FEDERATION OF NATIONAL POSTAL ORGANISATIONS

Right To Information​ Manual-2

Powers and Duties of Officers and Employees in Department of Post (Directorate), New Delhi

​​Name of the Posts	Span of Control	​Duties
Secretary, Government of India, Department of Posts	Overall control of the Department	Chairman, Postal Services Board. Director General, India Post. Secretary to the Government of .India to assist the Minister of Communications and Information Technology in running the Postal Administration in the country and taking important policy decisions. Secretary (Posts) is assisted by the Members of the Postal Services Board in the discharge of these functions.
Member, Postal Services Board	HAG-1-2 SAG-3-5 JAG 2-5 JAG Group ‘A’ 3-9	To provide support to the Chairman, Postal Services Board in formulating policies on the postal operations, development of new products and other service matters concerning the Department.  The concerned Member, PSB, also acts as the head of identified functional groups in the Directorate like Operational, Technology, Human Resource Development, Postal Life Insurance, Planning and Personnel.  Members (PSB) also work as reviewing authority in disciplinary matters.
Senior Deputy Director General	SAG-1-3 JAG-2 Group ‘A’-3	​Policy and programs of the functional area under his/her control. Monitoring of their implementation in the circles.
Deputy Director General	JAG-2 Group ‘A’-3	Policy and programs of the functional area under his/her control. Monitoring of their implementation in the circles.
Director	Group ‘A’ Officers Group ‘B’  Group ‘C’ MTS	To deal with matters concerning policy formulation and other related matters.
Director (OL)	Asst. Director (OL) -2 Sr. Hindi Translator – 2 Junior Hindi Translator-8-6	The overall responsibility of implementation of the Official Language Policy of the Union, Official Languages Act & Rules, annual Program issued by the Department of Official Language(MHA) in the Department as a whole. Attending the inspection meetings of the Committee of Parliament on Official Language. To carry out the OL Inspections of the sub-ordinate offices. Represent the Department in the Circle level OL Conferences. Attending the meetings of Kendriya Hindi Samiti held under the Chairmanship of Hon’ble Prime Minister of India and Central Official Language Implementation Committee held under the chairmanship of Secretary (OL), Govt. of India. To work as Secretary of the Hindi Advisory Committee of the Department held under the Chairmanship of Hon’ble MOS C & IT and to convene its meetings on regular intervals, prepare the agenda and minutes of the same and to coordinate the action taken on the decisions taken in that meeting. To supervise and monitor the work of Assistant Director (OL)/Hindi Officer. To attend any other meeting related to the Official Language.
Assistant Director General	Group ‘B’ officers 1-2 Group ‘C’ 10-14	Under Secretary level Staff Officer in the Directorate, acting as a Branch Officer responsible for initiating action on policy matters as well as on project activities of the respective Divisions.  Authorized to issue orders on behalf of the Director General (Posts).
Desk Officer		Under the Desk Officer system, the work of a Department at the lowest level is organized into distinct functional Desks each manned by two desk functionaries of appropriate ranks e.g. Under Secretary or Section Officer. Each desk functionary handles cases independently and is provided adequate stenographic and clerical assistance. He performs all the functions of a Section Officer in respect of subject matters allotted to him.
Section Officer	Assistants LDCs UDCs	Distribution of work among the staff. Marking of Dak among the staff. To submit receipts that should be seen by the Branch Officer or higher Officers at the Dak stage. To keep a note of important receipts with a view to watching the progress of action. Dealing important and complicated cases independently and their submission to Competent Authority wherever required. Examination of cases put up by Dealing Assistants and their submission to the Competent Authority. To ensure timely submission of various returns. Obtaining or supplying factual information of non-classified nature. To approve the recording of files and their classification. To review the recorded files before destruction. Ensuring proper maintenance of registers required to be maintained in the Section. Ensuring strict compliance with Departmental Security Instructions.
Translation Officer(IR)		Translation of technical documents, letters, and telex received from the UPU and other countries from French to English and vice-versa. Maintenance of UPU documents which include various compendia or lists. Work relating to International Reply Coupons. Handling of files relating to Postal dignitaries appointments, retirement, death, change of greetings etc. Maintenance and upkeep of documents of SAARC/UPU/APPU (i.e. EC & CCPS documents, seminar, Studies, Symposia Documents).  Arrangements of these in chronological order and maintenance of proper Register for their movement, identification and retrieval thereof. Revision of Foreign Post Manual and Post Office Guide (Part-II). IB Circulars.
Translation Officer (DA)		Translation of French documents received in DA and DAA Sections. Attending of all EMS complaints, correspondence relating to enquiry of EMS complaints, refund and compensation in these cases. Maintenance and follow up of all periodic returns other than O&M returns. Christmas Airmails safe dates etc. Improvement in quality of forms, labels and bags in the International EMS mails. Electronic Tracking and Tracing and use of Barcodes.
