Functions of Office Posted Date: 03 Jul 2009     Resource Type: Articles/Knowledge Sharing     Category: Education Author: Jyoti Malhotra Member Level: Diamond     Rating: Points: 15 (Rs 10)

The functions which an office is required to furnish can be discussed as: (i) Correspondence Section. The main function of this department is to deal with all correspondence of the office, both on behalf of other departments as well as on its own. The correspondence may be internal (inter departmental) or external (with other offices and individuals). The main activities of this department include; receiving incoming mail form other departments or outside sources, with instructions for dealing with them, gathering information on the cases form relevant files and drafting replies, enquiries, etc. Where there is no separate typing and duplicating section, its functions also include arrangement for getting the drafted letters, circulars, etc., typed or duplicated. (ii) Typing and Duplicating Section. When the volume of typing and duplicating work is large, a separate section s set up for looking after the work. This section deals with the typing and duplicating of all materials emerging from all the departments, including the general office. (iii) Filing Section. This department deals with the systematic preservation of all files and records of the business which concern all the departments. Its activities include : receiving papers and documents for filling ; their classification, indexing and cross referencing filing the papers; issuing the files to department against requisition for reference purposes; follow-up of the files issued to other department; etc. (vi) Mailing Section. The main function of this section is to deal with the operations involved in handling incoming mail and outgoing mail. Its activities include: receipt and registration of incoming mail; sorting and distribution of the mail to various departments; folding and inserting of outgoing mail into envelops; stamping the envelopes; despatching the mail by post or through messengers; and maintaining the post Book or Despatch Register. (v) Secretarial Department. This is the secretary's own department. The main function of this department is to deal with general administration and co-ordination of the activities of the other departments. Besides, it also deals with records, documents and papers relating to capital, finance and control of the business. Sometimes, instead of having a separate general office, the function of the general office are also included in the Secretarial Department. The office manager then supervises the general office under the direct control of the secretary. Positions allocated to usual classification perform a combination of the following office management functions: * Budget development and implementation * Purchasing * Human resources * Fiscal * Accounting * Printing * Records management * Forms management * Payroll * Facilities management * Space management * Health and safety * Risk management * Grants administration * Affirmative action and equal employment opportunity * Information technology, and telecommunications * Monitoring the management of health and safety in the company office * Assisting senior managers in identifying health and safety needs in their departments * Responsibility for the day to day running of the office * Liaising with senior managers to ensure that staff in the division have appropriate information technology equipment * Managing a range of budgets including accommodation, health & safety for company * Plan, consult and manage office moves for the division and other units within the department

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