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The current state of domestic secretarial work. Profession secretary

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1. Introduction

IN modern conditions The importance of the secretarial service is particularly great, perhaps greater than at any time in the past. The 21st century is the era of information and computerization, a period of unprecedented accumulation and expansion of knowledge, extraordinary distribution of business contacts and connections, requiring appropriate documentation, legal and organizational support. The development of a market economy, the formation of civil society in Russia (this is when citizens know that they can demand some actions from the authorities, and the authorities are obliged to take their demands into account), the improvement of diverse relations between private and legal entities, various organizations, various government structures and international firms, groups and communities - all this greatly increases the requirements for ensuring organization and management.

Streamlining the flow of business connections, various commercial, financial, labor, professional, cultural and other relations at the local, regional and federal levels is of paramount importance. In this regard, the profession of secretary of an institution, company, organization, bank, trade association, association, joint stock company, etc. becomes especially significant.

The word "secretary" comes from the Latin "secretaries", and originally it meant "confidant". In Russia, the position of secretary appeared in the 18th century. - first as a personal secretary. IN Explanatory dictionary V. Dahl gives the following definition: “The Secretary of State is the confidant of the sovereign.” In the first quarter of the 18th century. the secretary becomes an official of the institution, and the legislative acts of that time outline the scope of his activities and official duties.

In modern dictionaries, “secretary” is defined as “a person who conducts business correspondence for an individual or an institution, as well as is in charge of office work.”

Secretary is one of the most common management professions. It is impossible to imagine an organization without a leader, or a leader without a secretary. However, employees who perform secretarial duties often do a variety of jobs. Some secretaries work purely technical maintenance manager; others perform the functions of an assistant, referent; still others ensure the work of collegial bodies (board, directorate, company council); the fourth conduct office work of an entire structural division of the company; fifths I work in the reception area, with a telephone or telephone station, fax, and e-mail. However, with all the differences in the work of a secretary, one can distinguish common features, functions and tasks that constitute the essence of the profession.

The relevance of the chosen topic is determined by insufficient elaboration of the problem of documentation support for management in organizations. Solving the problem of document management in modern conditions will make it possible to purposefully form the information resources of organizations, ensure their effective functioning, and also provide consumers with access to information resources with the least amount of time, labor and money.

Object course work is the organization of secretarial services at the enterprise, the subject is the role of the secretary at the enterprise, namely in organizing business trips.

The purpose of the work is, using various sources, to study the process of formation and specifics of development of the institution of secretarial services of the highest and central state institutions of Russia in the 18th - 19th centuries.

To achieve this goal, it is necessary to solve the following tasks:

1. consider the history of the development of secretarial work in Russia;

2. consider the stages of development of the secretarial service under Peter I under Catherine II;

3. summarize and analyze the structure and work of secretaries.

2. History of the development of secretarial work in Rus'

Secretary of State Service

Development of writing in Rus' in the X-XI centuries. gradually led to a fairly widespread spread of literacy. Judging by the chronicles, in Ancient Rus' There were schools where children were taught to read and write. In the 11th century libraries appeared in the country. In cathedrals and monasteries, as well as at princely courts, the positions of clerks were introduced, whose duties included recording orders or instructions of princely persons or spiritual hierarchs, rewriting ancient chronicles or foreign-language historical narratives.

At the beginning of the 12th century. monk of the Kiev Pechersk Monastery Nestor compiled the largest chronicle Ancient Rus', known as "The Tale of Bygone Years". During the period of feudal fragmentation, chronicle writing was carried out in many cities of Rus'.

Starting from the end of the 15th century, the first orders appeared - bodies of princely power in charge of various state affairs. In the XV-XVIII centuries. The administrative office work was formed into a coherent system, which made it possible to centralize the management of the country.

Gradually, subject to the requirements of state discipline, a uniform procedure for processing and passing various documents is established. Strengthening Russian state in the middle and second half of the 16th century. led to an increase in the administrative bureaucracy and the expansion of document circulation in the country.

Under Tsar Fyodor Alekseevich (1676-1682), the order system underwent reforms: there were fewer orders, and their functions were more clearly divided. The centralized bureaucratic system gradually prepared the transition to an absolute monarchy.

On February 27, 1720, a set of rules for the organization of government institutions, called the General Regulations, was published. He determined the structure, tasks, functions and operating procedures of the boards. This document, signed by Peter the Great, contains a chapter on the structure and functions of the office, as well as a section on the secretarial rank.

Thus, with the adoption of State Regulations, offices and secretarial positions officially appeared in Russia. That is why February 27, 1720 is called the date of birth of the secretarial position in Russia. For some documents (diplomas, patents) general forms were created, i.e. samples according to which they were to be drawn up.

The offices usually included secretaries, as well as copyists, scribes, registrars, actuaries, fiscals, archivists, etc.

In 1722, the class rights and privileges of the nobility were enshrined in the “Table of Ranks”. The nobles were divided into 14 "ranks" (according to the position held in government or military service). Nevertheless, collegiate office work was undoubtedly more progressive compared to orderly office work. Orderly registration systems emerged, which were kept in special journals.

During this period, the foundations for organizing the accounting and storage of documents were laid. For the first time, document storage departments called archives appeared.

IN early XIX V. As a result of another government reform, the so-called executive office work was established in the country. The State Council became the highest legislative body (1810). A little earlier (1802), instead of colleges, 8 ministries were created (later their number increased).

The ministries had a complex multi-level structure: they consisted of departments, which were divided into departments, and departments into desks. The minister was the sole commander, and the ministry officials were the executors of his instructions.

As a result of the introduction of the ministerial system, there was a clearer delineation of the competence of executive authorities.

For official correspondence, which gained additional scope, forms with a special corner stamp, made both typographically and manually, were used.

Subsequent government reforms inevitably affected the improvement of secretarial work in Russia.

In 1861, the country abolished serfdom, which contributed to the development of capitalist relations. Various local authorities had their own offices and a large staff of secretaries. Meanwhile, the directors of the largest enterprises, banks, factories and factories also had their own secretaries and clerks.

In 1868, courses for training professional secretaries were first founded in Kharkov. Subsequently, similar educational institutions were created in Moscow, St. Petersburg and others Russian cities.

In 1870, a system of city self-government was created (in Russia at that time there were over 500 cities). Every four years, a city council was elected in any city, which formed the city government. The Duma and the council were led by the mayor. The city authorities had their own administrative offices, which employed dozens of secretaries who were in charge of correspondence, systematization and storage of various documents.

At the beginning of the 20th century. Russia was experiencing rapid growth in industrial development. The number of all kinds of societies, partnerships, clubs, banking associations and firms grew. Secretarial work is becoming even more widespread, with a significant part business correspondence was associated with the implementation of financial, construction, manufacturing, agricultural and other projects, as well as trade operations.

In 1905-1910 The so-called Stolypin reform was carried out, as a result of which more than two million peasants received land plots as personal property. In general, in 1907-1913. Russia has made significant progress along the path of social and economic progress.

Secretarial work gradually reached a new level of development. Various models of typewriters began to be used, and the range of office supplies expanded. Shorthand has become quite widespread.

After October revolution In 1917, the creation of a new state apparatus actually began in the country. The Bolshevik authorities were interested in ensuring that office work in the new proletarian state was orderly, fast, efficient and accessible to citizens. A draft decree was developed to improve “writing” and reduce correspondence. In 1918, a decree of the Council of Workers' and Peasants' Defense "On the accurate and rapid execution of orders of the central government and the elimination of clerical red tape" was published. In 1921, the First All-Russian Conference on scientific organization labor and production, which for the first time set the tasks of scientific organization of managerial work and work with documents, as well as the creation in the country of bodies coordinating and directing this work.

In 1926, the country created State Institute control techniques. Issues of improving management, records management, and archival affairs were discussed at the highest government level. Demands were put forward that secretaries of senior officials of Soviet institutions mainly perform creative functions, act as consultants to directors, monitor the quality of preparation of official documents, assist managers in receiving visitors, and also constantly engage in self-education and strive for professional growth.

However, further bureaucratization of the administrative apparatus at all levels had a negative impact on the development of domestic office work.

In 1925, secretaries were effectively put on par with typists, minor office workers and messengers.

In 1926, it was proposed to call secretaries assistant managers, but nothing came of it. Somewhat later, in 1932, it was decided to divide secretarial positions into two groups: higher (with higher salaries) and lower (with much lower salaries).

During the Great Patriotic War(1941-1945), office work was carried out on a limited scale, although regular military clerical work was carried out at front-line and army headquarters. IN post-war period there was a revival and improvement of the sphere of office work. State decrees were adopted regulating such areas of the apparatus’ work as the mechanization of documentation processes, the introduction of the achievements of NOT, including in the field of standardization and unification.

In July 1963, Resolution of the Council of Ministers of the USSR N 829 “On measures to improve archival affairs in the USSR” was adopted, in accordance with which the “Basic rules for organizing the documentary part of office work and the work of archives” prepared by the Main Archive of the USSR were put into effect. The task was set to develop a Unified State Record Management System for enterprises, organizations and institutions.