Hindi Translator		Following types of translation work from English to Hindi and vice versa: Resolutions, general orders, non-statutory rules and notifications,press communiqués,administrative and other reports. Forms, simple and administrative nature. Other miscellaneous work viz. Translation of English to Hindi and vice versa. ​
Principal Private Secretary		Overall supervision of Secretary’s Office. Arranging meetings with and for Secretary. Screening files, Dak, telephone calls and visitors. Handling confidential and secret papers. Preparation of secretary’s tour Program – both internal and outside the country. Taking down notes on all important and confidential matters. Attending to routine correspondence independently and keeping a watch over important cases. Providing all secretarial assistance to the Secretary.
Private Secretary (Merged A & B Grade of CSSS)		Supervision of personal section. Arranging meetings with and for the Officer. Screening telephone calls, visitors, files and Dak. Taking dictation and transcription thereof. Handling confidential papers and keeping them in proper order. Attending to correspondence of routine nature independently and providing all secretarial assistance to the Officer. Making arrangements connected with Officer’s tour. Keeping a constant watch over Parliament Questions, VIP and important cases. Keeping a note of the files and papers passed by the Officer.
Personal Assistant (Grade C of CSSS)		Taking dictation in shorthand and its transcription. Fixing up of appointments. Screening the telephone calls and the visitors. Keeping a list of engagements, meeting etc. Maintaining in proper order the papers required to be retained by the Officer. Keeping a note of the movement of files passed by the Officer. Attending to routine correspondence.
Stenographer (Grade C of CSSS)		Taking dictation in shorthand and its transcription. Attending telephone calls. Keeping a note of movement of the files. Attending to routine correspondence.
Technical Assistant		Checks the data collected for the assignment. Arrange and carry out activity analysis of Officers up to and including Under Secretary. Carry out case studies of the work of Officers. Analyze data gathered on the above points and suggest steps for work improvement such as duplication of performance, elimination of non-contributory levels. Synthesize disposal times for each category of workload. Check the projection of the results of the sample. Discuss with Section Officers the findings of the workload.
Assistant/ Upper Division Clerk./ Dealing hand		He works under the orders and supervision of the Section Officer and is responsible for the work entrusted to him.  Where the line of action on a case is clear or clear instructions have been given by the Branch Officer or higher officers, he should put up a draft without much noting.  In other cases he will put up a note keeping in view the following points : To see whether all facts open to check have been correctly stated. To point out any mistakes or incorrect statement of the facts. To draw attention, where necessary, to precedents or Rules and Regulations on the subject. To put up the Guard file, if necessary, and supply other relevant facts and figures. To bring out clearly the question under consideration and suggest a course of action wherever possible.
Lower Division Clerks		Entrusted with work of routine nature, for example – registration of Dak, maintenance of Section Diary, File Register, File Movement Register, Indexing and Recording, typing, comparing, dispatch, preparation of arrears and other statements, supervision of correction of reference books and submission of routine and simple drafts etc.

Powers and duties of officers and employees in Postal Circles of the Department of Posts

Name of the Posts	Span of Control	​Duties
Chief Postmaster General	Group ‘A’ Officers Group ‘B’ Officers Operative	Personnel Management Controlling Authority for Group ‘A’ and Group ‘B’ officers posted in the circle Appointing Authority for the Group ‘C’ Supervisory Officials. Reviewing Authority for supervisory officials. Cadre Controlling Authority for the inspect oral staff as well as other circle cadres, Supervisory staff in the circle. Head of the circle Welfare Fund. Financial Management Budgeting for the entire Circle. Allocation of funds to the Regions and Postal/RMS Division. Monitoring expenditure for achieving economy in administrations. Exercising full delegated financial powers in respect of operational matters, recruitment and in other cases full powers of the Head of a Department for building. In addition to the existing powers of Head of the circle/Head of Department also enjoys delegated powers of Director General/Postal Board. Technical Functions Planning of postal network in circle jurisdiction according to the sanction in annual plan. Management of customers services through network of the post offices. Collection/transmission and delivery of mail within the circles. Management of postal estates. Chairman of the Circle Sports, Welfare Control Board. Planning and execution of modernization programs in the post offices/RMS offices. Monitoring of redress of public grievances. Development of management information system for effective management. Overseeing the support systems : Postal Stores Depot. Circle Stamp Depots. Mail Motor Service. ​Overseeing the work of Director of Accounts Postal. Chairman of the Circle Management Committee. Chairman of the Departmental Joint Consultative Machinery. Co-ordination Activities Co-ordination with the State Government Authorities and other Central Government Organizations within the circle. Overseeing the work of Dak Adalats for settlement of public grievances.  Also oversee the work of Pension Adalats for retired departmental officials. Co-ordination with informal groups (Non- Governmental Organizations), eminent public personalities like Member of Parliament, Member of Legislative Assemblies, Local Bodies etc. (Main spokesmen of the Department in his area ) co-ordinate with electronic and print media.
