Experience in job descriptions. Rules for drawing up job descriptions. Who draws up job descriptions according to the law?

Instructions in management activities (from the Latin instructio - instruction, arrangement) is a legal act issued in order to establish rules governing organizational, scientific, technical, technological, financial and other special aspects of the activities of institutions, organizations, enterprises, their divisions, services, officials persons and citizens.

The instructions set out the procedure for carrying out any activity or the procedure for applying the provisions of legislative and other regulations.

The instructions are drawn up on the organization’s general form. The title page includes the following details:

· name of company,

· place and year of publication.

The title to the instructions indicates the object or range of issues to which its requirements apply, for example: INSTRUCTIONS on documentation support of management

The text of the instructions consists of sections with headings and divided into paragraphs and subparagraphs, which are numbered in Arabic numerals. The text of the Instructions uses the following words: must, should, necessary, not allowed, prohibited and so on.

The instruction is signed by the head of the structural unit who developed it. The instruction is approved by a special administrative act or directly by the head of the organization.

A note may be made on the instructions that it is an appendix to the administrative document. When an instruction is approved by an administrative document (order, decree), it sets the deadline for introducing the instruction, lists the necessary organizational measures, and indicates the responsible executors. If the deadline for introducing instructions is not indicated in the text of the administrative document, it is considered the day of signing and registration of the document.

Varieties of instructions are instructions for office work (documentation support for management) and job descriptions.

Instructions for office work (DOW) is a legal act that regulates the rules, techniques, processes for creating documents, and the technology of working with documents. In other words, the instruction consolidates the office management system that has developed in the organization. For the effective operation of the preschool educational institution service and all departments of the organization, for a clear understanding and presentation of all stages of working with documents, each organization must draw up instructions for office work, taking into account the specifics of its activities (9).

The Instructions are being developed on the basis of relevant legislative acts of the Russian Federation, national regulatory documents: Basic rules for the operation of departmental archives, state standards for unified documentation systems, normative and methodological materials of the Federal Archive, departmental rules. Currently, departments themselves draw up standard instructions for office work in general or for any part of it for the entire group of similar enterprises or institutions in the industry.

Instructions for preschool educational institutions are divided into standard, exemplary, and individual.

Standard instructions are developed for subordinate institutions of the same type by ministries and departments of certain sectors of the national economy.

Sample instructions is drawn up taking into account the requirements of the standard instructions, but without taking into account the characteristics of a particular organization.

Based on standard and sample instructions, the organization develops individual instructions in relation to the conditions of its activities.

The instructions must include general provisions, thematic sections, and appendices.

In chapter General provisions first of all, the scope of distribution of the Instruction is established (for example, “The Instruction applies to all documents”, “... to administrative documents”, “... except for confidential documents”, etc.). General provisions should establish liability for non-compliance with the provisions of the Instructions.

The main part of the Instruction consists of two thematic sections: “Documentation” and “Organization of work with documents.”

In chapter Documentation are determined:

· issues of the organization’s activities that are subject to mandatory documentation;

· types of documents used to document organizational, administrative, information and reference activities;

· general rules of documentation;

· rules for the preparation of certain types of documents, including the procedure for endorsement, approval, signing and approval;

· procedure for production and reproduction of documents;

· rules for registration and certification of copies and attachments;

· procedure for using and storing forms, seals and stamps;

· the procedure for performers to work with documents.

In chapter Organization of work with documents are installed:

· procedure for receiving, processing and distributing incoming documents;

· the procedure for transferring documents within the organization;

· procedure for preparing and processing outgoing documents;

· the procedure for recording the number of documents;

· general rules for registering incoming, outgoing and internal documents;

· characteristics of registration forms;

· description of the adopted technology and the procedure for indexing documents;

· principles of building information and reference work in the organization;

· procedure for systematization and classification of reference information;

· procedure for putting under control;

· control technology;

· typical deadlines;

· general rules for storing documents in the preschool education service and in structural divisions;

· the procedure for compiling the list of affairs of the organization;

· rules for the formation of certain categories of documents in files;

· the procedure for systematization and indexing of certain categories of documents;

· organization of examination of the scientific and practical value of documents;

· rules for registering cases for transfer for storage;

· requirements for the description of documents of permanent and temporary storage;

· the procedure for transferring cases to the institution’s archives.

Applications The instructions should contain a maximum of reference and illustrative material. Applications must include:

· document flow diagrams;

· impressions of seals and stamps;

· sample forms;

· samples of filling out document forms;

· list of documents not subject to registration;

· Forms of nomenclature of cases, etc.

Thus, the Instruction must reflect the entire process of working with documents, all technological operations in their logical sequence.

The preparation of the Instructions is carried out by the preschool education service with the participation of the archive and the legal service. The Instruction, signed by the head of the office management service, is approved by the head of the organization and put into effect by his order, after which it is sent to all structural units for use in work.

Job description- this is an organizational and legal document that clearly defines the place and significance of a specific position in the structure of the enterprise, contains a complete list of its inherent labor functions, forms and deadlines for reporting, terms of remuneration, and also stipulates the scope of rights and responsibilities of the employee occupying this specific position (10).

Correctly drawn up job descriptions allow each employee to clearly imagine the range of job responsibilities, the necessary intra- and extra-organizational functional connections, help them plan working time more effectively, and contribute to a more even distribution of the workload between employees of the department.

Throughout the organization, job descriptions serve to rationally distribute powers and responsibilities among all personnel and eliminate duplication of work. They are used in determining criteria for assessing labor performance (certification) of employees, to develop promotion systems and personnel development programs. They contain clear information necessary for the effective selection of applicants for a particular position.

