0.1. The document comes into force from the moment of approval.
0.2. Document developer: _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _.
0.3. The document has been approved: _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _.
0.4. Periodic verification of this document is carried out at intervals not exceeding 3 years.
1. General Provisions
1.1. The position "Editorial Executive Secretary" belongs to the "Specialists" category.
1.2. Qualification requirements - complete or basic higher education in the relevant field of training (specialist or bachelor). Professional work experience in a publishing house - at least 1 year.
1.3. Knows and applies in practice:
- resolutions, instructions, orders, regulatory materials regulating activities in the field of book publishing;
- basics of the editorial and publishing process and printing production;
- requirements for copyright originals;
- the procedure for preparing publishing originals for production and releasing publications;
- office work;
- commonly used designations, units of measurement, abbreviations, correction marks;
- the procedure for concluding contracts, transactions and settlements thereunder;
- basics of copyright and labor legislation.
1.4. The executive secretary of the editorial office is appointed and dismissed by order of the organization (enterprise/institution).
1.5. The executive secretary of the editorial office reports directly to _ _ _ _ _ _ _ _ _ _ .
1.6. The executive secretary of the editorial office supervises the work of _ _ _ _ _ _ _ _ _ _ .
1.7. During absence, the executive secretary of the editorial office is replaced by a person appointed in accordance with the established procedure, who acquires the appropriate rights and is responsible for the proper performance of the duties assigned to him.
2. Characteristics of work, tasks and job responsibilities
2.1. Responsible for the correctness of execution and completeness of documents that are stored in the file for each publication.
2.2. Puts in order the card index of operational records of the movement of manuscripts and production documentation.
2.3. Monitors the implementation of contracts with freelance creative workers, and, by order of management, prepares certificates for submission to the publishing house’s planning and financial services for payment of their labor.
2.4. Takes into account submitted manuscripts and advance copies.
2.5. Responsible for ensuring that authors receive copyright copies in a timely manner.
2.6. Carries out a preliminary calculation of the volume of the manuscript; checks the technical compliance of the original with the terms of the contract and current regulatory documents.
2.7. Registers in the journal the date of receipt of the author's manuscript.
2.8. Transfers the edited manuscript and proofs read by the editor to other departments of the publishing house, authors, reviewers, etc., and makes notes about this in the editorial file.
2.9. Works with letters from readers.
2.10. Knows, understands and applies current regulations relating to his activities.
2.11. Knows and complies with the requirements of regulations on labor protection and environmental protection, complies with the norms, methods and techniques for the safe performance of work.
3. Rights
3.1. The executive secretary of the editorial office has the right to take actions to prevent and eliminate cases of any violations or inconsistencies.
3.2. The executive secretary of the editorial office has the right to receive all social guarantees provided for by law.
3.3. The executive secretary of the editorial office has the right to demand assistance in the performance of his official duties and the exercise of rights.
3.4. The executive secretary of the editorial office has the right to demand the creation of organizational and technical conditions necessary for the performance of official duties and the provision of the necessary equipment and inventory.
3.5. The executive secretary of the editorial office has the right to get acquainted with draft documents relating to his activities.
3.6. The executive secretary of the editorial office has the right to request and receive documents, materials and information necessary to fulfill his official duties and orders of management.
3.7. The executive secretary of the editorial office has the right to improve his professional qualifications.
3.8. The executive secretary of the editorial office has the right to report all violations and inconsistencies identified in the course of his activities and make proposals for their elimination.
3.9. The executive secretary of the editorial office has the right to become familiar with the documents defining the rights and responsibilities of the position held, and the criteria for assessing the quality of performance of official duties.
4. Responsibility
4.1. The executive secretary of the editorial office is responsible for failure to fulfill or untimely fulfillment of the duties assigned by this job description and (or) failure to use the granted rights.
4.2. The executive secretary of the editorial office is responsible for non-compliance with the rules of internal labor regulations, labor protection, safety precautions, industrial sanitation and fire protection.
4.3. The executive secretary of the editorial office is responsible for the disclosure of information about an organization (enterprise/institution) related to a trade secret.
4.4. The executive secretary of the editorial office is responsible for non-fulfillment or improper fulfillment of the requirements of internal regulatory documents of the organization (enterprise/institution) and legal orders of management.