Two years later, in 1966, the All-Union Scientific Research Institute of Document Management and Archival Affairs (VNIIDAD) was created, one of the main tasks of which was the creation of a Unified State Record Management System (USSD).

Since the beginning of the 70s, uniform rules for the preparation and execution of documents began to apply in the country. In 1975, the state standard (GOST) was adopted - "Unified documentation systems. System of organizational and administrative documentation. Basic provisions." Since 1977, in some special educational institutions a course on the basics of secretarial work was introduced."

In 1984-1986 was developed new system documentation support for administrative activities, called the “Unified State System of Documentation Support for Management”. However, due to significant bureaucratization of all levels of the state administrative apparatus, this system was unable to realize its potential in practice.

Decay Soviet Union in the early 90s of the last century and the formation of a state on a new basis Russian Federation led to significant changes in all spheres of the economy, including in the field of archival, and in the field of all office work. It was decided to create State Archive(GARF). Currently, GARF is one of the largest archives in the country.

3 . Stages of development of the secretarial service under Peter I

The centuries-old experience of Russian statehood formed the apparatus of civil officials, in which secretaries were not given the last place.

It is impossible to understand the features of the work of today's secretary without considering its origins, which are associated with the development of the system of government institutions. Service begins in the orders of the 16th-17th centuries.

Documenting management functions has always been accompanied by many actions that, from a modern perspective, can be classified as purely secretarial.

Peter I carried out profound transformations of the state apparatus.

Administrative reform began with the creation of the Near Chancellery, the predecessor governing Senate-- the highest government agency with judicial, administrative and legislative functions.

A close-knit group of associates formed around the tsar (P. Gordon, F. Lefort, J. Bruce, A. M. Golovin, A. D. Menshikov, the Apraksin brothers), next to them grew the young shoots of the service bureaucracy, where secretaries played one of the main roles. The Office of the Senate was headed by the Chief Secretary. Ordinary secretaries “pulled a cart” of daily boring work with current affairs.

The Cabinet Secretary reported the most important documents to the Tsar public policy and private letters addressed to the sovereign.

The main legislative act adopted in 1720 was the “General Regulations,” which established the order of consideration of cases and the functions of officials, including secretaries.

The secretary of the board reported cases for hearing, kept records of “top” and “non-top” cases, and kept the seal of the board (office).

Chapter 29 of the “General Regulations” was called “On Secretarial Administration.” For the first time, a requirement for the secretary's courtesy was recorded. The safety of documents is also the “care” of the secretary.

The secretary came to work earlier than other members of the board, “laziness and oversight” were punished with fines, more serious offenses were punished even more severely, up to “deprivation of the stomach and belongings.”

Under Peter I, the moral code “An Honest Mirror of Youth” was drawn up - requirements for a secretary: friendliness, humility and courtesy.

In 1722, the “Table of Ranks” was adopted, a law according to which the service was divided into civil and military. The "Table" consisted of 14 classes or ranks of officials. An employee who receives a rank before the eighth grade becomes a hereditary nobleman; from the ninth to the fourteenth grade only personal nobility was given. Secretaries belonged to the fourth class by position, and, therefore, occupied a high place in the service bureaucracy. The civilian collegiate secretary corresponded to the military position of regiment commander.

Since 1704, the most important state functions have been performed by the cabinet and personal office of the tsar. During the reign of Peter 1, cabinet secretary Makarov, according to the historian S. M. Solovyov, was “a man without an opinion, without a voice, but powerful in his proximity to the sovereign, all nobles turn to him with respect, counting on the favor of the sovereign when he Makarov will report."

Its functions are not very clear. The office received reports from diplomatic representatives. Petitioners represented a special group of cabinet affairs. After the death of Peter I, the cabinet was abolished.

Some functions of the cabinet secretary were performed by different persons under the followers of Peter 1.

Since 1763, the cabinet of His Imperial Majesty has been revived.

4 . Stages of development of the secretarial service underCatherine II

Empress Catherine II had many trusted persons as cabinet secretaries: Bezborodko, Elagin, Teplov. All of these were gifted people: in addition to officials, among them there were writers and poets who brought “a light style to office affairs” (R. G. Derzhavin)

Since 1763, the position of secretaries of state was introduced, whose main duty was to “receive petitions in the highest name.” Appointments to this position were based on letters of recommendation and high patronage.

According to the “Table of Ranks,” they belonged to the fourth category with the address “Your Excellency,” had high salaries, lump sum payments, personal pensions, and were awarded orders, medals, and badges. The cabinet had large financial resources, which were used to build estates, palaces, civil buildings, prisons, and so on in the name of the empress.

The extracts were kept by the Secretary of State, and copies were given to the petitioner. Work with petitions was regulated by instructions, which defined a clear procedure for handling petitions. They were submitted in person to the office, more often by mail. Sometimes brave dignitaries (“under a cover”) - with a signature (“in their own hands”), often along with letters of recommendation. Most of the petitions were transferred to the Secretary of State in the Senate, “for resolution according to the laws.”

Many issues set out in petitions addressed to the highest name were resolved out of turn, depending on the patronage of noble persons. The speed of consideration of the issue often depended on the identity of the submitter. There is a resolution from Catherine II to the requests of the Swedish ambassador: “Do not hesitate, according to our Russian custom, as in the old days, so that strangers do not know.”

The Office of the Secretaries of State was a good school of bureaucratic service; prominent statesmen. Subsequently, many became senators.

The office of each secretary of state was autonomous. There were two or three more secretaries on the staff. These were educated people, they knew languages, they were smart and knew how to grasp the essence of the issue. There were also young people from noble families for “courier parcels to foreign lands.” In Russia, their functions were to verify the facts stated in the petitions. The class composition of petitioners is the nobility, foreign ambassadors, and merchants. Peasants were exiled to Siberia for complaints against their landowners.

Twice a week at eight in the morning, Catherine II had an audience with secretaries of state. The private correspondence of Catherine II also passed through their hands.

Secretaries of State were members of numerous commissions on foreign settlements, on unrest in Little Russia, and prepared the draft law “On the Establishment of the Province.”

The archives of the secretaries of state are a valuable historical source for studying the policy of absolutism in Russia.

In local government bodies, secretaries played the main role in the presence; for each case received, secretaries drew up memos on which decisions were made.

At the end of the 18th century, there were manuals for drafting documents that secretaries used. (“Cabinet or merchant secretary” by I. Sokolsky). Along with the statutory rules, they included elements of legal relations between the employee and the state, business and “parquet” etiquette.

The reorganization of the central apparatus and the creation of ministries met the interests of the Russian monarchy of the 19th century.

The hierarchical principle increasingly permeated the system of governing bodies. This is manifested in the organization of the civil service on the basis of Peter’s “Table of Ranks” and on the basis of the “Regulations on Ministries”.

The “Establishment of Ministries” of 1811 strictly established the structure of ministries and the “way of conducting affairs.” The ministries were represented by departments, the council of the minister, the general presence of departments, and offices.

Already on the day of the coup, Catherine II was selecting secretaries who could draw up documents on her behalf, conduct her correspondence, sort out and report petitions. Her first secretary was G.N. Teplov, who remained in this post from 1762 to 1779. Catherine II’s personal secretariat included A.V. Oltufiev and I.P. Elagin. The Secretariat then receives the name His Majesty's Own Stationery. The famous statesman of Catherine's period, A.A. Bezborodko, began his career as Secretary of State, who in the 1780s. became the eldest among the empress's secretaries of state and concentrated in his hands all matters requiring her approval. Since 1776, imperial manifestos and personal decrees were compiled exclusively in the office of A.A. Bezborodko, and the Senate fund preserved 387 decrees written by him in his own hand*1. (*1 Sankina L.V. Secretaries of State of Catherine II // Secretarial Affairs 1996. N2(4), pp. 115-121.)

Catherine II herself formulated the responsibilities of her secretary, among which the main one was working with petitions and conducting her private and official correspondence with government agencies and officials, preparing legislative and administrative documents, primarily manifestos and decrees. One of the secretaries of state was on duty in her reception room every day. Each secretary of state had his own working office, that is, technical personnel: clerks, copyists, translators.

In the second half of the 18th century. Personal secretaries also appeared for major nobles. Thus, the famous statesman, reformer of the state apparatus M.M. Speransky began his career in 1796 as secretary of Prince A.B. Kurakin.

Of course, only highly educated people and, above all, those who knew how to draw up documents and work with them, could become personal secretaries to an emperor or a major dignitary. But even for ordinary work in the office, starting from the lower ranks, trained people were needed.

Chapter XXXVI of the General Regulations speaks of “young people for training in the office.” It is written in it: “... if some convenient people who henceforth wish to serve in the Chanceries and offices, according to the proportion of each Collegium, were admitted and trained in advance, so that by diligent copying of cases in writing and arithmetic they would learn, and in the event of a vacancy, if they good nature and actions are capable of deeds and could be used..."

