Job description of a leading document management specialist. An important personnel document: job description Where to get job descriptions for employees

1. General Provisions

1.1. VSPDO belongs to the category of specialists. A person with a higher specialized education and at least 3 years of experience in the position is appointed to the position of VSPDO.

1.2. Appointment to the position of VSPDO and dismissal from it is carried out by order of the General Director of the company on the proposal of the head of the administrative department.

1.3. VSPDO reports directly to the head of the administrative department. VSPODO is functionally subordinate to clerks (employees who are entrusted with the duties of record keeping) and secretaries of all structural divisions of the company. VSPOD are subordinated linearly to the clerk and the head of the company's archival service.

1.4. VSPOD must know:

1.4.1. Decrees, orders, orders, other governing and regulatory documents of higher and other bodies relating to the activities of the company and, in particular, the activities of the secretariat.

1.4.2. United state system office work, rules for storing, archiving documents, auditing documents, destroying, transferring them to the archives of the company and state archives, as well as standards for a unified system of organizational and administrative documentation.

1.4.3. Regulations, instructions, other regulatory documents governing the work of the company in the field of document management and the secretariat.

1.4.4. organizational structure, the management team of the company and its structural divisions (JV).

1.4.5. Specialization of the company's activities, the specifics of working with documents of the company's industry.

1.4.6. Methods of registration and processing of documents.

1.4.7. Sufficiently good command English language(level not lower than Pre-Intermediate); know how to translate the current system coordination of translations, the basics of literary editing, excellent skills in drafting a protocol.

1.4.8. Personal Computer: programs - MS Office, MS Exchange, Access, Outlook, Lotus Notes, Internet, e-mail.

1.4.9. Rules for the use of office equipment and intercoms (mini-ATS - at least 50 internal subscribers, modem, fax, scanner, printer, copier, shredder, laminator, stitching machine, voice recorder).

1.4.10. Document flow schemes.

1.4.11. The procedure for compiling the nomenclature of cases, inventories of cases of permanent and temporary storage, established reporting.

1.4.12. Deadlines and procedures for submitting cases to the archive.

1.4.13. Systems for organizing control over the execution of documents.

1.4.14. Office equipment and other means of mechanization of managerial work.

1.4.15. Fundamentals of economics, organization of production, labor and management.

1.4.16. Labor legislation (Labor Code of the Russian Federation) and labor protection Russian Federation.

1.4.17. Rules for the operation of computer technology.

1.4.18. Rules of the internal work schedule companies.

1.4.19. Financial planning and reporting within their competence.

1.4.20. Planning the training of subordinate personnel.

1.4.21. Motivation systems.

1.5 VSPDO in its activities is guided by:

1.5.1. Regulations on VSPDO, instructions, regulations on the secretariat of the company.

1.5.2. Regulations on the document flow of the company.

1.5.3. This job description.

1.5.4. The internal regulations established by the company.

1.5.5. Regulations on working with confidential information.

1.5.6. Labor contract.

1.5.7. Staff Regulations.

1.5.8. Other documents directly related to the activities of the VSPDO.

1.6. VSPDO reports directly to the head of the administrative department.

1.7. WSPDO supervises the staff of the secretariat.

1.8. During the absence of VSPDO (business trip, vacation, illness, etc.), his duties are performed by the deputy, who acquires the appropriate rights and is responsible for the proper performance of the duties assigned to him.

2. Job responsibilities

2.1. Organizes the work of the company's document flow and the work of the company's secretariat and archive service, distributes the workload among subordinate employees. Leads financial planning and reporting in the activities of the work of the secretariat and the document flow of the company.

2.2. Provides control of the company's document flow (paper and electronic), timely processing of incoming and outgoing correspondence, its delivery to its destination.

2.3. Controls the deadlines for the execution of documents and their correct design. Provides storage of company seals.

2.4. Plans the work of the secretariat, submits the work plans of the secretariat for approval and approval. Organizes work on registration, accounting, storage and transfer to the relevant structural units of documents of current office work, including orders and orders of management, on the formation of cases and their deposit.

2.5. Develops instructions for conducting office work in the company and organizes their implementation. Creates single system document management (ESDO) in the company (electronic and paper DO). Develops documents regulating the activities of the company in the field of document management.

2.6. Takes measures to provide the employees of the secretariat with the necessary instructional and reference materials, as well as inventory, stationery, equipment, office equipment, technical means managerial work.

2.7. Carries out methodological management of office work in the structural divisions of the company, control of the correct formation, storage and timely delivery of files to the archive, preparation of certificates on compliance with the deadlines for the execution of documents.

2.8. Provides printing and reproduction of office documents.

2.9. Participates in the preparation of meetings convened by management, meetings of the board of directors and meetings of shareholders and organizes their maintenance.

2.10. Provides an appropriate mode of access to documents and use of the information contained in them.

2.11. Takes part in the development and implementation of new technological processes for working with documents, improving automated information systems and technologies (taking into account the use of computer technology).

2.12. Maintains a database of directories of internal and external telephone numbers for the activities of the secretariat.

2.13. Carries out work on the protection of information constituting state, commercial and official secrets.

2.14. Fulfills the instructions of the immediate supervisor - the head of the administrative department and the General Director of the company.

2.15. Develops and organizes activities to improve ESDO.

2.16. Conducts financial planning and reporting within its competence.

2.17. Plans and conducts training for subordinate personnel.

2.18. Develops a system of motivation for subordinate personnel.

3. Rights

VSPDO has the right:

3.1. Submit for consideration by the General Director, the head of the administrative department and the heads of structural divisions of the company proposals for improving the work of document management, the secretariat - forms and methods of working with documents.

