GOVERNMENT OF ASSAM SECRETARIAT ADMINISTRATION (ESTT.) DEPARTMENT NOTIFICATION No.S(E)58/2015/36--- In pursuance of the provision contained under Section 4(1)(b) of the Right to Information Act, 2005, the required information pertaining to the Secretariat Administration Department is published for information. Introduction Background of the Handbook This information Handbook has been prepared in pursuance of section 4 of the Right to Information Act, 2005 (RTI Act 2005) to provide information in respect of Secretariat Administration Department. Information Manual Department of Secretariat Administration, Government of Assam (Under Section 4(1) of the Right to Information Act-2005) Chapter-I Particulars of the organization and functions 1. Secretariat Administration Department is a non-development department and mainly concerned with the administration of the Assam Secretariat (Civil). It deals with the establishment matters of the officers and staff of the Assam Secretariat Services. The Department comprises with the following branches: (1) Secretariat Administration (Establishment) - Secretariat Administration (Gazetted & PF Cell) - Secretariat Administration (Duplicating Cell) (2) Secretariat Administration (Issue) - Secretariat Administration (Record & Library) - Secretariat Administration (Dak Section) (3) Secretariat Administration (Nazarat) - Secretariat Administration (Vehicle Cell) (4) Secretariat Administration (Accounts)
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GOVERNMENT OF ASSAMSECRETARIAT ADMINISTRATION (ESTT.) DEPARTMENT
NOTIFICATION
No.S(E)58/2015/36--- In pursuance of the provision contained under Section 4(1)(b) of the Right to Information Act, 2005, the required information pertaining to the Secretariat Administration Department is published for information.
IntroductionBackground of the Handbook
This information Handbook has been prepared in pursuance of section 4 of the Right to Information Act, 2005 (RTI Act 2005) to provide information in respect of Secretariat Administration Department.
Information ManualDepartment of Secretariat Administration,Government of Assam(Under Section 4(1) of the Right to Information Act-2005)
Chapter-I
Particulars of the organization and functions
1. Secretariat Administration Department is a non-development department and mainly concerned with the administration of the Assam Secretariat (Civil). It deals with the establishment matters of the officers and staff of the Assam Secretariat Services. The Department comprises with the following branches:
2. The details of the various branches of Secretariat Administration Department are indicated below.
The functions of the Secretariat Administration (Establishment) Branch are as follows: • Matters relating to non-gazetted staff except Grade-IV such as Recruitment, Training, Leave, Transfer & Posting, Gradation List, Confirmation & Promotion. • Matters relating to Deputation/lien, ACR of the Non-Gazetted staff of Assam Sectt. • All appointments on compassionate ground of Jr.A.A. & Computer Operators or of physically handicapped persons.• Matters relating to issue of Identity Cards, Car Passes, Temporary Entry pass in the Assam Secretariat.• Matters relating to appointment of Nazir, Cashier, Accountant, Electrician. Estt. Matters of Lokakanya.• Matters relating to GPF, Pension, Gratuity, DCRG, GIS, NOC for International Passport,• Matters relating to Medical Reimbursement of Sr.A.A., Jr.A.A. & Computer Operators, Social Security Fund.• Matters relating to Association, Amendment of Rules, Reserved categories, RTI on related subjects etc.
The functions of the Secretariat Administration (Gazetted & P.F. Cell) Branch are as follows: • Pay Fixation of all staff.• Maintenance of Service Book.• Pension/G.P.F./G.I.S./V.R.S.• Leave Encashment/Medical Reimbursement of Gazetted Officers.• Confirmation of Gazetted Officers.• Increment/Pay Protection/Fixation of Service of Jr.A.A., SR.A.A. & Gazetted officers.
The functions of the Secretariat Administration (Accounts) Branch are as follows: • Preparation of salary bills and disbursement of allowances of the Ministers, Officers and all staff of the Assam Secretariat.• Keeping records of other contingency expenditures relating to the employees of the Assam Secretariat.• Matters relating to Income Tax, Arrear bill, PAC & Audit, Inspection report of AG.• Preparation of T.A. & LTC bills of gazetted staff and non-gazetted staff.• Preparation of telephone bills, GIS bills, Medical bills of officers.• Bills pertaining to Salary/Pension/A.C./D.C.C./Newspaper/Mobile/Fund allotment/R.D. Withdrawal• NOC for bank loan• Budget & F.O.C.
The functions of the Secretariat Administration (Issue) Branch are as follows: • Posting & dispatching all letters of the Govt. of India.• Receiving & Sorting of all letters.
The functions of the Secretariat Administration ( Record & Library)Branch are as follows: • Maintaining and preserving the non-current public records of the State.