5 . The meaning of secretarial service

Currently, almost no self-respecting company or organization can do without a secretary, who is a kind of dispatcher who distributes information flows and regulates contacts between visitors and the management of the company (organization) or its employees. His responsibilities can be very varied and very extensive. Their volume and focus depend on a number of circumstances: the size of the company (organization) and the focus of its activities, the specifics of business relations within the company (enterprise), the specific conditions of business flow and relationships between people.

In small businesses with a dozen or so employees, the work of a secretary is less varied and varied. Sometimes it mostly comes down to responsibilities for handling phone calls and receiving visitors. In medium-sized companies, the work of a secretary is already more difficult. He has to carry out various assignments, monitor the passage of documents (their registration, storage, distribution, etc.), organize various meetings, receptions, and the like. The work of a secretary in a large company, influential bank or corporation can be even more complex and intense. Usually, in crowded institutions and organizations, offices, secretariats, expeditions, archives, etc. are created. The work of a group of secretaries (which may include senior and junior secretaries) is headed and directed by the head of the secretariat (manager, senior distributor, and sometimes assistant or deputy director for personnel).

There are also such positions as secretary-operator of electronic computers (computers), secretary-stenographer, secretary-assistant, secretary-instructor (specialist in practical training of younger and inexperienced colleagues), home telephone secretary, etc. Specific positions are determined by the specific needs that exist in the conditions of a particular organization.

As a rule, the work of a secretary consists of two components:

Primary or basic responsibilities;

The first row may include the following actions: telephone conversations, receiving visitors, sending telephone messages, working with official documents, including copying some of them on a copier or printer, sending faxes, monitoring the implementation of decisions made by the manager, preparing relevant materials for meeting or conference, notifying meeting participants, conveying the wishes of management, departmental guidelines and instructions to company employees, notifying them about special tasks or events, etc.

The second row includes various kinds of auxiliary duties: searching for the necessary information in dictionaries and reference books, in encyclopedic publications, determining the priority when receiving several visitors, looking through newspaper files in order to find the necessary articles, ordering the necessary literature in libraries, etc. Sometimes secretaries perform the role couriers (this is especially practiced in small firms) and deliver urgent correspondence to the required address within the city. Of course, this list can be continued. For example, in most companies and organizations, secretaries prepare tea (coffee) for expected visitors or organize a table with drinks and light snacks.

Secretarial duties can be very varied. They are effective when they do not depend on the whims of the manager and are aimed at ensuring the highest quality of the basic production requirements of a given company or organization.

In small enterprises (firms, offices), during the absence of the first person, who is the director or manager or head of a division, the secretary in some cases performs some of his functions, communicating the director’s instructions to employees and workers and checking the fulfillment of certain requirements. It is the secretary who usually controls the incoming and outgoing correspondence of the company, is responsible for office work, achieving correct and timely reporting, participating in the appropriate processing of incoming information and organizing the storage of necessary documents and materials.

In modern conditions, the processes of receiving and transmitting information are associated with a variety of technical means: teletypes, faxes, Cell phones, global computer network Internet, other modern means of communication. The steady development of technical means requires the secretary to have certain technological knowledge and skills. If in the past it was enough for him to be able to type passably on a regular typewriter, then today a well-trained secretary should be able to use a voice recorder, personal computer, fax, printer, scanner, various duplicating equipment, etc. Shorthand skills can be very useful, although in modern conditions shorthand is less common than in the past.

In general, it can be said without exaggeration that the work of a secretary in many cases is important or even extremely important for ensuring the normal production activities of a company, bank, manufacturing enterprise, research center, trade association, joint-stock company, etc. Often it depends on him in what form and at what time the necessary information will reach management or how favorable business negotiations will begin (and a good start, as we know, is half the success). A friendly, delicate, courteous and at the same time prudent secretary can win over potential business partners from the very beginning and set them up for a friendly attitude towards the interlocutors and, accordingly, towards the subject of negotiations. Moreover, from such a secretary, employees of a company or enterprise can always obtain the required information, and at the same time there is no need to contact the manager directly.

Thus, the components of success for a secretary are professionalism, hard work (diligent performance), desire for self-education, service (high quality customer service), and loyalty to the company.

In big-time sports, an expression was born: order beats class. And indeed, it often happened when a team with a weaker selection of players defeated a high-class team due to better organization of the game, when each player strictly adhered to the instructions of the coach, not shying away from elements of improvisation. Proper or appropriate order saves time and energy, frees, and does not fetter thought.

Since ancient times there has also been a saying: “Order is the soul of things!” This precisely means that any thing will serve a person properly when it is constantly located in a certain place.

If for some reason the secretary does not have the opportunity to significantly change the internal content of the reception area, then arranging his workplace in the best possible way is within his reach and is highly desirable. You should always remember that order in the workplace is prerequisite the effectiveness of the secretary’s work (which will be discussed more than once in the further presentation of this manual). Following order not only makes work easier, makes many operations automatic, saves precious time, but also prevents the “loss” of documents, which sometimes for some reason end up in folders with other materials among careless secretaries, or even “safely” migrate... to the archive. As they say, it will take seven sweats for the secretary before such documents are found, and will they be found at all - that’s the question?

The secretary should have at hand only those documents and reference books that are needed at the time. The “crowd of papers” does not so much reduce the working area of the desk as it distracts from solving official issues. We need to be more courageous in getting rid of waste paper and unclaimed items.

The technical means used by the secretary, which are discussed in detail below, are placed taking into account ergonomic and sanitary standards. The monitor and especially the copy machine should not be in close proximity. In addition, these mechanisms must be located in such a way that they are convenient for approach and short-term use by other employees and are under the control of the secretary.

If, during his working day, a secretary is constantly looking for something (an eraser, a large paper clip, glue, tape, a pen with red ink, a calendar, etc.), then, naturally, he will not have enough time to complete their direct responsibilities.

The same applies to relationships with management. Imagine a situation when a boss (director, deputy director, head of department, in short, any enterprise administrator) asks the secretary to prepare everything necessary to send an important registered letter, and in response he hears:

I don’t remember where I put the good paper. A notebook with a list of addresses of our branches? Yes, yes, I'll look now. Probably in some drawer.

And the search can last 10 or 20 minutes. And then the notebook is found, but it turns out that there are no blank envelopes at hand. Obviously, if this practice continues next time, the management is unlikely to like it.

A girl secretary can be attractive and charming, be able to get in touch with people well and quickly, be responsive, instantly and readily take on any assigned task, but if she is disorganized, if she constantly has to look for something, if she systematically forgets about some important things, then disapproving remarks or complaints will inevitably be addressed to her, and this, of course, is unpleasant and offensive.

Order, as stated above, is important in any business, but for a secretary it is of particular importance. The very essence of the profession associated with the organization of the business process is to maintain proper orderliness. Exist general rules, uniform professional requirements. However, in addition, each enterprise or institution has its own specific features and characteristics, its own settings and requirements. The secretary must thoroughly understand this specificity in order to be able to quickly and efficiently perform his work. Therefore, when starting service in a new place, you should immediately pay attention to the peculiarities of the business process in this particular institution. Don't be embarrassed to ask about things you don't understand. Ask your colleagues or even your manager with a request, and they will definitely help you. Sometimes such help may be accompanied by jokes and jokes. It’s okay, on the contrary, it’s natural and sometimes good, especially to defuse the situation (which doesn’t happen at work!). After all, they have been working for a certain (sometimes very long) time, and to them some questions from a newbie may seem naive and simple-minded. Nevertheless, it is better to find out such issues quickly from the start of work in a new place (within a week, well, a month) than to “step on the same rake” after six months or even a year. In this case, the secretary’s belated “curiosity” will be regarded negatively: it’s time to know, my dear!

Organization is one of the most important qualities of a secretary. He must be able to clearly control his actions over time, be well versed in current affairs, and be able to quickly find necessary documents and make the necessary inquiries, conduct telephone conversations politely and correctly, and know when to stop in big and small matters.

At the same time, naturally, the secretary should not turn into some kind of “walking schedule” or become like a programmed robot. The secretary is a living person. Hysterics also happen. From them, conditioned environment, we cannot even protect our relatives, what can we say about our colleagues. And here it is important for the secretary to “save face” so that later he will not be ashamed to look people in the eyes.

Of course, the secretary must actively participate in public life team. The moral atmosphere in the enterprise largely depends on it: dry or dull, tense or nervous, the spread of suspicion or mistrust, or friendly participation, openness and sympathy.

6 . The importance of the secretary at the beginning of the 19th century

The reorganization of the central apparatus and the creation of ministries met the interests of the Russian monarchy of the 19th century. The hierarchical principle increasingly permeated the system of governing bodies. This is manifested in the organization of the civil service on the basis of Peter’s “Table of Ranks” and on the basis of the “Regulations on Ministries”. The “Establishment of Ministries” of 1811 strictly established the structure of ministries and the “way of conducting affairs.” The ministries were represented by departments, the council of the minister, the general presence of departments, and offices. 3. The meaning of the secretary at the beginning of the 19th century.