3.2. Require the heads of structural divisions and other responsible employees of the company to properly perform established rules work with documents in the company.

3.3. Return the documents to the performers and demand their revision in case of violation of the established rules.

3.4. Carry out checks of the organization of office work in structural divisions.

3.5. Sign and endorse documents related to the activities of the secretariat.

3.6. Give instructions that are mandatory for the employees of the secretariat; demand timely and high-quality implementation.

3.7. Submit proposals for the consideration of the head of the administrative department and the General Director of the company on encouraging distinguished employees of the secretariat, imposing penalties on violators of production and labor discipline.

4. Responsibility

VSPDO is responsible for:

4.1. For the loss and damage of documents, incompetence in decision-making in professional activity, improper performance or non-performance of their official duties provided for by this job description - within the limits determined by the current labor law Russian Federation.

4.2. 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.

4.3. For causing material damage - within the limits determined by the current labor and civil legislation of the Russian Federation.

5. Interaction with other structural divisions of the company

VSPDO in its activities interacts with other structural units:

5.1. With the heads of all structural divisions of the company - on the issues of record keeping, organization of control and verification of the implementation of the instructions of the secretariat, preparation and submission of necessary documents.

5.2. with the legal department legal matters associated with the preparation of documents.

5.3. WITH economic service companies - on issues of providing office equipment, document forms, stationery, etc.

5.4. with the personnel department and organizational development- on issues of selection, hiring, dismissal and relocation of employees of the department, as well as training, advanced training, development of a system of incentives and penalties.

5.5. With an IT department in the area information technologies and best practices electronic document management, use latest methods in the work of the secretariat (office equipment, etc.).

5.6. With the security department - on issues of information and economic security.

"I am familiar with the job description":

Leading specialist in document management of the administrative department of the company

Date: "__" __________ 20__ ________________

JOB DESCRIPTION

POSITION: PERMISSION DOCUMENTATION SPECIALIST

MAIN FUNCTIONS OF THIS POST :

Work with documentation in order to obtain permits, licenses and approvals for the conduct of industrial, construction and commercial activities.

1. JOB DUTIES (direct duties, reporting, training):

1.1. Coordinates the process of obtaining permits, licenses and coordination with the services of the federal, city and district levels.

1.2. Monitors the execution of contracts, design work related to the development of the company, on behalf of the immediate supervisor.

1.3. Provides assistance in accompanying and monitoring scheduled and unscheduled inspections by state regulatory authorities.

1.4. Controls the execution of instructions of state regulatory bodies by the relevant departments of the company.

1.5. Prepares documentation, correspondence, contracts and requests for government organizations.

1.6. Generates and updates the archive permits companies.

1.7. Provides administrative support to the immediate and superior manager.

1.8. Complies with the internal labor regulations, norms and instructions on labor protection and fire safety.

2. RESPONSIBILITY (according to the norms of labor and civil legislation)

Responsible for improper performance or non-performance of their official duties provided for by this job description, to the extent determined by the current labor legislation of the Russian Federation.

Bears responsibility for offenses committed in the course of carrying out its activities, within the limits determined by the current administrative, criminal and civil legislation of the Russian Federation.

Bears responsibility for causing material damage within the limits determined by the current labor and civil legislation of the Russian Federation.

3. INTERACTION

3.1. Internal contacts(inside the company):

senior management staff;

Company employees.

3.2. External contacts(outside the company):

federal government agencies;

City government bodies;

Supervisory authorities (in the field of construction, environmental and sanitary control, labor protection, etc.);

Licensing and registration authorities.

4. JOB REQUIREMENTS

4.1. Education(what education does the employee need for this position):

Higher education (linguistic, economic or legal).

4.2. experience(what and duration):

Two years experience in a similar position.

4.3. Required Skills(indicate specific skills and level of proficiency in them):

Organizational and administrative skills;

Good knowledge computer programs(Microsoft Office, MS Word, MS Excel, MS Power Point);

High sense of responsibility, initiative, fair and honest approach to problem solving, ability to prioritize and work on all tasks professionally;

Effective communication skills to work with people of different nationalities.

4.4. Must know(regulations, laws, etc.):

Decrees, orders, orders, other governing and regulatory documents of higher and other bodies relating to the activities of the department;

Ethics of business communication;

The procedure for conducting business correspondence;

The composition of information that is a state, official and commercial secret, the procedure for its protection and use;

Internal labor regulations;

Rules and norms of labor protection.

Better to be overdressed than underdressed.

folk wisdom

I think that I will not be mistaken if I say that any secretary working in an organization where there are no clear rules for document management or these rules are not carefully worked out, has repeatedly been visited by thoughts about the high responsibility that he bears on his shoulders in the preparation of one or another organizational, administrative or commercial document.

I fully share this concern. Indeed, the issues raised in the documents sometimes lie on such different planes that it is often difficult or even impossible for one person, even if he is seven spans in the forehead, to understand all the subtleties, hidden nuances and possible consequences that the signing of one or another document.

The way out for the clerk (secretary) in this case will be the procedure for agreeing on the draft document before approving it by the head of the company.

Let's try to develop, debug, approve and put into action a viable mechanism for coordinating draft documents that can remove the burden of responsibility from an office worker or office employee and minimize errors in the preparation and approval of certain company documents.

Our reference

There are two forms of approval: internal and external.

Internal coordination - this is an analysis and evaluation by leading experts (heads of the relevant services or departments of the organization) of a draft document in order to verify the correctness of the wording of the content, assigning responsibility, deadlines, financial benefits or losses, verifying the compliance of this document with current legislation and local regulations companies.

External approval - this is the agreement of the document with third-party organizations or their officials.