The functions of the Secretariat Administration (Nazarat) Branch are as follows: • Cleanliness of Secretariat Campus• Procurement & Issue of Office stationary, Electrical goods, Furniture, Seal, Stamp etc. • Supply against e-indents & Maintenance of Stock & Issue register.• Appointment and Promotion of Grade-IV staff, Creation & Retention and Establishment matters of of Grade-IV posts.• Pension matters & Medical re-imbursement of Grade-IV• Refreshment Bills
The functions of the Secretariat Administration (Vehicle Cell) Branch are as follows: • Establishment matters of drivers.• Sanction of purchase of cars for the Secretariat.• Allotment & Repair works of vehicles.
Chapter-2 & 3
Powers and duties of its officers and employees
Data of all Officers of S.A. Deptt.
Sl No. Name Designation Work Allotment Pay scale
1. Sri MGVK Bhanu, IAS Addl. Chief Secretary Overall in charge of the Department 67000-79000 (G.P.-10000)
2. Sri S.P.Nandy, IAS Commissioner & Secretary Overall in charge of the Department 37400-67000 (G.P.-10000)
3. Sri A.U. Choudhury, IAS Secretary Overall in charge of the Department 37400-67000 (G.P.-8700)
4. Sri Ashwani Kumar, IAS Joint Secretary Overall in charge of the Department 15600-39100 (G.P.-7600)
5. Smt. N. G. Sonowal, ACS Joint Secretary Matters relating to S.A.(Establishment) 12000-40000 (G.P.-7400)
6. Sri P.C.Deka, ACS Deputy Secretary Matters relating to S.A. (Issue Branch & Vehicle Cell) 12000-40000 (G.P.-6400)
7. Dr. Mamoni Baruah Deputy Secretary & SPIO-I Matters relating to S.A. (Gazetted & P.F. Cell) 12000-40000 (G.P.-6400)
1. Sri A.N.Goswami Superintendent Supervising all matters of the Department. 8000-35000 (G.P.-4900)
2. Sri P.C.Phukan Superintendent -Do- 8000-35000 (G.P.-4900)
3. Smti Anamika Medhi Sr.A.A. D.P. relating to Non-Gazetted Staff, All High Court cases /Tribunal Cases, Promotion ofGrade-IV, Jr.A.A., Appointments on compassionate Ground, RTI matters, Amendment of Rules.
8000-35000 (G.P.-4300)
4. Shri K.C. Das Sr.A.A. Matters relating to Pension /Gratuity/DCRG/GIS etc., Nomination of DCRG and GIS. 8000-35000 (G.P.-4300)
5. Smti Aimani Bhuyan Sr.A.A. House Building Advance/Motor Cycle advance/Bi-cycle advance/Car advance, Mattersrelating to appointment of Nazir/Cashier/Accountant/Electrician.
8000-35000 (G.P.-4300
6. Shri M. N. Dutta Baruah
Sr.A.A. Matters relating to Transfer & Posting of Jr.A.A. & Sr.A.A. of Assam Secretariat. 8000-35000 (G.P.-4300)
7. Shri Ranjit Hazarika Sr. GradeComputerOperator
Matters relating to issue of Identity Cards & Car Passes, temporary entry pass in the AssamSecretariat.
5200-20200 (G.P.-2900)
8. Shri Madan Rabha Sr.A.A. Matters relating to recruitment, promotion, transfer & posting of Computer operators,Confirmation/preparation of gradation list of computer operators etc., RTI related to subject.
8000-35000 (G.P.-4300)
9. Smti Minu Das Sr.A.A. Matters relating to leave of Jr.A.A., & Lokakanya, NOC for application for other jobs or higherstudies, Leave for the Staff of Directorate of Archives.
8000-35000 (G.P.-4300)
10. Shri Ashok Bhattacharjya
Sr.A.A. Matters relating to GPF, Change of Surname, Nomination of GPF, Assembly matters. 8000-35000 (G.P.-4300)
11. Smt. Pallavi Saikia Sr.A.A. Matters relating to leave of Computer Operators and miscellaneous matters. 8000-35000 (G.P.-4300)
12. Smti Jayashree Deka Sr.A.A. Matters relating to Medical Reimbursement of Sr.A.A., Jr.A.A. & Computer Operators, SocialSecurity Fund, RTI related to subject.
8000-35000 (G.P.-4300)
13. Smti Ankurita Baruah Jr.A.A. Matters relating to Directorate of Archives and S.A. (Record & Library) Deptt. 5200-20200 (G.P.-3000)
14. Smti Olympia Sarma Jr.A.A. Matters relating to leave of Sr.A.A., NOC for passport. 5200-20200 (G.P.-3000)
16. Smti. Antara Talukdar Jr.A.A. Matters relating to Allegations & DP, RTI matters, Appointment of Jr.A.A. on CompassionateGround, Miscellaneous matters etc.