Regional Postmaster General	Group ‘A’ Officers  Group ‘B’ Officers Group ‘C’  MTS Head of the Region i.e. the Chief Officer in the Postal Region	Personnel Management Controlling authority for Group ‘A’ and Group ‘B’ officers posted in the Region. Appellate Authority/Review Authority for Supervisory as well as Clerical cadres. Cadre Controlling Authority for the inspection staff as well as Supervisory staff/Circle cadre staff in the Region. Financial Management Budgeting for the entire Region. Exercises full Delegated Financial Powers as Head of a Department. Monitoring expenditure to achieve economy in administration. Technical Functions Planning of postal network within his jurisdiction according to the sanctioned in Annual Plan. Management of customers services through network of the post offices. Collection/transmission/ delivery of mail within the Region. Management of postal estates. Planning and execution of modernization programs in the post offices/RMS offices. Monitoring of redress of public grievances. Development of Management Information System for effective management. Oversee the supporting system like: ​Postal Stores Depot. Circle Stamp Depot. Mail Motor Service. Co-ordination Activities Co-ordination with the State Government authorities and other Central Government organizations in the Region. Oversee the work of Dak Adalats for settlement of public grievances and Pension Adalats for retired officials. Co-ordination with informal groups, (Non-Governmental Organizations), eminent public personalities like Member of Parliament, M.L.A etc. Inter-act with Press and Media about Departmental activities including new products and services.
Director, Postal Services	Group ‘A’ Officers Group ‘B’  Group ‘C’  MTS	A Staff Officer either to the Chief Postmaster General in the Circle Office or to the Regional PMG.  He carries out all functions of the personnel management, financial management and technical activities concerning management of the postal services, RMS and in the headquarters office.  In the Circle office, certain other functional areas, like foreign mail processing/transmission, Postal Life Insurance works are also allocated. As the Director Postal Services, financial powers have been delegated to the functionary to make him effective in the field situation. He acts as appellate authority in respect of clerical and junior level supervisory staff in Region/Circle.
Director Postal Training Centre		Overall in charge of training center. Exercising financial powers of Principal. Exercising statutory powers (appellate power) over Group ‘C’. Training-scheduling, design, implementation and monitoring of training programs. Imparting training in classroom. Training evaluation. Training administration – grant of leaver exceeding 3 days for induction trainees, discharge of trainees from training and detention of trainees. Estate Management. Co-ordination with field units and reporting to Directorate. Performance appraisal of Vice-Principal, Administrative Officer and Personal Assistant to Principal.
Assistant Postmaster General	Section Supervisor 1-3 Clerical Staff 6-10 MTS 2-3	In charge of sections for example staff, mail, establishment and planning, vigilance and investigation, stores and printing etc. Assist the Head of the Circle in inspection, investigation and supervision in various areas. Both a Desk Officer as well as an inspecting Officer. Head of the Circle can depute him away from Headquarters particularly in serious cases of robbery abstraction or fraud.
Deputy Director/Vice Principal Training Centre		Training time-table preparation and monitoring. Faculty arrangement. Exercising administrative powers over non-Gazetted staff. Exercising statutory powers over Group ‘C’ staff. Appellate powers over MTS staff. Imparting training in classroom. Monitoring training administration. Day-to-day training administration. Grant of leave to trainees within three day limit. Disciplinary authority in case of trainees during training. Performance appraisal of Lecturers and instructors.
​Assistant Director		Such post holders perform the same nature of job as done by the Assistant Postmaster General except that their span of control is shorter and they are not deputed by the Head of Circles for special investigation etc.
Assistant Director(OL)/ Hindi Officer		The translation work from English to Hindi and vice-versa and vetting thereof. To acquaint the officers and staff of the Department with the provisions of the OL Act, OL rules and Government orders related to the Official Language and Hindi Training and to help them in implementing the same. To ensure proper compliance of the provisions of the Official Languages Act and the orders pertaining to Hindi Teaching Scheme and Official Language Policy in the Department and in its subordinate formations. To work as the Secretary of the Official Language Implementation Committee of the Department/Office and to convene its meeting from time to time, prepare the agenda and minutes of the meetings and to coordinate the action taken on the decision taken in the meetings. To make suggestions from time to time for promotion the progressive use of Hindi and to keep liaison with the Official Language Department through proper channel. To prepare the reference and help literature and to assist the Officers and staff in learning Hindi and using Hindi in official business. To organize Hindi Workshops with a view to remove the hesitation and also to train the officers/staff in doing their official work in Hindi. Introduction of various incentive schemes and implementation thereof.
Adminis- trative Officer in PTC	MTS staff	Exercising administrative powers over MTS staff. Exercising statutory powers over MTS staff. Exercising powers of drawing and disbursing officer. Administrative management. Imparting training in classroom. Grant of leave to Group ‘C’ & MTS staff. Supervision over campus management. Day-to-day administration of training center. Staff deployment for campus management. Trainee welfare matters.