External coordination, depending on the content of the document, can be carried out both with subordinate and non-subordinate bodies (if the content of the document affects their interests), research organizations, various committees and public organizations, regulatory authorities, etc.

1. What document in the organization regulates the procedure for agreeing on a particular document?

extraction

3.3.4. Preparation of normative legal acts of the federal

executive authority

[…] The Instructions for Paperwork reveals:

the composition of the details of the regulatory legal act and the procedure for their execution;

the procedure and terms for preparing a draft regulatory legal act;

the procedure for its approval (coordination of a normative legal act with officials of the federal executive body, approval of the draft act with other federal executive bodies, if it contains provisions, norms and instructions relating to other federal executive bodies, other bodies and organizations, the procedure for coordinating draft regulation prepared federal service or federal agency, with the federal ministry under whose jurisdiction they are);

the composition of the documents accompanying the project, and annexes to it, the rules for their execution;

the procedure for submitting a normative legal act for examination to the Ministry of Justice of the Russian Federation;

the procedure for the adoption (signing, approval) of regulatory legal acts;

the procedure for bringing a normative legal act to the executors. […]

Thus, the main guide to action, in which the procedure for coordinating documents should be prescribed, is business instructions.

As my experience shows, far from all organizations this document is drawn up properly and with a detailed study of the process. Many organizations do not have not only a well-established approval procedure, but also the instruction itself. Therefore, consider this, the most unpleasant case for us.

The secretary or clerk of such an organization immediately has a number of questions.

2. In what cases and what types of draft documents at the stage of creation require approval?

Let's call for help the Instruction on office work in the apparatus of the Judicial Department under Supreme Court of the Russian Federation, approved by order of the Judicial Department at the Supreme Court of the Russian Federation of June 15, 2007 No. 76 (as amended on January 20, 2015), according to clause 3.3.18 of which approval of a draft document is carried out if it is necessary to assess the validity of the document, its compliance legal acts and previous decisions.

In our case, these are all contracts, agreements and all administrative documents of the company. Other documents, as a rule, need approval much less often, and this happens on a routine basis and does not require a strictly established approval scheme.

3. Which specialists and in what order should coordinate the draft of this or that document?

Here you may have to be pioneers and, in a sense, legislators, i.e. determine and approve the procedure for internal coordination. Feel free to seek help and advice from leading experts in your organization. With your appeal, you will demonstrate a responsible approach and a thoughtful attitude to the issue under development, and not at all incompetence.

In order not to reinvent the wheel and discover America over and over again, I strongly recommend that you approve the approval list for each specific type business papers and adhere to it when agreeing on all draft documents of this type without exception.

Let me explain with an example. A draft contract for the sale of products manufactured and sold by your enterprise is being created. What should be the list of visas on this document? In my opinion, the following list of approvals will be exhaustive for this type of documents:

The main executor of the document (GUIDE), his contact phone number. This is the initiator of the document, which will accumulate and make appropriate corrections to the draft document.

The guide is responsible for the content and execution of the document, timely and correct application changes and proposals submitted by specialists participating in the approval procedure.

Direct supervisor of the guide, his contact number(for example, in this particular case, it could be the head of the sales department). At this stage, the head of the guide conducts an initial examination of the document, reveals gross (and, depending on qualifications and experience, minor) errors in the preparation of the document.

Together with the guide, he is responsible for the content and quality of the document.

Chief accountant / financial director. Conducts an analysis of the submitted draft contract for financial correctness, analyzes tax risks(payment terms, the need for a bank guarantee, the correct choice of the contract currency, compliance with tax code RF, etc.).

Head of Purchasing (Head of Purchasing Service). Analyzes the document from the point of view of the correctness of specifying the names, article numbers, catalog numbers in the contract, as well as the possibility of purchasing and the delivery time of the relevant purchased components and semi-finished products necessary to fulfill this contract.

Head of logistics (or transport) department, i.e. the one who is responsible for the costs of shipping products and for the delivery itself. Checks the draft document in terms of the reasonableness of the cost, terms and methods of delivery, customs security, etc. specified in the contract.

Head of design service (chief designer). Considers the document submitted for approval from the point of view of providing production with appropriate design documentation, i.e. analyzes whether the necessary drawings and specifications have been developed or whether they need to be requested from the counterparty and approved as annexes to the contract, checks the dimensions stated in the sketches, etc.

Head of technological service (chief technologist). Analyzes the document submitted for approval from the point of view of technological preparation of production: have the relevant technological processes whether there are appropriate equipment, tools and fixtures for the manufacture of these products.

Production manager. Checks the submitted draft contract from the point of view of the possibility of manufacturing, taking into account the comments of the above specialists.

Leader (or representative) legal service. Analyzes the submitted draft document from the point of view of compliance with the requirements of the current legislation of the Russian Federation, controls the legal capacity of officials and counterparties participating in the signing of documents, if necessary, requires the counterparty to provide missing information and documents confirming the rights of officials.

Head of the economic security service. Checks the reliability and solvency of the counterparty and other aspects of the economic security of the transaction.

I fully admit that this list will seem to many that do not correspond to the realities of your enterprise: functions responsible persons in your organization may differ significantly, overlap, etc. So, the technological, design and production part can be coordinated by one person, economic security can be considered by a representative of the legal department or chief accountant.

In this case, in agreement with the leading experts and with the approval of the head, you can exclude some links in the chain I have given and add the ones you need, not forgetting to approve the accepted procedure for coordination with the instructions for office work or a separate order.

To agree on draft administrative documents (orders and instructions), I recommend supplementing the list of approvals with the following items:

Head of business service(secretariat, office - that is, you yourself), whose duty will be to monitor compliance with internal regulations, the correctness and literacy of design (stylistics and grammar), compliance with the requirements for issuing administrative and other documents.