4.5. The executive secretary of the editorial office is responsible for offenses committed in the course of his activities, within the limits established by the current administrative, criminal and civil legislation.
4.6. The executive secretary of the editorial office is responsible for causing material damage to the organization (enterprise/institution) within the limits established by the current administrative, criminal and civil legislation.
4.7. The executive secretary of the editorial office is responsible for the unlawful use of the granted official powers, as well as their use for personal purposes.
I. General provisions
1. The executive secretary of the editorial office belongs to the category of managers.
3. The executive secretary of the editorial office must know:
3.1. Legislation on the media, legislative and regulatory documents relating to periodicals.
3.2. Specifics of information work.
3.3. Fundamentals of newspaper and magazine production.
3.6. Methods for preparing materials for printing.
3.7. Editing methods and basics of artistic and technical design of publications.
3.8. Standards, technical specifications, instructions and other regulatory documents for the preparation and publication of a newspaper (magazine).
3.9. Methods of information processing using modern technical means of communication and communications, computers.
3.10. Fundamentals of labor organization and management.
3.11. Fundamentals of labor legislation.
3.12. Rules and regulations of occupational health, safety, industrial sanitation and fire protection.
II. Job responsibilities
Executive secretary of the editorial office:
1. Organizes and controls internal editorial work on planning, timely and high-quality preparation of materials for publication.
2. Selects materials for the newspaper (magazine), monitors the implementation of the schedule for the receipt of publications, columns, strips, collections.
3. Manages the work of all departments of the newspaper (magazine) and monitors their implementation of current plans.
4. Together with department editors, develops drafts of current and long-term plans for the newspaper (magazine), submits them for consideration to the editor-in-chief and the editorial board.
5. Organizes timely and high-quality preparation and delivery of all printed material to production according to the schedule.
6. Manages the preparation of the original layout of the newspaper (magazine) issue.
7. Ensures compliance with standards, technical specifications and other regulatory documents when working on the original.
8. Responsible for completing the delivery of material for typesetting, monitoring the progress of the issue, making adjustments as necessary, and communicating with the printing house.
9. Organizes work on placing advertisements and advertisements in newspapers (magazines), coordinates work on preparing texts of advertisements.
10. Prepares contracts and agreements with organizations, authors, translators, reviewers, special editors and scientific consultants.
11. Organizes professional training for editorial staff.
III. Rights
The executive secretary of the editorial office has the right:
1. Get acquainted with the documents defining his rights and responsibilities for his position, the criteria for assessing the quality of performance of official duties.
2. Submit proposals for improvement of work related to the responsibilities provided for in this job description for consideration by the editorial board.
3. Involve individual editorial specialists in jointly resolving urgent issues.
IV. Responsibility
The executive secretary is responsible for:
1. For improper performance or failure to fulfill one’s job duties provided for in this job description - within the limits established by the current labor legislation of the Russian Federation.
2. For offenses committed in the course of their activities - within the limits established by the current administrative, criminal and civil legislation of the Russian Federation.
3. For causing material damage to the organization - within the limits established by the current labor and civil legislation of the Russian Federation.
1. General Provisions
1.1. The executive secretary belongs to the category of managers.
1.2. The executive secretary is appointed to the position and dismissed from it by order of the head of the organization.
1.3. A person with a higher education and work experience in his specialty of at least 5 years is appointed to the position of executive secretary; if he has an academic degree of Candidate of Sciences, work experience of at least 3 years.
1.4. In his activities, the executive secretary is guided by:
Regulatory legal acts, other guidelines and methodological materials regulating publishing issues;
Charter of the organization;
Orders, instructions of the head of the organization;
This job description.
1.5. The executive secretary must know:
Regulatory legal acts, other guidelines and methodological documents of higher authorities relating to periodicals;
Fundamentals of labor legislation;
Editing methods and basics of artistic and technical design of publications;
Standards, technical specifications, instructions and other regulatory documents for the preparation and publication of a newspaper (magazine);
Fundamentals of labor organization and management, rules and regulations of labor protection and fire safety.
1.6. In the event of the temporary absence of the executive secretary, his duties are performed by a deputy (in his absence, a person appointed in the prescribed manner), who acquires the corresponding rights and is responsible for the proper performance of the duties assigned to him.
