Duties and Responsibilities of the Grama Panchayat Governing Body and Employees

Based on the Kerala Panchayat Raj Act, Rules and Government Orders, the duties and responsibilities assigned to various governing bodies, officers and employees to ensure the efficient, transparent and timely functioning of the Grama Panchayat are given below.

1. Grama Panchayat Committee

• Perform the duties specified in Schedule III of the Kerala Panchayat Raj Act.
• Take decisions on agenda items placed before the Panchayat, considering the legal advice of the Secretary.
• Consider and approve recommendations of the Panchayat Standing Committees wherever appropriate.
• Evaluate the functioning of various institutions under the Panchayat and the Panchayat Office.
• Ensure that Panchayat decisions are implemented within the prescribed time frame.

2. Steering Committee

• The committee consists of the Panchayat President, Vice President and Chairpersons of the Standing Committees.
• Facilitate consensus on matters to be discussed in Panchayat meetings.
• Determine priorities for the planning and implementation of projects.
• Coordinate and monitor the functioning of the Standing Committees.
• Implement other matters entrusted by the Panchayat.

3. President

• Preside over the meetings of the Panchayat and Grama Sabhas.
• Supervise the functioning of the officers.
• Authorize expenditure of the Panchayat.
• Ensure implementation of decisions passed by the Panchayat.
• Facilitate wage disbursement under the Mahatma Gandhi National Rural Employment Guarantee Scheme (MGNREGS) using digital signature.

4. Secretary

• Implement the decisions of the Panchayat.
• Control and supervise the officers.
• Sign and issue cheques.
• Conduct marriage registration and sign certificates.
• Perform the duties of the Public Information Officer under the Right to Information Act.

5. Finance Standing Committee

• Monitor the functioning of the Panchayat Office.
• Approve the annual budget.
• Approve the Annual Financial Statement.
• Examine and approve the accounts every month.
• Exercise the powers vested in the Committee for granting administrative sanction.

6. Development Standing Committee

• Prepare annual development plans.
• Ensure timely implementation of development projects.
• Monitor the functioning of the Krishi Bhavan, Veterinary Hospital and Matsya Bhavan.
• Ensure maintenance of street lights.
• Monitor the implementation of the employment guarantee scheme.

7. Welfare Standing Committee

• Supervise the functioning of Anganwadis.
• Supervise the functioning of the Buds School.
• Monitor Kudumbashree activities.
• Implement the Ashraya Project.
• Ensure timely completion of poverty alleviation programmes.

8. Health & Education Standing Committee

• Supervise the functioning of UP and LP schools.
• Supervise libraries and cultural centres.
• Monitor the functioning of health institutions.
• Conduct and coordinate Keralaotsavam.
• Implement continuing literacy activities.

9. Assistant Secretary

1. Ensure that wage payments under MGNREGS are made within the prescribed time limit.
2. Ensure proper file tracking of MGNREGS-related files.
3. Ensure that MIS data entry is completed on time.
4. Ensure that workers at MGNREGS worksites follow the prescribed working schedule.
5. Supervise the preparation of the Labour Budget.
6. Take decisions on complaints relating to MGNREGS and issue replies.
7. Perform the duties assigned under Government Order G.O.(MS) No. 218/13/LSGD dated 10.06.2013 and other duties entrusted by the Panchayat.
8. Ensure that details of assets received/acquired by the Panchayat through MGNREGS are recorded in the Asset Register in a timely manner, entered in the Sankhya accounting software and included in the Balance Sheet.
9. Act as the Registration Officer for the National Rural Employment Guarantee Scheme and approve MGNREGS bills and vouchers.
10. Record documents relating to Panchayat litigation in the Suit Register and supervise timely action.
11. Maintain registers, records and diaries relating to the attendance, service, wages and contracts of MGNREGS employees, as well as complaints relating to court cases, Ombudsman, Human Rights Commission, Tribunal and Information Commission, and appear before the concerned authorities wherever not otherwise directed by the Secretary.
12. Collect reports and information required for conferences and review meetings convened by the Government, District Collector, Deputy Director of Panchayats and other departmental authorities from the concerned sections in a timely manner and submit them to the Secretary.
13. Function as Literacy F&A and supervise the process of preparing literacy programmes.
14. Function as the Kudumbashree Charge Officer.
15. Function as the Akshaya Panchayat-level Coordinator.
16. Conduct registration of births and deaths and sign certificates.