As a regulatory document, job descriptions serve as the basis for revising the staffing table, resolving labor and production conflicts, determining the legality of certain forms of administrative penalties, etc.

A job description is developed for each position provided for in the staffing table. If there are several identical positions in a department and the employees occupying these positions perform the same functions, then one job description is developed.

If employees occupying the same positions perform different duties, several job descriptions are needed, each of which will contain a range of job responsibilities corresponding to their actual distribution among employees.

The actual distribution of responsibilities is reflected in the text of the job description itself, and can also be reflected in the title, for example: Job description manager's secretary; ...reception secretary.

The job description must include a visa to familiarize yourself with the document of those employees whose activities are covered by it.

The structure and content of a job description are currently not strictly regulated, which makes it possible to create it individually for each enterprise, taking into account its specifics.

The job description may consist of the following sections:

1) "General provisions" - indicate the name of the position with the designation of the structural unit in accordance with the staffing table; to whom the employee directly reports; the procedure for appointment to a position and dismissal from a position; a list of regulatory, methodological and other documents that guide the employee holding this position; qualification requirements for the employee (level of education, skills, work experience); requirements for special knowledge and skills.

2) "Functions" - the main purpose of the position is determined. The functions of an employee are always formulated as a list of types of work or issues to be resolved. It is the employee’s functions that determine the composition of job responsibilities. The “Functions” section may not be included in the job description if the general purpose of the position is formulated in the “General Provisions” section.

3) "Job Responsibilities" - the specific content of the employee’s activity is established: the types of work performed by the employee in this position, the nature of the actions performed are listed (“manages”, “prepares”, “approves”, “considers”, “performs”, “provides”, etc.) .

This section may be a list of specific operations performed by the employee in the implementation of the functions assigned to him. For example, if the employee’s functions include “control of the execution of documents,” then the responsibilities, accordingly, will be:

· putting documents under control,

· control over the execution of documents,

· removal of documents from control,

· analysis of performance discipline,

· informing management about the results of document execution.

4) "Rights" - the powers of the employee are established to ensure the fulfillment of the duties assigned to him:

· the right to make decisions at the stage of preliminary consideration of documents (listing issues that he can decide independently);

· the right to give instructions on specific issues;

· the right to independently sign documents within the framework of the competence granted to him;

· the right to contact the manager with proposals;

· the right to represent on behalf of a unit or institution in other organizations;

· the right to participate in meetings at which issues within his jurisdiction are discussed;

· the right to demand certain actions from other employees,

· the right to visa certain types of documents;

· the right to return documents for revision;

· the right to receive information necessary for work (statistical, economic, etc.), including confidential information;

· right of access to regulatory documents; to the organization’s information fund, archive, electronic databases;

· the right to receive the necessary periodicals;

· the right to use and have at your disposal dictionaries, reference books, computer translator programs, etc.

If necessary, universal rights that are common to all employees (and not just job-related rights) can be added to the text of the section:

· the right to all types of established compensation for your labor contribution;

· the right to comfortable conditions;

· the right to advanced training;

· the right to the maximum realization of one’s professional needs.

A clear formulation of the employee’s rights makes it possible to formulate his responsibility, which is allocated in a separate section.

5) "Responsibility" - criteria for evaluating work and measures of personal responsibility of the employee are determined.

The employee's responsibility is determined in accordance with current legislation and can be disciplinary, material, administrative or criminal.

This section formulates the content and forms of an official’s responsibility for:

· non-acceptance timely measures or actions related to his duties;

· non-compliance technologies enshrined in regulatory and technical documents;

· violation deadlines for completing the work provided for by the standards;

· refusal from the use of advanced work methods and available technical means;

· refusal carry out written and oral instructions from the manager.

When drawing up the “Rights” and “Responsibilities” sections, the main thing is to provide the employee with the rights to the extent necessary to perform job duties. A typical mistake made by job description writers is to assign responsibilities to an employee, but not provide him with the rights to implement them. The same goes for responsibility. The rights to carry out certain actions are primarily necessary when performing work related to other workers or based on the results of the work of other workers.

6) "Relationships" - the procedure for interaction between the employee and other structural units and officials is determined.

The section has a coordinating significance and is especially important for establishing and regulating connections between various structural divisions, establishing their hierarchy and mutual obligations.

7) The text of the job description may include a section "Terms of remuneration" , which states:

· what salary is established for the employee in accordance with the contract or staffing table;

· what bonuses he can receive;

· what bonuses he can receive;

· how can he increase his salary (under what conditions and with what frequency);

· can an employee combine professions (positions), etc.

8) In the methodological literature it is proposed to complete the job description with a section “Job Evaluation” (Job Evaluation Indicators), in which both general performance assessment indicators and specific ones established by immediate and senior managers, as well as those enshrined in the internal regulatory and technological documents of the organization can be fixed.

Common indicators include:

· complete implementation of the tasks assigned to the employee, job responsibilities and rights granted;

· quality of preparation and execution of documents;

· absence of errors and service violations;

· absence of complaints, demands and criticisms from managers;

· qualified application of the requirements of instructions and other regulatory documents;

· timely fulfillment of official duties, compliance with deadlines for the execution of documents.

The job description is signed by the head of the preschool educational institution service and approved by the head of the organization. In addition, the employee is obliged to read the job description against signature. The familiarization visa is located below the signature of the head of the preschool educational institution (the developer of the job description) and consists of the words “I have read the instructions,” the employee’s signature, his initials, last name and date.