The meaning of the secretary at the beginning of the 19th century changes somewhat. Strict regulation of the procedure for passing documents through the authorities required a strict distribution of responsibilities between officials at all levels of management. Each case was considered from the point of view of the importance of the issues involved, the presence of urgent and secret resolutions from senior officials.

Each issue corresponded to an official occupying a certain level in the government system.

In accordance with the “General Establishment of Ministries”, many of the functions of the secretary were performed respectively by fellow ministers, directors of departments.

The functions of secretaries are quite clearly visible in the departmental branches of the provincial presences. Moreover, in the offices there were three levels of secretarial service: chief secretary, secretary, assistant secretary.

The work of secretaries was regulated by instructions containing a list of responsibilities for working with documents. The drafting of documents in the 19th century went through a stage of strict regulation: the composition of information, the sequence of presentation of questions, summaries, which facilitated the work of secretaries.

In addition, the “audit of affairs” assigned secretaries additional responsibilities for monitoring the execution of documents.

The 19th century differed little from the 18th century in terms of promoting secretaries to high positions.

The brilliant Russian reformer M. M. Speransky made a brilliant career, going in four years from the home secretary of a noble nobleman to a prominent dignitary of the Russian Empire.

Ordinary secretaries of the office bore the brunt of the huge office work; they served the time bureaucracy for a small salary.

In the second half of the 19th century, new management structures (banks, trusts, syndicates, special supervisory bodies, committees, commissions, councils) required the involvement of public service large number officials, including secretaries.

In 1868, special training courses for secretaries were created in Kharkov. Technology appears that simplifies work: duplicating machines, typewriters, shorthand.

Special magazines were published in 1884 - “Bulletin of Offices and Offices”, “Bulletin of the Clerk” and others.

For many years, issues of official etiquette, relationships with the boss, and the art of mastering good manners occupied a large place in the organization of the secretarial service. The science of studying characters and adapting to them was not given to everyone. The tone of relationships, work style and lifestyle were determined by the conditions created in each specific institution, the size of salaries and the very spirit of the times.

Typically, secretaries wore a uniform corresponding to their rank; when they resigned, they left with a uniform and a pension. For the first time, M. M. Speransky violated the official etiquette of uniforms by appearing at a reception with the Prosecutor General in a French caftan and curls.

7. October Revolution of 1917

The October Revolution of 1917 was accompanied by the publication of numerous decrees, appeals, and instructions on the need to “identify persons willing to work as accountants, scribes, secretaries-typists, and messenger employees in revolutionary organizations.”

By a special decree, civil ranks were abolished, the so-called “former” began to address each other - not “Mr.” or “Your Honor,” but modestly, in Soviet style, “comrade.”

In Soviet institutions, a system of requirements for executives and secretaries is being developed.

V. I. Lenin’s secretaries were educated ladies from the “highest”: E. V. Stasova, L. A. Fotieva, graduates of the St. Petersburg Higher Women's Courses.

The working day of the secretaries of state leaders, people's commissars, chairman and deputies of the Supreme Central Executive Committee was extremely busy.

The orders followed one after another. No sooner had they completed their tasks than a new wave approached. The revolutionary order shaped the secretarial character: restraint, asceticism, impeccable devotion to the idea and its embodiment in the person of the immediate superior.

The movement for the scientific organization of labor in the 20s and 30s did a lot to make secretarial work easier. Rules for working with documents were developed, and office equipment was purchased abroad.

In 1932, secretaries were divided into two groups of unequal prestige and salary. Some were called assistants and assistants, while others were secretaries-typists.

The attitude towards secretarial work in the 60s, on the crest of a new wave of the NOT movement, increased attention by the authorities to management and work with documents.

In the 60s, a regulatory and methodological base for clerical work was created.

8 . Secretary statuses

Speaking about the status of state secretaries, one cannot help but recall state secretaries, chief secretaries and state secretaries. Of course, this was the highest level of social and class hierarchy.

With the formation of the State Council in 1810, the Secretary of State and the Secretary of State work in the State Chancellery. The Secretary of State and State Secretaries in charge of the affairs of each of the four departments of the Council prepared affairs for the report to the department and the general meeting. The Secretary of State was responsible for the accuracy of the information offered to the Soviets, the clarity of their presentation, and the preparation of all documents. The order of consideration of documents, the preparation of journals, the preparation of memorial reports, and the report to the king also depended on him.

The influence and even some power of the Secretary of State is evidenced by the statement of the Minister of Internal Affairs P. A. Valuev, who wrote: “Members of the State Council are nothing, the chairman is something, the Secretary of State is everything.”

In the second half of the 19th century, the Secretary of State continued to lead the office, and the staff of the State Chancellery still included secretaries of state, heads of the office of one of the departments of the State Council.

As for secretaries of state and, above all, the historical manifestation of this position, we can only say that it dates back to the second half of the 19th century, when secretaries of state - especially trusted representatives of Catherine II - carried out her personal secretarial assignments character, and also worked with petitions. An important privilege of the Secretary of State was the right to personally report to the Tsar and announce the emperor’s verbal commands.

Talking further about the statuses of high-level secretaries, one cannot fail to mention the chief secretaries in the staff of the office of departments of the Governing Senate. The position of Chief Secretary of the Senate was successfully preserved, without changing either its status or its job responsibilities: senior secretary performing control functions.

Conclusion

To summarize, it is worth noting that the position of secretary in tsarist Russia at all levels of the class and official hierarchy was valued quite highly and was quite common (just as it is now).

Using the experience gained earlier, modern secretaries should think about how important their work is in common system management of a firm, enterprise, company.

To summarize, we can say that state secretaries in pre-revolutionary Russia were educated and competent people with a developed sense of duty and responsibility. Knowing the laws, being proactive and interested, they, among other things, were also flexible and diplomatic, trying to take advantage of every opportunity in order to use the accumulated knowledge and experience for the benefit of the state.

A modern secretary can conclude that, like pre-revolutionary secretaries, he also needs the desire to improve his professional knowledge, constant self-education, business administration skills, composure, as well as timeless qualities such as decency, honesty and responsibility for the work performed.

Literature

1. Varadinov N.V. Office work. A guide to the preparation of all types of business papers and acts using these forms and samples. 2nd ed. Parts 1-4. St. Petersburg, 1873.

2. Dodonova M.I. Historical experience of organizing secretarial service in Russia // Secretarial Affairs. 1997. N 1.

3. Ilyushenko M.P. History of office work in pre-revolutionary Russia. M.: RSUH, 1993.

4. Kuznetsov S.L. The first steps to improve the Soviet state apparatus // Soviet archives. 1987. N 2.

5. Kuznetsov S.L. Improving the state apparatus in the early 1920s. (Department of normalization of NK RKI) // Office work. 2002. N 2.

6. Kuznetsova T.V., Podolskaya I.A. Activities of ITU to rationalize office work // Proceedings of MGIAI. T. 31. Issue. 2. M., 1975.

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About the holiday Secretary's Day

Today there are secretaries in almost all organizations and even in the smallest companies. Modern secretaries are responsible administrative workers who ensure the smooth functioning of the office. After all, secretaries are assistant managers, they are responsible for searching for information, working with documents, they also conduct telephone conversations, greet visitors, serve tea or coffee, etc.

It should be noted that Secretary's Day is celebrated not only in Russia; there is such a holiday in other countries. International Secretary's Day appeared in 1952 in America. In the United States, there is an entire Office Worker's Week, which falls in the last full week of April. And it is celebrated on Wednesday of this holiday week.

Secretary's profession

Secretary's Day is the time to talk about the secretary profession.

The job of a secretary is not easy, they have a lot to do, every day they have to turn over mountains of paper documentation, spend long hours in front of a computer monitor, and solve many small problems. Perhaps the work of these people is not always noticeable, but it is very important and necessary. With their work they deserved their holiday, Secretary's Day.

It is through the secretary that all information flows of the company pass. A professional secretary is always patient and friendly, he warmly welcomes visitors and employees, and knows all the nuances of his work. It is safe to say that the secretary is the face of his company. Largely thanks to his work, an opinion is formed about the company as a whole.

Now literacy is not enough for secretaries; they must be able to use a computer, know office work, and often foreign languages. In addition, this person must be friendly and have very good communication skills. Knowledge in the area in which the organization's activities are related is also required. The duties of the secretary also include organizing and ensuring the work of the meeting, ordering stationery and other goods that are necessary for the functioning of the office.

A qualified secretary is the manager's right hand, his indispensable assistant.

The specifics of the secretary's work include numerous contacts with people: the manager himself, telephone subscribers, employees, and visitors. That is why a culture of communication is very important, including competent speech, delicacy and tact. Currently, the requirements for the level of knowledge of people in this profession are constantly growing. Increasingly, they need to have a higher education.

Pros and cons of being a secretary

The advantages of this profession include: a wide circle of acquaintances, experience in organizational activities, lack of special physical activity, this work can be combined with study.