10. Head Clerk

1. Assist the Secretary in the smooth and efficient administration of the office and provide necessary support to employees in accordance with the Kerala Panchayat Raj Act and allied Rules.
2. Function as the supervisor of the office administration system and supervise the Front Office in accordance with Government Order G.O.(MS) No. 123/2009/LSGD.
3. Function as Sub-Registrar for Birth and Death Registration, Assistant Information Officer and Assistant Electoral Registration Officer.
4. Conduct birth and death registration and issue certificates and extracts as prescribed by the Rules.
5. Record all allotments in the register and forward them to the concerned officers.
6. Supervise tax collection activities and issue instructions and weekly targets to collection officers.
7. Function as the custodian of the Panchayat vehicle and log book.
8. Prepare the agenda, reports and supporting documents for Panchayat meetings and submit them to the Secretary.
9. Scrutinize files received from various sections and submit them to the Secretary/Assistant Secretary.
10. Take necessary steps for timely updating and publication of the Citizen Charter.
11. Function as custodian of employees' Service Books, Attendance Register, Movement Register, Casual Leave Register and other related records.
12. Check and authenticate the Attendance and Movement Registers every day.
13. Distribute work among clerks as directed by the Secretary and supervise the work.
14. Coordinate office activities and issue lawful instructions to employees.
15. Receive registered post, money orders, demand drafts and cheques and take necessary action.
16. Supervise the distribution of correspondence to the concerned sections.
17. Take necessary action on urgent correspondence in the absence of the Secretary/Assistant Secretary.
18. Forward routine correspondence to the concerned sections without delay.
19. Scrutinize files and documents submitted by clerks and place them before the Secretary.
20. Ensure proper maintenance and safe custody of office files, registers and records.
21. Examine the Personal Registers of clerks once every month.
22. Review pending files every week and submit a report to the Secretary.
23. Ensure timely implementation of decisions of the Governing Body and monitor progress.
24. Ensure proper handing over of files, registers and records during transfer of charge.
25. Attend necessary meetings and submit reports.
26. Be responsible for the safe custody of valuable records, receipt books, deposit records, birth and death registers and marriage registers.
27. Ensure timely communication of allotments to implementing officers and heads of institutions.
28. Ensure safe custody of duplicate keys.
29. Supervise the maintenance and proper utilization of the office building, furniture, stores and conference hall.
30. Conduct random inspections to ensure proper maintenance of registers in each section and report the findings to the Secretary.
31. Take statutory follow-up action on audit reports.
32. Perform other duties entrusted by the Secretary and President.

11. Accountant

The Accountant shall also perform other duties entrusted by the Panchayat in accordance with Government Orders G.O.(MS) No. 150/2009/LSGD dated 01.08.2009 and G.O.(MS) No. 128/2011/LSGD dated 06.07.2011.

1. Maintain accounts in accordance with the Kerala Panchayat Accounting Rules.
2. Record the required entries in the Sankhya software and maintain duly certified printouts.
3. Ensure timely remittance and disbursement of collection amounts received and amounts withdrawn at the Panchayat Office.
4. Verify daily cash receipts and ensure that the entire amount is deposited into the Panchayat account.
5. Enter cheques and drafts in the register and record the receipts in the Panchayat account.
6. Prepare the Annual Budget, Administrative Report and Annual Financial Statement and provide necessary guidance.
7. Ensure complete assessment and collection of taxes and fees and submit review reports to the Secretary.
8. Print and maintain the Cash Book, Day Book and Payment Vouchers every day.
9. Verify all financial transactions and submit them to the Secretary.
10. Ensure timely disbursement and recovery of pension amounts.
11. Function as the Nodal Officer for providing necessary records and registers to audit teams.
12. Provide the Head Clerk with the records required for preparing replies to audit reports.
13. Prepare and submit Annual Financial Statements for Local Fund Audit.
14. Scrutinize Work Bills, Establishment Bills and Contingency Bills for compliance with rules and submit them to the Secretary.
15. Ensure timely repayment of loan instalments and recurring expenditure.
16. Ensure that the Bill Book is returned after treasury duty.
17.  
18. By 4.30 p.m. every day, print and maintain the Accountant Counter Day Book and Day Book and complete the activities prescribed in the Sankhya software assistant and maintain the printouts.
19. Ensure that the amount shown in the Cash Chest Special Register matches the actual cash balance in the office.
20. Take necessary steps to disburse amounts to concerned persons by cheque based on bills approved by the Secretary and ensure proper payment.
21. Maintain Treasury Account Pass Books and reconcile Treasury Accounts at the end of every month and prepare the closing balance.
22. Prepare the Annual Closing Balance Certificate.
23. Maintain Bank/Post Office Account Pass Books and conduct monthly reconciliation.
24. Enter bills received from other sections in the Treasury Bill Book, submit them to the Treasury on time, ensure that receipts are recorded in the respective accounts and obtain the President's authorization.
25. Prepare and distribute allotments to implementing officers with the assistance of the concerned section and record them in the register.
26. Prepare and submit timely replies to letters received from the Government, Accountant General and other departments regarding availability and utilization of various funds.
27. Prepare all correspondence and returns relating to financial transactions.
28. Ensure that certificates relating to statutory deductions such as VAT, Income Tax and Welfare Fund are issued to the concerned departments and beneficiaries.
29. File Income Tax / VAT / TDS returns on time.
30. Maintain daily reports from the Sankhya software with the certification of the Secretary and submit the monthly reports prescribed under Annexure 2.2 to the Finance Standing Committee before the 10th of the following month.
31. Prepare the Annual Financial Statements prescribed under Annexure 2.3 by 15th May of the succeeding year and obtain approval.
32. Provide the Finance Standing Committee with the information required for preparing the Annual Budget and Administrative Report within the statutory time limit.
33. Safely maintain expenditure records, bills, supporting documents and monthly vouchers and make them available to the Finance Standing Committee and audit authorities.
34. If vouchers are lost or not produced before audit authorities, accept personal responsibility and ensure that all vouchers are handed over as per the register during transfer of charge.
35. Bring to the attention of the Secretary the revenue due to the Panchayat and possible revenue losses relating to matters handled by each section and take follow-up action.
36. Ensure that all expenditure is lawful under Section 213 of the Kerala Panchayat Raj Act and maintain Utilization Certificates and vouchers.
37. On receiving information regarding the convening of a Grama Sabha, prepare the Accounts Statement for distribution at the Grama Sabha and forward it to the concerned section.