Head of Human Resources, whose task is to verify compliance with the Labor Code of the Russian Federation and internal local regulations regarding work with personnel, compliance with internal labor regulations and labor discipline.

Head of Security your organization, whose responsibility it is to check compliance with the regime trade secret and information protection.

After establishing the list of leading specialists and divisions of the company participating in the approval, it is necessary to fix their responsibility in the approval procedure, i.e. contribute to job regulations and job descriptions, relevant clarifications and listing of responsibilities for the procedure for coordinating documents.

The rights of persons participating in the approval of the document may include:

• the right to reject a draft document with justification of the reasons for their actions in the approval sheet or by attaching a list of comments;
• require the guide to additionally coordinate the document with specialists from other departments that are not represented in the approval scheme, but are related to the topic of the document being developed;
• do not accept for consideration a document that has violations in the approval procedure (if one or more stages of approval are omitted);
• extend the approval period of the document for a certain time, arguing this action (for example, the legal service may require an extension of the approval period for the time required to request and receive from the tax authority an extract from the unified state register legal entities);
• initiate the approval of a draft document according to a procedure that differs from the established one, if:

a) this is the requirement of the first head of the organization, dictated by the urgency and importance of this document;

b) the meaning and content of the document affects the area of ​​responsibility of departments and specialists, whose participation in the coordination of the established procedure is not provided.

4. How should visas be approved?

Let us turn to GOST R 6.30-2003 “Unified Documentation Systems. Unified system of organizational and administrative documentation. Documentation Requirements:

extraction

from GOST R 6.30-2003

3. Requirements for registration of details of documents

[…] 3.24. Approval of the document is formalized with a document approval visa (hereinafter referred to as the visa), which includes the signature and position of the approver of the document, the decoding of the signature (initials, surname) and the date of signing. For example:

Personal signature A.S. Orlov

If there are comments to the document, the visa is issued as follows:

Comments attached

Head of Legal Department

Personal signature A.S. Orlov

In practice, the two most commonly used options are:

a) in the form of an approval sheet (Example 1);

b) in the form of a stamp on the back (in some cases - on the front) side of the last page of the draft document (Example 2). This stamp can be ordered from ready-made and put it as needed on the draft document before starting the approval procedure.

note

According to paragraph 3.19 of the Guidelines for the implementation of GOST R 6.30-2003, at the discretion of the organization, sheet-by-sheet sighting of regulatory legal acts, applications to protect against possible replacement of sheets is allowed. With sheet-by-sheet sighting, not all elements of the visa can be used, but only a handwritten personal signature and its transcript.

5. How should comments be made? In what order and by whom should appropriate changes be made to the draft document?

Here is what is said in this regard in the Administrative Regulations federal agency for the management of state property for the execution state function"The implementation on behalf of the Russian Federation of legal actions to protect the property and other rights and legitimate interests of the Russian Federation in the management of federal property and its privatization on the territory of the Russian Federation and abroad, the sale of property seized in pursuance of court decisions or acts of bodies that have been granted the right to take decisions on foreclosure on property, sale of confiscated, movable ownerless, seized and other property converted into state ownership in accordance with the legislation of the Russian Federation, approved by order of the Ministry of Economic Development of Russia dated June 22, 2009 No. 229:

extraction

from the Administrative Regulations

30. The order of the procedure for agreeing and signing the draft document

30.1. The prepared draft document is submitted by the executor responsible for the preparation of the document to the head of the department in the order of office work.

30.2. The head of the department reviews the prepared draft document for compliance with the requirements established by law. The maximum turnaround time for this action is 1 business day.

30.3. If there are comments on the submitted draft document, the head of the department returns it for revision in the order of office work to the person responsible for preparing the document.

30.4. If the draft document meets the requirements, the head of the department approves and transfers it to the head of the Department in the manner of paperwork. The maximum turnaround time for this action is 1 business day.

30.5. The Head of the Department reviews the prepared draft document for compliance with the requirements. The maximum turnaround time for this action is 2 business days.

[…] 30.11. If the draft document is returned, the person responsible for preparing the document eliminates the comments. The maximum turnaround time for this action is 1 business day.

30.12. After the comments are eliminated, the person responsible for preparing the document, in the order of office work, transfers the draft document to the official of the Federal Property Management Agency, from whom the document was returned for revision.

When making changes of a fundamental nature in the process of finalization, the draft document is subject to mandatory re-approval.

Thus:

• responsibility for the content of the draft document, timely and reliable introduction of changes based on the comments and proposals submitted during the approval process, taking into account the comments submitted by the specialists participating in the approval process, comments in the draft document are the CEO and his immediate supervisor who issued the first visa;
• the draft with comments (if they arise from the persons participating in the coordination) must be returned to the CEO from the approval stage at which the comments arose. That is, if the draft document has been successfully approved, for example, at four stages, and there are comments at the fifth, then it is not transferred to the sixth stage, but is returned to the CEO for making appropriate changes;
• after the comments have been eliminated, the document is returned by the GUIDE to the level of approval from which the project was returned with comments;
• after making changes of a fundamental nature, the draft document is subject to re-approval from the very beginning;
• comments in the draft document must be notified to the person authorized to sign the final version of the document;
• if the draft document does not have a visa of any specialist / unit, then this document is considered not approved, and, therefore, cannot be transferred to the next stage.

All of the above can be represented in the form of an algorithm.

6. In what ways can the approval procedure be carried out?

In practice, the following methods of internal coordination are usually used:

Coordination is carried out through the electronic document management system (EDMS) or its equivalent, according to the algorithm embedded in the EDMS , - simultaneously by all responsible persons or departments participating in the coordination, or sequentially.