This profession also has its disadvantages. Firstly, it is considered stressful. In addition, secretaries often have irregular working hours, they must come to work earlier than the boss and leave later, they must always look good, regardless of the circumstances, lateness is absolutely unacceptable.

History of the profession

Secretary's Day is a great opportunity to take a look at a page of history.

The word "secretary" itself comes from the Latin word "secret". IN Ancient Rome secretaries were the names of trusted persons who were entrusted with secrets. Initially, this profession was purely male. The secretaries attached to the royal persons had significant power. Positions such as general secretary and secretary of state began to appear.

In the 1880s, the first typewriter was invented. Since then, women began to be made secretaries; their duties included printing documents. By the end of the First World War, there were practically no male secretarial assistants left.

Now it is difficult to name the exact date of the appearance of this profession. In our country, the date of its birth is considered to be February 27, 1720. This position appeared thanks to the efforts of Peter I, who wanted to solve the problem of paperwork.

However, it must be said that even before this there were people in Russia whose position meant working with documents, keeping records, etc. At the end of the 15th century, the first orders were opened in our country. The formation of secretarial work gradually took place in them.

Peter the Great decided to establish a secretarial rank. Moreover, the strictest requirements were imposed on secretaries. In 1840, the position of personal secretary appeared in Russia; these people worked for the heads of the largest factories. Soon this position appeared in many other enterprises.

The first secretarial courses, where professional secretaries were trained, were opened in Kharkov in 1868. It is important to note that in America and European countries the first such educational institutions were opened later.

In our country, since 1884, there have been eight specialized magazines for secretaries. In addition, there were various courses in which personal secretaries very often improved their skills.

This profession experienced rapid development in the early 20s. Then they began to give this position great importance. However, the heyday of the profession did not last long. Already in 1925, it was decided to equate secretaries with ordinary typists and messengers.

After this, the attitude towards this profession changed, it lost its former prestige. We began to revive it in the 70s of the 20th century, but we had to learn a lot from the West.

Currently in Russia, according to some estimates, there are more than a million secretaries, assistant managers and office managers.

The profession of a secretary is currently quite popular and in great demand. Most often, girls or women work as secretaries, but representatives of the stronger sex are also found in this profession.

We sincerely congratulate the secretaries on their well-deserved holiday, Happy Secretary's Day!

History of the development of secretarial business;

The role of the secretary in the structure of documentation support for management. Categories of secretaries.

History of the development of secretarial work.

The centuries-old experience of Russian statehood formed the apparatus of civil officials, in which secretaries were not given the last place.

It is impossible to understand the features of the work of today's secretary without considering its origins, which are associated with the development of the system of government institutions. The secretarial service was developed in the orders of the 16th-17th centuries.

Peter I carried out profound transformations of the state apparatus.

A close-knit group of associates formed around the tsar (P. Gordon, F. Lefort, J. Bruce, A. M. Golovin, A. D. Menshikov, the Apraksin brothers), next to them grew the young shoots of the service bureaucracy, where secretaries played one of the main roles. The Office of the Senate was headed by the Chief Secretary. Ordinary secretaries "pulled the cart" of daily boring work with current affairs. The Cabinet Secretary reported to the Tsar the most important documents of state policy and private letters addressed to the Tsar.

The secretary of the board reported cases for hearing, kept records of “top” and “non-top” cases, and kept the seal of the board (office).

Under Peter I, a moral code, “An Honest Mirror of Youth,” was drawn up, which described the basic requirements for a secretary: friendliness, humility and courtesy.

In local government, secretaries had the main presence role. Secretaries for each received case drew up memorandums on which decisions were made.

In accordance with the “General Establishment of Ministries,” many of the secretary’s functions were performed respectively by fellow ministers, directors of departments.

Ordinary secretaries of the office bore the brunt of the huge office work; they served the time bureaucracy for a small salary.

In the second half of the 19th century, new management structures (banks, trusts, syndicates, special supervisory bodies, committees, commissions, councils) required the involvement of a large number of officials, including secretaries, in the civil service.

During the heyday of the Russian Empire, the position of secretary at court or for high-ranking persons had the right to be held by persons of noble origin. The profession became more democratic and open to commoners only in the 19th century. In 1840, the first personal secretaries appeared for the managers of the Putilov and Nevsky factories in St. Petersburg, and representatives of the profession acquired a new status - business assistants. Secretaries accompanied their patrons on business trips and on vacation, answered letters and petitions, received visitors - in general, they were more involved in what is now commonly called “public relations.”

Typically, secretaries wore a uniform corresponding to their rank and when they resigned, they left with a uniform and a pension.

The profession of a secretary was considered “male,” but the invention of telegraph and telephone communications in the second half of the 19th century opened this profession to women: “feminine” qualities were required in offices - attention, courtesy, accuracy. Gradually, the understanding came that a woman is precisely the creature who can perform both creative functions and routine work that requires great endurance and perseverance with equal ease. It is noteworthy that both the shorthand system and the blind typing system were invented by men, but only female hands were able to apply these methods in practice, scrupulously and patiently - the “smart” hands of graduates of the Smolny Institute and gymnasiums, who became the first stenographers and typists. After the revolution of 1917, stenography experienced its heyday - after all, it was stenographers who kept the historical chronicle of the new Russia, impartially recording all important events in their notebooks. Courses have opened across the country to train qualitatively new specialists. Necessity required the training of qualified personnel to work in ministries and embassies abroad.

As the level of top managers increases, the requirements for the secretary profession also increase. In the nineties, in accordance with new requirements, the curriculum in educational institutions aimed at future secretaries changed.

However, many working secretaries with specialized education note that even the latest training programs do not exhaust the list of knowledge and skills that a modern secretary needs. In particular, practitioners note the need to master the basics of management, time management and business psychology. However, the problem is that in Russia very few educational seminars in these disciplines are conducted specifically for secretaries - more often they are aimed at company managers.

The role of the secretary in the structure of documentation support for management. Categories of secretaries

Secretary is one of the most common professions in the modern labor market. No organization can function without a secretary. A secretary is the right hand of the manager, an employee who has operational information and is aware of the current affairs of the company, firm, organization, enterprise or institution.

The secretary profession has undergone significant changes in recent years. If recently the secretary was called the “face of the company,” today he can already be compared to the right hand of the manager, regulating various production processes. In our country, the demand for qualified secretaries has sharply increased. This is primarily due to the emergence of a large number of structures.

The Professional Secretaries International has defined the modern secretary as follows: “He is an enterprising and prudent assistant chief, possessing all the professional skills necessary for the office, making decisions within his competence and, when necessary, taking control himself.”

Today, in organizations and enterprises of various organizational and legal forms, there are many types of secretarial profession. The responsibilities of the various secretarial staff are very varied.

The telephone operator in large organizations receives all telephone calls and connects with the necessary subscribers. The secretary on the telephone accepts telephone orders and messages, provides by telephone the necessary information about the range of goods or services provided by the company, and, on behalf of the manager, communicates by telephone with his own employees and representatives of third-party organizations. A technical secretary works with office equipment. The reception secretary receives letters, faxes, e-mails, answers telephone calls and forwards them to their destination, and receives visitors. The office secretary receives and analyzes correspondence, prepares draft documents, organizes work with documents, carries out instructions from the head and his deputies, and is the coordinator and dispatcher of the office work.

In the Qualification Directory of Positions of Managers, Specialists and Other Employees (approved by Resolution of the Ministry of Labor of the Russian Federation dated August 21, 1998 No. 37), the position of secretary is given with the additions: secretary-typist, secretary of a blind specialist, secretary of the manager, secretary-stenographer, academic secretary. All of them are distinguished by a wide variety of functions, a set of responsibilities and rights, and various requirements for education, work experience and skills. The qualification characteristics of these specialists are presented in Appendix A.

The development of new socio-economic relations in Russia has caused the rapid growth of various types of non-state enterprises and firms. The head of each such organization has a secretary. Secretaries also work for representatives of liberal professions - lawyers, notaries, as well as in small private enterprises.

The management staff of non-state commercial organizations is, as a rule, very small. The heads of these companies are mainly engaged in solving basic production issues, strategic problems of development of their enterprises, and entrust a significant part of the managerial (primarily administrative) work to their secretaries. The secretary of the head of a modern company must not only quickly type and correctly draw up documents, but also draft the texts of various documents, edit projects, not only rationally organize the reception of visitors and telephone service, but also independently resolve many issues in accordance with the instructions assigned by the manager.

This new type of secretarial profession was called assistant secretary.

As you know, the secretary and the assistant are quite different types of the secretarial profession. The secretary of the head of an organization is an assistant who organizes the activities of the first head, draws up documents for him, organizes meetings, negotiations, business trips, and provides telephone service. An assistant is a specialist not only in the field of secretarial work, but also in the field of the company’s core activities; he prepares decisions, reports, reports, managerial speeches, analytical documents; analyzes the situation and takes part in developing the strategy and tactics of the company.

