Essential Office Roles and Responsibilities
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ScribdTranslationsEssential Office Roles and Responsibilities
Translated by
ScribdTranslationsTheOFFICE TECHNIQUESare applied in each and every position of a
Office, that is to say, in the different occupations necessary according to the purpose of the Company.
In the proper functioning of an office, whatever the nature of its
three essential factors are considered in activities:
HUMAN TEAM OR WORK PERSONNEL
WORK EQUIPMENT OR MATERIAL ELEMENTS
MECHANICAL EQUIPMENT OR OFFICE ELEMENTS
HUMAN TEAM OR WORK PERSONNEL:is made up of the group of
people who put their talent, their ability, their knowledge, their willingness to
work for the Company that employs it to seek the normal development of its
activities and the progress and prosperity of it.
The human contribution in all positions or occupations of an office is the factor
key to the good functioning of a Company.
Whatever position a person holds, they must give their all.
humanely can contribute to the fulfillment of the task that has been entrusted to him.
In one word it should be:
Taking the above into account, let's look at some of the most common occupations:
1. TYPEWRITER:They are also called
Typists are the most common and necessary job in all
Company for this reason exists in the labor field a great
number of people in this task. The importance of this position
In every office, it is of a Commercial or Private nature.
Typing is now a subject that is oriented towards
majority of schools, primarily and mandatorily in the commercial area.
There are trade academies and institutions where driving courses are taught.
typing proficiency and speed.
A typist must meet some requirements to perform as such.
how:
Speed in operating the machine
Language Proficiency
Proper management of aspects such as: grammar, punctuation, spelling,
vocabulary.
Management of different office machines
FUNCTIONS OF THE MECHANOGRAPH: Consult and record in the notebook.
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2. RECEPTIONIST:The Reception is the function performed by a person
when personally or by phone attending to the public, serving as a link between them and the
employees of the company.
It is a very interesting task, sometimes difficult. This occupation exists in almost all the
offices, however, the greatest possibilities are found in the offices of
professionals. Doctors, Lawyers, Dentists, among others.
The requirements to work as a receptionist are:
Manners and Courtesy
Oral and written mastery of the language
Typing Proficiency
Discretion and Good Judgment
Management and Telephone Exchange
Firmness and Judgment in false or discourteous situations
Patience in dealing with difficult people (Tolerance)
Appropriate telephone attention
3. ACCOUNTANTS AND ACCOUNTING ASSISTANTS:
The Accounting department is one of the most delicate Offices in any Company.
since it is where the financial or economic part is organized, which is the one in itself,
gives life and reason for being to the company, whatever its purpose. The number
The number of people qualified for this activity depends on the size of the company.
Generally, there is a head of accounting or accountant who must be a
a person integrated into the fulfillment of their duties and their permanent concern
it must be the control of the internal mechanism of the Office and the correct
operation of the auxiliary sections such as: Cash, Credits, payroll among
others. Furthermore, the head of accounting, a key person in the whole company
Main Conditions:
Technical knowledge of accounting science
Management capacity as head of a department
Ability to control in the tasks specific to their position
The position of Accountant and Accounting Assistant requires:
Skill in Office Machine Operation.
Skill in the completion of vouchers and accounting documents.
Knowledge of Accounting
Knowledge of Financial Mathematics
Office Knowledge and Techniques
3. OFICINISTA DE ARCHIVO:
An organization is required in every office; there is always documentation.
vouchers, correspondence to file. However, this position is specific
from large companies where there is an office dedicated to this activity,
such as: Hospitals, Schools, Industries, Accounting offices with a large number of
Documents to file.
The basic function of the Archive Office Clerk is the organization of all the
documents, according to the system required by the purpose of the Company.
For this position, preference is given to personnel who have graduated from a school or college.
Commercial, Academies and Commerce or having completed a File course.
Main Conditions:
Well-established knowledge of Office Techniques
Office Machine Operation
Mastery of Filing Methods
Knowledge of the Different Commercial Areas
FUNCTIONS OF THE FILE CLERK:
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4. COMPUTER OPERATOR:
The impact of technology with the application of computers in the business
has made the emergence of other knowledge disciplines necessary; thus
the demand for specialized personnel in these areas.
The operation of this equipment requires Systems Engineers, Technicians.
in computer sciences, programming technicians, people who have
approved computer courses.
FUNCTIONS OF THE COMPUTER OPERATOR:
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5. SECRETARY
A profession is considered to be the ability that a person acquires to
to perform in any of the branches of human knowledge.
The profession of Secretary grants to those who practice it fully the authority to
become the true cornerstone of the Company.
This profession allows the secretary to develop their
own qualities y the acquisition of new
values, becoming a necessary element for the
Company and society in general.
When companies are small
the secretary must comply a diversity from functions
as: Typist, Archivist, Accounting assistant
receptionist etc. Therefore one must have an education
corresponding a the obligations that your position imposes,
education that we can classify into three levels:
BASIC:Typing, Spelling, and Composition
INTELLECTUAL:Knowledge about activities related to your profession: Archive,
Accounting, Mathematics, correspondence, etc.