Minuses:

• EDMS is not available in all organizations;
• SED is not free;
• There is no such EDMS that would ideally suit each specific enterprise.

Pros:

• operational tracking of the approval process;
• information is stored in in electronic format, there is no need to repeatedly print documents related to work on this document project, because at any time, you can access the database and read the comments of any specialist;
• in the EDMS, the time spent by a particular document at each stage of approval is recorded, i.e. The CEO can always see at what stage there is a violation of the terms of consideration of the draft document, and take appropriate measures;
• the transfer of the document from stage to stage is carried out automatically.

Coordination is carried out by e-mail.

Minuses:

• a drawback arising from the very principle of parallel coordination - it is practically impossible to correctly take into account comments received simultaneously from several specialists, since they are often mutually exclusive;
• tracking the approval process occurs manually and is available only if the specialists who approve the document do not forget to send the documents related to the approval to the guide and / or his head;
• you are not insured that the next specialist will correct the draft document without highlighting the corrections made and without attaching a list of comments;
• the absence of the original "live" visa of a specialist in the approval sheet and at the bottom of the remarks sheet;
• the presence of correspondence that needs to be preserved and systematized, i.e. it is assumed that users have sufficiently high skills in working with the mail client (which in most cases does not happen).

Pros:

• parallel work with the draft document at all stages of approval can significantly reduce the time for approval;
• the presence of a history of correspondence;
• efficiency;
• the draft document and comments to it are moved between the stages of approval in electronic form.

Coordination is carried out by live sequential movement of the document , those. transferring a paper draft document.

Minuses:

• laboriousness;
• increase in terms of approval.

Pros:

• The CEO makes corrections and additions to the draft document sequentially, as comments are received from specialists. Thus, specialists of the next steps analyze the draft document with the changes already made;
• corrections in the paper draft of the document are almost impossible to make imperceptibly, especially if you apply sheet-by-sheet approval of the draft document by the GUIDE or his immediate supervisor;
• the most significant: the presence of "live" visas in the approval sheet and signatures under the remarks sheet, because, as it says folk wisdom Better to be overdressed than underdressed.

7. How is the external approval of the draft document formalized?

Here is what is said in the Instructions on office work in the apparatus of the Judicial Department at the Supreme Court of the Russian Federation, approved by order No. 76 of June 15, 2007 (as amended on January 20, 2015):

extraction

from the Instruction on office work in the apparatus of the Judicial Department

at the Supreme Court of the Russian Federation

3.3.18. Approval of the draft document

[…] External approval of the document is formalized with the stamp of approval. The stamp of approval is located below the requisite "Signature" on the front side in the lower left field of the document and includes: the word "AGREED"; the name of the position of the person with whom the document is being approved (including the name of the organization), personal signature, signature and date of approval or the name of the document confirming the approval, its date and number, for example:

AGREED

Deputy Minister of Finance

Russian Federation

__________________ ____________________

(personal signature) (initials, surname)

AGREED

board decision

Judicial Department

dated 27.03.2007 No. ___

Thus, external matching:

• can be carried out by a specific official or document (letter, protocol, etc.);
• issued in the form of an approval stamp or an approval sheet;
• practically not regulated by the internal regulations of the organization.

Office Service Role

The role of the records management service during the document approval procedure is as follows:

• to support and general control of compliance with the established procedure for approval and terms of consideration at each stage;
• coordinating and ensuring the interaction of specialists - participants in the approval procedure;
• timely informing the participants of the procedure and senior management about the status of the approval process.

In addition, the records management service must constantly monitor and check the relevance and improve the approval schemes and routes for the movement of documents as part of the approval procedure, maintain up to date lists of departments and responsible persons involved in the approval of documents. For the high-quality performance of these duties, office workers must be well versed in business processes, schemes, forms and procedures for the interaction of organizational units.

Organizational and administrative documentation. Documentation requirements. Guidelines for the implementation of GOST R 6.30-2003, approved by the Federal Archives.

"HR officer. Personnel office work", 2009, N 11

How to draw up, agree and approve a job description

The article explains what types of documents job descriptions belong to, by whom they are approved, agreed, where the signature on familiarization is recorded. Explains in detail which regulations the content of the instruction is based, recommendations are given for compiling the package job descriptions organizations.

What is a job description?

A job description is a document that is included in All-Russian classifier management documentation OK 011-93, approved. Decree of the State Standard of Russia of December 30, 1993 N 299 (as amended on April 23, 2009; hereinafter - OKUD).

The OKUD contains the names and code designations of the unified forms of documents included in the unified documentation systems.

Code unified form document (code) consists of seven digital decimal places and a control number (CC).

The job description belongs to the class of the unified system of organizational and administrative documentation (code 02), subclass "Documentation on the organizational and regulatory regulation of the activities of an organization, enterprise" (code 52), its registration number is 051, the control number in OKUD is 9.

Rostrud Letter N 4412-6 dated October 31, 2007 "On the procedure for amending the job descriptions of employees" states that despite the fact that the Labor Code of the Russian Federation does not contain a mention of a job description, it is an important document, the content of which is not only labor function the employee, the range of duties, the limits of responsibility, but also the qualification requirements for the position held.

Since the procedure for compiling instructions is not regulated by regulatory legal acts, the employer independently decides how to issue it and make changes to it.

When preparing a job description and making changes to it, the requirements should be taken into account State standard GOST R 6.30-2003 "Unified documentation systems. Unified system of organizational and administrative documentation. Requirements for paperwork", put into effect by the Decree of the State Standard of Russia dated 03.03.2003 N 65-st.

