Upon analyzing the task of secretary/office manager, we have come to the conclusion that although the job requires many diverse tasks, employees find themselves left in the dark when it comes to evaluations. Little concern was shown for employee demands on proper evaluation criteria. The staff interviewed expressed that they found it difficult to grasp where they stand within the company. Employees did not know how they performed since prior methods of appraisal consisted of a pass/fail remark (such as: "good work, here's a raise" or "you need to work harder but here's a raise anyway"), and forms that were never distributed.
Being Human Resource students, we felt that it would not only be beneficial but vital to the company that we develop a new evaluation and appraisal system to help the hard-working employees of this accounting firm. Job analysis We have reported in great depth the entire job of secretary at the Horwath-Appel accounting firm. The job consists of varying tasks and places the employee in a position of office manager as well as secretary.
To briefly summarize the results of our findings, one can take note that the secretary's primary role was the producer and editor of financial statements (balance sheets, income statements etc. ) and the generation of legal bankruptcy documents. Employees basically typed out the documents using templates and made them available for customers and staff alike. While interviewing both management and employees we discovered this task alone was the basis for the entire job. Little skills were required except for computer literacy and a positive attitude.
It was understood that applicants must have at least a high school diploma. Aside from producing the required statements for senior staff, the secretaries were also responsible for correspondences such as e-mails, memos, faxes, internal mail and other forms of communique. Again little skills were required and these skills could be acquired on the job. This was also a main part of the job and was understood by employees according to their job description. Other tasks consisted of acting as a replacement receptionist.
Though it was not part of the job description, the task was given to secretaries as they are the most widely available for other tasks and their work can in fact be put on hold for an hour a day. The secretaries interviewed were not pleased with the reception jobs though they understand the importance and lack of available replacements. The remaining tasks were not formally given to the employees but were acquired over time. Frequent trips are made to the court house and banks to drop off important documents.
The secretaries also volunteered to run the "Fun Committee", a subgroup of 3 individuals who are responsible for organizing anything not related to work and anything fun. The final major task is that of office manager. Again though it wasn't part of the job description, the employees must ensure that supplies are always on hand, ensure cleanliness and make the appropriate scheduled repairs. Although unfair, the girls are often given manual labour tasks that would be more suitable for males workers.
This has been a problem as the secretaries are considered dispensable while the men were not. This has of course bothered some workers. The office manager task also encompasses kitchen work such as cleaning and ensuring kitchen supplies. Little skill or ability is required for these jobs since they are so simple. Included one can find the K. S. A's in the appendix (taken from phase 1) and see what is required from a potential employee. To summarize just a few, employees must have at least a high school diploma, they must have a positive attitude and be open to change.
Furthermore, employees must be able to to learn computer software (such as Insolvency manager, Dr. Tax, and Caseware (used to produce financial statements)). Other skills include proper communication skills, ability to speak English and trench and openness to new experiences. The employees interviewed demonstrate most of these skills. We feel however, that not all employees are content with their jobs or positions. Since the appraisal system is virtually non-existent, we had created one that we feel is suitable to allow both managers and employees alike to express themselves freely.