​Senior Supdt. and Supdt. of Postal and RMS Divisions	Group B Asst. Superintendent Post Offices Inspector Posts Group ‘C’cadres GDS Agents	Personnel Management Controlling Authority for Group C and MTS and GDS officials posted in the division. Appointing Authority  for the Group C, MTS and GDS officials in the Division. Reviewing Authority for postal assistants. Financial Management Budgeting for the Division. Monitoring expenditure for achieving economy in administrations. Exercising full delegated financial powers in respect of operational matters. Technical Functions Management of customers services through network of the post offices. Collection/transmission and delivery of mail within the division. Management of postal estates. Planning and execution of modernization programs in the post offices/RMS offices. Monitoring of redress of public grievances. Development of management information system for effective management. Co-ordination Activities Co-ordination with the State Government Authorities and other Central Government Organizations within the division. Overseeing the work of Dak Adalats. Settlement of public grievances.
Superintendent of PSD	Supervisory (ASP/ASRM/IPO) 3-4, Postal Assistant	He is in charge of the PSD / CSD.  He is the Head of the Office. Exercise full administrative powers over the clerical staff also the disciplinary authority. Recruiting, appointing authority for the MTS. Responsible for procurement and supply of stores. Responsible for printing and purchase of forms after obtaining the approval of the competent authority in the circle office. Co-ordination with other organization like DGS&D, Govt. Printing Press, Private Printing Industry, Railway.
Superintendent, Circle Stamps Depots.	(HSG II/LSG) 2-1 Postal Assistant–6 MTS–6	Officer in charge of the Circle Stamp Depot. Procurement Function Responsible for procuring the quarterly requirement of stamps/stationery, NSCs, KVPs, IVPs, etc. of the Head offices under the circle. To place indents to the Central Stamps Store, Nasik for quarterly requirements of the stamps. To monitor receipt of supply of various indented items. Custodial Security Functions. Joint custodian of stamps/stationery certificates. To ensure sufficient number of receivables with double lock arrangements. To ensure adequate arrangements for safety and security of stocks. To maintain stock register. Supply Functions To ensure supply of Stamps/Certificate to all the Head Post Offices. To ensure timely disposal of unserviceable packing materials. Staff Functions Recruitment of MTS Staff. Exercising disciplinary powers. Sanction of personal claims.
Inspector of Post Office in PSD		Assistance to the Superintendent in discharge of various duties and responsibilities.  Responsible for proper preparation of quarterly indents of Stamps and Stationery, NSCs, KVPs etc., personal supervision over the work relating the issue of stamps and stationers for dispatch to post offices. Personal supervision on the opening of wooden cases and Bags containing stamps and stationery etc., personal supervision over the work relating to stocking of stamps and stationers​ in the various strong rooms.  Will oversee the indents received from the post offices in regulating the supply as per stock positions.  Will render general assistance whenever necessary.
​ Sub Divisional Inspector / Assistant Supdt. Post Offices	Postman Establishment (15 to 60), MTS (25 to 40), GDS Establishment in Sub   Divisions (50 to 100) in Sub-Divisions	Junior Manager of the Department responsible for operation, planning and development at Sub-Divisional level. Appointing Authority for MTS officials and GDS officials in Branch Post Offices and Time Scale Sub Offices in the sub division. Disciplinary and leave sanctioning authority for postmen working in the Sub Division. Carries out Inspection of Sub and Branch Pos in the Sub Division. Assists the Divisional Head in the Inspection of the head offices. Carries out verification of balances of all SB/RD/TD Accounts in the Post Office in the case of SB Frauds committed by the officials. Carries out verification of payment of money orders paid by the postmen every month on random basis and special verification in case of fraud. Carries out verification of genuineness of withdrawals for Rs 2500/- and above on cent per cent basis in single handed sub post offices and Branch Post Offices. Data collection for postal planning and opening of new Post Offices. Verify correctness of statistics collected by post offices for sanction of additional staff owing to increase in work load. Carries out investigation of fraud and public complaints. General purpose duty like painting of letter boxes in the sub division, arranging hired accommodation for post offices, maintenance of mail lines etc. At sub Divisional level he maintains liaison with State Government authorities, and important public persons and customers. Any other duty assigned from time to time.
Lecturer Training Centre		Imparting training in classroom. Preparation of training materials. Helping in training design. Development of new training methodologies. Monitoring of mess and hostel. Course co-ordination. Course evaluation.
Physical Training Instructor		Physical training of trainees. Extra-curricular activities of trainees. Organizing games and events.
Assistant Manager (Canteen)		Receiving orders, assigning duties to the bearers for service in the canteen and in the rooms of officers/staff.  Preparation and submission of accounts.
