Secretarial Visa
Gilang Zaidan Fikri
18111035
SS19B
Art and Education / FSIP (https://fsip.teknokrat.ac.id)
Universitas Teknokrat Indonesia (https://teknokrat.ac.id/)
Secretary is one of the most needed professions in a company.
Perhaps many people underestimate the responsibilities of a secretary such as
only taking notes and photocopying documents. Actually, there are many tasks
that need to be carried out by the secretary.
In today’s modern era,
technological developments are increasing and triggering increasingly
competitive business competition, making almost all companies have at least one
secretary. The increasingly competitive business competition also affects the
secretary’s job description to be much more complex and challenging. In the
past, secretaries were only assigned to simple company administrative tasks.
Now the secretary is one of the supporters of the smooth running of the
company’s business.
Definition
of Secretary
According to M. Braum
& Ramon C. Portugal : 2011, the
secretary is a manager assistant whose duty is to accomplish dictation, manage
correspondence, handle guests, help and organize the leader conference, and
carry out other task or duty in order to advance leader’s work effectively.
According to Risnawati
: 2013, the
secretary is an assistant as a leader whose duties are not merely to cover
classified work but also to assemble, to process, to reduplicate, to send, to
store, to maintain and to destroy information materials or office documents, in
addition to managerial work, involving: planning, organizing, actuating and
controlling . Thus, the secretary’s responsibility is not only to manage the
task in the company helping the leader, but the secretary must also be able to
maintain company secrets and the secrets of their leaders.
Types of Secretary
Position
Secretary is
divided into two types of position, namely junior secretary and senior
secretary. The difference between the both of them is the experience.
A
junior secretary is someone who has just started his career as a secretary
or has just graduated from secretarial school. So the junior secretary still
needs a lot of guidance from the senior secretary in carrying out his duties.
While the senior secretary is a secretary who
is experienced or professional more than a junior secretary in solving all
problems and challenges that exist in the company, and has more working hours
than a junior secretary.
Secretary based on
Authority and Responsibility
There are types of
secretary based on its authority and responsibility, namely the secretary of
organization and the private secretary.
The
secretary of organization or executive secretary is a secretary who also functions as a manager because he
directly or actually carries out the functions of an executive manager who has
subordinates. This executive secretary is generally a secretary for an
organizational unit, for example: council secretary, general secretary,
regional secretary, secretary of the inspectorate general, secretary of the
foundation, and others.
The
private secretary is a secretary
whose duty is as a leader who serves and does alleviating, facilitating, and
taking responsibility for the work of the leadership. The leadership
secretary’s duties include managing telephones, correspondence, filing,
receiving dictation, prepare schedule meeting with guests, making invitations,
and making leadership activity agenda.
Secretary Tasks
1.
Routine task is
task that is carried out every day without orders from the leadership. These
tasks include: organizing mail, managing archives, receiving and serving guests
and visiting, accepting and providing telephone and calls, organizing
leadership activity schedules and preparing reports.
2.
Specific task is
a task that is ordered directly by the leader specifically, for the element of
trust a secretary is able to keep company secrets. There are drafting
cooperation agreements with external relations or agencies, composing
classified letters, manage business meetings, and provide gifts or souvenirs.
3.
Special tasks is
tasks that concern the needs of the leadership, such as: as a liaison with
others, setting the layout of office equipment and supplies in the leadership
room, reminding leaders to pay contributions or insurance from an institution,
monitoring the results of collecting funds or advances and institutions that
provided as a welfare fund, attending special meetings, as a leadership
companion during business meetings.
4.
Social Tasks is
tasks that include taking care of office households, arranging and organizing
the effectiveness and completeness activities that organized by company, and
revealing congratulations represent as the leadership.
5. 5. Financial Duties is
tasks that carries out duties related to office finances only those related to
the management of reserve cash commonly called petty cash used for routine
operations in accordance with the provisions applicable to the work unit and
company concerned.
6.
Receptionist’s Duties is
a tasks that include: handling telephone calls (receiving and accepting
telephones, and typing important messages conveyed), handling guests who will
visit the leadership, checking the leadership’s appointments with other parties
agreed upon by the leadership, and preparing the agenda for leadership
activities.
7.
Incidental Duties is
tasks that is not routinely carried out by the secretary, including: preparing
meetings or statements from the leadership, making descriptions of news and
articles published in newspapers or magazines, or other media related to
company interests, checking and correcting printed materials such as brochures,
invitations, forms and lists made by the company, and represent leadership in
attending various events and meetings.
8.
Duties of Secretary in
Business Meeting are purposed to discuss information, listen back to progress,
solve problems and create something new related to business.
References
Ernawati,
U. (2004). Pedoman Lengkap Kesekretarisan. Yogyakarta:
Graha Ilmu.
M.
Braum & Ramon C. Portugal . (2011). The Term Secretary.
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