ABOUT US – PRINCIPAL & DEPUTY SECRETARY
Principal, Deputy Secretary
To control and discipline upon the branches in our charge
To confirm that section officers are working as per secretarial office book.
To submit immediately, urgent and time bound cases.
After perusing the received letters, bring the important and time-bound letters to the notice of higher officers and if required special instructions should be given to the office.
Very difficult and important cases should be submitted for analytical comments.
To give necessary instructions for taking the information about pending cases at regular intervals.
To inspect the rooms as per roster and give proper suggestions and confirm the implementation.
The declarations made in the address of Mahamahim of state and speech regarding the budget of finance minister, the declarations in the assembly, should be confirmed in respect of their action and hearing.
To confirm the actions for preparing the brief as per instructions issued about the cases to be submitted to the council of ministry and their committees. Also, it may be confirmed that the implementation of the decisions’ taken by the ministry is done in allotted time.
To confirm that the implementation and hearing have been done about the declarations made by the department by Honorable Chief Minister/ Departmental Minister.
To take immediate action on the letters received from special persons like Chief Minister, other Ministers, M.P. & MLA, Central Ministers, Govt of India etc. For their attending, these letters should be registered. For circulation of inter departmental cases, it may be confirmed that cases are registered.
It may be confirmed that immediate action is taken on the memorandums and comments received from various kinds of constitutional and legal commissions like Public service commission, Human rights commission, Lokayukta, National Commission of schedule caste and Tribes, State schedule caste and tribe commission
Entire work regarding departmental establishment should be reviewed from time to time and confirmed that all works relating to the establishment are done as decided by the departmental advisory committee. For example, we should take the action for the recruitment rules, to publish the gradation list, permanency, enforcement, to create new post etc
It may be confirmed that the meetings of departmental promotion committee should be held at allotted time.
It may be confirmed that cases of leave, pension, court cases, general provident fund and departmental enquiry should be submitted in time.
It may be confirmed that the annual confidential character roles should be maintained properly and intimation of adverse remarks should be given in time, to collect pending secret reports early
To take quick actions about various type of matters relating to assembly and public service commission, notices and drawing attention. It may be confirmed that the information in respect of assembly, is sent in time.
To send the information within time limit about the various committees like public service committees, petition committee, public undertaking committee, Assurance committee of assembly and to take action as per instructions.
Incomplete answers and promises should be disposed of.
To confirm complete action regarding court cases in fixed time, to review the position of such cases and to confirm the implementation of orders issued.
It should be confirmed that the proposals of budget and supplementary budget should be received in time from the head of the department.
The service books of officers, general provident fund books etc. should be prepared and maintained as per procedure and to dispose of the applications received from officers regarding general provident funds different types of advances etc in time.
It may also be confirmed that various types of leave cases are disposed.
The directives of government on different subjects issued in the room should be collected and maintained up to date ( The Jawaba Piswna).
In the absence of Principal Secretary/ Under Secretary from time to time in the proposed meeting Chief or Deputy Secretary, posted in the ministry should participate in the said meetings. They should attend the meeting with complete information. In the meeting of witness Committee for proceedings of assembly, they will attend in absence of their seniors
The cases generally opened in the department should not be prevalent after six months. They should not review these cases twice in a year. The cases which are not disposed within six months be produced before Principal/ Deputy Secretary with reasons as to why these cases could not be disposed of.
The responsibilities laid down by the senior officers from time to time should be pursued.
To renew timely the departmental information given on the website and the information of public interest should again be noted on the website.
It may be confirmed that government letter correspondence is done on e-mail more frequently.
The Duties and responsibilities of Under Secretary
To keep control and discipline the branches which are under his charge.
It should be confirmed that the section officers are working as per secretariat office book.
It also is confirmed that section officers are submitting the cases as per fixed procedure, showing the required context and complete in all respect.
Submit the urgent and time bound cases immediately.
Look after the letters received, the important and time-bound letters should be brought to the notice of the higher officers and if necessary special instructions should be given to the office.
Submit analytical notes on very difficult and important cases.
Give necessary directions after obtaining the information of pending cases from time to time.
To supervise according to roster, give appropriate suggestions and confirm implementation
To prepare the room wise guards files and inform the higher officers about the action.
To confirm that the declared announcements in the speech of Mhamahim Rajyapal and the Speech of Honorable Ministers of Finance, the announcements in the assembly have been given proper attention by the department.
It may be confirmed that the action of preparing brief regarding cases to be submitted in assembly is according to the instructions given in the rules and it may be confirmed that the decision by the ministry has been implemented in time
The declaration made by Honorable Chief Minister and Department Minister are implemented and properly, attended.
Immediate action should be taken on the letters received from Hon. Chief Minister, Ministers, Parliamentary Members, Member of the legislative assembly, Central Ministers, Govt of India. Registration should be maintained for the attention of these letters.
It may also be confirmed that Inter-Departmental cases are registered and circulated.
Confirm that immediate action is taken for reports and instructions received from different kind of constitutional and legal commissions like Public Service Commission, State Schedule Caste and tribal commission.
To attend from time to time all works related to the establishment of the department and confirm that the complete work is done regarding establishment fixed by Advisory Committee. For example, action should be taken for keeping recruitment rules, publishing gradation list, permanency/ change in post and creation of new posts etc.
Please confirm that the annual increments of officers and workers are drawn in time. Also, confirm that the action is taken to hold the meetings of departmental promotion committee at the fixed time.
It may be confirmed that the cases of Leave, Pension, Court cases, General Provident Fund and the cases relating to the departmental enquiry should be submitted at the proper time.
To confirm that annual confidential character roles are done in the proper way and to give the information of adverse notes on time and to collect all the pending secret reports.
To take action quickly in respect of all types of points relating to assembly, Like questions in assembly notices attracting attention etc, and confirm that the information required by the assembly, is sent at the proper time.
Please confirm action is taken against the instructions of different committees like Public service commission petition committee, Public Undertaking Committee, Assurance Committee etc.
To dispose of as early as possible the incomplete answers and assurances.
To confirm the implementation of orders passed in court cases.
To confirm that proposals of budget and supplementary budget are received in time from the in charge of the department.
It should be confirmed that service books, general provident fund etc are done by rules and maintained by the officers. The applications received for the general provident funds, various types of advances, are disposed of within fixed times. Also, it should be confirmed that different kind of leaves is settled.
To keep updated collection (thegwaba Pisamt) of instructions issued by the government on different subjects.
To observe the responsibilities given by the senior officers from time to time.