ward administrative secretary

WARD ADMINISTRATIVE SECRETARY

General Administration:

•Team Leader – In charge of entire Ward Secretariat

•Supervision over Ward Volunteers and coordination with Ward Secretaries

•General Administration and Establishment matters.

•Records maintenance

•Reports, collection, generation and reporting to higher officers

•Responsible for delivery of various services as per SLA.

JOB CHART OF THE PANCHAYAT SECRETARY

The following Rules relating to the functions of Panchayat Secretary under section 268

read with 36(6) of Andhra Pradesh Panchayat Raj Act, 1994 were issued through

G.O.Ms.No.199, PR&RD, Dated. 18-05-2007. The duties of Panchayat Secretary were divided

into 4 categories

Administrative Functions

1.The Panchayat Secretary shall be responsible for discharging the functions vested on

him/her by the Act, allied Acts, and Rules in addition to the functions specially assigned

by the Government from time to time.

2.He/ She is the Executive Authority of the Grama Panchayat

3.He / She shall collect taxes and non-taxes of the Gram Panchayat promptly and deposit

them in the treasury regularly. Shall not keep huge amounts as cash in hand.

4.He/ She shall maintain and act as the custodian of the entire records/ registers of the Gram

Panchayat including cheque books.

5.He / She is subordinate to the Gram Panchayat and shall function under the control of the

Sarpanch of the Gram Panchayat.

6.He / She shall convene and ensure arrangements for periodical conduct of all statutory

meetings such as Grama Panchayat meetings, Standing Committee meetings, and Grama

Sabhas as directed by the Sarpanch.

7.He / She shall convene the meeting of the Gram Panchayat and Functional committees

thereon with the consent of the Sarpanch.

8.He / She shall implement the resolutions of the Gram Panchayat and of the committees

thereof.

9.He/ She shall co-ordinate & supervise the officers and employees working under the

Village Secretariat

10. Have power to initiate disciplinary action against the employees of the Village Secretariat

11. He / She shall Protect the Government properties and take effective steps to safeguard the

interest of Government.

12. He/ Sha shall be the general custodian of all assets of the Grama Panchayats

13. He / She shall take action against the encroachments, damage or misuse of Panchayat lands

and buildings if any and report to the Gram Sabha/ Higher authorities with the support of

Village Revenue Officer.

14. He / She shall assist authorities during the floods, cyclone, accidents etc., and take up

preventive, relief and rehabilitation work with the support of Village Secretariat

Functionaries.

15. He / She shall take mitigation and preventive measures and report any outbreak of

communicable diseases especially Malaria, Japanese encephalitis and Gastroenteritis and

other such diseases to the nearest Primary Health Centre immediately with the support of

ANM and VRO.

16. He / She shall responsible for the total sanitation (including personal, community hygiene

and Solid and Liquid Waste Management, ODF) in the village

17. He / She shall assist the integrated child development scheme functionaries in

implementing their various activities with the support of Women & Child Development

Assistant.

18. He / She shall act as Registrar of births and deaths primarily, as per act and rules and also

issue Birth and Death Certificates. Submit Monthly Report Birth and Death information to

the Revenue Department (concerned Tahsildar / Dy. Tahsildar) by 5th of succeeding month

with proper acknowledgement.

19. He / She shall act as Marriage Officer, as per act and rules and also issue Marriage

Certificates.

20. He / She shall place the needs/ beneficiaries/problems identified by Village Volunteers and

verified by the Functional Assistants of Village Secretariat before Grama Sabha.

21. He / She shall perform election duties.

22. He / She shall report cases of atrocities against Scheduled Caste and Scheduled Tribes with

the coordination and support of (Social/ Tribal) Welfare Assistant and VRO.

23. He / She shall strive for eradication of untouchability by providing access to Scheduled

Castes and Scheduled Tribes in temples and removal of discrimination in all forms against

the Scheduled Caste / Schedule Tribe population in coordination with VRO, Social/ Tribal

Welfare Assistant.

24. He / She shall report on the atrocities against women and children to the authorities

concerned and to take action within 24 hours with the help of Women Police.

