Idea of ​​a secretary's workplace Workplace– an employee’s work area, equipped with the necessary means to perform job duties. Organizing a secretary's workplace begins with equipping it with furniture, special equipment, and office supplies.

Mandatory set of furniture: office desk with a sliding cabinet; lift-and-swivel chair; auxiliary table or stands for office equipment; cabinet for storing documentation; safe for storing important documents, forms, stamps and seals; chair for visitors.

Stationery: writing instrument; reference-alphabetical notebooks, diary, weekly; folder or tray for current documents and paper; hole punch, stapler; paper knife, scissors; correction paste (“stroke”), glue; magnetic device for storing paper clips, buttons and other small metal items; Wall Clock; folders with the inscriptions “For the report”, “For signing”, “Documents in progress”, etc.

Technical: The technical factors of the secretary’s working conditions include the equipment of his workplace modern means office equipment and the use of the latest information technologies in the labor process. When organizing a secretary's workplace, you should also worry about special furniture and office supplies.

Hygienic: Hygienic factors must ensure the preservation of strength and health, minimal fatigue and good health of the employee during the work process. These factors include illumination of the workplace, optimal temperature and humidity conditions in the room, thoughtful colors in the design of the premises, comfortable furniture that meets ergonomic requirements, etc. A dusty, cramped room that has not been renovated for a long time creates a feeling of discomfort for those working in it , which does not contribute to them good health

Social: Social factors create a feeling of comfort and social security in the employee. These include food for workers, health insurance, access to sports and gyms, management’s care for the summer holidays of employees and their children, etc.

Psychological: Psychological factors are determined by the relationships of employees in the team, leadership style, that is, the psychological climate of the organization. Joint holidays, “health days”, sports competitions, encouragement of employees who have proven themselves in their work, congratulations on holidays - all these are indicators of a good psychological climate in the team. Such a psychological environment contributes to the working spirit; employees value her and value their workplace.

Psychophysical: Psychophysical factors must take into account fluctuations in the employee’s physical condition during the working day. The load must be distributed according to this condition. For example, in the first hour of work and immediately after the lunch break, you should not plan for a peak of production activity, since the body at this time is somewhat relaxed and is not ready for intense work. By the end of the working day, general fatigue occurs, so for this period you should leave less responsible work that does not require concentration and mental stress. Peak human performance occurs from 9 to 12 hours and from 14 to 17 hours. The main production load should be planned for this time.

Aesthetic: Aesthetic factors contribute to the good mood of the employee, form in him respect for his work and pride in the enterprise, and increase the prestige of work. Furniture, flowers, blinds. modern interior, pleasant quiet music, colors in the design and much more can be attributed to aesthetic factors that influence working conditions.

Ergonomic requirements: Name of furnitureWorker height Furniture height Stationery table Up to 170 cm Above 170 cm 72 cm 75 cm Table for working on a typewriter or PC keyboard Up to 170 cm Above 170 cm 66 cm 68 cm Chair, armchair Up to 170 cm Above 170 cm 45 cm 47 cm

Ergonomic requirements Having acquired the mandatory elements of a secretarial workplace, you should think about the rational placement of all this in the room. The placement of furniture, equipment and fixtures must be in accordance with common sense: Frequently used objects should be in work area, "at hand"; the arrangement of objects on the table must correspond to the rule of “right and left hands” (on the right is what is taken or done right hand, on the left - what is taken or done with the left hand); Each object in the room must have its own place and a constant movement area.

Computerized secretary workstation The office secretary whose work you are currently mastering has a workplace, as a rule, equipped with a variety of technical devices. This includes a personal computer and various means of telephone communication: telephone, fax modem, multifunctional telephone or mini-PBX. Perhaps there are public address systems, duplicating equipment, a printer, a scanner, etc.

Sanitary and hygienic requirements for office workers ParametersValues ​​Natural and artificial light 300 – 500 lux Noise level Not more than 65 dB Area per PC Not less than 6 m 2 Volume per PC Not less than 20 m 3 Lift-and-swivel chairs with adjustable height and back tilt Air exchange Normal (airing, ventilation , air conditioning) Microclimate (optimal parameters) Humidity % t 0 air in winter t 0 air in summer Distance to the monitor screen (during work) 50 – 70 cm Continuous work time at the PC No more than 2 hours, mandatory breaks Special measures Complex exercises for body muscles and eye, psychological relief

Tools for working with documents Documents go through a long journey from the moment of creation to write-off and destruction, changing the form of presentation of management information, media, location and other parameters. In this case, various technical means are used, which are tools for working with documents. According to their purpose, they can be divided into groups: means of preparation and production (creation) of documents (typewriters, computers, voice recorders); means of document replication (printers, copiers, risographs); means of storing documents (folders, envelopes, boxes).

1.3.1. The essence of the office management department

Office or the office management department is the department for organizing and maintaining official correspondence and processing current documentation. The office is the main element in the control system of executive documents, both external and corporate.

The main function of the Office Management Department (hereinafter referred to as OD) is control of executive documentation (ED).

The entire functional process of the KID of the office management department is built on the basis of the document flow system in OD.

Let us consider the activities of OD in a systemic aspect (see Fig. 51) using the example of a typical educational institution (HEI).

Legend:

B is the vector of output documents:

B 1 – accounting, control;

B 2 – outgoing external documents;

B 3 – documents for execution;

In 4 – orders;

L– vector of incoming documents:

L 1 – incoming external documents;

L 2 – incoming from the governing body;

L 3 – control information (feedback);

L 4 – control information.

In Fig. 51 – 53 show a diagram of organizational connections between OD and internal and external services in the process of implementing the process of efficiency and a diagram of information (documentary) connections between OD and other services, respectively.

Process diagram in the office management department

Scheme of communication between OD and external communications

Scheme of information links of the university office management department

With other objects

Scheme Fig. 53 displays two-way communication between the OD and all objects presented in Fig. 51, 52.

The execution of basic work in the OD can be visually presented in the form of a function tree (Fig. 54).

Tree of functions of the office department

Here F is the office management department and its target function is to obtain final documentation for the management of the institution as a whole;

F 1 – processing of incoming documentation;

F 11 – obtaining information on current documentation;

F 12 – compilation of registers (registration);

F 13 – printing orders;

F 14 – deleting documents;

F 15 – control over the execution of documents;

F 16 – document editor;

F 17 – storage;

F 2 – processing of source documentation;

F 21 – register of documents;

F 22 – replication;

F 23 – distribution;

F 24 – obtaining information on current documentation and archives;

F 25 – storage;

F 3 – current control of executive documents;

F 4 – control of the correctness of executive documents in the legal aspect.

