The job responsibilities of the clerk are to compile the nomenclature. Profession: Clerk. What powers are entrusted to

Receives and registers correspondence and forwards it to structural units. In accordance with the resolution of the management of the enterprise, it transfers documents for execution, issues registration cards or creates a data bank. Maintains a card file for recording the passage of documentary materials, monitors their execution, and issues the necessary certificates for registered documents. Sends completed documentation to recipients. Keeps records of received and sent correspondence, systematizes and stores documents in the current archive. Conducts work to create a reference apparatus for documents, ensures convenient and quick search for them. Prepares and submits to the archive of the enterprise documentary materials completed by office work, registration card files or computer data banks, draws up inventories of cases transferred for storage to the archive. Ensures the safety of ongoing official documentation.

Must know

The clerk must know:

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

Qualification Requirements

Primary vocational education without requirements for work experience or secondary (complete) general education and special training in installed program without any work experience requirements.

Maintaining paperwork at the enterprise requires special care, accuracy and excellent memory. A clerk must have all these qualities. Every applicant should know who this is, because this profession considered one of the most promising.

Who is a clerk and what does he do?

The clerk is in charge of the clerical affairs of management personnel. In principle, to a large extent, his responsibilities overlap with such a profession as a secretary, therefore, when hiring, a job description is often given as a clerk-secretary. However, it is really more likely for small businesses that do not have the financial resources to hire a highly qualified document management specialist.

The opposite also occurs: as a business grows, the need for several document professionals arises at once.

The following responsibilities fall on the shoulders of the clerk:

Maintaining the safety of important documents (and, accordingly, destroying unnecessary ones);
Proper execution of documents;
Collection of various necessary information at the request of your manager;
Archiving.

What should a clerk know?

The clerk must have the following knowledge and skills:

Have a thorough understanding of civil labor legislation;
It is good to know the structure of the institution in which he works;
Be able to receive all correspondence incoming to the enterprise, register it correctly and forward it to the appropriate departments;
Know how to correctly fill out registration cards and submit documents for execution in accordance with the manager’s resolution;
Be able to monitor the order of execution of documentation;
Understand how outgoing documents are sent;
Know which documents are subject to long-term or short-term storage in the enterprise archive, and which should be destroyed;
Understand the access classifications for various documents (for example, “for official use”, “trade secret”);
Possess the skills of maintaining a nomenclature of cases.

Among other skills, ten-finger typing on a keyboard, confident knowledge of a PC and the ability to fluently handle modern office equipment will not be superfluous. Sometimes there is a requirement to know one of the foreign languages.

In his work, the employee will be guided by the internal labor regulations and orders of his superiors.

How is correspondence received?

Perhaps the main thing that a clerk has to deal with is to accept incoming documentation from both subsidiaries and superior organizations, from ordinary citizens and other enterprises. The procedure for receiving letters has a clear sequence of actions, from which it is not recommended to deviate:

Pre-processing of documents. The employee must check that incoming documents are not damaged. For this purpose, all letters, except personal ones, must be opened. In addition to integrity, the correctness of delivery is clarified. After this, a special registration stamp is affixed to incoming papers and the date of receipt at the office is noted;
Sorting papers by addressee - that is, by individual divisions of the company, as well as by managers;
Preliminary review - at this stage, the personal secretaries of department heads read incoming documents and decide which of them should be put on the manager’s desk (usually every fifth letter). If necessary, an extract is made from other documents if this is necessary to clarify the history of the issue;
The boss, having examined the document, makes his decision on it, indicating it in the form of a resolution;
The clerk must carefully ensure compliance with the resolutions of managers, preventing the deadlines specified in them from being missed.

What does a clerk do in a kindergarten?

Record keeping in institutions specializing in the education of preschool children is based on the principles inherent in document management in any other industry, with some of its own specifics. In particular, the clerk in kindergarten must:

Timely and accurately draw up job descriptions for teachers;
Submit documents to the education department;
Maintain orders for the enrollment of children according to the queue;
Draw up documents on personnel (vacations, pensions, etc.);
Work with third parties government services(vodokanal and others);
They may be assigned the work of maintaining the official website of the institution on the Internet.

Among the features of working in a kindergarten is a relatively small salary, compared to similar positions in commercial institutions. However, there are also advantages:

Leave is regularly provided in the summer when the kindergarten is closed;
Some establishments provide free meals to their employees;
If a clerk has a child, he will have a higher chance of getting into kindergarten without waiting in line.