5200-20200 (G.P.-3000)
17. Shri Pranjit Deb Jr.A.A. Matter relating to Allegations, Gradation list & Confirmation of Sr.A.A./ Jr.A.A. 5200-20200 (G.P.-3000)
18. Shri Ram Bahadur Gurung
Jr.A.A. Diarist(Recording of Files/Movement of files) 5200-20200 (G.P.-3000)
19. Shri Dul Ch. Borah, Sr. GradeComputerOperator
Matters relating to Computer & Typing works. 5200-20200 (G.P.-2900)
20. Smti Mira Basumatary
ComputerOperator
Matters relating to Computer & Typing works. 5200-20200 (G.P.-2400)
Data of all Officers and Staff (Gazetted & P.F. Cell)
Sl.No. Name Designation Work allotment Pay scale
1. Dr Mamani Baruah Deputy Secretary All works related to S.A.(Gazetted & P.F.Cell) Deptt 12000-40000 (G.P.-6400)
2. Smt Saraswati Pathak Superintendent Supervising all subjects of S.A.(Gazetted Cell) Deptt. 8000-35000 (G.P.-4900)
3. Smti. Mrinalini Deka Sr.A.A. Fixation of Pay, Increment & equalisation of Pay, To up-to-date Service books of drivers/record sorters, Sr.A.A.s & Superintendents, ACPS, Enhance Grade Pay & Revision of Pay etc.
8000-35000 (G.P.-4300)
4. Sri Hitesh Roy Sr.A.A. Establishment matters of all Gazetted officers, Court cases related to the above subject under Secretariat Service.
8000-35000 (G.P.-4300)
5. Smti. Mina Boro Sr.A.A. Fixation of Pay, Increment, To up-to-date Service books of Under Secretaries/Deputy Secretaries/Joint Secretaries/Addl. Secretaries, ACR maintenance of all Gazetted officers, Misc. matters.
8000-35000 (G.P.-4300)
6. Sri Hari Charan Daimary
Sr.A.A. Pension, GPF, Medical re-imbursement, Re-employment etc. 8000-35000 (G.P.-4300)
7. Smti. Annamai Saikia Sr.A.A. Leave, Pay Fixation of Steno-Grade-I/Special Officers, Steno-Grade-II & III increment, Leaveencashment of all Stenos.
8000-35000 (G.P.-4300)
Sl. No. Name Designation Work allotment Pay scale
8. Smti. Jayashree Sharma Sr.A.A. RTI, Leave encashment, NOC for passport, Training, Inquiry matters, GPF, GIS of AO. 8000-35000 (G.P.-4300)
9. Sri Kalyan Kr. Medhi Sr.A.A. Recruitment of Steno Grade-I/II/III, Service Rules related works, Court cases & RTI , Training & Deputation of Stenographers, Medical re-imbursement of Secretariat officers, Assembly questions, Promotion/posting of officers Secretariat Service.
8000-35000 (G.P.-4300)
10. Smti. Rijumoni Devi Jr.A.A. NOC for Indian passports, Remuneration, Leave encashment, GIS, Excess recovery of HBA. 5200-20200 (G.P.-3000)
11. Smti. Chandana Moral Jr.A.A. Increment, Pay protection, Fixation, Medical re-imbursement, Service Book maintenance of all Jr.A.A. 5200-20200 (G.P.-3000)
12. Smti. Chumi Kalita Jr.A.A. Medical re-imbursement, Superannuation Certificate, House rent allowance, VRS related works, Explanation, Committee formation related works, Training, Misc. matters etc.
5200-20200 (G.P.-3000)
13. Smti. Pallabi Baishya Jr.A.A. Diarising of all incoming & outgoing papers, Despatching of all letters, Recording all files in the File Index.
5200-20200 (G.P.-3000)
14. Sri Debajit Konwar ComputerOperator
Typing 5200-20200 (G.P.-2400)
15. Sri Diganta Gogoi ComputerOperator
Typing 5200-20200 (G.P.-2400)
Data of all Officers and Staff (Duplicating section)
Sl.No. Name Designation Work allotment Pay scale
1. Sri Nabin Ch. Sarma Supervisor Supervision of all works relating to Digital Duplicating machine. 5200-20200(G.P.-3000)
2. Sri Upen Dev Mahanta Roneo machine operator Operating Duplicating machine. 5200-20200 (G.P.-2200)
3. Sri Nasim Ahmed Roneo machine operator Operating Duplicating machine. 5200-20200 (G.P.-2200)
7. Sri Suren Ch. Das Record Sorter Record Sorting 5200-20200 (G.P.-2100)
8. Sri Kanteshwar Rahang Record Sorter Record Sorting 5200-20200 (G.P.-2100)
Data of all Officers and Staff (Dak Section)
Sl. No. Name Designation Work allotment Pay scale
1. Sri Harendra Nath Dutta Duftry Despatch letters & communications to different Deptt.s 4560-15000 (G.P.-1500)
2. Sri Mahibur Rahman Duftry -Do- 4560-15000 (G.P.-1500)
3. Sri Chandiram Das Duftry -Do- 4560-15000 (G.P.-1500)
Data of all Officers and Staff (Nazarat)Sl No. Name Designation Work allotment Pay scale
1. Sri Suresh Ch. Bhagawati Nazir To provide logistics to the Departments/Officers/Ministers etc., supervise the cleanliness of Secretariat complex, detailment of peons, upkeepment of
8000-35000 (G.P.-4300)
2. Sri Tanu Ram Talukdar Asst. Nazir -Do- 8000-35000 (G.P.-4300)
3. Sri Bishnu Narayan Dev Sr.A.A. Procurement of Office articles, Maintenance of Stock & Issue register, Rubber Stamp/Name Plate, Repairing of Sofa set.