The word "secretary" comes from the Latin word secret ("secret, secret"), and the word "referent" means "a person who communicates something." The origin of the name “secretary-assistant” partly explains the role and importance of the secretary in the management structure.

A secretary-assistant is a manager's confidant who has certain information and frees his boss from current work in order to give him the opportunity to focus on solving the main issues of the enterprise. Thanks to the work of the secretary-assistant, the manager can concentrate as much as possible on performing his professional tasks.

A secretary-assistant is a profession that includes many functions. The numerous and varied responsibilities of a modern secretary-assistant can (with a fair degree of convention) be divided into two large groups:

Functions for documentation support of management;

Functions for the so-called undocumented management services.

Performing the functions of document support for management, the secretary-assistant is engaged in the preparation and execution of official documents, organization of document flow, storage and use of documents in the current activities of the organization. It should be noted that in non-state structures where secretarial assistants work, a dedicated office work unit, as a rule, is not created; office work functions are concentrated in the secretariat. At the same time, the assistant secretary's workplace is usually equipped with modern technical means and supported by software. This allows you to optimally organize office work services with the least amount of working time, combining it with the performance of numerous other duties.

The functions of the secretary-assistant for paperless services include: organizing the reception of visitors, telephone service, ensuring the manager’s work rest, contacts with the company’s staff and taking care of the company’s guests, organizing meetings and negotiations of the manager, preparing business trips for the manager, organizing and participating in meetings, control execution of instructions from management, organization of the manager’s working day, time reservation, organization of the manager’s workplace, monitoring the serviceability and proper operation of office equipment.

Often, secretarial functions for undocumented management services are defined as functions for organizational support of the manager’s activities. This is not entirely accurate. Indeed, the assistant secretary is a reliable assistant to the manager. At the same time, all (or most of them) internal and external relations of the organization are closed on it; it is the connecting link between the manager and employees, as well as business partners. Thus, communication functions occupy a significant place in the functions of the secretary-referent for paperless services. Today, the manager’s secretary-assistant is not only often called the manager’s “right hand,” but is also compared to the company’s “central nervous system,” which once again emphasizes the importance of the communication component in paperless services.

A special group of functions of the secretary-referent consists of referent functions, which are difficult to clearly define as documentary or non-documentary. With some degree of convention, these functions are sometimes defined as functions of information support for the activities of the manager. The referential component primarily includes:

Viewing specialized literature and periodicals on the profile of the company,

Searching and processing information necessary for the manager,

Knowledge of books, reference books and other sources that contain information necessary for the daily activities of a manager.

The scope of reference functions in different organizations is very different, but every secretary-referent should be able to competently organize work with information. The assistant secretary must have comprehensive information about the company’s employees (phone numbers, addresses, etc.), be able to find the employee the manager needs not only during working hours, but also in his free time, know about the most important events in the personal lives of employees (anniversaries, other celebrations).

In addition to the traditional duties of the manager’s assistant and assistant, today the secretary-assistant is delegated a variety of functions that have never previously been part of the scope of secretarial activities. The range of these responsibilities is quite wide and varied in different companies.

Often, individual administrative functions and minor accounting operations are transferred to the assistant secretary. The duties of the assistant secretary include receiving clients and guests of the company, activities within the framework of public relations (public relations), creating archives, etc. The assistant secretary reviews the manager’s correspondence, sending some of the documents directly to specialists and managers; he records and controls the execution of all instructions of the manager, both written and oral. His diary records all the facts, documents, and instructions related to the activities of the manager.

In small commercial organizations, the assistant secretary, as a rule, interacts with the security service, personnel and business services. In the absence of positions of heads of these services, he sometimes directly coordinates the activities of these units. Often, certain functions of employees involved in working with personnel (for example, documenting labor relations) are transferred to assistant secretaries. In some small firms, the responsibilities of a secretary-assistant are closer to the responsibilities of a deputy manager for general issues.

Often subordinate to the assistant secretary is an employee who performs the duties of a junior secretary.

Any executive secretary must be able to make decisions, give instructions and represent their manager in business situations.

The importance of assistant secretaries in the management structure is steadily increasing. According to the magazine "Profile", today the secretary-assistant is one of the twenty most popular professions. Moreover, in terms of prestige and prospects for the next five years, this profession received the maximum rating. Alive and interesting job, good wages (especially in large cities) make this profession quite attractive. The demand for professional secretarial assistants remains independent of crises, political and currency fluctuations.

The formation of a new secretarial profession is equally based on domestic and foreign experience in organizing secretarial services.

It should be noted that in the USA and Western European countries, the work of a certified secretary has long been considered quite respected and is paid accordingly. Secretaries are trained in specialized educational institutions with a high level of teaching. Many countries have introduced a special exam for the title of professional secretary, without passing which it is impossible to count on a high secretarial position.

The work of a secretary-assistant in a modern Russian company has its own specifics:

A wide variety of tasks with significant differences in their degree of complexity, importance, etc.;

A very busy working day;

The need to perform several jobs in parallel;

Constant overtime, unplanned tasks, the need to stay late after the end of the working day in case of urgent work;

Special working conditions: telephone calls, calls, etc.

The specificity and complexity of secretarial work is also due to the fact that the secretary is always in sight, in the center of communication with management, colleagues, and clients. It is no coincidence that they say that “the secretary is the face of the company.” The assistant secretary is a service profession. In domestic practice, the position of secretary-assistant is predominantly occupied by women, who are more likely to be employed as assistants.

In connection with the change in the place of the secretary in the management structure of a modern company, higher requirements have appeared for the level of education of the secretary-assistant, his professional erudition,

communication skills, ability to solve a variety of business problems.

Today, the profession of secretary-assistant requires a person to have high

preparedness, a whole range of personal and business qualities,

due to the specifics of secretarial work.

Let's turn to the numerous advertisements inviting secretarial assistants to work. The following requirements are imposed on applicants for this position: knowledge of office work (this implies knowledge of the rules for drawing up and processing the main types of management documents and the basic rules for organizing work with documents); PC skills (implies knowledge of the Microsoft World text editor, Microsoft Excel spreadsheet system and general familiarity with the Windows operating system); knowledge to some extent of a foreign language, more often English, less often German or French.

In reality, the qualifications and other requirements for modern secretaries are much more extensive. Unfortunately, when hiring a secretary, the manager is not always able to clearly formulate these requirements. And the job description, where it exists, does not give a complete picture of the duties of the assistant secretary.

A professional secretary-assistant must have certain knowledge and skills, and possess certain business and personal qualities.

The professional knowledge and skills required by a modern secretary-assistant can be divided into three groups:

1. Knowledge required for documentation and information support management and the company as a whole.

The assistant secretary must know:

Regulatory and methodological documents on documentation support of management,

Basic principles of document flow organization,

Fundamentals of archiving,

Basic application programs

Russian language,

One or more foreign languages(depending on the profile of the company).

Compose and execute the main types and varieties of management documents;

Rationally organize work with management documents and maintain an archive;

Find, organize and store information;

Use a typewriter, personal computer, printer, and other means of composing, producing, and copying documents.

2. Knowledge necessary for communicative support of the activities of the company and its administration:

Rules for conducting a business conversation;

Principles of organizing the reception of visitors, meetings, business trips;

Modern means of communication;

Fundamentals of professional ethics.

Based on this knowledge, the secretary should be able to:

Conduct business conversations and telephone conversations;

Organize meetings, presentations, business trips;

Use modern means of communication;

Organize reception of visitors;

Plan your work, plan and save your manager’s time.

3. Knowledge related to the main activities of the company, its internal structure and external relations:

Principles of organizing managerial work, legal foundations of management;

Fundamentals of administrative, labor and economic law;

Legal acts and regulations regulating the activities of the company and its employees.

Based on this knowledge, the secretary must be able to ensure the effective work of the manager.

Additionally, we can talk about the special knowledge that a scientific secretary, who usually has not only a higher education, but also an academic degree, must have.

The scientific secretary needs to know:

Scientific problems of the relevant field of knowledge, science and technology;

Directions of economic development in a specific area of activity of the institution;

Domestic and foreign achievements in a similar field of knowledge;

The established procedure for organizing, planning, financing, conducting and implementing scientific research and development, as well as their patenting;

Current legislation governing the protection of copyrights and patents;

Methods of organizing the work of scientists and managing scientific research and development, etc.

Thus, the assistant secretary must be able to perform all types of work: from the simplest technical to creative. But his work differs from the work of other secretaries, first of all, in the highest professionalism, the presence of reference types of work related to the collection, analysis, presentation of materials and preparation of documents, fluent knowledge of foreign languages and impeccable knowledge of computer technology. The assistant secretary is a highly educated, creatively gifted, highly professional assistant to the manager, whom he always trusts and on whom he can fully rely when carrying out assignments of any complexity.

Topic: From the history of the formation and development of office work and secretarial service in Russia.

