Each
Department of the Secretariat consists of Secretary to
Government, who is the official head of the Department
and such other Officers and staff subordinate to him/her
as the Government may determine from time to time. The
Department is further divided into Sections, each of which
is under the charge of a Section Officer. Apart from the
general Sections, dealing with the subjects allotted to
them, there will be an Office Section, assigned with specific
duties.
The
Powers and Duties of Officers and Employees of Secretariat
Chief
Secretary
Proper
transaction of regular Secretariat business is entrusted
with the Chief Secretary. He/She has the following special
functions.
(a)
A superintending control over the whole Secretariat
(b)
Control over the staff attached to the Ministers
(c)
Business connected with the meeting of Council of Ministers
as laid down in the Rules of Business.
(d)
Responsibility for all matters, not falling with the allotment
of subjects assigned to other Secretaries.
The official head of each Department of the Secretariat
is the secretary. When there is more than one Secretary
in a Department, there shall be a clear division of work.
The term ‘Secretary’ denotes Additional Chief Secretary,
Principal Secretary and Special Secretary also. He is
responsible for the careful observance of Rules of Business
and other instructions laid down in the transaction of
business in his/her Department. He/She exercises general
supervision of the Officers and members of staff who work
under him/her.
Additional
Secretary / Joint Secretary
They
occupy a position next to that of Secretary. In the matter
of delegation of powers, they are classified as Head of
Department. They exercise the same powers as that of Secretary
in respect of the subjects specifically allotted to them
and circulate file to ministers, as per the procedure
laid down from time to time. They are competent to represent
the Department before Committee of Legislature.
He/She
also occupies a position almost identical to that of Secretary
in regard to the subjects allotted to him/her by the Secretary.
Under
Secretary
He/She
exercises control over the Sections placed in his/her
charge both in regard to the transactions of business
and in regard to discipline. It is his/her duty to check
delay and attend to all duties assigned to him/her by
the Secretary from time to time. He/She has to see that
the rules and Office Orders are strictly obeyed.
Section
Officer
The
basic administrative unit of Secretariat Department is
the Section and the Section Officers is in charge of it.
He/She is assisted by a certain number of Assistants,
Typists, Last Grade Servants and such other staff required
for the discharge of the works allotted to him/her. He/She
is the first line supervisory Officer and has to ensure
that the staff working under him/her discharge their duties
as per rules and procedures laid down in the matter.
Office
Superintendent
Every
Department in the Secretariat is having an Office Section
which receive papers and dispatches onward communications.
The Office Superintendent is in charge of the Office Section.
Office Superintendent shall be responsible for the prompt
receipt and distribution of tappal, indexing, dispatch,
procuring and distribution of stationery transmission
of records to Records Branch, Maintenance of Stamp account
etc.
Assistants
The
main duty of Assistants is to process the papers which
are allotted to them by the Section Officer. They have
to register the papers, maintain the registers proscribed,
obtain back papers, disposals, standing instruction etc,
for the processing of cases handled in their seat. The
papers will be submitted with note containing a summary
of fact, proposals if any made by the subordinate offices,
rules position in regard to the paper under process, standing
instructions if any available in the matter. The Assistant
is primarily responsible for the prompt submission of
papers and safe custody of files/records in his/her seat.
Confidential
Assistants
They
are mainly entrusted with the shorthand work for the Secretaries
and other Officers and such other items of works as are
entrusted from time to time. The Confidential Assistants
are also responsible for fair copying of confidential
papers and of semi-official communications as required
by the Officers. They are also responsible for passing
on papers received by Officers to the Office Section immediately
after due acknowledgment.
Typists
The
Typist attached to a section is responsible for fair copying
of all drafts and notes sent to him. The matter typed
will be compared by the Assistant concerned with the help
of the typist or another Assistant.
Clerical
Assistants and Attenders
They
shall discharge the duties that are entrusted to them
by the Office Superintendent or Section Officer under
whom they are placed.
Binders
They
are attached to Office Sections and responsible to stitch
the registers, disposals and such other papers as instructed
by the Office Superintendent or any other Officer of the
Department.
Peons
The
Last Grade Employees including Peons shall attend to the
work assigned to them by the Officer/Sections, with whom
he/she is attached.
The powers and duties detailed above will be applicable
to all Departments in the Secretariat including Law and
Finance.
In Secretariat, there are three wings, viz. (1) Administrative
Secretariat – dealing with the administrative matters.
(2) Law department – dealing with the legal matters and
(3) Finance Department – dealing with the financial matters
of State administration. The Administrative Secretariat
consists of 36 Departments, including General Administration
Department.
General
Administration Department
