Responsibilities of a clerk
In general, all operations with documents are the responsibilities of the clerk. For a resume, as a rule, more clear job responsibilities are highlighted. These include:
- reception, registration and accounting of correspondence, its transmission to recipients. He must register incoming correspondence in the prescribed manner, submit it for execution, and then save it in a suitable section of the archive;
- registration of registration cards for incoming correspondence;
- sending completed documentation to recipients;
- collection and storage of the current documentation archive;
- ensuring the safety of documents.
Such a specialist, in general, must do everything to ensure that the documentation is delivered to the address, executed on time, then sent back and stored. Maintaining an archive is also the responsibility of the clerk, which means he guarantees that any document before the expiration of the statute of limitations will be quickly found.
Unlike a secretary, this specialist, as a rule, does not have direct contact with company employees or its clients. He deals exclusively with documents.
In large companies, the clerk may also be involved in translating correspondence and documents into other languages.
Job Responsibilities of a Clerk Secretary
The office secretary plays an important role in streamlining and systematizing the activities of not only the immediate manager, whose assistant he is, but also in organizing feedback between the boss and subordinates, performers and customers, ensuring effective document flow within the company and between its structural divisions. In this regard, his responsibilities include the following:
- conducting telephone and personal conversations with clients, receiving incoming documentation, faxes, telephone messages, etc., processing and forwarding outgoing documents, bringing orders of the immediate supervisor to the attention of interested parties;
- appointment and organization of meetings between the manager and customers, partners and employees of the company;
- reception and registration of visitors, providing them with comfortable conditions while waiting, informing on issues within the competence of the secretary;
- maintaining standard reporting documentation, ensuring document flow within the framework of current legislation, creating an archive of documents, letters, etc.
As can be seen from the functionality described above, the range of activities of the clerk secretary is quite diverse. In addition to performing the duties indicated in this list, the secretary, who is essentially the face of the company, is required to have the following qualities:
- competent, intelligible speech, the ability to clearly express one’s thoughts;
- good manners, neatness, attention to detail;
- friendliness, tolerance, pleasant appearance;
- knowledge of business etiquette and interpersonal etiquette.
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Requirements for a clerk
Such a specialist must have primary vocational education or undergo special training. Some clerical skills are especially important for a resume. Among them:
- knowledge of important provisions of the Unified State Records Management System;
- ability to work with office equipment;
- knowledge of the basics of labor protection;
- knowledge of the key provisions of the labor legislation of the Russian Federation.
For a clerk, attentiveness, punctuality, and excellent memory are important. The specialist must know the rules for working with documents by heart, and also have a good understanding of the company’s structure, for example, know who is subordinate to whom, what departments there are and how they interact with each other. He will have to send a lot of documents to management and employees, and knowing the composition of the company will help him do this quickly. The clerk often has access to trade secrets, so management is interested in honest employees.
Basic criteria for evaluating resumes by employers
As a rule, after reviewing an applicant’s resume, an employer can make a preliminary conclusion about whether its author is suitable for filling a vacant position. Of course, this conclusion is based on the subjective impression that the candidate's resume produces. However, the answer to the question whether an invitation will be received for a personal interview largely depends on the opinion of the recruiter conducting the initial selection of candidates. To avoid a negative attitude towards a resume, you need to remember the general criteria by which it will be assessed:
- document volume (no more than 2 pages);
- design (in this case, the file format, font, use of subheadings, highlighting important information in the text in various ways, etc.) are taken into account;
- readability (clear, concise presentation of information, correct construction of phrases and writing, division of information into thematic blocks);
- structure (the presence of sections and information blocks located in a certain sequence).
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An important indicator that influences the recruiter’s impression of the candidate that arises in the process of studying his resume is the structure of the document. With large volumes of personnel selection work, an unstructured resume will not be carefully studied by HR employees, since important information will be out of place and will increase the time for its processing. That is why it is customary to adhere to the traditional order of document sections.
Resume sample
There are high-paying jobs in every field. To qualify for such a position, the candidate needs to draw up a correct resume for the job, sample 2020. When responding to a vacancy, the clerk provides the employer with the opportunity to evaluate not only his work experience and qualifications, but also his accuracy and attentiveness.
A good sample must contain complete contact information; it is important to indicate the desired level of remuneration. Information about education, previous places of work, and acquired skills important for work are also required.
Work experience in a clerical secretary resume
This block should contain information about all places of work in your specialty, indicating the time you worked and the job responsibilities that you performed. Write down everything you did based on priority.
Don’t automatically repeat other people’s lists of responsibilities; describe your areas of work briefly but clearly.