Development of writing in Rus' in the X-XI centuries. gradually led to a fairly widespread spread of literacy. Judging by the chronicles, in Ancient Rus' there were schools where children were taught to read and write. In the 11th century libraries appeared in the country. In cathedrals and monasteries, as well as at princely courts, the positions of clerks were introduced, whose duties included recording orders or instructions of princely persons or spiritual hierarchs, rewriting ancient chronicles or foreign-language historical narratives.

Many ancient Russian chronicles were lost during the Mongol-Tatar invasion. Only about 80 handwritten books from the 11th to 13th centuries have survived to this day.

At the beginning of the 12th century. The monk of the Kiev-Pechersk Monastery Nestor compiled the largest chronicle collection of Ancient Rus', known as “The Tale of Bygone Years”. During the period of feudal fragmentation, chronicle writing was carried out in many cities of Rus'.

The further development of writing and culture, as well as the formation of statehood, was accompanied by an increase in the range of various documentation, a variety of information, legal, financial and other documents. In general, as is commonly believed, office work in old Russia went through three basic stages of development: orderly, collegiate and executive.

Starting from the end of the 15th century, the first orders appeared - bodies of princely power in charge of various state affairs. Locally there were administrative huts that managed affairs at a lower level. In the XV-XVIII centuries. The administrative office work was formed into a coherent system, which made it possible to centralize the management of the country.

There were such orders as local (in charge of land issues), discharge (in charge of military and defense affairs), ambassadorial (in charge of the development of external relations), stable (in charge of horse-drawn transportation), etc.

Gradually, subject to the requirements of state discipline, a uniform procedure for processing and passing various documents is established. Strengthening the Russian state in the middle and second half of the 16th century. led to an increase in the administrative bureaucracy and the expansion of document circulation in the country. (Starting from the 14th century, paper appeared in Russia, replacing expensive parchment). The most important documents were the decrees of the kings and the verdicts of the Boyar Duma. At the same time, letters and formal replies, as well as petitions - petitions from servants and ordinary people, were widely circulated.

Number of orders in the 16th century. reached 22, and the administrative bureaucracy turned into an influential class. In the 17th century the total number of orders reached 80. The orderly bureaucracy (Duma clerks, clerks and clerks) controlled many spheres of the country's life. Orders were divided into departmental and territorial, state and palace. In addition, under Tsar Alexei Mikhailovich (1645-1676), the Order of Secret Affairs was created, which actually directed the work of all other authorities, reporting directly to the tsar.

Under Peter I, the highest governing body was organized - the Senate, which included nobles appointed by the tsar. The Senate exercised control over the central and local administration, developed laws, regulated taxes and fees, etc. Further in 1718 ᴦ. instead of the old orders, 12 boards were established, each of which was in charge of a certain branch of public administration. (Among the boards: foreign affairs, military, admiralty (in charge of fleet affairs), manufacturing board (dealt with issues of industrial development), spiritual, chamber board (responsible for collecting taxes), berg board (in charge of metallurgy), justice board , patrimonial, etc.).

February 27, 1720 ᴦ. A set of rules for the organization of government institutions, called the General Regulations, was published. He determined the structure, tasks, functions and operating procedures of the boards. This document, signed by Peter the Great, contains a chapter on the structure and functions of the office, as well as a section on the secretarial rank.

However, with the adoption of the State Regulations, offices and secretarial positions officially appeared in Russia. It is in this regard that February 27, 1720 ᴦ. is called the date of birth of the secretarial position in Russia. Within the framework of collegiate office work, administrative and legislative acts state power were formalized by various decrees, commands, instructions, regulations, protocols and orders. Gradually, a large number of different forms of correspondence arose: reports, reports, letters, demands, news, statements, etc. It is worth saying that for some documents (diplomas, patents) general forms were created, ᴛ.ᴇ. samples according to which they were to be drawn up. The offices usually included secretaries, as well as copyists, scribes, registrars, actuaries, fiscals, archivists, etc. *

In 1720 ᴦ. A Chief Magistrate was established in St. Petersburg, to whom local magistrates, elected by “regular” citizens, were subordinate. merchants, industrialists and people of the “liberal professions” - doctors, pharmacists, artists, lawyers, etc.
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People who worked for hire did not have voting rights. The magistrates had their own offices, which conducted correspondence.

In 1722 ᴦ. class rights and privileges of the nobility were enshrined in the “Table of Ranks”. The nobles were divided into 14 “ranks” (according to their position in government or military service). People from other classes could acquire nobility by rising to a certain “rank.” The introduction of the “Table of Ranks” complicated the system of documentation and correspondence. Nevertheless, collegiate office work was undoubtedly more progressive compared to orderly office work. Orderly registration systems emerged, which were kept in special journals. Documents received from higher authorities were recorded in a separate journal. Also, a special registration book was kept for all outgoing papers. During this period, the foundations for organizing the accounting and storage of documents were laid. For the first time, document storage departments called archives appeared.

In accordance with the “Table of Ranks,” it was prescribed to maintain three types of noble lists: personal lists indicating ranks; personal names indicating service levels, personal merits and abilities for any service; family relationships. However, the beginning was made of the creation of a documentary system aimed at registering and recording membership in the nobility.

April 21, 1785 ᴦ. Catherine II approved the “Charter of Grant on the rights, liberties and advantages of the noble Russian nobility,” which contained a number of important points that regulated the position of the nobility in Russia. The procedure for documenting class affiliation with the nobility was determined, the methods of joining which were different: (1) - award; (2) - military service; (3) - civil service; (4) - titled family; (5) - ancient pedigree; (6) - foreign nobility.

The form of the list of nobles compiled in the county provided the following information: the name and surname of the nobleman who has real estate in the county; his marital status; names and ages of male children; number of serf souls; what rank the nobleman has, what service he is in or is retired.

Detailed genealogical books were kept. The lists were compiled by deputies and the provincial leader on the basis of district lists of nobles, where only persons who had “irrefutable evidence of the noble class” were included. These could be: diplomas of Russian tsars and “other crowned heads” granted noble dignity; patents for ranks with the assignment of nobility; evidence of awarding one of the highest Russian orders giving the right to nobility; special letters of commendation; decrees on the donation of lands and villages, etc.

Two exact copies were made of the genealogy book. The first of them, signed by the leader and deputies of the noble assembly, was to be stored in their archives. A second, similar copy was sent to the Senate for storage.

Maintaining such documentation, extracts from various instructions and orders constituted a significant amount of clerical work.

Existed at the beginning of the 18th century. The system of boards and offices should be presented as follows:

· Grassroots level: county office.

· Average level: provincial office.

· High level: provincial office.

· Highest level: state colleges.

District and provincial offices were subordinate to the governors. Provincial ones were, accordingly, under the jurisdiction of governors. The head of the state board was an official top level, called the president. It also included the vice president, advisers, assessors (college assessors corresponded to the 8th grade in the Table of Ranks), and office servants. All state boards were accountable to the Senate, which carried out its activities under the supervision of the prosecutor general, personally responsible to the emperor.

When passing any documents through the authorities, it was very important how the secretaries would formalize the relevant case and how they would present it to their superiors. Collegiate office work became more organized than administrative work, but it not only did not reduce, but even more increased the number of bureaucratic procedures and obstacles, promoting the practice of nepotism and corruption.

At the beginning of the 19th century. As a result of another government reform, the so-called executive office work was established in the country. The State Council became the highest legislative body (1810). A little earlier (1802 ᴦ.), instead of collegiums, 8 ministries were created (later their number increased). During this departmental reform, ministries were established in Russia: military forces, naval forces, foreign affairs, justice, internal affairs, commerce, finance, and public education.

Ministries had a complex multi-level structure: they consisted of departments, which were divided into departments, and departments into desks. The minister was the sole commander, and the ministry officials were the executors of his instructions. Ministers had the right to receive and sign only certain types of documents. From the tsar they received manifestos, rescripts, the highest decrees, the highest commands; from the Senate and other higher authorities - decrees and instructions. Ministers and leading ministerial officials, in turn, sent proposals, circulars, and requests to lower bodies. Correspondence was sent to higher institutions in the form of reports, reports and representations.

As a result of the introduction of the ministerial system, there was a clearer delineation of the competence of executive authorities. At the same time, there was further centralization and bureaucratization of the state apparatus. This led to the dominance of bureaucratic officials, veneration for rank, increased corruption, red tape, and various irregularities in office work.

It is important to note that for official correspondence, which gained additional scope, forms with a special corner stamp, made both by printing and by hand, were used. These stamps were a kind of “calling card” of the organization. Under the stamp, the contents of the letter were briefly stated, and they were answered. Subsequent government reforms inevitably affected the improvement of secretarial work in Russia.

In 1861 ᴦ. Serfdom was abolished in the country, which contributed to the development of capitalist relations. In 1864 ᴦ. local government was introduced - zemstvo. Every three years, representatives of various classes elected a district zemstvo assembly. In turn, zemstvo assemblies sent delegates to provincial assemblies. At the same time, zemstvo and provincial councils existed.