8000-35000 (G.P.-4300)
4. Sri Mina Ram Deka Sr.A.A. Promotion of Grade-IV, Misc. Matters relating to Estt., RTI matters, Maintenance of Gradation List, Electrical goods etc., Engagement of Retd. Personnel (colonel).
8000-35000 (G.P.-4300)
5. Sri Khagen Rajkonwar Sr.A.A. All Pension matters of Grade-IV staff, Write off cases of Grade-IV employees. 8000-35000 (G.P.-4300)
6. Sri Abani Mahanta Sr.A.A. Maintenance of stock registers, Annual increments of Grade-IV staff, Entry of leave account in the Service Roll, Engagement of bungalow peon (Ad-hoc), Grant of GPF advance to Grade-IV.
8000-35000 (G.P.-4300)
7. Smti. Bharati Pathak Sr.A.A. Recruitment & Confirmation/Creation & Retention of Grade-IV/Casual worker, Regularization of bungalow peon, Budget Estimate, Engagement of Sweepers, Compassionate Ground of Appointment of Grade-IV, Assembly Matters, Court cases/RTI cases.
8000-35000 (G.P.-4300)
8. Sri Madhab Barman Sr.A.A. Medical re-imbursement & Grant of leave of Grade-IV, Allegations against Grade-IV. 8000-35000 (G.P.-4300)
9. Smti. Rina Deka Barman Sr.A.A. Grant of leave of Grade-IV from “A” to “M”. 8000-35000 (G.P.-4300)
10. Sri Ramen Sarma Sr.A.A. Light refreshment bill of all Principal Secretaries, Commr. & Secretaries & Joint Secretaries. 8000-35000 (G.P.-4300)
11. Smti. Jutika Talukdar Sr.A.A. Light refreshment bill of Ministers & Parliamentary Secretaries & meetings, Matters relating to V.I.P. Canteen.
8000-35000 (G.P.-4300)
12. Sri Debabrata Bhattacharya Jr.A.A. Diarising, Maintenance of file register & movement register, Issue of letter, Movement of files. 5200-20200 (G.P.-3000)
Sl.
No.
Name Designation Work allotment Pay scale
13. Sri Pradip Ch. Bordoloi Jr.A.A. Issue of stationery & miscellaneous articles, Maintenance of stock register etc. 5200-20200 (G.P.-3000)
14. Sri Kandarpa Thakuria Computer Operator Typing 5200-20200 (G.P.-2400)
15. Smti. Nirmala B. Pegu Computer Operator Typing 5200-20200 (G.P.-2400)
16. Sri Bipul Sutradhar Computer Operator Typing 5200-20200 (G.P.-2400)
17. Sri Satyen Deka Electrician Electrical work 5200-20200 (G.P.-2400)
18. Sri Abani Barman Electrician Electrical work 5200-20200 (G.P.-2400)
Data of all Officers and Staff (Vehicle Cell)
Sl. No. Name Designation Work allotment Pay scale
1. Sri Pradip Sarma In-Charge Supervising all works/subjects of all assistants, Issuing of P.O.L. toS.A.Deptt.'s vehicles, Detailing of drivers, Audit matters and any othermatter not alloted to any assistant.
8000-35000 (G.P.-4900)
2. Sri Raju Das Sr.A.A. Matters relating to issuing Work Orders for repairing, Sanction of S.A.Deptt.'svehicles & vehicle repairing bills, Supply Order for tyres, tubes & batteries ofS.A.Deptt.'s vehicles, G.P.F. matters, Earned leave, Re-imbursement of medicalbills of S.A.Deptt.'s drivers, Recruitment of/Confirmation/D.P. of S.A.Deptt.'sdrivers, Assembly questions, RTI matters, Misc. matters.
8000-35000 (G.P.-4300)
3. Sri Abani Mahanta (temporary dual charge)
Sr.A.A. Matters relating to issue/receipt of letters, Recording of file movement, Issuing ofWork Orders for repairing, Supply Order for tyres, tubes & batteries ofS.A.Deptt.'s vehicles, Leave matters of S.A.Deptt.'s drivers, Assembly questions,Misc. matters.