Section Supervisor (Circle Office)		Disposal of important receipts and those, which present any special features either personally or given specific instructions to concerned DA. To keep special watch on progress of important cases. Maintenance of proper list for distribution of work in section. Scrutiny of Assistant’s diaries in order to see that all receipts given to them are entered in them properly. Checking of abstract of weekly arrears of papers in Assistant’s diaries at the end of each week to verify their correctness. Examination of table of one clerk at least every day in order to see whether any receipt or file is lying for a long time. Up-to-date maintenance of Sectional notebook. Preparation of weekly area report and its submission to sectional officers. Scrutiny of monthly statement cases pending disposal over three months. Maintenance of calendar of outward and inward returns.
Junior Engineer (Building)		To collect engineering data for estimates and prepare rough drawing and site plants connected there with. To supervise and see that all work under his charge are done with specifications. To visit sites throughout in order to see that works are done properly and in accordance with Department’s requirements and instructions. To arrange for the materials, Tools and Plants from store/local purchase and issue materials, Tools and Plants to contractors in time. Custody, care, maintenance and proper accounting of Government material and Tools and Plants. To record measurements of work done by contractor. Preparation of abstract of measurement at the time of preparation of bills at the time of closing of muster rolls. Preparation of recovery statements for the material/ Tools and Plants supplied to contractors. Preparation of theoretical consumption statements. Submission of progress report of works. Maintenance of registers of inspection of buildings. Preparation of completion drawing, extra and substituted items statement, deviation statement and reduction rate statement. Mark the attendance of Work charge, Charge and regular staff and maintenance of muster roll. Arrangement of C/L required for Departmental works. Preparation of estimates for additions and alterations in buildings. Preparation of estimates for annual repair/special repair and petty works. Furnishing full details for preparation of supplementary estimates and revised estimates. Submission of reports on all accidents and arrangements for medical aid and first aid in case of accidents. Submission of occupation and vacation reports on buildings in his charge. Detection and reporting of unauthorized occupation, encroachment and unauthorized addition and alterations. Maintenance job and drawing of buildings under his charge. Disposal of surplus and unserviceable materials.
Office Supdt. (Circle Office)		General supervision and direct responsibility for central registry, issue and dispatch, old record section and reception. Control over Office stock and stationery. Scrutiny and distribution of disputed papers of Dak. Posting of clerical staff including stenos in sections/offices. All leave cases of Dealing Assistants. Housekeeping. Receipt dispatch and distribution of telex messages. Joint custody of cash of Circle Office with ADPS in-charge of accounts and pension Section. Receipt and circulation of DG Dak and newspaper cuttings.
APMG / AD Complaints		He is the Chief Grievance Redress Officer. Monitoring of redress functions of the divisional Units. Enquiring into cases of complaint of serious nature as may be ordered by the Head of the Circle. Monitoring all web driven system of complaints handling operated in the Department. Organizing Dak Adalats at the Circle levels. S​ubmission of reports to the Directorate as prescribed.
Stock Assistant		To maintain various Registers like Stock Registers, Dead Stock Registers, Preparation Registers, Sales Registers, Coupon Sales Registers, Kitchen Register etc.
Sorting Compiler		To deal with cases of issue of DML of Post Offices in direct correspondence with the Offices/Section of this division. To deal with cases of DML/Sorting/A order of the respective Division. To maintain files of monthly sorting order/sorting memo and airmail order. To carry out correction in DML and sorting list according to the orders/instructions issued in this regard time to time in r/o all offices/section. To prepare register of due mail list and sorting lists of division. To deal with cases relating to change in mode of transmission. To attend correspondence relating to checking and amendment in due mail and sorting list. To deal with cases of introduction/disconnection of bags and their correspondence. To maintain reminder diary.
Cashier		To disburse pay and allowance to the staff after bringing the cash from Post Office. To deduct dues of Co-operative thrift Bank/Society and remit them to the concerned Bank/Society and keep in records to deal with the correspondence relating thereto. To keep one key of the safe in his personal custody and he will be jointly responsible for safe custody of cash during all times. To do any other duty assigned to him.
Complaint   and Public Grievance Inspector      (CI in Postal Divisions.		A complaint and grievances Inspector is generally, called CI and he is in-charge of complaint branch and is required to attend all public complaints in regard to service.  Required to attend all such duties as or assigned by the Divisional Supdt.  Required to supervise the work of all branches which have been placed under his control in addition to complaint section.  Monitoring all web driven system of complaints handling operated in the Department. Responsible for timely submission of information to higher officers in respect of complicated cases and also ensures timely submission of returns to higher/Circle Officer.  Any other duty assigned to him from time to time.
Development Officer (PLI)		Publicizing and marketing PLI Schemes by distribution of literature, lectures and personal liaison. Procurement of effective PLI business by personal contact/liaison with various government institutions, public undertakings and autonomous Organizations. Verification of PLI Claims.