It is generally accepted that the job description is impersonal in nature and defines the function, not the person. This is, of course, true, but if we are talking about a civil servant, such an approach should not allow any exceptions at all. But it must be understood that commercial enterprise The job description is also written for the convenience of the employee and the employer. By hiring a new person who has more experience and knowledge than the previous specialist, appointing him higher wages, does the employer really not intend to take advantage of these benefits of the employee and add job responsibilities to him in comparison with the previous employee, increase the level of responsibility? So why not reflect this in the job description? So, although impersonal, the job description may well be written for a specific person.

Who develops, who approves

The job description can be an appendix to the employment contract, and can also be approved as an independent document. In order to correctly compile a package of job descriptions, the personnel departments of an enterprise can refer to both the recommendations of specialists and regulations. No, no one controls how commercial organizations compose their instructions, but there is the experience of public services. So, you can study the Letter of the Ministry of Labor of Russia dated 13.03.1996 N 482-VK "Recommendations for the development of job descriptions (duties) for the positions of civil servants of federal executive bodies", Order of the Federal Customs Service of Russia dated 03.12.2004 N 355 "On approval of the Regulations on the procedure development and approval of job description official of the customs authority of the Russian Federation", Order of the State Drug Control Service of Russia dated November 25, 2003 N 235 "On approval of the Regulations on the procedure for the development and approval of the job description of an employee, federal civil servant, employee of the body for controlling the circulation of narcotic drugs and psychotropic substances".

The head of the federal executive body approves job descriptions (duties) for his deputies and heads of structural units, and for the rest government positions- typical. Based on typical job descriptions, the head structural unit approves job descriptions for specific government positions in the unit.

The Gosnarkokontrol of Russia painted a clear scheme of powers for the development, coordination and approval of job descriptions (Table 1). Personnel service commercial organization will be able to draw up, by analogy, their own local act on the distribution of powers for the development and approval of job descriptions. Such a document will need to be approved by order. If such a branched structure is not expected, then all information about the order of approval of instructions can be placed directly in the order.

Table 1

Distribution of powers management team bodies

Gosnarkokontrolya on the organization of development, coordination

and approval of job descriptions

Name positions	Organize the development official instructions	Agree official instructions	Claim official instructions
First deputy (deputy) chairman Gosnarkokontrolya Russia	Head of Chief organizational - analytical management Gosnarkokontrolya Russia	Boss legal management Gosnarkokontrolya Russia	Chairman Gosnarkokontrolya Russia
Boss territorial body, organizations, divisions Gosnarkokontrolya Russia	Head of Chief organizational - analytical management Gosnarkokontrolya Russia	Boss legal management, boss personnel management Gosnarkokontrolya Russia	Deputy chairman Gosnarkokontrolya Russia in According to distribution responsibilities

Sample Sample

"HR officer"

on the procedure for developing, agreeing

and approval of job descriptions

Moscow N 23 11/01/2009

I order:

1. The personnel service of LLC "Kadrovik" draw up a general scheme of job descriptions for employees of the organization. Deadline - until 10.11.2009. Responsible - Kryukov R.A.

2. Heads of departments and workshops to instruct competent employees to develop job descriptions according to the scheme for each employee of their department in accordance with the staffing table. Deadline - until 25.11.2009. Responsible: Zarubin O.O., Saparmurdinov K.Ch., Nekorchevy N.G., Leshchenko P.K.

3. The legal service of OOO "Kadrovik" to ensure compliance of job descriptions with the requirements of Russian legislation. Responsible - Zimko U.Yu.

4. The head of the department for labor protection to ensure that the job descriptions of the employees of LLC "Kadrovik" comply with the requirements for labor protection. Responsible - Shurochkina A.Ya.

5. After agreeing the job descriptions with the legal service and the labor protection department, the heads of departments sign the instructions and submit them to the secretariat for approval CEO. Deadline - until 05.12.2009. Responsible - Secretary Voronina O.L.

General Director Gnedykh A.R. bay

Familiarized with the order.

A copy received for storage and use at the workplace.

Inspector of the personnel department Kryukov R.A. Kryukov 01.11.2009

Head of Procurement Department Zarubin O.O. Zarubin 02.11.2009

Head of shop No. 1 Saparmurdinov K.Ch. Saparmurdinov 01.11.2009

Head of shop N 2 Nekorchevy N.G. Nekorchevy 02.11.2009

Head of the transport department Leshchenko P.K. Leshchenko 02.11.2009

Head of Legal Service Zimko U.Yu. Zimko 01.11.2009

Head of labor protection department

Shurochkina A.Ya. Shurochkin 01.11.2009

Secretary Voronina O.L. Voronin 01.11.2009

This issue is covered in more detail in customs authorities(Typical procedure for the development, approval and approval of the job description).

What can you advise developers? The personnel service of the enterprise should form the basis of job descriptions, the scheme of their content. The development is entrusted to the heads of structural divisions. For specific content, you must first refer to the qualification requirements for the specialty for which a specific instruction is being developed, and then to professionals who previously worked at this place or directly supervising specialists in such a position, because if they tell you what functions the driver, courier, seller at this place, in this organization, then the job description will bring real benefits. It is not bad to include in the process the coordination of instructions with the legal service of the organization, the corporate lawyer. These instructions will be approved by the person who is authorized to do so by his employment contract and his job description. Most often, job descriptions are approved by the head of the enterprise, but such functions can also be transferred to the head of the personnel service. Job descriptions of the heads of structural units are developed directly under the control of the head of the organization, approved by him.