8000-35000 (G.P.-4300)
4. Sri Dipak Khataniar Computer Operator Typing 5200-20200 (G.P.-2400)
Data of all Officers and Staff (Accounts)
Sl. No. Name Designation Work allotment Pay scale
1. Sri Samik Senchowa Additional Secretary Overall charge of the Department. 12000-40000 (G.P.-7600)
2. Sri K.C.Kalita Under Secretary D.D.O. of “A” side 12000-40000 (G.P.-6400)
3. Sri Manohar Mandal Under Secretary D.D.O. of “B” side 12000-40000 (G.P.-6300)
4. Sri Prabin Ch. Kalita Superintendent cumCashier 'A' & 'B'
Handling all matters of Cash. 8000-35000 (G.P.-4900)
5. Sri Dilip Kr. Das Accountant Accountant (B) 8000-35000 (G.P.-4300)
6. Sri Kamal Barman Accountant Accountant (A) 8000-35000 (G.P.-4300)
7. Sri A.R.Choudhury Superintendent Supervising all matters of the Deptt. 8000-35000 (G.P.-4900)
8. Sri Nabajyoti Kalita Sr.A.A. Matters relating to Ministers, Parliamentary Secretaries, Advisers to C.M. 8000-35000 (G.P.-4300)
9. Sri Prabin Kr. Saikia Superintendent Matters relating to Income Tax, PAC & Audit, Inspection report of AG for Cash “A”, “B” & Furnishing of AOC meeting.
8000-35000 (G.P.-4900)
10. Sri Phukan Rajbongshi Sr.A.A. Preparation of Pay Bills of Stenographers Gr.II, III & other related matters, Preparation of LTC bills of Gazetted officers under H/A “2251” & “3451”.
8000-35000 (G.P.-4300)
11. Sri Nilamoni Bhattacharjya
Sr.A.A. Preparation of GPF bills of Gazetted/Non-gazetted staff, Other misc. matters relating to GPF, Estt. matters of S.A.(Accounts) Deptt.
8000-35000 (G.P.-4300)
12. Smti. Juti Rani Gogoi Sr.A.A. Preparation of all Contingency bills under H/A “2052”, Bills for OTS & VRS, CivilDeposit & withdrawal, Revenue deposit & withdrawal under H/A “2052”, Preparationof A/C bills & D/C bills under H/A “2052”.
8000-35000 (G.P.-4300)
13. Sri M.Rahman Sr.A.A. Preparation of Pay Bills of Computer Operator/RMO etc. & other related matters. 8000-35000 (G.P.-4300)
14. Smti. Debeshwari Pegu Sr.A.A. Preparation of Salary (CPS) bills of Gr. IV & other related works of Gr. IV. 8000-35000 (G.P.-4300)
15. Sri K.C. Thakuria Sr.A.A. Preparation of Salary bills of (GPF) of Jr.A.A. & other related matters. 8000-35000 (G.P.-4300)
16. Sri M.Dutta Sr.A.A. Preparation of Salary bills of (GPF) of Gr.IV & other related matters. 8000-35000 (G.P.-4300)
Name Designation Work allotment Pay scale
18. Sri Bhagaban Ch. Talukdar
Sr.A.A. Preparation of Salary bills of Non-gazetted staff of P&D Deptt., STSP PE (organisation),Preparation of T.A. & LTC bills of Non-gazetted staff of P&D Deptt. & P.E. Deptt.
8000-35000 (G.P.-4300)
19. Sri K.K. Baruah Jr.A.A. Preparation of T.A. bills of IAS officers, T.A. bills of Gazetted officers other than H/A“2052”, T.A. bills of Non-gazetted staff except drivers.
8000-35000 (G.P.-4300)
20. Sri A. Changkakoti Sr.A.A. Preparation of Salary bills of Gazetted officers under H/A “2052”, T.A. & LTC bills ofGazetted officers under H/A “2052”.
8000-35000 (G.P.-4300)
21. Sri L.J. Hazarika Sr.A.A. All salary & Pensioner bills of Gazetted officers under H/A “2251” & “3451”. 8000-35000 (G.P.-4300)
22. Sri Bhula Nath Bora Sr.A.A. Assist the works of Sri K.C.Thakuria, Sr.A.A. in preparation of Salary bills of (GPF) ofJr.A.A. & other related matters.
8000-35000 (G.P.-4300)
23. Sri Jawaharlal Narzary Sr.A.A. Preparation of Budget under H/A “2052', “2051, “3451” & “2013”, FOC, Fundallotment under H/A “2052', “2051, “3451” & “2013”, Reconciliation.
25. Sri S.N. Pathak Sr.A.A. Preparation of Pay Bills of Sr.A.A. & other related matters, Pay bills of Gr. III & IV of Labour Deptt.
8000-35000 (G.P.-4300)
26. Sri A. Rajbongshi Sr.A.A. Preparation of Salary bills of (GPF) of Gr.IV & other related matters. 8000-35000 (G.P.-4300)
27. Sri Rajat Rongpi Sr.A.A. Assist the works of Sri Ajit Deka, Jr.A.A. in preparation of all Contingency bills & except H/A “2052”.