In order to get this job, it is enough to have a specialized secondary education in the field, as well as work experience in the specialty. In his work, the employee will, among other things, base his decisions on the Charter, which every kindergarten must have.

Where is this specialty taught?

Depending on how much time and Money a person has, there are several options for understanding the basics of the clerk profession:

The relevant training courses last from forty hours or more, are distinguished by great flexibility and variety of training programs;
In institutions of secondary vocational education, training in the specialty “Documentation and Archival Science” is 2 years 5 months, if the applicant deigns to go to study after the ninth grade. Admission is usually carried out without exams;
In institutions of higher education, this opportunity is provided by almost all humanitarian universities, including the largest in Russia - MGUKI, RANEPA, RGGU and others - which have the corresponding department of document management. A higher education makes it possible to become an applicant for a highly paid position in a large company; the person who receives it becomes an expert in the field of office work. He will be able to take an active part in the development of documentation standards, offer his options for rationalizing the clerical activities of the enterprise, etc.

Both the completeness and timeliness of informing management and the accuracy of the execution of his orders depend on the quality of documentation work at the enterprise. Therefore, it is so important that the company has a competent clerk. Who is this, anyway? This right hand leader and one of the most important people in business.

A clerk is an employee responsible for maintaining documentation of an organization, court, firm, cooperative, etc. A clerk often works in an office and conducts office work in accordance with the requirements of tax, judicial, etc. legislation. In small organizations, the clerk and secretary are often the same person. In large organizations, clerks are people who have received special education.

Clerk is a specialist in working with documentation. A clerk can work in any organization that has a document flow.

Responsibilities

Receives, sends and sorts documents, letters and other business papers by importance. Keeps records and control of them in special journals. Prepares materials for the manager. There are two options for organizing the work of a clerk:

a) in a small institution, the clerk alone performs functional duties;

b) in a large institution - processes documentation on a limited range of issues and, if necessary, interacts with other clerks.

The main responsibility of the clerk is to maintain the company's document flow. The clerk is responsible for maintaining business correspondence, a document database, an archive of documents, monitoring the execution of documents, processing, accounting, and registration of incoming and outgoing correspondence. Also, the responsibilities of the clerk include working with office equipment and mini automatic telephone exchanges.

Personal qualities

A clerk needs the ability to concentrate for a long time, good long-term and RAM, emotional stability, high noise immunity, as well as tolerance to numerous contacts, skills business communication, constructive perception of criticism addressed to you.

Necessary qualities to ensure success in the profession: the ability to get along with people. Sociability. Goodwill. Emotional stability. Self-control. Responsibility. Organized. Good RAM. Ability to concentrate and distribute attention. Good hand-eye coordination. General culture and correct speech. Often - knowledge of a foreign language.

Qualification requirements

The clerk must have higher education, in some cases the average is enough special education, work experience is not required. The clerk must know the basic rules of conducting business correspondence, drawing up various business letters. A clerk must have a good memory, be a literate person, and possess such qualities as communication skills, goodwill, stress resistance, organization, and responsibility.

Places of work

Work in more or less large organizations and institutions that receive visitors and have document flow.

Medical contraindications

The activity is not recommended for people suffering from the following diseases: respiratory system ( bronchial asthma, tuberculosis, etc.); cardiovascular system (heart disease, hypertension, etc.); nervous system(neuroses, meningitis, tumors, etc.).

The profession of a clerk, as a rule, has an average level of demand in the labor market, level wages- average.

Download job description
clerk(.doc, 95KB)

I. General provisions

The clerk 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 the established program without presenting requirements for work experience.
Appointment to the position of clerk and dismissal from it are made
The clerk must know:
1. 4.1. Regulatory legal acts, regulations, instructions, other guidance materials and documents on record keeping at the enterprise.
2. 4.2. Basic provisions of the Unified State System of Records Management.
3. 4.3. The structure of the enterprise and its divisions.
4. 4.4. Standards for a unified system of organizational and administrative documentation.
5. 4.5. The procedure for monitoring the passage of official documents and materials.
6. 4.7. Fundamentals of labor organization.
7. 4.8. Rules for operating computer equipment
8. 4.9. Labor legislation.
9. 4.10. Internal labor regulations.
10. 4.11. Labor protection rules and regulations.
The clerk in his activities is guided by:
1. 5.2. Instructions for office work and archive work at the enterprise.
2. 5.3. This job description.
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 corresponding rights and is responsible for the proper performance of the duties assigned to him.

