• General Duties -
(i) Distribution of work among
the staff as evenly as possible;
(ii) Training, helping and
advising the staff;
(iii) Management and
co-ordination of the work;
(iv) Maintenance of order and
discipline in the section;
(v) Maintenance of a list of
residential addresses of the Staff.
• Responsibilities relating to Dak -
(vi) to go through the receipts;
(vii) to submit receipts which
should be seen by the Branch Officer or higher officers at the dak stage;
(viii) to keep a watch on any
hold-up in the movement of dak; and
(ix) to scrutinize the section
diary once a week to know that it is being properly attained.
• Responsibilities relating to issue of draft -
(x) to see that all corrections
have been made in the draft before it is marked for issue;
(xi) to indicate whether a clean
copy of the draft is necessary;
(xii) to indicate the number of
spare copies required;
(xiii) to check whether all
enclosures are attached;
(xiv) to indicate priority
marking;
(xv) to indicate mode of dispatch.
• Responsibility of efficient and expeditious disposal of work and
checks on delays -
(xvi) to keep a note of important
receipts with a view to watching the progress of action;
(xvii) to ensure timely submission
of arrear and other returns;
(xviii)to undertake inspection of
Assistants’ table to ensure that no paper of file has been overlooked;
(xix)to ensure that cases are
not held up at any stage;
(xx)to go through the list of
periodical returns every week and take suitable action on items requiring
attention during next week.
•Independent disposal of cases -
He should take independently action of the following types -
(xxi)issuing reminders; obtaining
or supplying factual information of a non-classified nature;
• any other action which a
Section Officer is authorized to take independently.
(xxii) Duties in respect of recording and indexing -
- to approve the recording of files and their classification;
- to review the recorded file before destruction;
- to order and supervise periodic weeding of unwanted spare copies;
- ensuring proper maintenance of registers required to be maintained in the section;
- Ensuring proper maintenance of reference books, Office Orders etc. and keep them up-to-date;
- Ensuring neatness and tidiness in the Section;
- Dealing with important and complicated cases himself;
Ensuring strict compliance
with Departmental Security Instructions.
As per Notification from Department if Finance, Punjab number 16890-TA(II)-82/10369.
As per Notification from Department if Finance, Punjab number 16890-TA(II)-82/10369.
As you are aware, the
effective discharge of accounts function and effective financial control is a
very important part of functioning in all departments of the Government. To
assist the Heeds of Departments in the discharge of these functions, various
accounts posts have been sanctioned in the departments and trained accounts
staff is posted on these by the Finance Department (T&A Branch). To ensure that the services of this staff
are utilized effectively. It is very important that their functions are clearly
and uniformly defined, end those activities related to accounts and finance
matters are handled by the accounts staff.
A review of the
duties and functions entrusted to the charge of the account’s personnel posted
in the various departments by the Finance Department was recently conducted by Deputy
Secretary, Finance and It was found that there is little uniformity in the
different departments of the Government in this regard, and the range of functions entrusted to accounts staff
varies widely from department to department. It was found that in certain cases
important financial and accounts functions were not entrusted to accounts
staff, and also functions not relating to this area were being entrusted to
accounts staff. With a view to ensure that accounts staff posted in the
departments carry out the functions for which they have been posted so as to
ensure a greater degree of efficiency in financial control by the Heads of
Departments, it has been decided that the following areas of responsibility be
entrusted to the Chief Accounts Officers, Accounts Officers and Assistant
Accounts Officers posted by the Finance Department in your department and its
subordinate offices : —
- Preparation of budget estimates, supplementary estimates.
- Watching of actuals against appropriations, scrutiny of proposals for transfer, re-appropriations of funds from one head to another before these are sanctioned by Heads of Departments or are forwarded to the Government.
- Scrutiny of departmental schemes generally and all proposals for fresh expenditure in particular from the financial and accounts point of view.
- To act as DDO on behalf of Heads of departments/Heads of Offices, to make payments on account of pay and allowances, contingencies etc. in conformity with the financial rules applicable to each class of payment.
- To deal with the audit and inspection reports, audit objections and to take action to rectify and prevent the irregularities pointed out by the State Accountant General.
- Maintenance and up-keep of the service records of all categories of Establishment, Maintenance of G.P. Fund Accounts (Class- IV), CDS Accounts. Account of Loans and advances etc. and determination of interest therein.
- To furnish to the State Accountant General, the certificate of permanent advance annually, submission of statements of accounts to Government etc.
- Reconciliation of accounts of department with those maintained by the Slate Accountant General.
- To conduct internal audit of accounts kept in subordinate offices under the departmental rules.
- To render advice on all the matters involving financial implications/expenditures of Government money etc. to prevent commission of any financial regularity.
- To conduct investigation of irregularities revealed as a result of scrutiny of accounts maintained by the Subordinate Offices.
- Preparation of Pension Cases.
In addition to the above,
it has also been decided that duties other than those indicated above or such
duties as do not relate to accounts or finance matters, should not be entrusted
to accounts personnel in your department.