20.7. Regulations. Rules as a type of organizational document

Regulations is a legal act that establishes the procedure for the activities of the management of an organization, collegial or advisory body. The text of the regulations consists of sections that have independent headings and are divided into paragraphs and subparagraphs, which are numbered in Arabic numerals.

The regulations are drawn up on the organization’s general letterhead. Mandatory details are:

· name of company,

· name of the collegial or advisory body,

· name of the document type,

date and document number,

· place of compilation,

· signature,

· approval stamp.

The regulations are approved by the head of the organization or the head of the collegial body.

In the process of preparation, regulations go through the stage of discussion at a meeting by members of a collegial or advisory body, as well as coordination with interested departments and the legal service.

Rules(in plural form) as a type of organizational document are developed when it is necessary to determine how work should be carried out and in what sequence.

According to the scope of application, the rules can be divided into

1) having general significance for all industries (safety rules; basic rules for the work of the organization’s archives),

2) sectoral, related only to one industry (rules for admission to higher educational institutions; rules for consumer services for the population).

Each employee accepted into the organization is subject to the Internal Labor Regulations.

Inner order rules- a local regulatory act that regulates in detail the organization of the daily activities of the institution, mutual obligations of employees and administration, the provision of leaves, secondment of employees, intra-facility regime and other issues.

The document is drawn up on the organization’s general letterhead, indicating the type of document, signed by the deputy head, and approved by the head of the organization.

The internal labor regulations are clearly structured and contain the following sections:

· general provisions,

· procedure for hiring, transferring and dismissing employees,

· main duties of employees,

working time and its use,

· rewards for success at work,

· penalties for violation of administrative and labor discipline.

Taking into account the specifics of the organization’s activities, the Rules may include sections “Intra-facility regime”, “Organization of work”, etc.

It does not contain an imperative requirement for the employer to draw up job descriptions (or include a detailed list of the employee’s job responsibilities in the text of the employment contract). defines only the mandatory minimum - according to Part 2 of Article 57 of the Labor Code of the Russian Federation, only the labor function must be indicated (work according to the position in accordance with the profession, specialty, indicating qualifications; the specific type of work assigned to the employee).

The presence of a job description is currently a right, but not an obligation of the employer, which is confirmed, inter alia, by the letter of the Federal Service for Labor and Employment dated August 9, 2007 N 3042-6-0, according to which “the mere absence of a job description should not be regarded as a violation of labor legislation and entail liability, but may have negative consequences in the form of the employer making illegal decisions due to its absence.”

Exception!

Clause 7 of the Government of the Russian Federation of June 23, 2011 N 498 (as amended on September 9, 2015) “On some issues of private detective (detective) and private security activities” directly provides for the licensee to have a job description approved by him on the actions of employees to ensure internal and access control at each security facility. There is judicial practice in administrative cases, where a private security company is charged, among other things, with the absence of the specified job description, as committing an administrative offense under Part 2 of Art. 5.27 of the Code of the Russian Federation on Administrative Offences.

In practice, a job description is an effective and necessary applied tool for regulating labor relations between an employee and an employer. In certain circumstances, a properly prepared job description can be used as an argument in the event of a dispute, both by the employee and the employer.

According to the employer (except for individuals who are not individual entrepreneurs) has the right to adopt local regulations that comply with the current labor legislation and do not worsen the position of the employee in comparison with the established labor legislation.

Since the procedure for drawing up instructions is not defined at the legislative level, each company is absolutely free to choose the procedure for its execution. For instructions, as for a corporate document, other names can be used, for example, “position description”, “work instructions”, “job regulations”, “list of employee responsibilities”, “functional responsibilities for the position”.

What are the objectives of the job description?

    Clear regulation of the obligations of the parties to the employment contract (transparency of labor relations), both at the stage of personnel selection and in the process of labor activity.

    Determining the specific job functions of the employee, detailing the procedure for his actions, limiting the area of ​​his responsibility and the limits of authority

    To be a guide to action, as well as a basis for resolving disputes in the event of disagreements (between an employee and an employer, between employees within a structural unit, between structural units, in court).

    Become a tool for personnel assessment and, ultimately, corporate management of business processes.

Who develops the job description?

    The instruction can be developed by the head of a structural unit or an employee of the human resources department, agreed upon by the immediate supervisor, other responsible persons (chief engineer, deputies, labor protection specialist, lawyer), and approved by the head of the organization.

    The developer of the instructions may be a third-party organization professionally involved in HR management. This is not yet a widespread phenomenon in our country.

What is the procedure for developing and drawing up a job description?

    The procedure for development and approval must be established by the employer’s local regulations. Typically the process includes the stages of preparation, development, coordination and approval of the document. The key is to familiarize the employee with the instructions, as well as all its changes.

    The most common, familiar type of instruction is a document containing a complete description of all job responsibilities and how to perform them. However, the instructions can be brief, as concise as possible, defining only the key job responsibilities of the employee, but at the same time contain links to regulations and process maps, which in turn detail the procedure for performing each function.

    When developing a list of official (labor) responsibilities for a specific position, the provisions of professional standards, qualification characteristics contained in the CES, ETKS, as well as standard forms are taken as a basis.

Exception!

For some positions there are approved standard forms. For example, “Standard job description for the deputy head of an organization carrying out educational activities on the safety of the educational process” (Letter of the Ministry of Education and Science of Russia dated February 14, 2014 N MK-169/12), “Approximate form of job regulations (job description) for an employee of the internal affairs bodies of the Russian Federation "(Order of the Ministry of Internal Affairs of Russia dated September 25, 2012 N 886 (as amended on November 14, 2016)), Order of the Ministry of Internal Affairs of the Russian Federation dated August 22, 2011 N 960 "On approval of standard requirements for the job description of a private security guard at a security facility."