The main functions of the office management department are:

maintaining registers of input/output documents;

maintaining an archive of documents;

obtaining information on current and archival documents;

control over the implementation of corporate legal norms (regulations, orders, instructions, regulations governing the internal relations of the organization, both financial, economic and functional);

legal justification of internal executive documents from the position of legal correctness: execution of orders, both visual and semantic (essence, meaning), the need to execute corporate rules of law, the correctness of concluding contracts with individuals and legal entities etc. This work is performed by a subject with a legal education.

In Fig. 55 shows the internal organizational diagram of communication between the OD and other departments of the educational institution that are in the scope of the CID process.

Kazantseva A.K.

State budgetary professionaleducational institution in Moscow"Service Sector College No. 3"

olga1-92@ mail. ru

In modern conditions of economic development, the organization of employees’ jobs is of particular importance in the work of the managerial apparatus. The goal of automation is to increase labor efficiency and productivity. In modern times, the computer has become commonplace and no longer causes amazement in the souls of ordinary people. Therefore, even the fact that he is not in the secretary’s reception area already indicates that this organization is not serious and will scare away most clients.

The need to create an automated workstation (AWS) for a clerk is caused by:

Increasing volumes of information;

Increasing labor productivity through intensification;

Improving forms and methods of management;

Reducing the time for processing information;

Increasing work efficiency.

A workstation is the simplest and most common version of an automated workstation for workers in the field of organizational management.

The creation of workstations based on personal computers ensures:

Simplicity, convenience and user friendliness;

Ease of adaptation to specific functions user;

Compact placement and low requirements for operating conditions;

High reliability.

An effective mode of operation of an automated workplace is its functioning within a local area network as a workstation. This option is especially appropriate when it is necessary to distribute information and computing resources between several users.

A specific form is an automated workplace using a PC as an intelligent terminal, as well as with remote access to the resources of the host computer and from an external network. Then several PCs are connected via communication channels to the main computer, and each PC can also operate as an independent terminal device. In the most complex systems, workstations can, through special equipment, connect not only to the resources of the main computer of the network, but also to various information services and general-purpose systems (news services, national information retrieval systems, databases and knowledge, library systems, etc. ).

The capabilities of the created workstations largely depend on the technical and operational characteristics of the computers on which they are based. In this regard, at the design stage of the automated workplace, the requirements for the basic parameters of technical means for processing and issuing information, a set of component modules, network interfaces, ergonomic parameters of devices, etc. are clearly formulated.

The information support of the automated workplace is focused on a specific subject area familiar to the user. Document processing should involve such structuring of information that allows for the necessary manipulation of various structures, convenient and quick correction of data in arrays.

The technical support of the automated workplace must guarantee high reliability technical means, organization of user-friendly operating modes (autonomous, with a distributed database, information, with upper-level technology, etc.), the ability to process the required amount of data in a given time. Since the workstation is an individual user tool, it must provide high ergonomic properties and ease of maintenance.

The software is primarily focused on the professional level of the user, combined with his functional needs, qualifications and specialization. The user from the software environment should feel constant support for his desire to work in any mode, actively or passively. The priority of the user when working with equipment is undeniable.

Therefore, during their interaction, maximum provision of human work convenience is provided through the improvement of software tools.

List of sources used:

1. Kuryanov S. Simple automation of complex processes / S. Kuryanov // Director. – 2013. - No. 11.

2. Nelzina O. Electronic document management systems at the enterprise: problems of implementation and use / O. Nelzina // Science and technology. - 2012. - No. 11.

1. The concept of “unification”, “standardization”, “stencilization” and their features 3

2. Draw up and submit a report from the commandant of the youth hostel to the head of the enterprise or unit on the readiness of the hostel for the autumn-winter period. 5

3. Compose and execute a telegram notifying the head of the enterprise about the possibility of participation of its employees in a scientific and practical training seminar. 6

4. Archives of the institution. Its functions and basic requirements for it. 7

5. Workplace of a clerk (secretary-assistant), basic requirements 11

References.. 14

1. The concept of “unification”, “standardization”, “stencilization” and their features

One of the most effective areas for improving documents is their standardization, i.e. unification.

Unification of documents - the establishment of a single set of types and varieties of documents for similar management situations, the development of uniform forms and rules for their preparation, the design and creation of template texts.

The unification of types and varieties of documents was carried out on the basis of the classification of sites, issues of the institution’s activities and the creation of a classifier of management documentation.

The direction of unification is the creation of stencil texts. It is advisable to do this for groups of documents documenting identical actions. Some details are printed typographically (constant details), for variables - free lines are left. Stencils determine the composition of document information, its sequence and establish stable verbal formulations. Stencil texts of documents are drawn up in the institution in the form of a collection.

Stencil documents require significantly less time to draft.

Questionnaires – “questionnaires for obtaining information” – have become widespread. The best known are personnel profiles. Any information can be collected through questionnaires. The USORD made the first attempt to present models of orders (on the hiring, transfer, dismissal of employees of the organization) and memos in a questionnaire form.

A separate task is to study the documents themselves that come to the institution from the outside (incoming) and are created within it. This is the most time-consuming and painstaking part of the study. The entire set of documents or some part of them can be studied for rationalization technological process their processing, and to resolve issues of unification and stenciling of documents in form and content. To streamline office processes, information about the composition of correspondents and the main issues of correspondence can be obtained from documents. This data is necessary when compiling classifiers, solving issues of direct flow of documents, and automating document flow. Unification and stencilization require viewing large amounts of documents. At the inspection stage, it is only necessary to resolve the issue of the possibility and feasibility of carrying out such work.

2. Draw up and execute a memorandum from the commandant of the youth hostel to the head of the enterprise or unit on the readiness of the hostel for the autumn-winter period

Youth Director of the enterprise

Dormitory No. 6 “Contact”

Ivanov A.B.

REPORT.

09/17/2004 Novosibirsk

About the readiness of the hostel

We would like to inform you that after a major renovation lasting from January 15, 2004 to September 12, 2004, hostel No. 6 on the street. Nimirovich-Danchenko, 154 is ready for the autumn-winter regime.

Youth Commandant

Dormitories signed by V.G. Rudnev

In case No. 143/3

3. Compose and execute a telegram notifying the head of the enterprise about the possibility of participation of its employees in a scientific and practical training seminar

TO THE MANAGER OF INTEL-SINTEZ LLC KHARLOV M.S.

WE NOTIFY YOU ABOUT THE PASSAGE OF A SCIENTIFIC AND PRACTICAL SEMINAR BASED ON CJSC "LOGOS" PTA IN WHICH YOUR ORGANIZATION CAN PARTICIPATE period THE SEMINAR WILL BE HELD ON THE FIFTH OF MARCH TWO THOUSAND FIFTH YEAR period

DIRECTOR OF CJSC "LOGOS" A.I. Petrov

104456, Moscow, Sadovaya, 5 MP JSC "LOGOS"

4. Archive of the institution. Its functions and basic requirements for it

The archive of an institution is created as an independent unit, headed by the head of the archive, or its functions are assigned to the person responsible for maintaining the archive.