Maintain the accounts of all funds handled by the Panchayat in accordance with the Kerala Panchayat Raj Accounting Rules.

12. Senior Clerk / Clerk / Cashier

The major duties and responsibilities of the Senior Clerk / Clerk / Cashier shall be performed in accordance with office orders, the Kerala Panchayat Raj Act, allied Rules and Government Orders.

1. Perform the duties mentioned in office orders and other duties assigned through special orders, as well as duties entrusted by the Secretary or supervisory officers.
2. Safely maintain files, registers and records entrusted to the section and be responsible for their production for audit and transfer to the Record Room.
3. Take timely action on matters assigned under office orders, prepare the current file and note file, and submit them to the higher officers.
4. Record file details in the Personal Register and submit them for examination along with the running note.
5. Conduct field inspections on matters requiring field enquiry and submit reports.
6. Attend meetings of committees assigned to the section and record the minutes.
7. If appointed as a Collection Officer, prepare tax registers, issue notices and collect taxes.
8. Prepare and submit the Personal Register to the Head Clerk / Junior Superintendent for monthly inspection.
9. Prepare a list of pending work every month and submit it to the Head Clerk and take steps for completion.
10. Transfer disposed files, registers and records to the Record Room and obtain acknowledgement.
11. Maintain in the section a list of files transferred to the Record Room, duly signed by the Head Clerk.
12. During transfer of section charge, record all documents in the Charge Handover Register and hand over/take over the charge in the presence of the Head Clerk.
13. Maintain Government Orders, circulars and instructions received in the section as stock files.
14. Prepare an index of documents required for reference, include them in the stock file and make them available as required.
15. Coordinate with the Accounts Section regarding the availability of funds and budget provisions relating to matters handled by the employee and regulate expenditure accordingly.
16. Furnish the information required for preparation of the Budget and Accounts from the concerned section to the Accounts Section in a timely manner.
17. Take statutory follow-up action on matters relating to the concerned section in audit reports, prepare replies and submit them to the Audit Section in time, and take further action. Timely submission of audit replies shall be the responsibility of the concerned section.
18. Prepare and submit replies to Legislative Assembly Questions, D.O. Letters and registered post relating to assigned subjects within 24 hours of receipt or within the prescribed time limit.
19. Take action and prepare replies within 48 hours or within the prescribed time limit to complaints relating to the section received from the Hon'ble Chief Minister's Grievance Redressal Cell and the District Collector's Grievance Redressal Cell.
20. Prepare and provide timely replies to applications received under the Right to Information Act.
21. Prepare and maintain, and periodically update, the registers, records and diaries required in connection with court cases, Ombudsman, Human Rights Commission, Tribunal and Information Commission matters.
22. Bring matters relating to the section to the attention of the Governing Body or Standing Committee and take necessary steps for inclusion in the meeting agenda.
23. Take steps to assess and collect 100% of property tax, building tax, profession tax, entertainment tax, licence fees, other fees and rent as per the Assessment Register.
24. With the understanding that tax collection is a major responsibility of the Panchayat, take all lawful measures such as camp collection, publicity, issue of notices, attachment and prosecution in a timely manner to ensure full collection of taxes.
25. Every year, prepare a list of taxes likely to become time-barred and submit it to the Accountant for revenue recovery action.
26. Hand over the day's collection to the Cashier by 3.30 p.m. every day and obtain the Cashier's signature/initials in the Outdoor Office Collection Register.
27. Safely maintain the receipt books entrusted to the employee and produce them before audit/inspection authorities whenever required.
28. Complete field inspections relating to assessment of tax on houses, allotment of building numbers, permits, licences, tax exemptions, tax reductions, complaints and enquiries within the prescribed time and submit reports.
29. Prepare and submit the list of traders in the assigned wards by 15th April and the list of establishments by 30th April every year to the concerned section.
30. Submit timely reports to the concerned sections and the Secretary regarding dilapidated buildings, unauthorized constructions, commercial establishments, industries, slaughterhouses, encroachments, sand mining, pollution, waste dumping and other unauthorized activities.
31. Take action as prescribed under Annexure-3 for 100% collection of taxes and fees.

Cashier

A Senior Clerk shall be appointed as Cashier by the Secretary. The Cashier shall be responsible for the Panchayat's day-to-day cash transactions, receipt of collections, remittance of amounts to the Bank/Treasury, maintenance of the Cash Book, safe custody of receipt books and control of the Cash Chest, subject to the existing laws, Rules and Government Orders.