On the basis of the nature and functions of secretaries, we classify them as follow:
1. Ministry’s or Department’s Secretary: Every Government Department has a secretary and he acts as the executive head of the department. Secretary is the person who implements the decision taken by the department heads’ He has to advise the Ministers in certain matters. The important functions performed by him include administrative function, advisory function, formulation of policies etc. Usually I.A.S officers are appointed as secretary to top level executives in certain organizations.
2. Private Secretary: Private Secretary or personal secretary is a person appointed by a person in high position such as Ministers, senior doctors, lawyers, Accountants etc., whose work requires close attention and cannot afford to spent time for routine activities. He keeps the confidence of his master and he is the right hand man of his employer.
3. Secretary of an Association or a Club: An association or a club is formed to serve some common cause of its members, such as promoting art, science, music, sports, etc. The secretary of an association is generally elected from the members of the managing committee. Some association appoints whole time directors to look after the day-to-day activities. He acts as an agent and advisor to the managing committee.
4. Secretary of an Embassy: This is an official of an embassy or a diplomatic mission ranking next to the Ambassador. He is his country’s representative in the country to which he is posted and acts as a link between his embassy and the Government of the country in which it is located.He has to perform administrative and executive functions, and project his country’s image truly and faithfully.
5. Secretary of a Trade Union: Every trade union has a secretary. The functions of the secretary of a trade union vary with size and type of the union. He has to look after the functions of the union. He acts as a link between the trade union and the management.
6. Secretary of a Co-Operative Society: The chairman of the co-operative society is considered as the chief executive and the secretary manages the day-to-day administration of the society. The secretary of the co-operative society may be appointed on part time or full time basis depending on the size of work of the society. He wants to maintain proper records and registers and submit periodical statements to the Registrar of the co-operative societies.
7. Secretary of a Local Body: Corporations, municipal councils, District boards etc. usually appoint whole time secretary to look after their day-to-day affairs. The secretarial duties include office management, assisting to conduct meetings, recording the proceedings etc.
8. Secretary of a Company: The secretary of a company is the chief administrative officer of the company. Company secretary is a person who is a member of the Institute of company secretaries of India. He act on behalf of directors of the company and represents the company to outsiders. He has to conduct meeting and maintain minutes of the meeting.
The functions of secretary depends upon the size and nature of organization he serves. The position of a secretary is that of an office executive. She/he also acts as a liaison officer, advisor to management, administrative assistant etc. His duties are as follows
1. Supervise, co-ordinate and control clerical work of the organization.
2. Selection, appointment and assignment of office work to the staff.
3. Maintanence office Discipline.
4. Writing and receiving letters on behalf of the management.
5. Keeping a record of important phone numbers.
6. Handling staff matters.
7. Acting as a link between management and staff.
Maintaining public relations (i.e.) informing the public about the activities of the organization.
The role of the secretary is to support the chairman in ensuring the smooth functioning of the managing committee. In summary, the secretary is responsible for proper meetings, preparing minutes of the meetings, and maintaining effective records and administration.