Postal Assistants (Circle Office)		Receipt and registration of Dak. Disposal of Dak by submitting in files. Maintenance of rulings and circulation thereof. Noting and drafting. Maintenance of reminder diary, guard files. Processing of Parliament Questions and VIP references. In addition to above, Postal Assistants (Circle Office) working in PLI Branch discharge following other duties: ​Data entry operation on computers. Generation of various information reports for: Preparation of History sheets. Issue of new policy. Posting of premium in individual account. Processing of loan applications. Settlement of claim. MIS
Senior P.A.(Gazetted)  with Heads   of Circles / Regions		Taking dictation in shorthand and its transcription. Fixing up of appointments. Screening the telephone calls and the visitors in a tactful manner. Keeping an accurate list of engagements, meetings etc. and reminding the officer sufficiently in advance for keeping them up. Maintaining in proper order the papers required to be retained by the Officer. Keeping a note of the movement of files passed by the Officer and other officers, if necessary. Destroying by burning the stenographic record of the confidential and secret letters after they have been typed and issued. Carrying out the corrections to the Officer’s reference books. Maintenance of CR dossiers and attending to related matters. Relieving the boss of much of his routine work and generally assisting him in such a manner as he may direct.
Stenographer Gr.II (with Director of Postal Services)		Taking dictation in shorthand and its transcription. Fixing up of appointments. Screening the telephone calls and the visitors in a tactful manner. Keeping an accurate list of engagements, meetings etc. and reminding the officer sufficiently in advance for keeping them up. Maintaining in proper order the papers required to be retained by the Officer. Keeping a note of the movement of files passed by the Officer and other officers, if necessary. Destroying by burning the stenographic record of the confidential and secret letters after they have been typed and issued. Carrying out the corrections to the Officer’s reference books. Maintenance of CR dossiers and attending to related matters. Relieving the superior of much of his routine work and assisting him in the manner he directs.
Stenographer Grade-III(In the Circle Office)		Receiving the telephone calls. Taking dictation of inspections/visits of divisional heads and of minutes of meetings with Unions. Maintenance of CR dossiers and attending the matters connected therewith. Maintaining in proper order the papers required to be retained by the Officer.
Stenographer Grade III (In the divisional office)		Receiving the telephone calls. Taking dictation of inspections/visits of divisional heads and of minutes of meetings with Unions. Maintenance of CR dossiers and attending to matters connected therewith. Maintaining in proper order the papers required to be retained by the Officer.

Powers and Duties of Operative officers and employees in the Post Office

​​Name of the Posts	Span of Control	​Duties
​​Senior Postmaster		The Duties and responsibilities of a Sr. Postmaster are laid down in different Postal Manuals, Savings Bank Manuals and other Regulations dealing with financial transactions etc. However, some of the important duties are as follows: Will perform the personal duties prescribed in the various Postal Manuals, Fundamental Rules (FRs) & Financial Hand Book (FHB) except those delegated to the Dy. Postmaster and assistant Postmaster. Will exercise general supervision over all the branches and carryout the annual inspection of all departments in accordance with the standard questionnaire. Will supervise the opening of Dak- ordinary and registered. Will be responsible for maintaining discipline and control, grant of leave to staff, sanctioning advances like festival, leave salaries, reimbursement of medical bills, and Temporary & Final withdrawals from GPF and authorizing OTA to staff. Will maintain CRs in respect of PAs and Group officers. Will perform duties of drawing and disbursing officers as prescribed in FHB Vol – I. Will sanction claim cases relating to SB, RD, MIS, etc accounts and savings certificates, process and forward cases of arrears of pay and allowances and pensions. Will be in charge of staff, investigation branches, undertake investigation / Enquiries into fraud/loss cases concerning HO and sign references (other than routine ones) addressed to SSPOs, PMG and AO. Will ensure prompt action is taken on VRs / IRs (Rule 157-Vol. V) and maintain the postmasters order book for recording changes, tests applied etc. (Rule 50 V​ol. VI). Will issue PO Identity cards to general public and maintain all connected records therewith. Will write postmasters balance sheet (Rule 43 FHB Vol II). Will review the objection registers maintained by SBCO and exercise general supervision over the branch. Any other duty or responsibility assigned to him from time to time.
