Question

State any four functions of a Secretary.

Answer 1

The functions of a Secretary are explained as follows:

1. Correspondence: A secretary has to check and look after the inward and outward mail and registers. He has to give reply to inquiries from outsiders, government departments, and other stakeholders. He is also required to check and look after the different records of the organisation.
2. Office management: A secretary has to organise, manage, and control office staff and office work. He has to guide and supervise the office staff for smooth working. He has to keep in custody the important books and registers and all office appliances in good condition. He is also required to look after training, promotion and transfer of the office employees.
3. Reception function: A secretary is required to perform the following functions:
   1. To attend to telephone calls of his employer and to note and communicate messages of outside parties.
   2. To receive the visitors cordially and to look after their conveniences and facilities. To note the names of the visitors and the purpose of their visits particularly in the case of Visitors who come without prior appointment. He has to inform his employer about the visit of such a visitor and act as per his instructions.
   3. To fix the appointment date, day and time of his employer with the outside parties as per his instructions.
   4. To keep a daily diary of his employer for recording the particulars of all the visitors and visits.
4. Financial functions: A secretary has to perform the following financial functions:
   1. To handle banking transactions such as depositing and Withdrawal of cash, demand drafts, and cheques into the bank.
   2. To make payment of insurance premiums, ' income tax, bills, subscriptions, electricity charges, other expenses, etc., on behalf of his employer.
   3. To prepare and maintain income and expenditure accounts, investments records, etc. He has to keep watch on receipts and payments.
   4. To file and submit income tax returns of his employer.
   5. To provide financial information to employer management, banks, and government.
5.  Arranging meetings: A secretary has to arrange (convene) and conduct meetings between employer/management and other parties. He has to arrange annual general meetings for shareholders: meetings of the Board of Directors and meetings of the managing committee. He is also required to draft notices, agenda and minutes of the meetings.