Order on the appointment of a person responsible for office work

If the volume of documentation to be filled out is impressive or it has increased and the existing staff cannot cope with it, then an order is needed to appoint someone responsible for office work. A sample and form of this paper is attached.

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In most cases, in small organizations, the secretary is in charge of office work. But sometimes an organization does not have a secretary at all, but needs a person who would draw up documents that are fundamentally important for the company, or there is a secretary, but he cannot cope with the volume of documentation that needs to be filled out, executed, sent, etc.

Any employee of the organization can be appointed responsible, at the discretion of the manager.

Combination and additional payment

If such an order is a way to increase an employee’s salary for an increased number of responsibilities, then indicating a specific amount in the order would be a violation.

In order to legally correctly formalize such an allowance and for an increase in the work performed, you need to sign two documents: an order of appointment plus an order to establish a personal allowance (belongs to the category of documents for personnel).

The order should not indicate the amount of the bonus, since this would constitute a disclosure of personal data (and in most cases the employee does not write consent to this when applying for a job). This is why a second document is required. After all, the order to appoint someone responsible for office work passes as an order for the main activity, and its data is available to everyone.

Assignment of labor protection responsibilities

Occupational safety and health is one of the priority areas of the organization's management. Every enterprise must have a person responsible for labor protection. If such a position is not provided for in the staffing table, then labor protection functions can be assigned to the deputy head of the organization or directly to the director.

Industrial safety and ensuring decent working conditions require certain knowledge from the employee. Therefore, persons replacing employees in these positions must undergo special training. Appointment to this position occurs through the issuance of an order.

Change of employee

There are situations when an order requires changes to it. For example, an existing specialist quits, gets promoted, etc. And another person takes his place. The newcomer should be brought up to date on his responsibilities, issue a document confirming the adjustment of the order, and obtain the signature of the “fresh” employee. So the order will have legal force.

Timely adjustment of this kind of document reduces the likelihood of a manager receiving a warning or being held administratively liable in the form of a fine.

Who is appointed responsible for maintaining work records?

The employer chooses the person responsible for maintaining work books, as well as their storage, recording and issuance. In most cases, this becomes an employee of the HR department. Less often, but there are situations in which accountants, office managers and other employees become responsible.

Delegation of responsibilities regarding filling out books does not relieve responsibility for their maintenance from the direct employer.

If data was entered into the document with errors, the company management may be held administratively liable. This fact is regulated by the Code of Administrative Offenses of the Russian Federation, Article 5.27.

It is equally important to comply with the deadlines for issuing labor documents upon dismissal. If documents are not provided on time, the employer will be obliged to compensate the former employee for damages. This implies that due to the delay, the citizen was unable to find a new job. Information on this matter is described in detail in Article 234 of the Labor Code of the Russian Federation.

How to issue an appointment order?

There is no single form for drawing up a document of this nature by non-current legislation of the Russian Federation. In this regard, an arbitrary form of drawing up an order is allowed, using all standard rules for maintaining document flow at the enterprise.

The company letterhead or a blank A4 sheet can be used as the basis for the order. Despite the lack of a unified template, there are several rules that should be followed when drawing up an order. These are the following requirements:

• indication of the exact detailed name of the document;
• existence of a basis for the formation of paper - a link to the relevant regulatory act;
• presence of signatures of the person responsible for drawing up the order and the main manager of the employing company.

The document header should display standard information:

• name of the company indicating its form and basic details;
• document's name;
• serial number assigned to the order;
• date and place of execution of the order.

Next should be the main part of the order. Its approximate structure should look like this:

• the reason for registration is the appointment of a responsible specialist for maintaining work books, organizing their maintenance and storage;
• initials and position of the person appointed responsible;
• initials and position of the person who will be his deputy during the absence of the responsible person (while the main specialist is on vacation, on sick leave, etc.);
• the initials and position of the person who is entrusted with control over the execution of this order (most often this becomes the chief manager of the company);
• the basis for publication is a reference to the Decree of the Government of the Russian Federation No. 225.