Head Post Master		The duties of a Head Postmaster are laid down in various Postal Manuals and in Financial hand Book. However, some of the important duties are as follows: Postmaster is in charge of office, maintain discipline and make arrangement for smoothly day to day function of office. He will be in charge of Sub Accounts branch. He will regulate remittances to / from Bank, sub offices and check the balances held in Sub Offices, disposal of Excess Cash Balance(ECB) memos and Sub Postmaster Monthly Report (SMRs). He will be responsible for proper financing of subordinate post offices under the account jurisdiction of HPO and transactions with bank where HPO is in account with Bank for withdrawal and deposit of cash. He will ensure proper maintenance of stock register of the office. (Rule 369 of Volume VI) and also maintain the stock register of ACG- 53 (Rule 8 and 173 of FHB Vol. I). He will also see the periodical returns and statements that are submitted to the respective authorities. i.e. Divisional Circle/Region and Postal Accounts Offices. He will be solely responsible for the correspondence with the Divisional and Postal Accounts Offices. He will be solely responsible for all the work connected to staff matters and administration. He will attend to the appointment matters of postmen and MTS and will personally maintain the check for appointment to GDS staff for his office. He will maintain rosters, writing of CRs / issue of leave memos in respect of Postmen and MTS staff including GDS. He will see that all references from his office to Divisional Office, Circle/Regional office and Postal Accounts offices goes under his signature. He will carry out weekly checks on SB / RD / CTD / TD / NSS / PPF / MIS register of un-posted items for prompt settlement and clearance. He will check the MO form accounts as per SO summary and cause supply of MO forms to SOs. The Postmaster should carryout Kit inspection of postmen and Group D Staff. He should ensure proper custody of KVPs of Rs 50000/- and maintenance of stock thereof. He will maintain inventory relating to stock of computer and its peripherals and its history sheets. He will keep over all supervision of computers / MPCM / Generator / Batteries and accessories and taking backup of files in floppies periodically with the help of System Administrator attached to his office. He will ensure timely renewal of Post boxes. He is solely responsible for verifying and maintaining the SOs daily account and keep watch over the Sub Account branch daily. He has to look personally into the transit figures and tally the account daily. He is personally responsible for writing the Postmaster Balance sheet daily. He should ensure that cash and stamps of daily balances are agreed with the closing balance of the day by physically counting and checking the cash and stamps. He should periodically check the various accountable items and ensure correctness. He is responsible for writing and updating the IR/VR paragraph of inspecting officers viz, Circle level/Regional level offices and Divisional office. He will take the assistance of PRI (P) and utilize his service for investigation, check over effective delivery of the postmen staff and check over the GDS official clearing the letter boxes. He should keep watch over departmental stamps and seals used in each section to keep them clean and tidy. He should arrange proper supply of the cash and clearance of cash to/from the SOs during the off hours of DPM Treasury. He should carryout self inspection of HO as prescribed in the rules. He will ensure effective Estate maintenance that the surroundings of the PO building and garden are kept clean. Any other duty assigned from time to time.
Sub Post Master		All personal duties of SPM as prescribed in various chapters of Postal Manuals. However, some of the important duties are as follows: Responsible for the maintenance of records and submission of due returns. Responsible to check the stamp advances and Franking Machine reading. Responsible for proper maintenance of all hardware and will maintain History sheet in respect of system/peripherals up to date. Personally responsible to handle server and ensure that no unauthorized person accesses server. Responsible to ensure that no unauthorized floppy/CDs are used in the system. He/she will facilitate Day Begin and Day End and also allocate work among PAs. He/she will take periodic backup in respect of all modules. He/she will maintain a log book for recording of operation of server. Responsible to report any break down/problems in the systems to Divisional Head. Responsible to ensure that systems are not misused by any official. Responsible to judiciously use the consumables and maintain stock register for all consumables and ensure that adequate consumables are held in stock. Responsible for not to divulge the supervisor’s pass word to any body and ensure that supervisory functions are done by him/her. Personally responsible regarding maintenance of all statistical registers of various branches, safe custody of cash and stamps, correspondence, various stocks and general supervision. Responsible to attend to references and enquiries, keep in custody of the complaints and suggestion book. Proper maintenance of various circulars. Pasting of correction slips to various P & T Manuals and keep up to date. Personally responsible for submission of various monthly, quarterly and annual statements. Responsible to attend to bulk sale of stamps, treasury work with connected accounts matter and submitting daily accounts to Head post Office. Personally responsible to supervise closing of bags containing insured articles and keep them in his/her custody until their dispatch. Responsible to check stamp advances of the counter Postal Assistant daily. Responsible to attend to SB and cash certificate claim cases. Responsible to attend to acceptance of PLI premium/payment and connected transactions and maintenance of their schedules and records. Any other duty assigned from time to time.
