1. Grama Panchayat Committee

• Duties specified in Schedule 3 of the Kerala Panchayat Raj Act.
• Take decisions on matters placed before the Panchayat, taking into consideration the legal advice of the Secretary.
• Consider and approve the recommendations of the Panchayat Standing Committees wherever appropriate.
• Evaluate the functioning of various constituent institutions and the Panchayat Office.
• Assign responsibilities to officials for implementing the decisions taken and ensure that they are completed within the stipulated time.

2. Steering Committee

Composition: A committee consisting of the Panchayat President, Vice President, and Standing Committee Chairpersons.

1. Build consensus on matters to be discussed in Panchayat meetings.
2. Set priorities for the planning and implementation of projects and coordinate the activities of various Standing Committees.
3. Monitor the functioning of the Standing Committees.
4. Implement other matters assigned by the Panchayat.

3. President

• Preside over meetings of the Panchayat and Gram Sabhas.
• Supervise the activities of officials.
• Authorize expenditure up to ₹10,000.
• Authorize the expenditure of the Panchayat.
• Implement the decisions passed by the Panchayat.
• Using a digital signature, transfer the wages of workers under the Mahatma Gandhi National Rural Employment Guarantee Scheme to the workers' accounts.

4. Secretary

• Express the Secretary's clear opinion on matters considered by the Panchayat.
• Implement the decisions of the Panchayat.
• Make expenditures authorized by the President or the Panchayat.
• Control the officials working under the Panchayat.
• Sign and issue cheques for expenditure.
• Register births, deaths and marriages and sign the certificates.
• Perform the duties of the Public Information Officer under the Right to Information Act.
• Generate the FTO for wages payable to workers under the Mahatma Gandhi National Rural Employment Guarantee Scheme and forward it to the President's login.
• Ensure that all processes required for the Quality Management System are determined, implemented and maintained.
• Provide information to senior management involved in the activities of the Quality Management System in a manner that supports operational progress.
• Maintain awareness among all employees regarding the importance of protecting the interests of beneficiaries.

5. Finance Standing Committee:

Monitor the functioning of the Panchayat Office; consider and decide appeals relating to building tax; consider applications for exemption from building tax; evaluate the functioning of the Front Office; pass the annual budget; approve the annual financial statement; examine and approve the accounts every month; grant administrative sanction for expenditure up to ₹25,000; plan and ensure timely implementation of projects relating to the above matters.

6. Development Standing Committee:

Prepare annual plans; ensure timely implementation of projects in the agriculture, animal husbandry, fisheries and public works sectors; monitor the functioning of the Krishi Bhavan, Veterinary Hospital and Matsya Bhavan; ensure maintenance of street lights; plan and ensure timely implementation of projects relating to the above matters; monitor the implementation of the Mahatma Gandhi National Rural Employment Guarantee Scheme.

7. Welfare Standing Committee:

Management of Anganwadis; management of the Buds School; monitoring Kudumbashree activities; implementation of the Asraya Scheme; timely completion of poverty alleviation programmes; planning and timely implementation of projects relating to the above matters.

8. Health and Education Standing Committee:

Management of Upper Primary and Lower Primary schools; management of cultural centres and libraries; implementation of continuing literacy activities; monitoring the functioning of the Panchayat Library; monitoring the functioning of Sub-Centres, Ayurveda and Homoeopathic hospitals; conducting the Kerala School Youth Festival; planning and timely implementation of projects relating to the above matters.