At the end of the order, it is signed by the specialist designated as responsible and the employer himself. After publication, the document is stored in a folder where documentation of a similar nature is stored.

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Components of an order

The document does not have a unified form, but it must necessarily mention:

• Name of organization, details.
• Date of signing.
• City.
• For what purpose is the order issued? Free wording is implied. In the example, it sounds like “optimization of office work.” This phrase is the most common and logical in this situation.
• On what date does the employee begin performing these duties? It is understood that these are additional responsibilities and the workload of the assigned employee increases.

• What responsibilities are assigned?
• Who will perform these duties in the temporary absence of the appointed person. If there is no such employee, then they simply write that the manager will sign the corresponding instruction.
• If additional payment is required for duties, the manager refers to the internal labor regulations of the organization. It is not advisable to indicate the amount in the text.
• Who retains control over the implementation of the document’s points.

The paper is completed with the signature of the designated person, the head of the organization. We also need “autographs” of all those mentioned in the order appointing the person responsible for office work.

How to compose it

There is no unified form provided. Prepare an administrative act appointing someone responsible for record keeping in free form, but in compliance with some mandatory requirements:

1. Write down the name (full or short) of your company and fill in the basic details: date, number and city.
2. Give the document a title. The title always reveals the essence of the decree - the appointment of an employee obliged to work with documentation.
3. Indicate the basis for making such a decision - optimization in order to increase the efficiency of specific departments or the enterprise as a whole, reducing the workload of an individual employee (secretary), ensuring the safety of documents, etc.
4. Assign a worker. Enter his last name, first name, patronymic and position.
5. Describe the main responsibilities. If there is a job description, set out the employee’s new job functions in it, and in the decree of appointment refer to a specific paragraph of this instruction.
6. Determine who will replace the appointed official in the event of his or her temporary absence.
7. Appoint someone who is responsible for executing the order.

The document is signed by the manager, then by the employee who is charged with document management. This means that he has read and agreed to the new responsibilities.

Here is an example of an order on the appointment of those responsible for office work for all types of institutions:

And here’s what a sample order for the appointment of an employee who is responsible for the archive in an organization looks like:

Listing of responsibilities

The best option is when the organization has a job description for this position. In the order it is enough to provide a link to this paper, and in the instructions itself - to state all the responsibilities that the appointed employee assumes. But if there is none, then these responsibilities can be listed directly in the order (fortunately, it implies a free form of presentation).

For your information! Another option to list the employee’s responsibilities is to adopt an office work manual that specifies the employee’s functionality.

What to include in the responsibilities of the person in charge

The powers of personnel employees have several areas:

• recruiting personnel, conducting initial interviews, posting vacancies;
• registration of documents related to the movement of employees: when hiring, when moving within the organization from one structural unit to another or from position to position, upon dismissal. As part of this direction, the employee prepares the necessary orders, agreements with employees, makes entries in work books;
• solving disciplinary problems: publishing documents related to disciplinary sanctions and rewards, organizing the work of commissions within the company;
• maintaining time sheets;
• development of local regulations in the personnel area: regulations, instructions;
• organization of accounting and storage of documents.

Sample order assigning responsibilities to the HR department

When hiring a personnel officer

If the company hires a special person who will deal with personnel issues, an order assigning the duties of a personnel specialist is issued after he has completed the standard employment procedure:

• an employment contract is concluded with a citizen, for which he presents all the required documents: passport, military ID, diploma, SNILS or certificate of personal registration, work book;
• the new employee becomes familiar with the local regulations adopted by the employer, including internal regulations;
• The organization issues a hiring order.

Use Cases

In large organizations there is also a separate order appointing someone responsible for personnel records management. This is due to the fact that there is a larger staff there, hence the volume of completed documentation for personnel. Each organization has the right to independently determine the name and number of positions. It should also be taken into account that the appointment of a person responsible for office work will be relevant in organizations with several branches. It is a mistake to believe that if there is a secretariat in the parent organization, structural divisions do not need to worry about maintaining various kinds of papers.