What is the structure of the job description?

The employer is free to choose the structure of the job description: it can be a document with a single section - a list of the employee’s job responsibilities, or a complex text with paragraphs, sections, and a detailed description of all production processes.

General provisions

In this section, as a rule,

    describes the position, its name, the basic requirements for the employee - the presence of special education, qualifications, length of service, work experience;

    the person appointing the employee to the position and dismissing the employee from the position is indicated;

    documents are determined that the employee must follow in his activities;

    the procedure for replacing an employee and his subordination is established.

Responsibilities

It is necessary to draw up a list of the employee’s specific responsibilities; they can be conditionally divided into general functional responsibilities and special responsibilities. It is recommended to avoid duplication of employee responsibilities specified in the employment contract.

Rights

In this section it is advisable to list the employee’s powers. There is no need to duplicate the employee’s rights established in the Labor Code of the Russian Federation and the employment contract.

Responsibility

There is an opinion that the section is optional, since the employer does not have the right to introduce new types of liability in comparison with those established by law.

Interaction

This section determines the position of the position (employee) in the company, establishes special responsibilities in relation to other structural divisions of the company, other employees, managers and subordinates. For example, relationships with accounting, labor protection services, and various levels of management are regulated.

How to include a job description in an employee’s employment contract?

    The instruction can be issued as an integral annex of the employment contract, indicating its presence in the text of the contract. The job description becomes mandatory from the moment the employment contract is signed.

    The employment contract may not contain any mention of job description. In this case, the job description is introduced at the enterprise by a separate order or by order of the manager. If the familiarization procedure is followed and there are no changes in the employee’s job function compared to that specified in the employment contract, it becomes mandatory for the employee.

What mistakes should be avoided when working with job descriptions?

    A formal approach is the most common mistake made by employers. Instructions are developed using outdated templates and forms, without due attention to the content of the document and its applied nature.

    Inclusion in the list of responsibilities of “managers’ orders not provided for in the job description.” Such a provision, with a high probability, will not be recognized by the court as complying with the law.

    Duplication. Job descriptions are developed haphazardly, the approval process is not followed, and therefore the job responsibilities of individual employees overlap, the provisions of the instructions contradict each other, and have double interpretation.

    The procedure for making changes is violated. The procedure for changing the job description during the employee’s work activity is not followed: a two-month period for familiarizing it is not provided, there is no documented dialogue between the employee and the employer regarding the changes being made, there are no signatures of the parties, the procedure for familiarizing with the instructions is violated when transferring and relocating an employee, or part-time work.

Arbitrage practice

A job description often turns out to be the main, essential written evidence of certain circumstances in court cases:

    On declaring the dismissal illegal, reinstatement and compensation for moral damage (establishing the fact of violation of labor duties, repeated failure by an employee to fulfill labor duties without good reason, if he has a disciplinary sanction;

    On recognition of a job description that does not comply with the employment contract or is illegal (establishing the fact of a change in the employee’s job function or the absence of such changes).

    On recognition of a civil contract with an individual as an employee.

    On the inclusion of time worked in special length of service, which gives the right to early assignment of an old-age pension (the disputed period is determined when the employee worked in a position identical to the functions performed).

    Violation of labor protection requirements by an employee or employer.

Don't miss: the main material of the month from leading specialists of the Ministry of Labor and Rostrud

A complete directory of job descriptions for all sectors of activity.

How to write a job description correctly: formatting according to GOST, sample 2017

The Labor Code of the Russian Federation or other regulations do not contain requirements for the procedure for developing job descriptions: registration in accordance with GOST (sample). However, it is worth considering that drawing up such a document is useful not only for the employer, but also for the employees. How to apply

Job description, title page: sample

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A job description drawn up in accordance with GOST, a sample, refers to important regulatory documents that regulate the duties of a specific employee occupying a particular position, as well as the requirements for his qualifications, all rights and degree of responsibility.

In the letter of Rostrud dated October 31, 2007 No. 4412-6, an important place is given to the design of job descriptions. Rostrud specialists indicated the basic requirements for the design and content of such a document, and also emphasized that the job description refers to the most important local regulatory document that regulates labor relations. Is the organization required to compile and

A correctly drawn up job description contains all the qualification requirements for the relevant position, as well as a complete list of job responsibilities of specialists, the boundaries of professional responsibility and authority.

Note! Drawing up a job description in accordance with GOST, sample 2017, will allow employers, in the event of labor disputes, to prove the legality of the requirements, as well as justify to tax inspectors the compliance of the expenses incurred for the payment of labor.

The preparation of a job description in accordance with GOST and the sample is carried out in the form of a separate document or an appendix to the main employment contract. The employer should take into account that when drawing up a document as an appendix to the concluded employment contract, any changes to the instructions can subsequently be made after registration and signing additional agreement to the main employment contract. How , if the position is not included in the qualification directory

What mistakes to avoid when preparing a job description according to GOST

A common mistake made by employers is that the text of the employment contract itself specifies the following conditions: “The job responsibilities of a specialist are determined by the DI, which is an integral part of the employment contract.” In this case, the instructions are either completely absent or are drawn up in the form of an independent document, which in itself is already a violation. How many CIs should you have?

Therefore, if the concluded employment contract contains wording with such conditions, the sample job description provides:

  • first of all, the presence of the instructions themselves;
  • secondly, the document is drawn up as a direct attachment to the main one employment contract, the instructions must be attached or filed in the TD.