9. Assistant Secretary

• Ensure that wage payments under the employment guarantee scheme are made within the stipulated time, and ensure timely file tracking and MIS data entry.
• Ensure that workers at employment guarantee scheme worksites follow the prescribed schedule and supervise the preparation of the labour budget.
• Take decisions on complaints relating to the employment guarantee scheme and send replies.
• Perform other duties assigned by the Panchayat in addition to the duties prescribed under G.O.(MS) 218/13/LSGD.
• Ensure that asset details are recorded in the Asset Register, Sankhya Accounting Software and Balance Sheet in a timely manner.
• Act as the Registration Officer for the National Employment Guarantee Scheme and approve MGNREGS bills and vouchers.
• Record Panchayat litigations in the Suit Register and supervise timely action.
• Exercise close supervision in preparing registers and documents required for court cases relating to litigation, Ombudsman, Human Rights, Tribunal and Information Commission complaints. Appear before the concerned authorities unless otherwise specifically directed by the Secretary.
• Prepare, certify and submit the reports required for monthly conferences and review meetings to the Secretary two days before the scheduled meeting.
• Act as the Literacy F&A and supervise the process of preparing literacy projects.
• Act as the Kudumbashree Charge Officer and Panchayat-level Akshaya Coordinator.

10. Junior Superintendent

• Assist the Secretary in ensuring the efficient functioning of the office under the Kerala Panchayat Raj Act and provide necessary support to employees.
• Supervise the Front Office as per G.O.(MS) 123/2009/LSGD.
• Act as Sub-Registrar for birth and death registration, Assistant Information Officer and Assistant Electoral Registrar.
• Initial all allotments received, record them in the registers and make them available to the concerned officials.
• Give instructions to collection officers regarding tax collection and fix weekly targets.
• Act as the custodian of the Panchayat vehicle and log book.
• Arrange the agendas required for Panchayat meetings, prepare the necessary documents and reports, and submit them to the Secretary.
• Examine files received from various sections, initial them and submit them to the Secretary/Assistant Secretary.
• Act as custodian of employees' service books, attendance register, movement register and casual leave register. Check and close the attendance register daily.
• Receive and ensure distribution of postal articles, money orders, demand drafts and cheques, except those addressed personally to the President or Secretary.
• Examine the Personal Registers of clerks every month and pending files every week and submit reports to the Secretary.
• Be directly responsible for the custody of documents, valuable records, receipt book stock register, deposit certificates, and birth, death and marriage registers.
• Conduct random inspections to ensure that the registers required by each section are completed in time and record the findings in the checklist. Take statutory follow-up action on audit reports.

11. Accountant

Reference: Duties prescribed under G.O.(MS)150/2009/LSGD and G.O.(MS)128/2011/LSGD.

• Record the required entries in the K-SMART software as per the Kerala Panchayat Accounts Rules, certify the printouts and maintain them.
• Ensure that all collection amounts and withdrawn amounts of the office are deposited and disbursed in time.
• Print the Cash Book, Day Book and Payment Vouchers by 4:30 PM and submit them to the Secretary. Reconcile bank/treasury accounts at the end of every month.
• Prepare the Annual Budget, Administrative Report and Annual Financial Statement by May 15 and submit them to the Local Fund Audit.
• Act as the Nodal Officer for Performance, Local Fund and A.G. Audit teams.
• Verify and ensure that work, establishment and contingency bills submitted to the Secretary are in accordance with the rules.
• File Income Tax/VAT Tax Deduction at Source (TDS) returns in time.
• Bind and maintain the vouchers of each month separately. In case of loss of vouchers, the complete responsibility shall rest personally with the concerned official.

12. Senior Clerk / Clerk & Cashier

Duties of Senior Clerk / Clerk:

Maintain the current file, note file and Personal Register accurately. Submit field enquiry reports. Prepare replies to Legislative Assembly questions within 24 hours and replies to urgent complaint cells within 48 hours. Take necessary steps to achieve 100% collection of taxes. Hand over the daily collection to the cashier before 3:30 PM and obtain an acknowledgement. Prepare the Traders List for the wards by April 15 and the Institution List by April 30.

Duties of Cashier:

Receive daily taxes and fees and issue receipts. Close collections at 3:00 PM and receive the amounts from the clerks. By around 4:30 PM, place the collected amount along with denomination details in the cash chest after certification by the Secretary. Deposit the collected amounts into the bank account before 11:00 AM on the following day. Distribute salaries, honorarium and allowances.

Other Office Employees