8000-35000 (G.P.-4300)
28. Sri M.K. Dey Sr.A.A. Preparation of Salary bills of Jr.A.A. (CPS) & other related matters. 8000-35000 (G.P.-4300)
29. Smti Swarnali Hore Sr.A.A. Preparation of Pay Bills of Gazetted officers of P&D Deptt./Science & Technology Deptt. & other related matters, All T.A. & LTC bills of Gazetted officers of P&D Deptt./Science & Technology Deptt.
8000-35000 (G.P.-4300)
30. Sri M.K. Das Sr.A.A. Preparation of Pay Bills of Sr.A.A. & Non-gazetted staff of Assam Accord Deptt. & other related matters,
8000-35000 (G.P.-4300)
31. Sri S. Baishya Sr.A.A. Preparation of Bills of F.A. & Sr.F.A., Pay bill matters of Judicial & Legislative Deptt.s.Matters relating to Director of Treasuries (CPS), Salary & establishment matters of Assam House, Mumbai.
8000-35000 (G.P.-4300)
32. Sri M.K.Dadhara Sr.A.A. Miscellaneous matters. 8000-35000 (G.P.-4300)
Sl. No. Name Designation Work allotment Pay scale
33. Smti. Anju Sarma Jr.A.A. Preparation of telephone bills, GIS bills, Medical bills other than IAS & ACS officers. 5200-20200 (G.P.-3000)
34. Sri Ajit Deka Jr.A.A. All Contingency bills & misc. matters except under H/A “2052”, Civil Deposit & withdrawal, Revenue deposit & withdrawal except under H/A “2052”
5200-20200 (G.P.-3000)
35. Smti. Kashmiri Chetia Jr.A.A. All matters relating to ACS officers. 5200-20200 (G.P.-3000)
36. Smti Pallabi Pathak Jr.A.A. Preparation of Salary bills of Jr.A.A. (CPS) & other related matters. 5200-20200 (G.P.-3000)
37. Sri Partha Hazarika Jr.A.A. All matter relating to IAS officers except TA & LTC bills. 5200-20200 (G.P.-3000)
38. Sri Ajit Pathak Jr.A.A. Assist the work of Smti. Kashmiri Chetia, Jr.A.A. in all matters relating to ACS officers. 5200-20200 (G.P.-3000)
39. Smti. Puja Saikia Jr.A.A. Preparation of Salary bills of Sr.A.A. & other related matters. 5200-20200 (G.P.-3000)
40. Sri Bikash Baishya Sr.A.A. Preparation of bills of bungalow peons/casual labourers, Wages under under H/A“2251” “2052”, “2205” & “3451”, Assembly matters, Matters relating to RTI Act, LTCbills of Non-gazetted staff, Preparation of bills against excess recovery ofHBA/HUDCO/MCA etc.
5200-20200 (G.P.-3000)
41. Smti. Anju Basumatary Jr.A.A. Preparation of Salary & TA bills of drivers of Vehicle Cell/GAD/Political Deptt.,Pay bills of Gr.-III & IV staff of Directorte of Archives, non-gazetted staff ofScience & Technology Planetarium, telephone operators.
It is the only Directorate under administrative control of Secretariat Administration Department, which is headed by a Director. It is the nodal agency of the Government in regard ofarchival management of non-current public records by means of scientific up-keeping and preservation. The Directorate of Archives is the central repository of the non-current record ofentire state administration including Secretariat, Heads of Department, Divisions, Districts and Subordinate offices. Here records are preserved and made available for research and otherofficial and non-official uses.
The proper management of Assam State Archives involves several activities such as:
1. The collection and proper preservation of records.2. Appraisal and weeding of records.3. Preparation of Reference Medias like indexes, inventories, descriptive lists and summary lists etc.4. Precautions or rehabilitation and care of preserved documents for the posterity.5. Reproduction of documents with the help of microfilming camera.6. Maintaining photo gallery of freedom fighters, leaders, artists.7. Conducting of awareness programmes such as seminar, training workshop, Archives Week among the private agencies, organizations, institutions and for the public and students.
Data of all Officers and Staff ( Directorate of Archives)
Sl. No. Name Designation Work allotment Pay scale
1. Sri D. Sonowal Director Administration of the Directorate 12000-40000 (G.P.-6400)
2. Sri Mukul Das Deputy Director(P) All works relating to preservation of records, including care & conservation, mending,binding, insecticidal treatment, reprography, computerisation, fumigation of records,Other office works related to administration, Plan & Budget matters, Establishment etc.
8000-35000 (G.P.-5900)
3. Sri N.B.Gohain Archivist Collection of records, Preparation of indexes/handbook/weeding lists/summarylists/descriptive lists, Servicing of records by transferring them to the conservationsection & Arrangement of records in the Stack Area, Attend research scholars & guidethem properly, To ensure supply of records to the creating agencies.