HUMAN VALUES,Development of Personality and Human Relationships
In addition to the knowledge required by a company to employ him/her
a secretary for large companies selects personnel by taking into account
it mentions certain virtues such as:
PHYSICAL APPEARANCE:Appropriate clothing, subtle and natural makeup, hair
well arranged, a correct posture, a clear and measured diction.
RESPONSIBILITY:It involves complying with the established rules of the company, to arrive
at the appointed hour, do not unnecessarily skip work, do not waste time on
unnecessary or personal conversations and fully carry out the assigned tasks
DISCRETION:The word secretary comes from Latin.
Secretum means secret. From their positions of
trust is in contact with information
confidential that should not be revealed under any circumstances
view.
COOPERATION:The basis of business operation
it is theteamwork.A secretary should never have
a negative attitude; it should not be limited to what has been assigned to him, but rather, it should
cooperate with other colleagues and departments according to the needs of
each one.
ORDER:The correct organization of the workspace will prevent losses of time in
locate the necessary papers and materials. Nothing impresses more
negatively to a boss asking something from his assistant, and she cannot find it.
INITIATIVE:The perfect secretary anticipates the needs of their boss. Initiative.
A good secretary can ease the workload of executives.
SIMULTANEOUS WORK CAPACITY:A good secretary must develop the
ability to perform various tasks simultaneously and to accept interruptions
constants without changing and always with the best of smiles. Flexibility, loyalty,
honesty and her cheerful character are qualities that complement the image of the
perfect secretary.
FUNCTIONS OF THE SECRETARY
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6. MANAGER - DIRECTOR - ADMINISTRATOR:
The direction, administration, or management of a company is always in the hands of a
person who assumes the overall responsibility for its proper functioning.
It is the director who is responsible for having the sufficient intelligence to choose the team.
human who must work at their orders. This selection must be made in such a way
that allows him to delegate his total responsibility to his immediate collaborators,
agreement with the individual contribution of training for the work assigned to him.
The direct online work that managers do depends
of the size of the company and of its employees. In
Small companies the tasks that managers perform,
that sometimes the same owner has multiple, from
reception tasks up to decision making in the
what your company's activity or object is.
FUNCTIONS OF THE MANAGER, DIRECTOR OR ADMINISTRATOR:
Suministrar los bienes y servicios que requieren las dependencias de la Administración
Central of the Department for the development of its functions and to oversee its rational use.
Provide the different dependencies of the programs and applications aimed at the
systematization and automation of their processes and procedures in order to be
efficient and effective in the fulfillment of their functions.
Coordinate and advise the dependencies of the Central Administration of the Department
in its organizational design and adaptation that allow for compliance and development
of processes, procedures, and functions.
Manage relationships at the Business level.
Coordinate the activities of the Company.
Look for the different departments to establish and keep updated.
the personnel information systems that allow for maintenance
communication with them and follow-up.
Published byMr. HERNANDO ENRIQUE OBANDOen8:14 There are no comments:
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DISTRIBUTION FORMS OF AN OFFICE
According to the arrangement given to the workplace, different classes are known.
of offices like this:
1. INDIVIDUAL OR HIVE:
In this form of distribution, each of the employees has their own office.
ADVANTAGES:
Each person is taken into account, providing them with their own office with
available space to carry out your work.
DISADVANTAGES:
It does not stimulate human relations among officials.
_ space is lost
Labor procedures are prolonged.
Avoid sharing work life
Increases costs
2. FUNCTIONAL OR U-SHAPED:
In this form of distribution, they are positioned opposite each other and are monitored by the chief.
ADVANTAGES:
- Shorten the communication flow
- Helps with good human relationships
- Stimulates cooperation at work
- The work is profitable
DISADVANTAGES:
- Space is lost
- Increases Costs
3. SCHOOL:
The desks are located facing the desk occupied by the boss.
ADVANTAGES:
- Streamline the processes
of Operation
- It is taken advantage of to a high degree
the available space
- Relationships are stimulated.
humans.
DISADVANTAGES:
- The functioning feels
shy about
the constant vigilance of
boss
- It affects individuality of
the person
4. ON PLAN:
It is used in large areas and where it is necessary to locate a large number of desks.
ADVANTAGES:
The available space is well utilized.
- Shorten the operational processes
- Stimulates human relationships
- Encourages freedom of action
- Stimulates responsibility in work without oversight
DISADVANTAGES.
- The boss does not have an office and for some matters privacy is necessary.
5. IN THE FORM OF L OR T:
In this way, the desks are placed next to each other but facing in the opposite direction.
ADVANTAGES:
- The available space is maximized.
- Shorten the operation processes
- Se ahorra muebles y equipos ya que se pueden utilizar en común ( para dos funcionarios)
- Favors human relationships
- Stimulates cooperation at work