In its work, the archive of the institution is guided by the legislation of the Russian Federation, legislative acts on archival affairs, orders, instructions of higher organizations, management of the institution, rules and other normative and methodological documents of the Committee on Archival Affairs under the Government Russian Federation, methodological documents of the relevant institution of the State Archive Service.

The regulations on the archive of the institution are developed on the basis of the Model Regulations and approved by the management of the institution in agreement with the relevant institution of the State Archive Service.

The institution's archive works according to plans approved by the institution's management and reports to it in its work.

Control over the activities of the institution’s archive is exercised by the institution’s management.

Organizational and methodological management of the activities of the institution’s archive is carried out by the relevant institution of the State Archive Service.

Composition of archive documents. The archive receives:

1. permanent storage documents completed by the office work of the institution, generated in the activities of structural divisions, documents with a temporary (over 10 years) storage period required in practical activities, documents on personnel; (documents on personnel may be sent to the appropriate archive of documents on personnel at the local executive authority.

2. documents of permanent storage and on the personnel of predecessor institutions;

3. documents of permanent storage and on the personnel of liquidated institutions directly subordinate to this organization;

4. personal funds of leading employees of the institution, received in the archive;

5. official and departmental publications;

6. scientific reference apparatus for archive documents.

Tasks and functions of the archive

1. The main objectives of the archive are:

1.1. completing documents;

1.2. accounting, ensuring safety, creating a scientific reference apparatus, using documents stored in the archive;

1.3. preparation and timely transfer of documents from the Archival Fund of the Russian Federation for state storage in compliance with the requirements established by the State Archive Service of the Russian Federation;

1.4. exercising control over the formation and registration of cases in the office work of the institution;

2. In accordance with the tasks assigned to it, the archive performs the following functions:

2.1. accepts, no later than 3 years after the completion of office work, takes into account and stores documents of the structural divisions of the institution, processed in accordance with the requirements established by the State Archive Service of the Russian Federation;

2.2. develops and coordinates with the relevant archival authority schedules for submitting inventories for consideration by the expert verification commission of the relevant institution of the State Automated System of the Russian Federation and transferring documents of the Archival Fund of the Russian Federation for state storage;

2.3. compiles and submits, no later than 2 years after the completion of office work, annual sections of inventories of permanent storage and personnel records for consideration by the expert service of the institution and the expert verification commission of the relevant institution of the State Antimonopoly Service of the Russian Federation;

2.4. maintains records and ensures complete safety of files accepted for storage;

2.5. creates, replenishes and improves the scientific reference apparatus for files and documents stored in the archive, ensures its continuity with the scientific reference apparatus of the corresponding state archive;

2.6. organizes the use of documents:

informs the management and employees of the institution about the composition and content of archive documents;

issues, in accordance with the established procedure, files, documents or copies of documents for the purposes of official and scientific use, for work in the archive premises;

fulfills requests from organizations and applications from citizens regarding the establishment of seniority and other issues of a socio-legal nature, issues copies of documents and archival records in the prescribed manner;

keeps records of the use of documents stored in the archive;

2.7. conducts an examination of the value of documents stored in the archive, participates in the work of the institution’s expert commission;

2.8. provides methodological assistance to the records management service in compiling the nomenclature of the institution’s files, controls the correctness of the formation and registration of cases in records management, as well as the preparation of cases for transfer to the institution’s archives,

2.9. participates in activities to improve the qualifications of employees of the archives and records management services of the institution;

2.10. submits annually to the relevant state archive information on the composition and volume of documents in the prescribed form.

2.11. prepares and, in accordance with the established procedure, transfers for storage to the appropriate state archive documents of the Archive Fund of the Russian Federation.

Archive rights. To perform the assigned tasks and functions, the archive has the right:

1. monitor the implementation of established rules for working with documents in the structural divisions of the institution.

2. request from the structural divisions of the institution information necessary for the operation of the archive, taking into account ensuring the fulfillment of all tasks and functions assigned to the archive.

The archive manager is responsible for fulfilling the tasks and functions assigned to the archive.

5. Workplace of a clerk (secretary-assistant), basic requirements

Creating and maintaining optimal working conditions for the assistant secretary is one of the most important prerequisites for his effective and safe work.

The main document defining working conditions on personal computers is “Hygienic requirements for video display terminals (VDT), personal electronic computers (PCs) and work organization. Sanitary norms and rules" (SanPiN 2.2.2.542-96), which were approved and put into effect by Decree of the State Committee for Sanitary and Epidemiological Supervision of Russia dated July 14, 1996 No. 14.

The room in which the secretary's workplace is located (hereinafter referred to as the office) should not border on rooms in which noise and vibration levels exceed the standardized values.

The office must be equipped with heating, air conditioning or efficient supply and exhaust ventilation systems. Polymer materials used for interior decoration of office interiors must be approved for use by the relevant authorities and institutions.

The office floor surface should be smooth, without potholes, non-slippery, easy to clean and wet, and have antistatic properties.

In accordance with the requirements of the document, the room in which the secretary’s workplace is located must have natural and artificial lighting.

In this case, the location of the workplace in the basement is not allowed.

The area of ​​the secretary's workplace must be at least 6.0 square meters. m, and the volume of the room in which the secretary’s workplace is equipped must be at least 20.0 cubic meters. m.

The office must be wet cleaned daily.

The office should be equipped with a first aid kit and carbon dioxide fire extinguishers.

Natural lighting of the office should be provided through light openings (windows) oriented predominantly to the north and northeast, and provide a natural illumination coefficient (NFL) of no less than 1.2% in areas with stable snow cover (in winter) and no less than 1, 5% in the rest of the Russian Federation.

Workplaces in relation to the light openings should be located so that natural light falls on the surface of the tables from the side, mainly from the left.

Artificial lighting in the office, it should be provided by a system of general uniform lighting in the form of continuous or broken lines of lamps located on the side of the workstations, parallel to the secretary’s line of sight when working on a PC.

It is desirable that the secretary's desk has a sufficient number of drawers to accommodate documents and work accessories; one of these drawers should be locked with a key.

Directly on the desktop you should place:

· Desktop office stationery set (includes pens, simple pencils, markers of 2-3 colors, narrow tape, eraser, etc.);

· Table calendar for the current year;

· Bedroom (weekly calendar) for maintaining current records;

· Container for sorting incoming correspondence;

· A music stand for material used for reprinting, or a copy holder;

· Business card holder;

· A box for floppy disks.

In your desk drawers you should place:

· Paper (including draft paper and carbon paper);

· Document forms;

· A notebook, a diary for participating in meetings and recording instructions from the manager;

· Briefcase or folder for papers;

· Files, corner folders;

· Envelopes;

· Numenator dater, stamps “For control”, “Ex. №_", "In №_", etc.;

· Stapler, destapler, hole punch, scissors.