8000-35000 (G.P.-5100)
Sl. No. Name Designation Work allotment Pay scale
4. Sri Nripen Sarma Asst. Librarian Indexing, Cataloging, Accessing all library books, volumes, maps etc., Supplying 5200-20200 (G.P.-3300)
library books & other items to the research scholars, Maintenance & preservation oflibrary books.
5. Sri Arnab Jyoti Kashyap Asst. Archivist Systematic arrangement of records, Assist the works of Archivist including preparationof reference media like subject lists/descriptive lists/weeding lists/summarylists/indexes/handbooks etc., Publication of historical materials, Assist the data entryoperator in AIMS software, Guide research scholars & students to visit the Assam StateArchives.
5200-20200 (G.P.-3300)
6. Sri Dadul Das Asst. Archivist Assist the works of Archivist on guiding research scholars, Ensure supply of recordsrequisitioned by record creating agencies, Looking after sorting, listing, indexing ofrecords.
5200-20200 (G.P.-3300)
7. Sri Manik nCh. Rajbongshi U.D .Assistant Matters relating to plan schemes, Budget, Establishment, Accounts, Matters relating tonational Archives of India, Indian Historical Records Commission, Central FinancialAssistant Schemes for NGOs, Govt. Deptt.s, RTI matters, Misc. matters, Court Casesetc.
5200-20200 (G.P.-3100)
8. Sri Sailen Das U.D. Assistant -Do- 5200-20200 (G.P.-3100)
9. Smti. Utpala Bhuyan Accountant Supervise all works of accounts of the Directorate like handling cash, preparation &payment of bills and all other accounts related cases of the Directorate.
5200-20200 (G.P.-3100)
10. Sri Paresh Ch. Brahma Preservation Supervisor Supervise the conservation work, Repographic work, Proper care & scientificpreservation of records in stack area, Fumigation of records etc.
5200-20200 (G.P.-3100)
11. Sri Suman Mitra L.D.Assistant Matters relating to plan schemes, Budget, Correspondence with AG & other StateArchives, Personal files of officers & staff, Maintenance of building & property tax,telephone bills, Assembly pass, Engagement of manpower, Correspondence CSS, Civilworks, Appointments, Court Cases, Retention etc.
5200-20200 (G.P.-2400)
12. Sri Sanjay Deka L.D.Assistant Matters relating to training of Archives personnel, National Committee of Archivists,Printing & stationeries, collection of records, GPF, All advances of officers & staff(loan).
14. Sri Kamal Kr. Sarma Data Entry Operator Computerise the records & data entry of the Directorate for preparation of indexes, 5200-20200 (G.P.-2400)
Assist library works regarding KOHA software, Registration of scholars & students etc.
15. Sri Babu Kalita Photographic Assistant Assist micro-photographer in microfilming & processing, Operate repographicmachineries like microfilming camera, microfilm scanner, processor, reader printer,photocopier, digital camera etc.
5200-20200 (G.P.-2400)
16. Sri Mintu Mahanta Accountant Assistant Assist the accountant in the matters relating to handling of cash, payment of bills etc. 5200-20200 (G.P.-2400)
17. Sri Sonaram Boro Preservation Assistant Assist the Preservation Supervisor in all works connected with preservation of recordsin the stack area , Fumigation works to enhance durability, To prevent furtherdeterioration of records.
5200-20200 (G.P.-2400)
18. Sri Nabin Ch. Kaibarta Record Supplier Accessioning of incoming records, Supplying of records to research scholars, Govt. Deptt.s, Keeping the records in boxes.
5200-20200 (G.P.-2200)
19. Md. Baharul Islam Record Supplier -Do- 5200-20200 (G.P.-2200)
20. Sri Siddheswar Das Record Sorter Sorting of all incoming records, weeding works, Keeping records in boxes, Sorting works, Assist Record Supplier.
5200-20200 (G.P.-2100)
21. Sri Sanjoy Kr. Roy Record Sorter -Do- 5200-20200 (G.P.-2100)
Hierarchy of Officers The present hierarchy of officers in Secretariat Administration Department is indicated below:
The Additional Chief Secretary is the administrative head of the Department. He is assisted by Commissioner & Secretary, Secretary, Joint Secretary, Under
Secretary, Deputy Secretaries, Superintendents and other subordinate staff of the Department. The Under Secretaries are the branch officers of the Department.
The Superintendent supervises and guides the subordinate staff.
Chapter-4
Norms for discharge of duties and functions
All matters mentioned in Chapter-2 & 3 are processed in a chronological matter depending on the date of receipt of authority as per procedure.
Individual court cases pertaining to various matters related to the Department are processed promptly at the level of the Deputy Secretary according to the procedure/requirement.
RTI matters are also disposed in a prompt manner by the SPIO-I & II as per RTI Act, 2005.
Rules are amended only on completion of the legal requirements and necessary advice from the concerned Departments as required under the Rules of Executive Business.
Chapter-5
Rules, regulations, instructions, manuals held by the Department for discharging its functions.