Next, we’ll look at how to correctly format a job description in the form of an independent document, rather than an appendix to a TD. It must be taken into account that such a DI should not be drawn up in a formal style. The document, first of all, is developed for the employer and the employee himself, and not for labor inspectors, who will not impose a fine on the organization even if there are no job descriptions in it. Can a document securing , called DI

What are the requirements for a job description?

The job description sample design in accordance with GOST R 6.30-2003 is only advisory in nature. A unified form for such a document has not been developed and filling out the DI is not regulated at the legislative level. Useful article: How to determine , necessary organizations

Each company decides independently how to correctly draw up a job description and fill out a sample. It is rational to prescribe the procedure for compilation in internal regulations or documents of the organization. Useful article: How to formalize work that is not included in

Note! If internal regulations, employment contracts, and other documents make reference to job descriptions, in this case the procedure for drawing up a job description according to GOST or a free sample becomes mandatory.

A sample job description should be:

  • laced;
  • numbered;
  • provided with continuous numbering;
  • all applications are numbered;
  • the document is drawn up on A4 sheets;
  • sections are numbered with Roman numerals;
  • all paragraphs and subparagraphs are numbered in Arabic numerals;
  • Section names are typed in capital letters for greater clarity.

It is worth considering that if for a certain position it is recommended to mandatory apply professional standards, the title page job description, the sample filling contains relevant information that the document has been compiled taking into account the requirements of professional standards. See sample mark .

The document is approved by order of the general director or an authorized person who replaces him.

Basic rules for drawing up job descriptions for employers

Job description, using the example of registration, the relevant rules must be followed:

  • first, fill out the main text part, in which they define the labor function for a specific position, for which the DI is compiled;
  • the document is drawn up taking into account qualification reference books, as well as professional standards. Moreover, the use of reference books and professional standards is mandatory if benefits or compensation, corresponding restrictions (Part 2 of Article 57 of the Labor Code of the Russian Federation) or strict qualification requirements (Part 1 of Article 195.3 of the Labor Code of the Russian Federation) are established for a certain position. In this case, the section on qualification requirements of the instructions corresponds to the recommendations specified in the reference book or professional standards;
  • a sample of the correct design of a job description contains structural delineations;
  • the document describes as accurately as possible the actual work activity and the functions assigned to the employee, his job responsibilities;
  • The job description is drawn up collectively. Its registration should not be entrusted only to the HR department employee. Both the immediate supervisor and higher-level managers must necessarily participate in the development and execution of the document. With this method of execution, the working document will most accurately and completely take into account the specifics of each position and will be used as the main tool for regulating labor relations between the parties;
  • when developing a job description according to the rules for drawing up and filling out the sample, it is necessary to take into account the goals that the company plans to achieve with the help of DI. Such goals are divided into general and special. It is based on the regulation of personnel management issues, the creation of a regulatory framework that helps resolve complex and controversial issues and resolve labor conflicts. Job descriptions are traditionally taken into account during certification and assessment, and help rationally divide job responsibilities.

Any organization is interested in ensuring that employees perform their work as efficiently as possible, clearly understanding the goals and objectives assigned to them. Competent design of job descriptions will help in organizing work activities.

Procedure for registration of DI

This document regulates the internal labor relations of the organization’s employees. will depend on the specific position, but in general this document should regulate the place and purpose of the worker in the management apparatus, as well as qualification requirements for him, his functional rights, responsibilities and duties, as well as possible incentives.

According to the law, it is not mandatory for a company to draw up job descriptions, but this document helps not only in regulating the activities of employees, but also in the event of various kinds of conflict situations within the organization or with the tax authorities.

According to Rostrud, this document should be separate for each specific position that is on the staffing table (even for a vacant one). The instruction expresses the interests of the two parties in the working relationship, because it contains additional information, requirements related to the personal and business qualities of the employee, and more.

In the absence of this document, it becomes impossible to:

  • justification for refusal to hire;
  • objective assessment of the employee’s performance during the probationary period;
  • distribution of labor functions among workers;
  • temporary transfer of a worker to another job;
  • assessment of the integrity and completeness of the employee’s performance of his job functions.

The legislation does not impose specific requirements for the preparation of a job description; moreover, the absence of this document is not a violation of the law, and therefore does not entail liability. On the other hand, this fact can cause negative consequences in the employer’s adoption of illegal actions and decisions.

Correction and compilation

The basis for the development and execution of job descriptions is the Qualification Directory of Positions. It contains qualification characteristics, which are divided into:

  • officials;
  • necessary knowledge;
  • requirements for employee qualifications.

It is important to understand that this handbook is designed to facilitate the resolution of work issues, their resolution, as well as to organize the most effective activities in personnel management. It is for advisory purposes only.

The preparation of job descriptions for employees is not regulated by legal regulations. Accordingly, the employer independently decides how to formalize it and make the necessary changes. The instruction may be a separate document or an annex to the employment contract.

The adjustment is often associated with changes to mandatory terms in the employment agreement. The employer is obliged to warn the employee in writing in advance about the upcoming changes. If the full-time employee agrees to continue the working relationship, then the instructions are amended accordingly. If it is an annex to the TD, then changes must be made by drawing up an additional agreement.

The Labor Code says nothing about the preparation and execution of job descriptions. Despite this, it is the most important document, the content of which includes the terms of reference, labor function, limit of responsibility, as well as qualification requirements. This document is drawn up in 2 copies, one of which is given to the employee.

When drawing up a job description according to GOST, they previously relied on State Standard R 6.30-2003, which was put into effect through Resolution of the State Standard of Russia No. 65-st. dated 03/03/2003, but its effect ceased, since GOST R 7.0.97-2016 came into force on 07/01/2017. The details that are required to be specified in this document are described in section 2 of GOST.