The design of the secretary's working chair should ensure the maintenance of a rational working posture while working on a PC, and allow changing the posture in order to reduce tension in the muscles of the cervical-shoulder region and back to prevent the development of fatigue.

The work chair must be lift-and-swivel, adjustable in height and backrest angles, as well as the distance of the backrest from the front edge of the seat.

The PC screen should be located from the secretary’s eyes at a distance of 600-700 mm (taking into account the size of alphanumeric characters and symbols), but not closer than 500 mm.

In addition, for ease of handling documents, the secretary's workplace should be equipped with an easily movable document rest.

Bibliography

1. Order of Rosarkhiv dated August 18, 1992 No. 176 “On approximate regulations on the archives of state institutions, organizations, and enterprises.”

2. Adreeva V.I. Office work. M.: JSC “Business School “Intel-Sintez”, 1997.

3. Basakov M.I. Directory of the secretary-referent. M.: Phoenix, 2003.

4. Bondyreva T.N. Secretarial work. M.: Office management, 2004.

5. Kirovsky M.R. Office work. M.: UNITY-DANA, 2004.

6. Kuznetsov I.N. Secretary-assistant: Educational and practical manual. M.: Publishing and trading corporation "Dashkov and Co", 2004.

Kirovsky M.R. Office work. M.: UNITY-DANA, 2004. P. 45.

Basakov M.I. Directory of the secretary-referent. M.: Phoenix, 2003. P. 17.

Order of Rosarkhiv dated August 18, 1992 No. 176 “On approximate regulations on the archives of state institutions, organizations, and enterprises.”

Bondyreva T.N. Secretarial work. M.: Office management, 2004. P. 112.

Kuznetsov I.N. Secretary-assistant: Educational and practical manual. M.: Publishing and trading corporation "Dashkov and Co", 2004. pp. 27-33.



Send your good work in the knowledge base is simple. Use the form below

Students, graduate students, young scientists who use the knowledge base in their studies and work will be very grateful to you.

ASTRAKHAN STATE TECHNICAL UNIVERSITY

Faculty of Automation and Electromechanics

Department of Computer Science

Specialty 350800

“Documentation and documentation support for management”

COURSE WORK

in the discipline: “Documentation and documentation

ensuring management"

on the topic of:

“ORGANIZATION OF THE WORK OF AN ECOPOLOGIST”

Completed: art. gr. DBP -21

specialties 350800

Ayubova D.G.

Checked: st.pr.

Sarsenova Zh. Zh.

Astrakhan 2009

• Introduction 3
• 1 Regulations on the office management service 6
• 2 Job Descriptions 15
• 3 Organization of workplaces 28
• Conclusion 32
• Bibliography 33

Introduction

Since office work services have their own specific tasks, they must be performed by an independent, organizationally separate service - a structural unit, department, division, sector, group, etc. Today this service has various names: business management, information and documentation support management, office management, documentation support management, general department, office, secretariat, etc. In what follows, I will generally call it the office management service. IN In small institutions and companies where the volume of documents processed is small and the creation of a special structural unit is impractical, all the work performed by the office management service is assigned to the clerk.

An important issue in organizing office work is determining the structure of the office work service and its official composition.

Depending on the volume of work (volume of the organization’s document flow), the office management service may include several structural divisions, for example, a secretariat (or several, if deputy heads of the institution have their own secretariats (here, in turn, groups for processing incoming and outgoing correspondence can be allocated , confidential documents, courier group, etc.); registration and reference work bureau (it may have registration, information and reference service groups); department (bureau) of control; department (bureau) of letters for receiving citizens; automation department; archive, etc.

In smaller-scale institutions, it is possible to combine several functions in one department or, instead of structural divisions, the relevant work can be performed by individual employees; in a small company, all work is carried out by one secretary.

The numerical composition and nomenclature of positions of office workers are also determined based on the functions and scope of work of the service. In addition, each structural unit may have a secretary who conducts office work in the department. In the absence of one, the head of the department must appoint one of the department employees responsible for record keeping.

The rational organization of office work begins with determining the organizational and legal status of the service, its structure, functions, rights and responsibilities of everyone involved in document support. To do this, it is necessary to develop organizational and legal documents: regulations on the office work service and job descriptions for each employee engaged in office work services, instructions for organizing office work. Organizational and legal documents contain rules, norms, regulations establishing the status of a structural unit, its competence, structure, official composition, functional content of the activities of unit employees, their rights, duties, responsibilities and other aspects. The provisions contained in the organizational and legal documents are strictly binding. These documents are subject to approval by the head of the organization.

1 REGULATIONS ON THE CLASSROOM SERVICE

"Regulations" - a legal act defining the order of formation, rights, responsibilities and organization of work of an institution, structural unit of the Unified government system office work. - M., 1975. P.76. .

The very definition of this type of document reveals its content. The regulation on a structural unit is a document that has a long validity period, and its drafting must be taken with great responsibility. The regulation is part of the unified system of organizational and administrative documentation and has an established text structure:

General provisions;

Goals and objectives;

Functions;

Rights and obligations;

Management;

Relationships (official connections);

Work organization.

When drawing up regulations on the records management service in an organization (general department, office, secretariat, etc.), you can use the Model Regulations on the management documentation support service, placed as an application in the State Management Documentation Support System State Management Documentation Support System. Basic provisions. General requirements for documents and documentation support services. - M., 1991, Appendix 12. P. 86-93. , taking into account, of course, when this document was created, and the Approximate Regulations for the Documentation Support Service of Management, given in the Model Instructions for Office Work in Federal Executive Bodies. These documents are designed for large organizations, but they contain all the sections and will help in developing the wording of the regulations on the records management service in the organization.

The Regulations on the Office Management Service begin with the “General Provisions” section, in which it is important to indicate that the office management service (office, secretariat, etc.) is an independent structural unit subordinate directly to the head. Thus, the place of service and its significance are immediately determined. Next, you can specify the structure of the service. For example, the service includes: management secretariat, expedition, registration and control group, archive, document printing and reproduction bureau, etc. In the same paragraph it is written that the number and staff of the service are determined by the staffing table of the organization (company).

Considering that the Regulations have been in force for a long period, it should not indicate the specific number or positions included in the service staff at the time of drawing up the Regulations (as the company grows, the service staff may change quickly).

A mandatory item in the “General Provisions” section is what legislative and regulatory acts the service is guided by in its activities. This paragraph can be written in a general way like “The records management service in its activities is guided by legislative acts of the Russian Federation, decrees and orders of the President of the Russian Federation, decrees and orders of the Government of the Russian Federation, rules and instructions, methodological recommendations of institutions of the State Archival Service of the Russian Federation, current standards on documentation support management, the Charter of the organization, this regulation on the service of production and instructions for the organization's office work." If there are industry normative and methodological documents or normative and methodological acts on office work developed by this institution, they should be included in this paragraph.