Various local authorities had their own offices and a large staff of secretaries. Meanwhile, the directors of the largest enterprises, banks, factories and factories also had their own secretaries and clerks.
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The first personal secretaries began working in 1840. from the directors of the Putilov and Nevsky machine-building plants in St. Petersburg. Then their numbers began to increase noticeably: professional secretaries firmly took their places in the departments of banks, law firms, trading houses, large merchant shops, shipping companies, railway transport departments, etc.

In 1868 ᴦ. Courses for training professional secretaries were first founded in Kharkov. Subsequently, similar educational institutions were created in Moscow, St. Petersburg and other Russian cities. In the last two decades of the 19th century, or more precisely, starting from 1884, 8 specialized magazines were published in Russia, covering issues of clerical and secretarial work. Among them we can mention such publications as “Stenographer”, “Bulletin of Offices and Offices”, “Bulletin of the Clerk”, “Typescript”, etc.

In 1864 ᴦ. Judicial reform was carried out in Russia. Estate courts, burdened by red tape, bribery, and intimidation of the accused, were replaced by civil courts, where general cases were heard by elected magistrates, and more complex cases were transferred to district courts and judicial chambers. The investigation was no longer carried out by the police, as before, but by forensic investigators. Official defenders appeared - lawyers. The decision on the guilt of the defendant (verdict) began to be made by jurors (members of the public drawn to this duty by lot). Naturally, the number of secretaries in various courts has increased.

In 1870 ᴦ. a system of city self-government was created (in Russia at that time there were over 500 cities). Every four years, a city council was elected in any city, which formed the city government. The Duma and the council were led by the mayor. The city authorities had their own administrative offices, which employed dozens of secretaries who were in charge of correspondence, systematization and storage of various documents.

At the beginning of the 20th century. Russia was experiencing rapid growth in industrial development. The number of all kinds of societies, partnerships, clubs, banking associations and firms grew. Secretarial work is becoming even more widespread, and a significant part of business correspondence was related to the implementation of financial, construction, manufacturing, agricultural and other projects, as well as trade transactions.

In 1905-1910. The so-called Stolypin reform was carried out, as a result of which more than two million peasants received land plots as personal property. In general, in 1907-1913. Russia has made significant progress along the path of social and economic progress. During this period, the number of consumer societies increased more than 6 times, the number of rural cooperatives increased 12 times. The consumption of food and industrial goods increased, which contributed to the revival of the socio-economic and cultural life of the country.

Secretarial work gradually reached a new level of development. Various models of typewriters began to be used, and the range of office supplies expanded. Shorthand has become quite widespread.

After the October Revolution of 1917 ᴦ. The creation of a new state apparatus actually began in the country. The Bolshevik authorities were interested in ensuring that office work in the new proletarian state was orderly, fast, efficient and accessible to citizens. A draft decree was developed to improve “writing” and reduce correspondence. In 1918 ᴦ. The resolution of the Council of Workers' and Peasants' Defense "On the accurate and rapid execution of orders of the central government and the elimination of clerical red tape" was published. At the same time, in 1918-1919. draft decrees were prepared on the issues of simplifying office work in Soviet institutions. In 1921 ᴦ. The First All-Russian Conference on the Scientific Organization of Labor and Production took place, at which for the first time the tasks of the scientific organization of managerial work and work with documents, as well as the creation of bodies in the country coordinating and directing this work were set. The organization created in 1922 was assigned to deal with issues of improving the secretarial service. People's Commissariat of Workers' and Peasants' Inspection (RKI).

During this period, such specialized journals as “Issues of Organization and Management”, “Stenography and Typewriting”, “Management Technology”, etc. began to be published.
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In 1926 ᴦ. The State Institute of Management Technology was created in the country. Issues of improving management, records management, and archival affairs were discussed at the highest government level. Demands were put forward that secretaries of senior officials of Soviet institutions mainly perform creative functions, act as consultants to directors, monitor the quality of preparation of official documents, assist managers in receiving visitors, and also constantly engage in self-education and strive for professional growth.

At the same time, further bureaucratization of the administrative apparatus at all levels had a negative impact on the development of domestic office work. In 1925 ᴦ. Secretaries were effectively put on par with typists, minor office workers and messengers.

In 1926 ᴦ. An attempt was made to systematize office work and make more efficient use of secretarial positions. It was proposed to call the secretaries assistant managers, but nothing came of it. Somewhat later, in 1932, a decision was made to divide secretarial positions into two groups: higher (with higher salaries) and lower (with much lower salaries). The first group included secretaries, who began to be called assistants and assistants to managers. The second group was formed by typist secretaries, divided into the first and second categories. They performed purely technical work: they typed out the texts of letters and documents, registered mail, filed various papers in folders according to their belongings.

During the Great Patriotic War (1941-1945), office work was carried out on a limited scale, although regular military clerical work was carried out at front-line and army headquarters. Secretaries continued to work in large ministries and departments. At the same time, thousands and thousands of clerical workers at various levels were drafted into the army and many of them died with weapons in their hands, defending our Motherland from fascist aggressors.

In the post-war period, there was a revival and improvement of the sphere of office work. State regulations were adopted regulating such areas of the apparatus’ work as the mechanization of documentation processes, the introduction of the achievements of NOT, incl. in the field of standardization and unification.

In July 1963 ᴦ. Resolution of the Council of Ministers of the USSR N 829 “On measures to improve archival affairs in the USSR” was adopted, in accordance with which the “Basic rules for organizing the documentary part of office work and the work of archives” prepared by the Main Archive of the USSR were put into effect. The task was set to develop a Unified State Record Management System for enterprises, organizations and institutions.

An important stage in the further improvement of secretarial work and the training of relevant personnel was the opening in 1964 ᴦ. Faculty of State Administration at the Moscow State Historical and Archival Institute.

Two years later, in 1966, the All-Union Scientific Research Institute of Documentation and Archival Science (VNIIDAD) was created, one of the basic tasks of which was the creation of a Unified State Record Management System (USSD).

Since the beginning of the 70s, uniform rules for the preparation and execution of documents began to apply in the country. In 1975 ᴦ. the state standard (GOST) was adopted - "Unified documentation systems. System of organizational and administrative documentation. Basic provisions", which determined the main requirements for unified funds of organizational and administrative documents.

Since 1977, a course in the basics of secretarial work has been introduced in some special educational institutions. A number of vocational schools have become involved in the training of office secretaries. At the party and state level, a resolution was adopted “On measures to improve and reduce the cost of the administrative apparatus.”

In 1984-1986. A new system of documentation support for administrative activities was developed, called the “Unified State System of Documentation Support for Management”.

At the same time, due to significant bureaucratization of all levels of the state administrative apparatus, this system was unable to realize its potential in practice. During the “perestroika”, the work of many management structures not only did not improve, but noticeably worsened.

The collapse of the Soviet Union in the early 90s of the last century and the formation of the state of the Russian Federation on a new basis led to significant changes in all spheres of the economy, incl. both in the field of archival and in the field of all office work. It was decided to create the State Archive (GARF), which arose on the basis of the State Archive of the RSFSR and the Central Archive of the October Revolution. Today GARF is one of the largest archives in the country. It is constantly being restocked: as of 2003 ᴦ. it stored over five million files. The archive employs 250 people, including 3 doctors historical sciences, 9 candidates of sciences. Of course, all employees received an excellent archival education.

The archive has its own library, which contains more than half a million unique works. For example, it contains a selection of periodicals that is not found in either the State (formerly Lenin) or the Public libraries, the same can be said about the voluminous selection of emigrant publications. Of course, almost all archival work is concentrated there. Having a wonderful modern building (80 km of archival shelves), GARF has a wonderful exhibition hall, which constantly hosts not only its own exhibitions, but also those of other federal archives. For this reason, it is no coincidence that prominent Russian political figures hand over their archives to GARF.

Of course, development market relations in the country gave a new impetus to the rise and improvement of secretarial work. In modern conditions, the profession of a secretary is in full demand in both the public and private sectors. Secretaries at various levels carry out important preparatory and technical work in the apparatus of the Federal Assembly and the President of the Russian Federation, in all ministries and departments, as well as in hundreds and thousands of banks, industrial associations, industrial and commercial enterprises, joint-stock companies, cooperative organizations and small limited liability companies. Practice shows that the profession of a secretary at the beginning of the 21st century. is extremely important and prestigious. The work of a secretary is becoming more and more skilled, thanks to the improvement of organization and the development of printed and electronic devices, primarily personal computers (PCs).

The role of qualified secretaries in many enterprises, both large and small, cannot be overestimated. Often they are the closest assistants to top officials, and under certain circumstances they replace managers, organizing the activities of their firms and offices in their absence.
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The profession of a secretary provides enormous opportunities for creative and career growth, and the level of his qualifications, and, consequently, personal affirmation and career advancement, largely depends on each holder of this profession.

Topic: From the history of the formation and development of office work and secretarial service in Russia. - concept and types. Classification and features of the category "Theme: From the history of the formation and development of office work and secretarial service in Russia." 2017, 2018.