproduction on duplicating equipment, and also copies documents.
Performs individual official assignments of his immediate supervisor.

III. Rights

The secretary-stenographer has the right:

Get acquainted with the draft decisions of the enterprise management concerning its activities.
Make proposals for improving the work related to the responsibilities provided for in this instruction.
Within your competence, inform your immediate supervisor about all shortcomings identified in the course of your activities and make proposals for their elimination.
Request personally or on behalf of the management of the enterprise from departments of the organization and other specialists information and documents necessary to perform her job duties.
Require the management of the enterprise to assist in the performance of their duties and rights.

IV. A responsibility

The secretary-stenographer is responsible for:

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.
For offenses committed in the course of carrying out their activities - within the limits determined by the current administrative, criminal and civil legislation of Ukraine.
For causing material damage - within the limits determined by the current labor and civil legislation of Ukraine.

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