The “General Provisions” section ends, as a rule, with a paragraph on the leadership of the service, which indicates the name of the position (administrator, head of the office, head of the general department), the procedure for appointment and dismissal; requirements for qualifications and work experience. The office management service should be headed by a specialist with higher or secondary (in small organizations) special education.

In this section, you can indicate that the office management service has a seal indicating its name.

The second section, “Goals and Objectives,” can be built on the basis of the Standard Instructions for Office Work, since they are reflected in it quite fully; The main goals of the office management service are: organization, management, coordination, control and implementation of work on documentation support for management. The service solves the following tasks:

Continuous improvement of forms and methods of working with documents;

Ensuring a uniform procedure for documenting, organizing work with documents, building search systems, monitoring execution and preparing documents for transfer to the archive in accordance with current standards;

Reduction of document flow, unification of document forms;

Development and implementation of normative and methodological documents to improve documentation support in an organization (company, institution, etc.) Standard instructions for office work in ministries and departments of the Russian Federation. - M., 1994. P.96. .

The “Functions” section follows from the main goals and objectives. It must list in detail all the work performed by the service. It is this section that most reflects the specifics of the organization. When writing a section, you can also use sample provisions, where the functions are listed in sufficient detail, and add those specific types of work that are typical for your organization. For example, recording and storing contracts, creating and maintaining specific databases, maintaining a library, etc.

The functions of the office management service can be divided into three groups:

Documentation of management activities;

Work with documents;

Organizational types of work.

The first group includes:

Development and maintenance of a timesheet of institutional document forms and an album of unified document forms;

Development of document forms: for letters, general forms, forms for certain types of documents;

Replicating forms and individual forms of documents, recording them, providing them to employees involved in drawing up documents;

Drawing up documents on behalf of management;

Preparation of documents, their approval, printing, replication;

Documenting the work of meetings;

Control over the execution of documents submitted for signature to management;

Control over the execution of documents intended for dispatch.

It is better to arrange the second group of functions in the order in which office operations are performed. This includes:

Reception by mail, telegraph, teletype, fax, e-mail and primary (forwarding) processing of documents;

Registration of documents;

Preliminary review of documents, selection and preparation of documents for the report to management;

Ensuring delivery of documents to performers;

Control over the passage of documents in the organization;

Control over deadlines for execution of documents;

Development and maintenance of information retrieval systems (card files, computer databases);

Information and reference services;

Sending documents by mail, telegraph, teletype, fax, email;

Preparing a list of cases and ensuring a uniform procedure for storing documents in the organization;

Formation of cases;

Organization of an expert review commission of the institution;

Preparing files for filing in the archives;

Organization of the archive;

Organization of work with letters and appeals from citizens.

Organizational types of work include:

Organization and servicing of meetings;

Organization of reception of visitors;

Organization of telephone conversations;

Methodological management of office work in structural divisions;

Improving office work, introducing the latest computer technologies;

Organization of advanced training for employees of the institution in the field of working with documents, etc.

The “Rights and Responsibilities” section is very important. The rights must be described in as much detail as possible, remembering that the office management service has the rights that are included here. Usually the rights are specified:

Monitor the state of office work in the organization;

Monitor compliance with established rules for working with documents;

Determine documentation tasks to be automated;

Develop job descriptions for office workers;

Request from structural divisions and employees of the organization information necessary for work;

Involve, on behalf of management, specialists from structural divisions in the preparation of draft documents;

Check the correctness of the documents submitted for signature by management and for sending, return for revision documents drawn up in violation of GOST requirements;

Receive information from departments for management and call employees on behalf of management;

Conduct a preliminary review of documents and determine their further movement;

When organizing a reception, determine the priority of receiving visitors by management;

Monitor the execution of instructions from the manager;

Monitor the deadlines for the execution of documents, request information from departments and executors about the progress of the execution of documents;

Have access to information (documents and databases), etc.

The second part of this section - responsibility - can be written generally like "the service is responsible for failure to fulfill obligations and non-use of rights provided for legal acts and this provision" or described in more detail, based on the points of responsibilities. For example, responsibility for incorrect execution of documents submitted for signature to the manager, their non-compliance with established requirements; for untimely delivery of permanent documents to the archive, etc.

The Service Regulations may contain a “Management” section, which actually reflects the job description of the head of the service. It indicates that he is appointed and dismissed by the head of the organization to whom he is directly subordinate, his duties, and rights. For example, a manager:

Distributes responsibilities among office workers;

Makes decisions on issues related to the scope of activity of the office management service;

Signs and endorses documents within his competence;

Reports to the manager on received documents;

Submits documents to the manager for signature;

Reports and introduces visitors, etc.

The volume of work and the complexity of the management depend on the structure of the service, its numerical composition, the complexity of the equipment used, and the technology for working with documents.

In the "Relationships" section, you can indicate that the office management service interacts:

With all structural divisions on issues related to the scope of the service;

With the legal service (lawyer) - on legal issues related to the preparation of documents;

With the personnel service - on issues of selection, transfer, dismissal of personnel from the office management service and improvement of their qualifications;

Department (bureau) of implementation of computer technology (if such a service exists) - on the development and implementation of the latest information technologies, provision of computer equipment.

The last section - "Organization of work" - may contain a clause stating that the office management service operates in accordance with the internal regulations of the organization (company). If there are no such rules or there is a peculiarity in the work of office management employees, for example, irregular working hours, starting work for 30 minutes. earlier for the initial processing of documents before the arrival of employees of the company (organization), etc., then this should be reflected in this section of the Regulations. The Regulations end with a clause on the procedure for reorganizing the service. This usually happens in the case of reassignment of a service, expansion of its functions, change internal structure and today, most often with the introduction of new management schemes and computer technologies.

Even summary The content of the Regulations on the Office Management Service shows the importance of this document, which clearly describes the operating procedure of the unit. This document is complex and multidisciplinary. The more carefully and in detail it is developed, the more clearly it is built and the easier it is to organize the work of the unit in the future.

The Regulations are drawn up on a general form, signed by the head of the service and approved by the head of the organization (company).