1. Assam Secretariat Service Rules, 1963 – This deals with all the rules related to gazetted officers of Category-I, II & III of Assam Secretariat, i.e., Deputy Secretary, Under Secretary and Superintendent.
2. Assam Secretariat Subordinate Service Rules, 1963 – This deals with all the rules regulating recruitment and conditions of non-gazetted ministerial staff of the Assam Secretariat.
3. Assam Rules of Executive Business, 1968- This deals with the guidelines for conducting Government business.
4. Assam Secretariat Grade-IV and Record Suppliers Service Rules, 1963 – This deals with the service matters of Grade-IV & record suppliers of the Assam Secretariat.
5. Assam Service Pension Rules, 1969 – This deals with the matters relating to pension of State Govt. employees.
6. Manual of Office Procedure, Secretariat, 1981 – This deals with the entire procedure to be followed by the employees of Secretariat.
7. Financial Rules & Subsidiary Rules – It is a set of important rules that governs day to day issues relating to service.
8. Assam Services Confidential Rules, 1990 - This deals with Annual Confidential Reports of state Govt. employees.
9. Assam Services Discipline and Appeal Rules, 1964 – This deals with rules relating to discipline of state Govt. employees.
10. Manual of Departmental Proceeding – This deals with the Departmental Proceeding matters of state Govt. employees.
11. Leave Rules 1934 (as amended) – This deals with all leave matters of state Govt. employees.
12. Handbook of General Circulars – It is a compilation of of various circulars issued by different Departments.
13. Assam Civil Services (Conduct) Rules, 1965 – This deals with rules relating to the conduct of state Govt. employees of civil service.
14. Assam Stenographers Services Rules, 1995 - This deals with all the rules regulating recruitment and conditions of Stenographers of the Assam Secretariat.
15. Assam Drivers and Handimen Service Rules, 1999 – This deals with all the rules regulating recruitment and conditions of Drivers & Handimen of Govt. vehicles of the AssamSecretariat.
Chapter-6
Categories of documents under its control
Sl. No. Category of the Document Rules Name & Introduction How to obtain
3. Instructions Hand Book of General Circulars (Blue Book) Administrative Reforms & Training Deptt.
4. Documents 1. Cash Book of Secretariat Staff Secretariat Administration (Accounts) Deptt.
2. Acquittance Rolls -do-
3. Cheque/Draft Register -do-
4. Registers for all advances -do-
5. Expenditure Register -do-
6. Budget on the current year in respect of major Head of Accounts- 2013-COM, 2052-SGS, 2251-SSS, 3451-SES
-do-
5. OM 1. Transfer Policy (vide order no. SAE91/2015/1, Dated 21-05-2015) Secretariat Administration (Estt.) Deptt.
2. Entitlement for Peons (vide order no. S(N)22/2015/1, Dated 30/04/2015)
Secretariat Administration (Nazarat) Deptt.
Chapter-7
Particulars of arrangements that exist for consultation with the representatives of the members of the public in relation with the formulation of policyor implementation thereof.
No such arrangements exist.
Chapter-8
Boards, councils, committees, other bodies constituted for the purpose of advising whether the meeting of these councils, boards are open to oraccessible for public.
No such statutory bodies or committees exist in this Department.
Chapter-9
Directory of its officers and employees
As given in Chapter-2 & 3.
Chapter-10
Monthly remuneration received by each of its officers and employees as per the pay scales shown against their names.
As given in Chapter- 2 & 3.
Chapter-11
Budget allocated to its agency indicating particulars of all plans, proposed expenditures and reports on disbursements made.
Directorate of Archives is released fund from the annual budget of the Department when ceiling is received from the Finance Department for taking up the
works proposed for during the year.
Chapter-12
Manner of execution of the subsidy programmes, including the amount allocated and details of the beneficiaries of such programmes.
No such subsidy programme is executed in the Department.
Chapter-13
Particulars of receipts of concessions, permits and authorisation granted by it.
No concessions, permits or authorisation are granted.
Chapter-14
Details of information reduced in an electronic form.
Details of information regarding the Department is available in the website https://online.assam.gov.in/web/sad.
Particulars of facilities available to citizens for attaining information including the working hours library or reading room if maintained for thepublic.
The State Public Information Officer of this Department is available during office hours on working days.
Chapter-16
Names, designation and other particulars of the Public Information Officers.
Dr. Mamani Baruah,Deputy Secretary,
Secretariat Administration(Gazetted & PF Cell) Department
SPIO-I
Smt Pubali Gohain, ACSDeputy Secretary,
Secretariat Administration(Nazarat) Department
SPIO-II
Sri S.P.Nandy, IASCommissioner & Secretary,
Secretariat Administration Department
First Appellate Authority
Chapter-17
Some useful information
A Public Facilitation Centre has been set up at Gana-Sewa Bhawan to facilitate the public to submit their departmental complaints/grievances
for taking necessary steps by the Government. There are three counters to receive grievances from the public at present.