Requisites

The title page of the job description must contain the following details:

Name of company;

Title of the document;

Place of development;

Approval stamp;

Visa approval (if approval is provided);

Signature of the head of the structural unit;

Receipt of the employee confirming familiarization with the instructions.

The name of the document is consistent with the title of the position in the genitive case (job description (of whom?) of the driver).

The stamp of approval is placed in the upper right corner and consists of the word "I approve" (quotes are not put), the name of the position of the person approving the document, his signature, initials, surname and date of approval. When approving a job description by order or order, the approval stamp consists of the word "Approved" (quotes are not put), the name of the approving document in the instrumental case, its date, number. It is also reasonable to coordinate the instructions with the head of the labor protection department, if one operates at the enterprise, or with the employee responsible for compliance with labor protection requirements.

The familiarization sheet is part of the job description, calculated on the number of employees who will be brought to the attention of this job description during the period of its validity.

On the back of the last sheet, an entry is made: "In this job description, ___ sheets are numbered, laced and stamped" (number in words). The entry is signed by the head of the institution or a person authorized by him, indicating the date.

Sample Sample

Agreed I approve

11/12/2009 General Director

Head of Legal Service Lyamkin P.D. Lyamkin

Evseev N.N. Evseev

Agreed

Head of labor protection department

Tkachenko Yu.A. Tkachenko 11/15/2009

Limited Liability Company

"Conveyor"

Job description

driver

Developed

Transport department

LLC "Transporter"

Moscow

Instruction text

Head of transportation department

Chizhik A.Ya. Chizhik

The receipt of the employee, if the instruction itself is signed, is located after the signature of the head of the structural unit in the following form:

I am familiar with the job description, Signature Explanation

received a copy. signature employee

IN large organizations prefer to make a list of familiarization with job descriptions.

Sample Sample

Familiarization sheet with the driver's job description

Structure

The job description consists of several sections.

1. General provisions.

2. Functions of an employee.

3. Job Responsibilities.

4. Rights and powers.

5. Responsibility.

Some HR professionals consider it necessary to also highlight the section "Relationships (connections by position)".

Section "General Provisions". In the section "General provisions" indicate:

Job title in accordance with the staffing table;

The name of the structural unit in which the employee will perform his duties;

Subordination of the employee;

The list of structural units and (or) individual positions of employees directly subordinate to him in the service (if any);

The procedure for appointing and dismissing a position, the procedure for filling this position during the period of temporary absence of an employee;

Level of education and additional vocational training an employee necessary to perform the prescribed job duties;

Requirements for work experience in the specialty;

Qualification requirements for an employee in relation to special knowledge and professional skills, as well as knowledge legal documents, teaching materials, methods and means used in the performance of official duties;

Organizational and legal documents on the basis of which the employee carries out official activities and exercises his powers.

Dictionary personnel office work. Personnel requirements are the qualitative characteristics that an "ideal" employee should have at a certain workplace or in a certain position. Requirements for personnel are included in job descriptions, qualification cards, competency cards and other documents.

Qualification characteristic - a summary of the requirements for knowledge, skills and abilities, as well as the rights and obligations for various specialties in the organization.

Let's talk more about some of the above points. The coincidence of the name of the position for which the employee is hired, in staffing, his work book, employment contract, employment order and job description - necessary requirement, otherwise the meaning of the instruction itself is lost. They hired a freight forwarder, and he signed that he was familiar with the duties of the driver. So what? Yes, he got acquainted for the sake of interest, since he was given a document to read, confirms this acquaintance, which he signs. Will this employee's signature impose official duties on him in accordance with the instructions if he is hired under an employment contract for the position of a freight forwarder? No, it will not.

The name of the structural unit is necessary if work in a particular unit implies at least some specifics. And this specificity should be specified in the job description.

It is very important to determine the subordination of the employee in the instructions. Despite the fact that in the hierarchical system of the enterprise, an employee may have many senior managers, he needs to know his immediate supervisor. The absence of such an indication in the instruction leads to the fact that the employee begins to either obey all the orders of his superiors, including contradictory ones, or independently choose the most pleasant orders. The same applies to the indication of the positions of employees and departments, which, on the contrary, must obey the employee to whom the job description is intended.

The level of education and qualification requirements are traditionally included in any job description. These items are clearly not intended for the worker, but for the one who hires him. Because, having learned that his level of education does not match the level indicated in the job description, the employee is not required to take any action. He does not undertake to receive higher education if he has already been hired with a specialized secondary, but the job description indicates a higher education. Or the employee has a higher technical education, and the instructions contain a higher humanitarian education. We have to admit that this part of the job description is intended for personnel services, managers and should be guided by it when hiring, and not after signing the order. During the certification, a problem may arise, and if it fails due to the level of education that does not match the one specified in the instructions, the employee will have every reason to go to court. I would like to recommend to the employer or strictly adhere to them themselves established requirements, or, when accepting a new, promising employee, make sure that his level of education corresponds to that recorded in the job description, for example, conduct training at the expense of the employer.

For the correct formulation of qualification requirements, two constantly supplemented documents are used. This is a single tariff qualification guide jobs and professions of workers (consists of tariff- qualification characteristics, containing the characteristics of the main types of work by occupations of workers, depending on their complexity and corresponding to them tariff categories, as well as the requirements for professional knowledge and skills of workers) (ETKS); as well as the Unified Qualification Directory for the positions of managers, specialists and employees (consists of the qualification characteristics of the positions of managers, specialists and employees, containing job responsibilities and requirements for the level of knowledge and qualifications of managers, specialists and employees). The categories of work in the ETKS are established according to their complexity without taking into account working conditions (with the exception of extreme cases that affect the level of complexity of work and increase the requirements for the qualifications of the performer).