Having the Regulations on the office management service, which indicates the tasks and functions assigned to it, determine the total scope of work. To do this, you can use the “Inter-industry integrated time standards for work on documentation support for management.” Inter-industry integrated time standards for work on documentation support for management. Approved by Resolution of the Ministry of Labor of the Russian Federation of November 25, 1994 No. 72. Central Bank of Science and Technology of the Ministry of Labor of the Russian Federation. - M., 1995, 26 p. , “Enlarged time standards for work on clerical services” and “Time standards for work on automated archival technology and documentation support for management bodies” Time standards for work on automated archival technology and documentation support for management bodies. Approved by Resolution of the Ministry of Labor of the Russian Federation of September 10, 1993 No. 152. Central Bank of Science and Technology of the Ministry of Labor of the Russian Federation. - M., 1993, 77 p. . Accordingly, the numerical and official composition of the office management service is established. For each prospective employee ( vacant position) a job description must be drawn up for Bondarev T.O. Organization of office work service. - M., 2000. - UNITY-DANA, 467 p. .

2 JOB DESCRIPTIONS

A job description is a durable document and is used until replaced by a new job description. It is the main organizational and legal document regulating the activities of an employee. What is written in the job description is what will be asked of the employee. Whatever rights are given in it, he has.

The job description refers to documents that have a unified form and established text structure:

General provisions;

Functions;

Job responsibilities;

Responsibility;

Relationships (connections by position).

“General provisions” in the job description contain the following set of information: general information about the position, subordination and who is in charge, requirements for education (higher or secondary) and practical experience (work experience in the specialty), the procedure for appointment and dismissal, replacement during absence.

Most often today, an employee of the office management service, a secretary-assistant and a secretary are required to have a higher or secondary specialized education, the ability to work on a computer, a certain amount of work experience, and for a secretary-assistant - knowledge foreign language. Employees of the office work service are subordinate to the head of the service, but secretaries-referents (secretaries) have double subordination - they report directly to the head (organization, structural unit) and, on issues of organization of office work, to the head of the office work service.

The last paragraph of this section of the job description contains a list of the main legislative, regulatory, normative, methodological, organizational, and administrative documents that guide the employee in his activities. In a generalized form, these acts are indicated in the Regulations on the Records Management Service discussed above.

The paragraph ends with an indication of the organizational and administrative documents of the parent organization and its own organization (company): charter, regulations on the structural unit, orders and instructions, instructions for office work, this job description.

The next section is "Functions". It indicates the main areas of activity, and in the “Job Responsibilities” section they already list specific types of work that ensure the performance of these functions. Often these sections are combined into one - “Roles and Job Responsibilities” (or “Main Tasks and Responsibilities”). This section should be described in as much detail as possible. When compiling this section, many of the formulations can be taken from the qualification characteristics for industry-wide positions of employees, developed by the Institute of Labor and approved by Resolution of the Ministry of Labor of Russia of August 21, 1998 No. 37 Qualification reference book for positions of managers, specialists and other employees. - M., Ministry of Labor, 1998.

From the qualification characteristics, you can use the “Job Responsibilities” section.

So, in the qualification characteristics of the manager. office of a small organization, his job responsibilities are as follows:

Organizes the work of the office;

Ensures timely processing of incoming and outgoing correspondence and its delivery to its destination;

Monitors the deadlines for the execution of documents and 1 correct execution, prepares certificates of compliance with the deadlines for the execution of documents;

Organizes work on registration, accounting, storage and transfer of current office work documents to the relevant structural units, incl. orders and instructions from management;

Organizes work on the formation of cases and their submission for storage;

Develops instructions for record keeping in the organization and organizes their implementation;

Takes measures to provide workers with the necessary instructional and reference materials, as well as inventory, equipment, means of mechanization and automation of managerial work;

Carries out methodological management of the organization of production in departments, control over correct formation, storage and timely submission of files to the archive;

Provides printing and reproduction of official documents;

Participates in the preparation of meetings convened by management and organizes their technical maintenance;

Organizes the preparation of travel documents, registration of employees arriving on a business trip to the organization.

The qualification characteristics of a secretary-typist and a secretary-stenographer given in the directory of qualification characteristics are actually similar. Only the duties of typing documents for the secretary-typist and shorthand for the secretary-stenographer have been added. Therefore, it is enough to use one of these qualification characteristics.

For example, the job responsibilities of a secretary-typist are given as follows:

Performs technical functions to ensure and maintain the work of the head of the organization or its divisions;

Receives information necessary for the manager from departments or performers, calls employees on his instructions;

Organizes telephone conversations with the manager;

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 and conferences held by the head (collection necessary materials, notifying participants about the time, place, agenda of a meeting or meeting and their registration), maintains and draws up minutes;

Provides the manager’s workplace with office supplies, organizational equipment, creates conditions conducive to the manager’s effective work;

Transmits and receives information via receiving and intercom devices (telex, fax, telefax, etc.);

Prints various materials as directed by the manager;

Conducts office work, receives correspondence addressed to the manager, systematizes it in accordance with the procedure adopted in the organization 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;

Monitors the deadlines for the execution of the manager’s orders taken under control;

Accepts documents for signature by the manager;

Organizes the reception of visitors, facilitates the prompt consideration of requests and suggestions from employees;

Forms files in accordance with the approved nomenclature, ensures their safety and submits them to the archives within the established time limits;

Prepares documents for reproduction on duplicating equipment, and also copies documents on a personal copier.

As you can see, the given characteristics list the job responsibilities in sufficient detail and will help when writing sections of the candy job description.

In the new qualification directory with qualification characteristics approved in 1998, the qualification characteristics of a clerk appeared for the first time.

It is designed primarily for commercial organizations, where the secretary alone conducts organizational, information and documentation services for the entire company.

The job responsibilities of the manager's secretary are outlined as follows:

Carries out work on organizational and technical support for the administrative and administrative activities of the head of the enterprise,

Accepts correspondence received for consideration by the manager, transmits it in accordance with the decision made to structural units or specific performers for use in the work process or preparation of responses,

Conducts office work, performs various operations using computer technology designed to collect, process and present information when preparing and making decisions,

Accepts documents and personal statements for signature by the head of the enterprise,

Prepares documents and materials necessary for the work of the manager,

Monitors the timely review and submission by structural units and specific executors of documents received for execution,

Checks the correctness of the prepared draft documents submitted to the manager for signature, ensures their high-quality editing,

Organizes telephone conversations of the manager, records the information received in his absence and brings its contents to his attention, transmits and receives information via receiving and intercom devices (telefax, telex, etc.), as well as telephone messages, brings information to his attention in a timely manner , received via communication channels,

On behalf of the manager, he composes letters, requests, and other documents, prepares responses to the authors of the letters,

Performs work on preparing meetings and meetings held by the manager (collecting necessary materials, notifying participants about the time and place of the meeting, agenda, their registration), maintains and draws up minutes of meetings and meetings,

Monitors the execution by employees of the enterprise of issued orders and instructions, as well as compliance with the deadlines for fulfilling the instructions and instructions of the head of the enterprise, taken under control. Maintains a control and registration file.

Provides the manager’s workplace with the necessary organizational equipment, office supplies, creates conditions conducive to his effective work,

Prints, at the direction of the manager, official materials necessary for his work, or enters current information into the data bank.