2. Job responsibilities
The executive secretary performs the following duties:
2.1. Organizes and controls internal editorial work on planning, timely and high-quality preparation of materials for publication.
2.2. Selects materials for the newspaper (magazine).
2.3. Monitors the implementation of the quarterly and monthly schedule for the receipt of materials to the secretariat; regularity of publication of columns, strips, collections.
2.4. Coordinates the work of all departments of the newspaper (magazine) regarding the timely submission of materials, monitors their implementation of current plans.
2.5. Together with department editors, he develops drafts of current and long-term plans for the newspaper (magazine), submits them for consideration to the editor-in-chief and the editorial board.
2.6. Organizes the work of the typesetting and layout department, timely high-quality preparation and delivery of all printed material to production according to the schedule.
2.7. Supervises the preparation of the typographic layout of a newspaper (magazine) issue.
2.8. Responsible for submitting materials for typesetting, monitoring the progress of the issue, making adjustments as necessary, and communicating with the printing house.
2.9. Manages the preparation of illustration material, ordering and selection of photographs.
2.10. Organizes work on placing advertisements and advertisements in newspapers (magazines), and calculates royalties.
2.11. Prepares contracts and agreements with organizations, authors, translators, reviewers, special editors and scientific consultants.
2.12. Organizes professional training for editorial staff.
The executive secretary has the right:
3.1. Get acquainted with draft decisions of the organization’s management relating to its activities.
3.2. Submit proposals to improve the organization’s work for consideration by the organization’s management.
3.3. Within your competence, inform your immediate supervisor about all shortcomings in the activities of the organization (structural unit, individual employees) identified in the performance of their official duties, and make proposals for their elimination.
3.4. Request personally or on behalf of the manager from heads of structural divisions, specialists, information and documents necessary for the performance of their official duties.
3.5. Submit for consideration by the head of the organization proposals on the appointment, relocation, dismissal of employees, proposals for their encouragement or the imposition of penalties on them.
3.6. Sign and endorse documents within your competence.
3.7. Require the management of the organization and heads of structural divisions to provide assistance in the performance of their official duties.
4. Relationships (connections by position)
4.1. The executive secretary reports directly to the head of the organization.
4.2. The executive secretary interacts with the heads of all structural divisions of the organization on issues within his competence.
5. Performance evaluation and responsibility
5.1. The performance of the executive secretary is assessed by the head of the organization.
5.2. The executive secretary is responsible for:
Failure to perform (improper performance) of one’s official duties;
Failure to comply with internal labor regulations, rules and regulations of labor protection and fire safety;
Incorrect use and incomplete use of granted rights;
Poor quality performance of duties by employees subordinate to him;
Low performance and labor discipline of employees subordinate to him;
Causing material damage to the organization - in accordance with current legislation.
Note. The job description for the executive secretary was developed on the basis of the Unified Qualification Directory of Employee Positions, Section 11 “Culture, Art, Media,” Issue 31 “Positions of Employees Employed in Periodical Press Organizations” (approved by Resolution of the Ministry of Labor of the Republic of Belarus dated August 31, 2000 No. 120), and is designed in accordance with the requirements of the State Standard of the Republic of Belarus 6.38-2004 “Unified documentation systems. System of organizational and administrative documentation. Requirements for the preparation of documents" (approved by the resolution of the Committee on Standardization, Metrology and Certification under the Council of Ministers of the Republic of Belarus dated December 21, 2004 No. 69, included in the Unified System of Organizational and Administrative Documentation (USORD), approved by the order of the Department of Archives and Records Management of the Ministry of Justice of the Republic of Belarus dated May 14. 2007 No. 25).
We bring to your attention a typical example of a job description for a manager's secretary, sample 2019.
should include the following sections: general regulations, job responsibilities of the manager’s secretary, rights of the manager’s secretary, responsibility of the manager’s secretary. Job description of the secretary of the head belongs to the section "".
Industry-wide qualification characteristics of positions of workers employed in enterprises, institutions and organizations
The job description of the manager's secretary should reflect the following points:
1) Job responsibilities of the manager's secretary 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 manager’s work. 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, and 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 intercoms (telefax, telex, etc.), as well as telephone messages, promptly brings to his attention information received through communication channels. On instructions from the manager, he composes letters, requests, and other documents, and 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, and 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 archives within the established time frame. Copies documents on a personal copier.