In order to legally establish responsibility for maintaining various types of documents in the responsibilities of the head of a specific department, there is an order to appoint someone responsible for office work, a sample of which is available for download at the top of the page.

Appointment of a person responsible for personnel

Appointing someone responsible for maintaining personnel records is a necessary procedure for any organization or individual entrepreneur that has employees. A person performing the functions of a personnel records manager deals with almost all issues related to the employment of employees, their activities, rights, responsibilities, and dismissal.

Typically, such an appointment is required only in large organizations, since it is more profitable for an employer with a small staff to leave these functions to the manager.

Personnel records management is transferred to a person who has relevant experience. It could also be a lawyer, a secretary, a management manager, or a housekeeping manager.

When appointing a clerk, you need to pay attention to such qualities of the applicant as attentiveness, resistance to various stresses and communication skills, since this employee is most likely to be the main link between the workforce and management.

So, there are 3 main options for assigning the powers of a personnel officer:

• To the head of the organization, for example, director;
• On a current employee of the organization, by expanding his powers;
• For a new employee hired for work.

In this case, the type of assignment depends on what tasks the manager sets when organizing work. If he only needs to draw up a small number of documents on the movement of personnel and prepare time sheets, then he can limit himself to expanding his own functions or granting additional powers to one of the employees.

But if it is necessary to organize the development of new job descriptions, conduct a lot of briefings, training, and modern trainings, then you should hire an employee who will be fully involved in the above issues, otherwise it will be impossible to achieve effective management of the team.

Legal aspects

The manager is initially responsible for document flow and office work. And the appointed employee is responsible only for the process of maintaining it. That is, such aspects as staffing, payment, and the number of office management services are determined entirely by the manager. The subordinate only manages and maintains the functionality of the document flow system.

In 2021, Article 15.11 of the Code of Administrative Offenses of the Russian Federation was amended. It states that the punishment for incorrect storage of documents (and this is part of office work) will be imposed on the person responsible in the form of a fine, and in case of repeated violations - disqualification. There is the wording “official”. It can be either a manager or an employee of his organization.

If the manager has signed an order appointing someone responsible for office work and the document has legal force, then the appointed person is responsible for all violations that may be revealed during inspections.

Order on assigning responsibilities for personnel records management

If the organization's team is small, then maintaining a personnel department is impractical. Therefore, you can assign these actions to a specific employee. Like any other personnel decision, this is formalized by an appropriate order from the manager. The form of the specified document is standard. Such a decision is made in accordance with the internal rules of office work. The determination of the specific person who will be assigned the relevant tasks is carried out exclusively by the manager. Only he has the right to make such decisions.

Assignment of responsibilities to and from the chief accountant

For various reasons, the chief accountant may be assigned the responsibilities of other employees. The opposite situation is also possible, when the duties of the chief accountant are assigned to other employees. We will talk about this in detail in our consultation.

The most typical situation is when the responsibilities of the chief accountant are assigned to the general director on an ongoing basis. But we must keep in mind that not all managers can take on the responsibility of accounting.

The General Director may issue an order to assign the duties of the chief accountant to himself in the following types of organizations (clause 4 of article 6, clause 3 of article 7 of the Federal Law of December 6, 2011 No. 402-FZ):

However, if these types of organizations are subject to mandatory audit, they are a housing cooperative, a law office, as well as in other cases listed in clause 5 of Art. 6 of Federal Law No. 402-FZ dated December 6, 2011, the manager personally will not be able to maintain accounting records.

Assignment of the duties of the chief accountant to the accountant and other employees

The legislation does not prohibit entrusting accounting to any other official of the organization other than the general director. This can happen, for example, if the position of an accounting employee is not provided for in the organization’s staffing table at all, and the head of the organization cannot or does not want to assign the responsibilities of the chief accountant to himself.