Organizes the reception of visitors, facilitates the prompt consideration of requests and suggestions from employees,

Forms files in accordance with the approved nomenclature, ensures their safety and submits them to the archive in a timely manner,

Copies documents on a personal copier.

As can be seen from the above qualification characteristics, the clerk is subject to fairly high requirements for the range of work he performs. This assumes fluency in computer technology, independent preparation of documents on behalf of the manager, editing of received draft documents, monitoring execution, etc. These requirements and the range of responsibilities, including many creative types of work, predetermine the need for higher professional education, but for now secondary education is also allowed professional education if you have work experience.

Of course, the responsibilities of secretaries to managers at various levels will differ both in the content of the work and in scope. For example, the secretary of the head of an institution has significantly more responsibilities for organizing the reception of visitors, and the clerk of a structural unit can keep track of the working hours of department employees; he has a large amount of work on reprinting documents, creating files, etc.

The responsibilities of the structural unit responsible for record keeping usually include:

Receiving documents received by the department and submitting them to the manager for review;

Filling out a registration control card (RCC) with a decentralized registration system;

Entering the manager’s resolution, information about the movement of the document, its execution (both with a centralized and centralized registration system);

Transfer of the document to the contractor;

Timely control over the execution of documents and instructions of the manager;

Notification to the control inspector (in the control bureau) about the execution of documents in the department and their removal from control;

Checking the correctness of documents submitted for a visa or signature to the head of the department and for sending;

Reception from the contractor and transmission of documents for typewritten execution;

Transmitting documents for dispatch or (with a decentralized office management system) sending them, including fax and email;

Participation in the compilation of a list of department affairs;

Formation of cases in departments in accordance with the nomenclature of cases;

Preparation and submission of structural unit files to the archive.

The responsibilities of typists (PC operators) include:

Performing typewritten work from handwritten, typewritten and printed originals on a PC or typewriters of various systems;

Typing from dictation;

Printing out recordings from voice recorders and tape recorders;

Caring for the equipment used, monitoring its condition.

In large organizations where reprinting and final processing of documents is carried out centrally in the printing bureau, the responsibilities of the head of the bureau supervising the work of PC operators (typists) can include:

Receiving documents for printing and distributing them among PC operators (typists);

Accounting for completed work;

Monitoring the timing of work;

Control over the quality of work;

Accounting and ensuring the safety of document forms located in the bureau;

Ensuring the safety of received documents and phonograms;

Equipment for workplaces of PC operators (typists);

Providing workers with paper and other necessary materials;

Monitoring the condition of PCs, printers, voice recorders, typewriters, organizing their timely repairs. In his free time, the head of the bureau also does typing work.

In the job description of the control inspector, control over the execution of documents put under control is recorded as a function, and the job responsibilities indicate:

Submitting a document for control (using a PC or a traditional deadline card file);

Receiving data from structural units or performers on the progress of document execution;

Making marks on the control and registration card about the progress of execution of documents (its transfer, intermediate stages of execution, etc.);

Marking the final execution of the document and removing the document from control;

Informing management about the progress of document execution;

Drawing up reports on the execution of documents, etc.

If an employee is allocated as part of the office management service to process incoming and outgoing documents, he can be specified in his job description in the “Roles and Responsibilities” section:

When processing incoming documents:

Checking the correct address of documents and integrity of packaging;

Opening packages and checking the correctness of attachments;

Checking the readability of messages received by fax and informing the sender about the need for retransmission;

Marking receipt of the document;

Sorting documents into registered and non-registered;

Transfer of registered documents for registration;

Transfer of unregistered documents to structural units;

General accounting of the number of incoming documents.

When processing sent documents:

Checking the correctness of the documents being sent and their completeness;

Putting the address on the envelope, inserting documents into the envelope;

Labeling of postal items;

Preparation of inventories for registered mail;

Sending faxes and emails;

General accounting of the number of documents sent from the organization, etc.

The job responsibilities of a courier usually include:

Delivery of correspondence from the post office and delivery to the post office on time;

Delivery of documents throughout the city;

Delivery of documents to structural units;

Recording of sent and received documents in the mailing book, etc.

The examples given, of course, do not exhaust all the job responsibilities of office workers. An individual employee may be tasked with registering documents - and this will be reflected in his job description. For others, copying and duplicating work. The head of the archive or the person responsible for archival storage has his own specific responsibilities.

All functions written in the Regulations on the office management service must be included in the job descriptions of the service employee. At the same time, it should be clear who is doing what work and is responsible for what.

The peculiarity of the job description for a specific employee is that it lists exactly his functions and job responsibilities. Therefore, the set of functions and job responsibilities is always individual, although it can be compiled on the basis of standard job descriptions.

The more detailed in the section “Functions and Job Responsibilities” it will be indicated not only , but also how an employee performs certain operations in accordance with the technology of working with documents adopted in the organization, the more valuable the job description will be. Interchangeability is also indicated here.

The “Rights” section is very important for the employee. It sets out his powers to independent decision issues falling within its competence. For example, for a secretary or employee conducting a preliminary review of documents, the right to preview documents and determine which of them can be transferred to executors, bypassing the manager, is recorded.

For the manager's secretary - the right, when organizing a reception, to determine the priority of receiving a visitor; "filtering" of telephone calls; control over the correctness of documents before submitting them for signature by the manager.

For employees whose responsibilities include sending documents - monitoring the correct execution of documents intended for sending and returning them for further processing.

The rights to access information and request information and documents for the manager are very important.

For the secretary who retypes documents, it is necessary to write down the right to return documents with unreadable fragments of text or illegible edits, and for the head of the archive - the right not to accept cases filed in violation of the rules.

The section of the job description “Responsibility” can be written in general terms like “the employee is responsible for failure to fulfill duties and non-use of rights provided for by legal acts and this instruction” or described in more detail based on the points of responsibility. For example, responsibility: for incorrect execution of documents submitted for signature to the manager, their non-compliance with established requirements; untimely delivery of documents with a permanent archive storage period, etc.

Responsibility can be administrative, disciplinary, material and even criminal. When working on this section, it should be remembered that responsibility is established in strict accordance with the law. So, in accordance with Art. 15 Code< административных правонарушениях, "Должностные лица подлежат административной ответственности за административные правонарушения, связанные с несоблюдением установленных правил в сфере охраны порядка управления, государственного и public order... and other rules, the enforcement of which is part of their official duties." Violations of labor discipline are subject to disciplinary action(Article 135 of the Labor Code). In case of financial liability for damage caused to the organization, in accordance with Art. 121 of the Labor Code, the employee bears financial responsibility, i.e. reimburses the cost.