Job responsibilities.
2) The manager's secretary should know When performing his duties, the manager's secretary must know:
resolutions, instructions, orders and other guidance materials and regulatory documents relating to the activities of the enterprise and record keeping; structure and management of the enterprise and its divisions; organization of office work; methods of registration and processing of documents; archival work; typescript; rules for using intercoms; standards for a unified system of organizational and administrative documentation; rules for printing business letters using standard forms; fundamentals of ethics and aesthetics; rules of business communication; basics of labor organization and management; rules for operating computer equipment; fundamentals of administrative law and labor legislation; internal labor regulations; rules and regulations of labor protection.
3) Requirements for the qualifications of a manager's secretary Higher professional education without requirements for work experience or secondary vocational education and work experience in the specialty for at least 2 years.
1. General Provisions
1. The secretary belongs to the category of technical performers.
2. A person who has a higher professional education without requirements for work experience or secondary vocational education and work experience in the specialty of at least 2 years is accepted for the position of secretary.
3. The secretary is hired and dismissed by the director of the organization.
4. The secretary must know:
- resolutions, instructions, orders and other guidance materials and regulatory documents relating to the activities of the organization and record keeping;
- structure and management of the organization and its divisions;
- organization of office work;
- methods of registration and processing of documents;
- archival work;
- typescript;
- rules for using intercoms;
- standards for a unified system of organizational and administrative documentation;
- rules for printing business letters using standard forms;
- fundamentals of ethics and aesthetics;
- rules of business communication;
- basics of labor organization and management;
- rules for operating computer equipment;
- fundamentals of administrative law and labor legislation;
- internal labor regulations;
- rules and regulations of labor protection, safety, industrial sanitation and fire protection.
5. In his activities, the secretary is guided by:
- legislation of the Russian Federation,
- Charter of the organization,
- orders and instructions of employees to whom he is subordinate in accordance with these instructions,
- this job description,
- Internal labor regulations of the organization.
6. The secretary reports directly to the director of the organization (director of the organization, head of department, etc.)
7. During the absence of the secretary (business trip, vacation, illness, etc.), his duties are performed by a person appointed by the director of the organization in the prescribed manner, who acquires the corresponding rights, duties and is responsible for the performance of the duties assigned to him.
2. Job responsibilities of the manager’s secretary
Secretary:
1. Carries out work on organizational and technical support for the administrative and administrative activities of the director of the organization.
2. Accepts correspondence received for consideration by the director, transmits it in accordance with the decision made to structural units or specific executors for use in the work process or preparation of responses.
3. Conducts office work, performs various operations using computer technology designed to collect, process and present information when preparing and making decisions.
4. Accepts documents and personal statements for signature by the director of the organization.
5. Prepares documents and materials necessary for the director’s work.
6. 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 director for signature, and ensures their high-quality editing.
7. Organizes telephone conversations with the director, records the information received in his absence and brings its contents to his attention, transmits and receives information via intercom devices (telefax, telex, etc.), as well as telephone messages, promptly communicates to his information information received through communication channels.
8. On behalf of the director, he compiles letters, requests, and other documents, and prepares responses to the authors of the letters.
9. Performs work on preparing meetings and meetings held by the director (collecting necessary materials, notifying participants about the time and place of the meeting, agenda, their registration), maintaining and drawing up minutes of meetings and meetings.
10. Monitors the execution by employees of the organization of issued orders and instructions, as well as compliance with the deadlines for fulfilling the instructions and instructions of the director of the organization, taken under control.
11. Maintains a control and registration file.
12. Provides the director’s workplace with the necessary organizational equipment, office supplies, and creates conditions conducive to his effective work.
13. Prints, at the direction of the director, official materials necessary for his work or enters current information into the data bank.
14. Organizes the reception of visitors, facilitates the prompt consideration of requests and suggestions from employees.
15. Forms files in accordance with the approved nomenclature, ensures their safety and submits them to the archives within the established time frame.
16. Copies documents on a personal copier.
17. Complies with the internal labor regulations and other local regulations of the organization.
18. Complies with internal rules and regulations of labor protection, safety, industrial sanitation and fire protection.
19. Ensures cleanliness and order in his workplace.
20. Carry out, within the framework of the employment contract, the orders of the employees to whom he is subordinate in accordance with these instructions.