The tariff and qualification characteristics of each profession have two sections.

The "Job Specification" section contains a description of the work that the worker must be able to perform.

The "Must Know" section contains the basic requirements for the worker with regard to special knowledge, as well as knowledge of regulations, instructions and other guidelines, methods and means that the worker must apply.

The tariff and qualification characteristics provide a list of jobs that are most typical for a given category of the worker's profession. This list does not exhaust all the work that a worker can and should perform. The employer may develop and approve, taking into account the opinion of the elected trade union body or other representative body of employees supplementary list works corresponding in complexity to those contained in the tariff and qualification characteristics of the professions of workers of the corresponding categories.

In addition to the work provided for in the section "Characteristics of work", the worker must perform work on the acceptance and delivery of shifts, cleaning the workplace, fixtures, tools, as well as keeping them in proper condition, cleaning equipment, maintaining established technical documentation.

Along with the requirements for theoretical and practical knowledge contained in the "Must know" section, the worker must know: rules on labor protection, industrial sanitation and fire safety; rules for the use of funds personal protection; requirements for the quality of work (services) performed, for the rational organization of labor at the workplace; range and marking of materials used, consumption rates of fuels and lubricants; rules for the movement and storage of goods; types of marriage and ways to prevent and eliminate it; industrial alarm.

A worker of a higher qualification, in addition to the work listed in his tariff and qualification characteristics, must be able to perform the work provided for by the tariff and qualification characteristics of workers of a lower qualification, as well as supervise workers of lower ranks of the same profession. In this regard, the works given in the tariff-qualification characteristics of lower ranks, as a rule, are not given in the characteristics of higher ranks.

The qualification characteristics of each manager's position has three sections: "Job Responsibilities", "Must Know", "Qualification Requirements".

In addition to qualification requirements as such, there are also qualification requirements for seniority. So, Decree of the President of the Russian Federation of September 27, 2005 N 1131 "On qualification requirements to the length of civil service ( public service other types) or work experience in the specialty for federal civil servants" (as amended on July 26, 2008) lists the following requirements for the length of service in the state civil service (public service of other types) or work experience in the specialty for replacement:

The highest positions of the federal state civil service - at least six years of experience in the state civil service (public service of other types) or at least seven years of work experience in the specialty;

The main positions of the federal state civil service - at least four years of experience in the state civil service (public service of other types) or at least five years of work experience in the specialty;

Leading positions of the federal state civil service - at least two years of experience in the state civil service (public service of other types) or at least four years of work experience in the specialty;

Senior and junior positions of the federal state civil service - without presenting requirements for experience.

The section may include other requirements and provisions that specify and clarify the status of the employee and the conditions of his activity.

Section "Functions". This is exactly the section of the job description that should be filled out, focusing on a specific position in a particular enterprise. You can take the base from standard instruction, but the main thing is to pay attention to the actions that the employee will perform both constantly and occasionally, since it was for this employee that they took it. If the employee cannot cope, then it will be necessary to refer again to this section of the instruction.

Section "Responsibilities". Sometimes this section is combined with the "Functions" section, which is quite understandable. If the employer deemed it necessary to write a separate section, then here he will determine the procedure for performing functions, types of work, individual, including one-time, assignments, as well as ethical professional standards obligatory for execution during labor activity. The Government of the Russian Federation adopts model codes professional ethics for various industries. Your code corporate ethics can be adopted in the organization as a local act, unless a special procedure for approving such documents has been adopted for this type of activity.

Section "Rights and powers". This section lists the rights of the worker, as well as the powers within this position. Since most of the rights of workers are unified and described in detail in Labor Code, then in this section of the instruction it makes sense to indicate only specific rights that belong only to the employee holding this position. So, for example, in the Job Description of a trolleybus driver, approved by Order of the Ministry of Transport of Russia dated October 08, 2003 N AK-25-r, the following rights are listed:

┌─────────────────────────────────────────────────────────────────────────┐

│ The trolleybus driver has the right to: │

│ 1. Refuse to leave the depot or accept the trolleybus on the line, │

│ if it technical condition does not comply with the rules of the technical

│ operation of the trolleybus. │

│ 2. Restrict the entrance of passengers to the trolleybus depending on │

│ filling the trolleybus. │

│ 3. When driving conditions worsen (fog, rain, snowfall, ice) │

│ put a question to the senior (central) dispatcher about the change │

│ driving mode. │

│ 4. Stop moving in cases stipulated by the rules │

│ road traffic. │

└─────────────────────────────────────────────────────────────────────────┘

This is only 4 points, while the section "Responsibilities" includes 51 points, with detailed explanations in each point. And rightly so, rewriting the Labor Code of the Russian Federation in the job description is not at all recommended.

Section "Responsibility". In this section, it is appropriate to determine the extent of the employee's responsibility to the organization, including material. If an employee has entered into an agreement on full liability, then here is an indication of this.

Section "Relationships". If the employer considers it important to regulate the process of employee interaction with other departments, and perhaps with third-party organizations, then the procedure and conditions can be placed in a separate section.

How to submit a change

Changes to the job description may be associated with a change in the mandatory terms of the employment contract. In this case, the requirements for advance written notification of the employee must be observed. And only after the employee agreed to continue labor relations changes are made to the job description.

If the instruction is an annex to the employment contract, it is advisable to simultaneously amend the employment contract and the job description by preparing an additional agreement.

If the job description was approved as a separate document and at the same time making changes to it does not entail the need to change the mandatory terms of the employment contract, it is most convenient to approve the job description in new edition by informing the employee in writing. The job description, as a rule, is drawn up in two copies, one of which, at the request of the employee, can be handed to him.

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