The “Relationships” section (relationships by position) is also very useful for organizing work. Usually, I generally write down in it that the employee, in his activities, interacts with all employees or structural divisions in the collection, processing, transmission of information and documents. But it is much easier to work if this section specifically indicates which departments or employees the employee interacts with. It is advisable to present this section in tabular form, which clearly indicates from whom the employee receives, with whom he coordinates, to whom he transfers documents, and within what time frame.

IN Lately Many job descriptions now include a “Job Evaluation” section. Main criteria: timeliness of work and its quality.

You can supplement the job description with other sections, for example, “Organization of the workplace,” “Working schedule,” etc.

The instructions usually end with a clause on the procedure for its revision. It can be written like this: “Until a new one is replaced” or “The instructions are subject to revision if the employee’s functions change.” It is possible to specify a predetermined replacement period, for example; once every 5 years. But it is better to list in more detail the conditions for revising the job description: change in the structure of the organization, change staffing table and redistribution of responsibilities, introduction of new technologies that change the nature of work, etc.

The job description is drawn up as a general form and approved by the manager. For example:

3 ORGANIZATION OF WORKPLACES

The organization of employee workplaces and the creation of favorable working conditions are of great importance in the work of the management apparatus.

Managerial work usually differs little motor activity, monotony, prolonged stay indoors. All this causes rapid fatigue and, naturally, affects the results of work. Therefore, when organizing the work of management personnel, which includes employees of the office work service, great attention should be paid to the arrangement and layout of office premises, maintaining lighting and temperature conditions in them that meet the standards, eliminating noise, equipping workplaces in accordance with the functions performed, and establishing rational working regime.

When choosing premises for the office work service, it is necessary to take into account that, in accordance with current regulations, the standard office space area must be at least 4 m2 per employee. In addition, the possibility of installing and placing equipment and, above all, personal computers, scanners, faxes, printers, which are very actively used today in the field of management, is taken into account. Therefore, having determined the composition and type of technical means and auxiliary equipment intended for placement, the total area required for their placement is taken into account. The accumulation of a large number of automation and mechanization equipment in a small room where several people work significantly changes the microclimate in the room, working conditions and leads to rapid fatigue. Therefore, the calculation of the area per employee working at a computer display is based on the norm of 6 m2 per person. Workplaces with monitors should be located at a distance of at least 1.5 m from each other. If there is a large number of technical means, it is more convenient to use movable partitions or office furniture separate several work areas. The room should always be well ventilated or equipped with air conditioning. High-speed copying and printing devices place increased demands on ventilation (air exchange rate).

Equally important is proper lighting of workplaces. Lack of lighting is often one of the causes of fatigue. Natural lighting is considered the best. The light should come from the left or front. Artificial lighting of workplaces can be general (the lamps are located on the ceiling) or local, when each workplace has desk lamp. It should be sufficient in terms of level and uniformity of lighting.

If there are computers, to eliminate glare on the display screen, general lighting fixtures are mounted not on the ceiling, but on the top of the wall panels.

Temperature is no less important. It is recommended to maintain a temperature in the room of 22-24°C and a humidity of 40-60%. The office management service is usually located next to the manager's reception area, and the assistant secretary is located in the manager's or company's reception area. If we consider that the reception area is the business card of the institution, by which the work culture as a whole is assessed, the first impression of the company (institution) is created, then the importance attached to its equipment becomes clear.

The office management service is also one of the most visited departments of the institution, so its interior receives increased attention. The workplace of an employee who, due to his line of work, most often receives visitors, should be located near the entrance to the premises. When placing seats for employees working in the same room, their business contacts are taken into account. It is advisable to place constantly operating noisy devices in a separate room equipped with soundproofing materials. When locating workplaces, take into account the dimensions recommended for aisles:

- passage width for one person - 60 cm;

- for two people - 80 cm;

- for three people - 100 cm;

- between tables - 55 cm;

- between heating devices and the work table - 55 cm;

- between the wall and the table - 65 cm.

It is not advisable to place the display screen opposite the windows, and it is not advisable for the person working on the display to sit facing the windows.

The workplace of each employee is equipped taking into account his functional responsibilities. For example, the workplace of a manager’s secretary or company secretary consists of three zones: the main one, where his desk with consoles and necessary office equipment is located, a visitor service area and an auxiliary area where cabinets, a copy machine, a fax machine, etc. are located.

The choice of furniture is of great importance. The dimensions of the furniture must correspond to the area of ​​the room and it should not clutter the room. When choosing furniture, the anthropological indicators of the employee are taken into account. Since the office worker has to sit a lot, choosing a comfortable chair or one with an adjustable seat height is very important. For example, armchairs and chairs with a high backrest with two curves are comfortable: for the lumbar and thoracic spine.

Cabinets should provide vertical storage of folders and a quick overview of cases, and work tables should be adjustable in height within the range of 680-760 mm. Drawers in desks should match the size of documents and folders and be easy to pull out, even if they are heavily loaded. Tables are often provided with attachments. Today, various companies produce a sufficient number of rational sets of furniture for reception areas and office premises.

Each workplace should have a set of simple office equipment, for example, multi-tiered trays for collecting documents, a weekly calendar, a desktop organizer with pens, pencils and other office supplies, a notepad for notes, folders for current document storage, etc.

The set of technical equipment of an employee of the office work service must correspond to his functional responsibilities, but today a computer and a telephone (internal communication or with access to the city network) are almost mandatory for every workplace in the office work service.

If there is a bureau (group) of typing works, then you equip it with personal computers, voice recorders, a high-speed printer, document staplers, racks and cabinets for storing document forms, a machine for destroying documents, etc. In addition to copying equipment, the copying and printing area may have binding and stitching machines, collating machines, paper cutting machines, etc.

For the initial processing of incoming and outgoing documents, you need a document stapler, an envelope opener, an envelope sealer, a folding and marking machine, a laminator, a stamping machine, etc.

With traditional document registration and execution control, desktop filing cabinets are needed.

Racks, cabinets, and metal safes are used to store files.

The selection of office equipment is constantly expanding and adapting to the introduction of automated technologies.

A properly equipped workplace, beautiful office space design, and a healthy microclimate create a good working mood and increase labor productivity.

Conclusion

The main tasks of the clerk are to set up and maintain information and documentation support for the management activities of the organization at the level of modern requirements. The clerk is usually responsible for organizing a single integrated system office work (information and documentation support for management) in the organization, a unified procedure for working with documents, starting from their creation (or receipt) and ending with filing in the archive (or destruction).

The entire management process is permeated with information, which is the basis for decision-making, and is built on operational work with documents in which it is recorded. Therefore, information and documentation support for management (paperwork) of any company, institution, organization, enterprise is considered today as the most important service function of management. The speed and optimality of choice depends on its rational organization; decisions, bringing it to the attention of the executor, timely monitoring of execution and ultimately achieving an economic effect in the activities of the company, organization, enterprise.

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