3. Rights of the manager's secretary
The secretary has the right:
1. Submit proposals for improvement of work related to the responsibilities provided for in this instruction for consideration by the director of the organization.
2. Request from structural divisions and employees of the organization the information necessary for him to perform his job duties.
3. Get acquainted with the documents defining his rights and responsibilities for his position, criteria for assessing the quality of performance of official duties.
4. Get acquainted with the draft decisions of the organization’s management relating to its activities.
5. Require the management of the organization to provide assistance, including ensuring organizational and technical conditions and execution of the established documents necessary for the performance of official duties.
6. Other rights established by current labor legislation.
4. Responsibility of the manager's secretary
The secretary is responsible in the following cases:
1. For improper performance or failure to fulfill one’s job duties provided for in this job description - within the limits established by the labor legislation of the Russian Federation.
2. For offenses committed in the course of their activities - within the limits established by the current administrative, criminal and civil legislation of the Russian Federation.
3. For causing material damage to the organization - within the limits established by the current labor and civil legislation of the Russian Federation.
Job description of the secretary of the head - sample 2019. Job responsibilities of the manager's secretary, rights of the manager's secretary, responsibility of the manager's secretary.
Download job descriptionexecutive secretary of the editorial board(.doc, 90KB)
I. General provisions
- The executive secretary of the editorial office belongs to the category of managers.
- The executive secretary of the editorial office must know:
- 2.1. Legislation on the media, legislative and regulatory documents relating to periodicals.
- 2.2. Specifics of information work.
- 2.3. Fundamentals of newspaper and magazine production.
- 2.4. Copyright Basics.
- 2.5. The procedure for concluding copyright agreements.
- 2.6. Methods for preparing materials for printing.
- 2.7. Editing methods and basics of artistic and technical design of publications.
- 2.8. Standards, technical specifications, instructions and other regulatory documents for the preparation and publication of a newspaper (magazine).
- 2.9. Methods of information processing using modern technical means of communication and communications, computers.
- 2.10. Fundamentals of labor organization and management.
- 2.11. Fundamentals of labor legislation.
- 2.12. Rules and regulations of occupational health, safety, industrial sanitation and fire protection.
- During the absence of the editor for an issue (business trip, vacation, illness, etc.), his duties are performed by a person appointed in the prescribed manner. This person acquires the corresponding rights and is responsible for the proper performance of the duties assigned to him.
II. Job responsibilities
Executive secretary of the editorial office:
- Organizes and controls internal editorial work on planning, timely and high-quality preparation of materials for publication.
- Carries out the selection of materials for the newspaper (magazine), monitors the implementation of the schedule for the receipt of publications, columns, strips, and collections.
- Manages the work of all departments of the newspaper (magazine) and monitors their implementation of current plans.
- Together with department editors, he develops drafts of current and long-term plans for the newspaper (magazine), submits them for consideration to the editor-in-chief and the editorial board.
- Organizes timely and high-quality preparation and delivery of all printed material to production according to the schedule.
- Supervises the preparation of the original layout of a newspaper (magazine) issue.
- Ensures compliance with standards, technical specifications and other regulatory documents when working on the original.
- Responsible for completing the delivery of material for typesetting, monitoring the progress of the issue, making adjustments as necessary, and communicating with the printing house.
- Organizes work on placing advertisements and advertisements in newspapers (magazines), coordinates work on preparing texts of advertisements.
- Prepares contracts and agreements with organizations, authors, translators, reviewers, special editors and scientific consultants.
- Organizes professional training for editorial staff.
III. Rights
The executive secretary of the editorial office has the right:
- Get acquainted with the documents defining his rights and responsibilities for his position, criteria for assessing the quality of performance of official duties.
- Submit proposals for improvement of work related to the responsibilities provided for in this job description for consideration by the editorial board.
- Involve individual editorial specialists in jointly resolving urgent issues.
IV. Responsibility
The executive secretary is responsible for:
- For improper performance or failure to fulfill one’s job duties as provided for in this job description - within the limits established by the current labor legislation of the Russian Federation.
- For offenses committed in the course of their activities - within the limits established by the current administrative, criminal and civil legislation of the Russian Federation.
- For causing material damage to the organization - within the limits established by the current labor and civil legislation of the Russian Federation.