A sample job description is sent for approval to all officials who are interested in it. Any proposals and comments on the project can be submitted to interested officials on separate sheets, which must be dated and signed by employees of the organization. The design of a job description can be based on GOST R 7.0.97-2016, which allows approval visas to be issued on the last sheet at the bottom of the original document. This document can also be endorsed page by page (at the discretion of the enterprise).

Rules for registering details

The developed state standards serve as an example for job descriptions. According to them, each type of organizational and administrative documentation must have fully completed details. The order in which they are placed on the sheet is also determined and matters. The job description refers to documents for internal use, so some types of details are not necessary to indicate. For example, it makes no sense to write down the organization’s logo, its reference data, registration number or OKPO code.

Mandatory details that must be indicated in the instructions:

  • name of the company, its specific division;
  • the name of the document itself (job description), which specifies the specific position for which it was developed;
  • OKUD (document form code), for instructions - 0253051;
  • date and place where the document was drawn up;
  • approval and approval stamps;
  • registration number;
  • text part;
  • a field intended for signatures of familiar persons;
  • signature of the official who developed the document.

Main sections

A sample job description according to GOST should include several sections. Each of them is required to consider in detail the following issues:

  1. Contents and list of labor functions, as well as a list of types of work performed related to this position.
  2. Powers and rights of a specialist, their brief description.
  3. Liability that applies to an employee for improper or complete failure to perform work duties.

As for the requirements for text formatting, they are standard: the width of the bottom and top margins is at least 20 mm. In the text it is necessary to use special terms that are established in the business environment when using speech patterns, and it is also necessary to use professional cliches. This style of presentation will help to avoid ambiguous interpretation of the meaning, and will also make the information in the text as clear as possible for workers to understand.

DI manager for customs clearance

This employee is classified as a specialist. He is appointed and dismissed from office by order of the head of the enterprise. The job description of a customs clearance specialist provides that a person who has:

  • higher professional education in the specialty “customs affairs” without work experience;
  • higher education in economics or law, with at least one year of work experience;
  • secondary specialized education with at least 3 years of work experience;
  • qualification certificate in the specialty of customs clearance, advanced training courses in the field of customs clearance once every three years.

In his activities, this specialist must be guided by:

  • charter of the organization;
  • legal regulations, methodological specialized recommendations relating to customs clearance;
  • instructions, orders from the manager;
  • your job description.

What a customs clearance specialist should know

A manager in this area of ​​activity must know the following:

  • legal and regulatory acts, as well as other governing documents and materials that regulate the conditions for moving goods across the border and the procedure for customs clearance;
  • customs agent, declarant;
  • measures by the state to regulate foreign economic activity;
  • rules by which currency control is carried out for customs purposes;
  • customs regimes;
  • penalties that apply for offenses and crimes in the field of customs;
  • the procedure adopted for declaration, as well as types and forms of customs declarations;
  • classification that is applied to goods for customs purposes;
  • the procedure and rules applied for filling out customs documentation;
  • types and classification of customs duties, as well as the procedure that is applied for payment and their calculation;
  • reporting procedures established by the organization;
  • rules applied to determine customs value;
  • fundamentals of communication culture, economics, psychology, labor organization;
  • rules for using innovative equipment, as well as software;
  • norms and rules of industrial safety, labor protection in the workplace;
  • basics of labor legislation.

Job responsibilities of a customs clearance manager

A sample job description for this specialist specifies the following responsibilities:

  • Carry out work on preparing documentation for goods that are moved across the border, and perform other actions that are necessary when organizing customs clearance.
  • Declaration of goods in the customs regime, based on the information contained in shipping and other documents.
  • Check the accuracy of information about the goods being transported, which are indicated in the transportation and commercial documentation.
  • Determine the product code based on their nomenclature.
  • Choose a method for calculating customs value and carry out calculations based on it.
  • Determine the type of tax on a product and calculate it.
  • Determine the country of origin of goods moved across the border.
  • Apply tax benefits and tariff preferences.
  • Provide advisory services regarding customs clearance.
  • Conduct reporting and office work, process information.

Rights of a customs clearance manager

Correct execution of the job description presupposes the following rights of a customs clearance specialist:

  • The right to familiarize yourself with draft decisions of managers that directly relate to his activities.
  • The right to make proposals regarding the improvement of work activities.
  • The right to inform management about existing shortcomings in the organization (within the specialist’s competence) that have emerged during the course of work, as well as to make proposals for their elimination.
  • The right to, on behalf of management or personally, request from departments of the organization documents or information that are necessary in the performance of work duties.
  • The right to demand from the management of the organization to provide assistance in the performance of immediate official duties.

Relationships, responsibility and assessment of the work of the customs clearance manager

A sample of the correct job description for this specialist states that he reports to the head of the structural unit. He interacts with employees of structural divisions on issues that fall within his competence.

The requirements for drawing up a job description also include the presence of a section of responsibility for a customs clearance specialist. The results of the manager’s work activities should be assessed by the head of his structural unit. The Customs Clearance Manager should be responsible for:

  • failure to perform, improper performance of immediate official duties;
  • causing material damage in the course of work activities (in accordance with the law);
  • non-compliance with internal labor regulations, industrial safety and labor protection rules and regulations.

What tasks does the job description solve?

If this document is drawn up correctly and strictly observed by all employees of the organization, then it will be a support in the work of the enterprise. An example of a job description should be documents that comply with state requirements. This will ensure the semantic significance of this documentation and will serve as confirmation of authenticity.