An example of filling out the work experience section:
- Period:
08.2015 — 10.2016 - Organization:
"Alfalink Trading"
- Job title:
Clerk Secretary
- Responsibilities:
— Office work — Scheduling, process management — Organization and negotiations — 1C and Sharepoint document flow — Organization of business trips.
This approach will give an advantage over entry-level applicants and graduates of educational institutions.
What to do if you have no work experience
If you don’t have specific work experience, don’t despair. Include information about your education in your resume. This way you will show your dedication and interest in the profession.
Mention facts of activity that are indirectly related to the duties of the secretary.
Let's say you had experience working in a café, and your responsibilities included recording meetings, organizing staff meetings, negotiating with suppliers and clients, and organizing banquets. These are good skills that will be useful for secretarial work.
Avoid directly stating your lack of experience. Don't write about what you want. Focus on the employer's requirements.
Education
2002 – 2007 Bashkir State University. Specialty: Enterprise Management.
Additional education:
2007 Courses for office management specialists “Electronic document management”. Specialists Training Center.
2007 Courses for office management specialists “Electronic Archive”
2008 Course in the specialty “Archival Studies”.
2009 Advanced English for Business course.
2010 Training 1C "Enterprise".
Block on the applicant’s education
If you have a higher education, this is a big plus. In this section you need to describe in detail all the educational institutions where you studied or are still studying. In the sample, the author indicates the university and complements the picture with special courses that allowed him to master the profession.
An example of a description of the education received:
- Higher education:
Moscow State University - Faculty:
Management
- Speciality:
Economic activity
- Year of ending:
2015
Start the list with the most significant education, reinforcing the impression with additional training in your specialty. Lack of education complicates the task, since this section has a great influence on making a positive decision. To be convincing, describe in more detail the courses completed and qualification certificates received. To improve your competence and get a decent job, you can enroll in advanced training courses during your job search and indicate them in your resume.
Refresher courses:
- Year of ending:
2018 - Name:
Organization of business management
- Conducting organization:
Academy of Management
- Year of ending:
2016
- Name:
Office work
- Conducting organization:
Vocational Training Center
Sample (example) of a ready-made resume for a Clerk
Full name: Rezyumenatorov Rezyumenatorovich Date of birth: 00.00.0000 Phone number: +0(000)0000000 E-mail Marital status: single Citizenship: Russia
Target
Filling the position of a clerk.
Education
September 20XX - June 20XX Moscow State Humanitarian Institute, Faculty of Office Management, specialty "archivist", specialist diploma (correspondence department).
Additional education
April 20XX - August 20XX Courses on studying computers and computer technology.
experience
Archivist October 20XX - February 20XX Mayak LLC, St. Petersburg. Functional responsibilities: — receiving documents for storage; — registration of documents; — accounting for the issuance and control of the return of documents from the archive; - preparation of reports.
Secretary March 20XX - October 20XX City Hospital No. 3, St. Petersburg. Functional responsibilities: - receiving calls; — maintaining incoming and outgoing correspondence; — registration of sick leave; — registering patients for appointments; - Carrying out instructions from the head physician.
Clerk January 20XX - August 20XX CB Finance Group, St. Petersburg. Functional responsibilities: - work with correspondence (reception and dispatch); — systematization and storage of documents; — keeping records of documents; — registration and maintenance of internal documentation; — preparation of documents for transfer to the archive.
Professional skills
— Excellent knowledge of PC and office programs; — Proficiency in office equipment; — Literacy of speech and writing; — Knowledge of document management principles; — Language skills: Russian fluently; English – basic (spoken).
***
How to write a resume without work experience but with great achievements
Students need a resume without work experience, even though it contains much less information than the usual version. Employers cannot fail to recognize that there are truly talented young people. A university student is not always lazy, irresponsible and stupid. And the best way to prove your suitability for serious business is through personal achievements.
IMPORTANT!
An example of a resume from a student with no work experience, but who won a competition for entry-level specialists, looks quite convincing. Programmers, designers, and journalists often manifest themselves in this way. And if the talent of a young but promising person is recognized by a strict jury, the recruiter will also have to recognize it.
Therefore, be sure to mention:
- participation and especially prize-winning places in specialized competitions;
- reports at conferences;
- victories at the Olympics;
- thanks from departments.
The main thing is that they overlap with the desired vacancy. A potential legal assistant can boast of winning the Law Olympiad, and a designer can boast of gratitude for decorating the hall.
Otherwise, you can focus on the usual approach: correctly formulate your personal qualities, avoid cliches (communicative, responsible, stress-resistant, etc.), draw up a separate document for each vacancy.