II. Job responsibilities

Clerk:

Receives and registers correspondence and forwards it to structural units.
In accordance with the resolution of the management of the enterprise, it transfers documents for execution, issues registration cards or creates a data bank.
Maintains a card file for recording the passage of documentary materials, exercises control over their execution, and issues the necessary certificates on registered documents.
Sends completed documentation to recipients.
Keeps records of received and sent correspondence, systematizes and stores documents in the current archive.
Conducts work to create a reference apparatus for documents, ensures convenient and quick search for them.
Prepares and submits to the archive of the enterprise documentary materials completed by office work, registration card files or computer data banks, draws up inventories of cases transferred for storage to the archive.
Ensures the safety of ongoing official documentation.
Performs individual official assignments from his immediate superior.

III. Rights

The clerk has the right:

Get acquainted with draft decisions of the enterprise management concerning its activities.
Submit proposals for improvement of work related to the responsibilities provided for in these instructions for consideration by management.
Request personally or on behalf of your immediate supervisor from department heads and specialists information and documents necessary to fulfill your duties job responsibilities.
Require the management of the enterprise to provide assistance in the performance of their official duties and rights.

IV. Responsibility

The clerk is responsible for:

For improper performance or failure to fulfill one’s official duties provided for in this job description - within the limits determined by the current labor legislation Russian Federation.
For offenses committed in the course of carrying out their activities - within the limits determined by the current administrative, criminal and civil legislation of the Russian Federation.
For causing material damage - within the limits determined by the current labor and civil legislation of the Russian Federation.

A large company needs a well-organized and regulated circulation of documents, which means it needs a clear job description clerk- the person who will be responsible for this area of work. The job responsibilities of a clerk may vary depending on the size of the company, its structure, office staff, etc. We offer you a sample job description for a clerk, whose main tasks are to work with incoming correspondence and control the internal document flow of the company.

Job description clerk

I APPROVED
CEO
Last name I.O. ________________
"________"_____________ ____ G.

1. General provisions

1.1. The clerk belongs to the category of technical performers.
1.2. The clerk is appointed to the position and dismissed from it by order of the general director of the company.
1.3. The clerk reports directly to CEO/ head of the organization’s documentation support / head of the office.
1.4. During the absence of the clerk, his rights and responsibilities are transferred to another official, as announced in the order of the organization.
1.5. A person who meets the following requirements is appointed to the position of clerk: education - higher, incomplete higher or secondary specialized, experience in similar work for at least six months, knowledge of office work, Microsoft Office programs.
1.6. The clerk is guided in his activities by:
- normative legal acts, regulations, instructions, other guidance materials and documents on record keeping at the enterprise;
- Instructions for office work and archive work at the enterprise;
- Company Charter, Internal Labor Regulations;
- orders and instructions from management;
- this job description.

2. Job responsibilities of the clerk

The Clerk performs the following duties:
2.1. Receives and registers correspondence and forwards it to structural units.
2.2. In accordance with the resolution of the management of the enterprise, it transfers documents for execution, issues registration cards or creates a data bank.
2.3. Maintains a card file for recording the passage of documentary materials, exercises control over their execution, and issues the necessary certificates on registered documents.
2.4. Sends completed documentation to recipients.
2.5. Keeps records of received and sent correspondence, systematizes and stores documents in the current archive.
2.6. Provides convenient and fast document search.
2.7. Prepares and submits to the archive of the enterprise documentary materials completed by office work, registration card files or computer data banks, draws up inventories of cases transferred for storage to the archive.
2.8. Accepts documents for signature by the head of the office / head of the documentation support department, checks the correctness of their preparation and execution.
2.9. Ensures the safety of ongoing official documentation.
2.10. Performs individual official assignments from his immediate superior.

3. Rights of the clerk

The clerk has the right:
3.1. Get acquainted with draft decisions of the enterprise management concerning its activities.
3.2. Submit proposals for improvement of work related to the responsibilities provided for in these instructions for consideration by management.
3.3. Request personally or on behalf of your immediate supervisor from department heads and specialists information and documents necessary to perform your job duties.
3.4. Require the management of the enterprise to provide assistance in the performance of their official duties and rights.

4. Responsibility of the clerk

The clerk is responsible for:
4.1. For failure to perform and/or untimely, negligent performance of one’s official duties.
4.2. For non-compliance current instructions, orders and instructions for the preservation trade secret and confidential information.
4.3. For violation of internal labor regulations, labor discipline, safety and fire safety regulations.