Although the employee’s DI is not included in the list of mandatory documents, its presence is a big plus in the work of the company. It solves the following production and management tasks:

  • a clear definition of job responsibilities for an individual work unit, which is included in the staffing table, taking into account all the features of specific tasks and the workplace;
  • delineation of job responsibilities, determination of relationships among positions, establishment of a service hierarchy, as well as subordination;
  • justification for reimbursing the worker for certain types of expenses that are caused by the performance of his work duties;
  • establishing clear and understandable qualification requirements for the position and criteria for assessing effectiveness in performing duties, as well as compliance with the position held;
  • establishing the rights and obligations of a specialist, determining the area of ​​his responsibility and the punishment provided for violation or failure to fulfill official duties.

This document must be drawn up correctly and also comply with established requirements. State-level regulations governing the rules for drawing up this document are GOSTs, which establish specific requirements applied when drawing up business papers. Previously, GOST R 6.30-2003 was used, but its effect ceased, since GOST R 7.0.97-2016 came into force on July 1, 2017. It is worth paying attention to the fact that the provisions specified in the instructions should not in any way worsen working conditions, as well as the position of workers, in comparison with those guaranteed by law.

Additional sections

Some of the most common additional sections in DI:

  1. “Relationships” is a section that regulates production contacts of employees both from the same department and from different ones. If necessary, it specifies official connections within the organization, as well as with third-party companies. This is necessary, for example, if the worker interacts with contractors and there is a need to inform management about this. In order to improve the quality of DI, it would not be superfluous to establish in this section the procedure and frequency for the employee to submit plans, reports and other documents.
  2. “Job evaluation” is a section where the criteria by which work will be evaluated are clearly established.
  3. “The procedure for reviewing job descriptions.” In this section, it is advisable to determine the validity period, as well as the conditions for revision of the DI, which include:
  • any changes in the organizational structure;
  • revision, changes in staffing;
  • the emergence of new work responsibilities, which leads to the redistribution of existing ones;
  • changing the nature of work due to the introduction of innovative technologies.

Additional sections should be located at the end of the job description.

Sankina P.V.,

Ph.D. ist, science, associate professor Department of Documentation Science of the Russian State University for the Humanities
Source: Magazine "Human Resources Directory"

  • Contents of the job description. Section "General Provisions"
  • Sections "Functions", "Job Responsibilities", "Rights", "Responsibilities" and "Relationships"

The legal status of an employee in an organization is regulated by the job description. This document establishes the functions, rights, duties and responsibilities of an employee of the organization.

The procedure for developing job descriptions has been established for a long time. The form of this document and the structure of the text are unified.

Form and structure of the job description text

To draw up a job description, use the details that are mandatory for the form intended for drawing up internal documents. It must contain the name of the organization, the name of the document, the date and place of its preparation. To the right above the text is an approval stamp.

The title of the text must be consistent in case with the name of the document (as in other management documents).

Job description of (who?) HR manager.

Job description of (whom?) secretary-assistant.

The title is formulated in the same way if the instructions are developed as standard for employees of different departments performing the same duties (for example, for secretaries of structural divisions, clerks, etc.).

The head of the structural unit develops and signs job descriptions; These documents are approved by the head of the organization. If necessary, they can be coordinated with the legal service or other structural units.

Each employee must be familiar with the job description against a signature, which is located on the last sheet of the document, below the manager’s signature and approval visas. The receipt includes the words “I have read the instructions (as of)”, the employee’s personal signature, initials and surname, and the date of familiarization.

The structure of the job description text includes the following sections:

1. General part (general provisions)

2. Functions

3. Job responsibilities

5. Responsibility

6. Relationships (connections by position)

The main requirements for the text of the job description are the completeness of the definition of tasks, a clear formulation of functions and responsibilities. If in the job description the responsibilities are formulated in a general form, non-specific and streamlined, then this document is purely formal and does not fulfill its purpose. The provisions of the job description must specify the duties and types of work performed for a particular position, excluding their ambiguous interpretation. Verbs should be used in the indicative mood: “The inspector performs”, “The inspector organizes”, “The referent compiles”, etc.

Industry-wide qualification requirements of the Ministry of Labor of Russia were developed independently of the structure of a particular organization, the features of its activities and therefore contain only the most characteristic responsibilities and determine the minimum level of professional training for a particular position.

The content of the job description is largely determined by state regulations. These include the Qualification Directory for positions of managers, specialists and; other employees, approved. Resolution of the Ministry of Labor of Russia dated August 21, 1998 No. 37 (hereinafter referred to as the Qualification Directory), which contains a regulated list of requirements for the qualifications of specialists of various categories. The Directory is a normative document and is recommended for use in enterprises, institutions and organizations of various industries, regardless of ownership and legal forms.

The qualification characteristics of each position included in the directory contain three sections:

Job responsibilities- lists the functions that are fully or partially performed by the employee holding this position.

Must know- sets out the mandatory composition of the special knowledge necessary for the employee to perform his functions (legislative acts, regulations, instructions, normative and methodological documents), which the employee must take into account and be able to use when performing his job duties.

Qualification Requirements- this section lists the requirements for the level and profile of general and special training, as well as the requirements for length of service.

The first two sections of the qualification characteristics can be fully used when drawing up a job description in a particular organization, taking into account the inherent specifics of the work.

When drawing up job descriptions, you can take the corresponding standard documents as a basis. They are developed for certain categories of employees of similar institutions. The presence of standard instructions greatly facilitates the preparation of individual ones, but does not replace them. Since a job description is a document regulating the legal status of an employee in a particular organization, it must be drawn up for each position provided for in the staffing table.