25. He / She shall assist and provide information to the concerned officials about any black

market sales of seeds, fertilizers and pesticides with the support and coordination of

Agriculture Assistant.

26. Shall ensure proper coordination between the Grama Panchayat and Village Secretariat

Functional Assistants. Act as administrator of various softwares used in office and shall

assign login facilities to Functional Assistants as users with privileges.

27. Shall Call for and Conduct random checks of files and registers in office and record

observations /directions there on and initial with date and seal to ensure proper maintenance

of Records.

28. Shall discharge various duties such as Advisor to the Grama Panchayat, Implementing

Officer, Finance Manager, Tax assessment Authority, Licensing Authority, Permitting

Authority, Registrar of Births & Deaths, Marriage Officer, Estate Officer, Drawing &

Disbursing Officer, Assistant Public Information Officer etc., as conferred on him/ her by

various statutes diligently.

Financial Functions

1.The Panchayat Secretary of the village secretariat acts as DDO (Drawing and disbursing

officer) and the pay and allowances of all the staff of Village Secretariat will be disbursed

by her/him. The honorarium of Village Volunteers also will be paid by the Panchayat

Secretary.

2.Payments shall be made either by pay order or by digital transaction for all kinds of

expenditure authorized by Grama Panchayat

3.Prepare the annual accounts, Budget Estimates and the DCB statement of the preceding

financial year and place before the Grama Panchayat to ensure its approval and submission

to AP State Audit Department authorities before the 15th May of succeeding year.

4.Furnish the returns, accounts statements, Administrative Report and other details when

called for by the Government or any audit authority.

5.Inspect or cause to be inspected the accounts of the line departments under the control of

the Grama Panchayat.

6.Coordinate with Functional Assistants in utilization of the plan/ programme/ scheme funds

as per the GPDP and to render utilization certificates to Government as ordered by it.

Functions under Community Welfare and Development

1.He / She shall ensure payment of all types of social security pensions through Welfare

Assistant

2.He / She shall furnish the particulars about implementation of developmental activities with

the support of Village Secretariat Functionaries

3.He / She shall take steps to prepare the consolidated list of identified needs from the data

collected by the Village Volunteers with the help of Digital Assistant and shall prepare the

sector wise draft list of heads of household under the poverty line, keeping the names

starting with the lowest levels of income and upward with the help of Village Secretariat

Functionaries from the household data collected by the Village Volunteers.

4.He / She should prepare the Gram Panchayat Development Plans for the holistic,

Sustainable development of the village with support of Elected Representatives, Village

Secretariat Functional Assistants and Village Volunteers by ensuring maximum public

participation.

5.He / She shall motivate the women along with the Women Police, Women & Child

Development Assistant for formation of new self-help groups by encouraging the habit of

thrift, impart best principles of group management in the self-help groups through regular

training and capacity building.

6.He / She shall attend monthly staff meetings convened by President, Mandal Praja Parishad

and Mandal Parishad Development Officer and other meetings convened by District Officer

on behalf of the Village Secretariat.

7.He / She shall support the V.T.D.A. along with the Village Secretariat Functionaries in

preparation of Micro plans and in implementing them and shall attend the meetings of

V.T.D.A

8.He / She shall coordinate and support Agriculture/ Horticulture/ Sericulture Assistant for

agricultural development and in implementing its programmes and in disseminate

extension information.

9.He / She shall assist in implementation of Jalayagnam and Employment Guarantee scheme

with the support of Engineering Assistant.

10. He / She shall organize to collect the details of seedlings planted in each location, motivate

the concerned to protect them and collect percentage of survival periodically along with the

Agriculture/ Horticulture/ Sericulture Assistant.

11.He / She in coordination with Education & Welfare Assistant shall assist the Education

department in their enrolment drive and shall take steps to improve functional literacy of

adults.

12.He / She shall assist in maintaining and update of Gram Panchayat Information Board and

Information Boards relating to assets in the villages.

13.He / She shall mobilize the public participation in Natural Resource Management, joint

forest Management / Community forest development.

14.He / She shall attend to any other duties as assigned by the authorities from time to time.

15.Cause beat of tom-tom and adopt other methods for informing people about events.