Order on assigning the duties of the chief accountant to an accountant: sample.

Order No. 6t dated July 22, 2020

Due to the absence of the position of chief accountant in the staffing table of World of Travel LLC and in accordance with clause 3 of Art. 7 of the Federal Law of December 6, 2011 No. 402-FZ, entrust the management of accounting to the administrator V.N. Kozyreva. from 07/22/2020.

Reason: employment contract No. 72 dated July 22, 2020 with V.N. Kozyreva.

General Director ___________________ Petrovsky G.A.

I don’t mind _______________________ administrator Kozyreva V.N. 07/22/2020

The presence of a chief accountant position in the organization's staffing table, which for various reasons is still vacant, also does not deprive the manager of the right, instead of hiring a new employee, to entrust the duties of a chief accountant to an existing employee.

We discussed how the assignment of the duties of the chief accountant to other employees during his vacation is formalized in our separate consultation.

Assignment of responsibilities to the chief accountant

The opposite situation often arises when the chief accountant is assigned the responsibilities of other employees. As a rule, the chief accountant has to work for the cashier and personnel officer. It’s one thing if it’s a replacement during vacation or a replacement during sick leave.

The situation is different if the chief accountant needs to do “someone else’s” work constantly.

Here, a situation is possible where the responsibilities of a cash or personnel employee are specified in the job description or employment contract of the chief accountant. Then you don’t need to fill out anything additional and pay the chief accountant. If not, then changes are made to these documents or the new relationship between employee and employer is formalized as internal part-time work (Article 60.1 of the Labor Code of the Russian Federation) or combination (Article 60.2 of the Labor Code of the Russian Federation).

assignment of cashier duties

I guess it's something like this

On assigning the duties of a cashier

In connection with the need to conduct cash transactions at the enterprise and the absence of a cashier position in the staffing table, in accordance with clause 36 of the Procedure for conducting cash transactions in the Russian Federation, approved by Decision of the Board of Directors of the Central Bank of the Russian Federation dated September 22, 1993 N 40 X I ORDER: X 1. Assign cashier duties to accountant Ivan Ivanovich Ivanov from June 1, 2010. You can add: 2. familiarize the III accountant with the Procedure for conducting cash transactions against signature 3. conclude an agreement with the III accountant on full financial responsibility.

Reason: additional agreement to the employment contract dated XX.XX.XXXX No. XXX.

Something like this.

Applies when the cashier position is vacant

1. The Employer temporarily, before hiring the main employee, entrusts the Employee with an additional amount of work for the vacant cashier position without interruption from the main job stipulated by the employment contract. 2. The employee is entrusted with work in the following scope: ? Working with the bank, conducting cash and non-cash payments. ? Carrying out operations for receiving, accounting, issuing and storing cash and securities with mandatory compliance with the rules ensuring their safety. ? Receipt of funds and securities in bank institutions according to documents drawn up in accordance with the established procedure for the payment of wages, bonuses, travel allowances and other expenses to workers and employees. ? Maintaining a cash book based on incoming and outgoing documents, reconciling the actual availability of cash and securities with the book balance. ? Drawing up an inventory of old banknotes, as well as relevant documents for their transfer to bank institutions in order to replace them with new ones. ? Transferring funds to collectors in accordance with the established procedure. ? Preparation of cash reports. 3. The deadline for completing the additional amount of work is from 06/07/2010 until the hiring of the main employee. 4. For performing the additional amount of work, the Employee is given a monthly additional payment in the amount of 15,000.00 rubles. 5. When performing the duties of a cashier, the employee bears full financial responsibility in accordance with the agreement on full individual financial responsibility. 6. Each party has the right to prematurely refuse to fulfill its obligations under this Agreement by notifying the other party in writing no later than three working days in advance. 7. This agreement comes into force on June 7, 2010. 8. This agreement is drawn up in two copies, one for each of the Parties.