In addition to the above documents, when developing job descriptions, you should rely on the regulations on the structural unit. Regulations and job descriptions are interrelated and complementary documents, since the responsibilities of each employee arise from the tasks and functions of the structural unit. The instructions regulate the tasks and functions of workers, establish their distribution among members of the work collective, determine the content, nature and procedure of the activities of each of them, based on the total amount of work enshrined in the regulations.

The job description usually consists of 4-6 sections.

Section I "General Provisions" contains the name of the position in accordance with the staffing table and basic information about it: the name of the structural unit, the subordination of this employee, the procedure for appointment and dismissal from the position, the procedure for filling this position during the temporary absence of the employee, requirements for professional training and qualifications.

Qualification requirements are divided into two main areas: level of education (general, secondary, higher, special) and practical experience, i.e. work experience in a similar position. The source for establishing them is the “Must know” and “Must be able” sections of the Qualification Handbook, however, each organization can specify the requirements for the qualifications and education of an employee based on its personnel policy.

In the same section, a separate paragraph lists legislative, regulatory and normative-methodological documents that should guide the employee in his professional activities. In addition to acts of general effect, this includes a list of internal organizational and administrative documents that must be known to an employee holding a particular position (charter, orders and instructions of the head of the organization, regulations on a structural unit, internal labor regulations, etc.).

Sections "Functions", "Job Responsibilities", "Rights", "Responsibilities" and "Relationships"

In Section II "Functions" the main task of the employee of this position, the subject of his responsibility, and the area of ​​work are formulated. The following lists the specific types of work that make up the main task.

For example, the main task of an office worker is registration of documents. In different organizations, it may involve performing a number of diverse and sometimes labor-intensive tasks. In one case, document registration is limited to maintaining one or more journals. In other cases, this is supplemented by filling out cards, maintaining a computer data bank, transmitting information, compiling and maintaining reference files, servicing requests from management staff specialists, etc.

This section also notes the specifics of preparing, processing and transmitting documents, methods and timing for performing certain functions, and the procedure for executing individual orders.

When formulating a list of employee responsibilities when drawing up a specific job description, they take into account the technology adopted in the organization for working with documents and the features of the technical means used. The instruction must specify the types of work and the order of their implementation, and this is related to the documentation technology adopted in the organization.

The composition of functions in a specific job description is always individual, even if it is drawn up on the basis of a standard document

In Section III "Job Responsibilities" the procedure for performing functions, types of work, individual assignments is established, as well as ethical standards that the employee is obliged to observe in the course of his work.

For example, a list of job responsibilities for an HR employee may look like this:

The HR inspector is required to;

1. Maintain the confidentiality of official information, as well as personal data about the organization’s employees (information about facts, events and life circumstances),

2. Follow the instructions and orders of the head of the personnel service, director of the organization.

3. Ensure the safety of official documents, forms, seals, stamps and comply with the rules for their use.

4. Follow the rules for operating organizational equipment and do not allow unauthorized persons to work on the technical equipment.

5. Carefully control the quality of production and execution of documents on the personnel of the organization’s employees, as well as documents submitted for signature to the director

6. Comply with deadlines for the execution of documents, tasks and instructions of management,

7. Adhere to the chain of command established in the organization, comply with the rules of business communication and norms of official etiquette.

Section IV "Rights" establishes the range of rights necessary for an employee to implement the functions assigned to him, as well as the procedure for exercising these rights. As a rule, these include: employee access to certain information, decision-making, obtaining data necessary for work, the right to endorse certain types of documents, as well as control (over the execution of documents, the work of subordinates, compliance with labor discipline, etc.) . The content of the "Rights" section is directly related to the set of functions. It establishes the competence of a particular employee and the rights granted to him to perform the duties assigned to him.

A clear formulation of the employee’s rights makes it possible to formulate his responsibility, which is allocated in a separate section.

Section V "Responsibility" reveals the content and forms of responsibility of an official for the results and consequences of his activities, as well as for facts of failure to take timely measures or actions related to his duties. The instructions may establish administrative, disciplinary and financial liability. Liability measures are established in accordance with current legislation and taking into account the specifics of the organization’s work. When preparing this section, section should be taken as a basis. “Functions” and “Official Responsibilities”, in accordance with which the responsibilities of the official are detailed.

In Section VI "Relationships (connections by position)" production contacts between officials of this and other structural divisions of the organization are regulated, and a circle of service connections is established. This section may also list relationships with third parties.

To improve the quality of the job description, it is advisable to establish in this section the procedure and frequency of providing (as well as receiving) reports, plans and other documents by this employee.

Despite the fact that the job description is a document unified according to the rules of design and structure of the text (sections), in addition to the main sections, other sections may be included in the job description.

For example, a job description may include a “Job Evaluation” section, where, based on the “Functions” and “Job Responsibilities” sections, job evaluation criteria are established. Such criteria include, for example, compliance with deadlines for the preparation of documents and their compliance with established standards that ensure the legal force of the document.

Additional sections include Sect. "Procedure for reviewing job descriptions." It establishes either the validity period of the instruction (for example: “The instruction is subject to revision once a year”), or the conditions for revising the job description, including: changes in the organizational structure, revision of the staffing table, the emergence of new types of work leading to the redistribution of job responsibilities, introduction of new technologies that change the nature of work, etc. This section is placed at the end of the job description.

Instructions that establish the types of responsibilities for each type of work performed are more informative.

HR services, for example, are characterized by connections with territorial branches of the Russian Pension Fund, the social security department, the military registration and enlistment office, the Employment Center, etc.

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