Public Relation Inspector (Postal)		Duties of Public Relation Inspector are laid down in the Postal manuals. However, some of the important duties are as follows: N.B.1: These rules may be modified in such a way as the Head of the Circle may consider, if necessary, in the case of Town Inspectors of Calcutta, Madras and Bombay. N.B.2: In these rules the Postmaster includes the Sub-Postmaster if the Public relation Inspector is attached to a Sub-Office. The Head of the Division will fix the jurisdiction of each Public Relation Inspector in his Division. The powers of a Public Relation Inspector are limited to reporting cases of suspected fraud, negligence, irregularities, etc. to the Superintendent or Postmaster to whom he is subordinate. He has no power to appoint, dismiss, transfer, or punish subordinates, and he will, therefore not keep character sheets. The Public Relation Inspector’s primary duty is to supervise the work of postmen and of other postal subordinates working outside the office, such as letter-box peons, runners, etc. He should also make any personal enquiries entrusted to him by the Postmaster, and generally perform any out-door postal work which the postmaster may assign to him, but in no case should be correspond with the public. He should also, under the Superintendent’s or the Postmaster’s orders, supervise the working of the town offices, and inspect, at such intervals as may be directed, those town offices that are assigned to him for this purpose by the Head of the Circle, and after inspection should record his remarks in the order book. He should also carry out surprise checks of articles cleared from letter-boxes by the letter-box peons on their beat as often as possible with a view to detect if there are any articles with them bearing signs of removal of stamps or affixed with used up or faked postage stamps. In order to be able to control his subordinates effectively, it is essential that the Public Relation  Inspector should make himself acquainted with (a) the character of all officials attached to town offices, and of the postmen and letter-box peons attached to the head office. (b) the beat of each postman and letter-box peon, and (c) the estimation in which each postman is held by the public he serves. He should take every opportunity to acquire a thorough knowledge of the conduct and antecedents of Postmen and letter box peon under him. Any other duties assigned from time to time.
Postal Assistant	​	The duties and responsibilities of Postal Assistant are stipulated in various Postal Manuals. However, some of the important duties are as follows: Depending upon the establishment of a post office, more than one duty could be combined or more than one official could be deputed to handle a particular branch. Generally a Postal Assistant works in Mails, Sorting, Delivery, Dispatch, Registration, Speed Post, Parcel, Money Order, Sub account, Cash/ Treasury, Accounts and Savings Bank and Savings Certificates departments of a Post office. They are also entrusted additional duties and responsibilities in view of introduction of premium products, other new products and service and technology driven initiatives of the Department.
Postman		​ The duties and responsibilities of Postmen are laid down in Postal Manual Volume VI Part-III which also applies to Gramin Dak Sewaks Delivery Agents with some exceptions.  The restrictions on the maximum amount and the type of articles that can be entrusted to them for delivery are laid down in rule 572/A of Postal Manual Volume IV. However, some of the important duties are as follows: Postmen are expected to know thoroughly the rates of inland postage and commission of money order, the charges for insurance and the fee for registration.  They should be fully competent to fill up the forms with which the public has ordinarily to deal, especially M.O.s and forms relating to the VP item and be able to describe the principal features and charges of the SB post office certificate, MO registration and other postal systems. When a postman proceeds to his beat, he should carry with him in the postman bag, required forms and supply them to the public when required.  Each postman who is required to sell MO form and stamps, will be supplied by the treasurer with a small stock of MO forms and postage stamps of lower denominations (including post cards, letter cards and envelopes) for sale to the public and he should give the treasurer a receipt for the MO forms and stamps in the memo of stamp advances, against the entry of his name.  The money realized from the sale of MO forms and postage stamps should be made over by the postman, on his return to the office, to the treasurer, who will give the postman a fresh supply of MO forms and stamps equal to the amount in MO Forms and stamps to be issued to each postman. Every Postman must keep a Postman Book MS 27, in which, before proceeding to his beat, he should enter the particulars of Money Orders, Registered (including Insured) articles entrusted to him for delivery along with the class of article, name of the addressee on articles, date of booking / issue, acknowledgement if attached with the article. Details of damaged articles etc. The Postal Assistants of the concerned Departments should see that entries are prepared properly. On return, the Postman should take initial of concerned Postal Assistant in the said Book. The Postman should give acknowledgement of cash received by him for payment of money orders. Note: The particulars of articles given for delivery under the “Delivery Slip” system are not to be entered in Postman Book. The delivery slip serves the purpose of this book and should be filed in the delivery department at the close of the day. It is Postman’s duty to fully examine every article made over to him for delivery, bring at once to the notice of postmaster any article that is damaged or that bears the appearance to have been tempered with. Special care must be taken to observe the conditions of insured articles. It is the duty of Postman to sign the required documents in post office under which articles and cash has been entrusted to him for delivery / payment. The intimations and notices to be delivered by the postman shall be entered in the postman book by concerned Postal assistants. Each postman’s beat is fixed by the postmaster, and he must on no account deviate from the beat prescribed.  He is required to deliver, if possible, before he returns to the post office, all the articles entrusted to him for delivery to persons residing within the limits of his beat. Note: Postmen, while on duty, are prohibited from distributing advertisements, handbills, trade circulars or notices of any description on behalf of the members of public. If the addressee of an article cannot be found at the given address, enquiry regarding his changed address should be made from the neighbors.  If trustworthy information can be obtained, the postman should deliver the article at the new address, if it is in his beat, or make a note of the new address on the article, so that it may be made over to another postman at the next delivery, or redirected to another post-town, as the case may be.  If sufficient information regarding the addressee cannot be obtained, the article should be returned to the postmaster as unclaimed. If the addressee of a VP article taken out by the postman for delivery is at home when the postman calls and does not at once take delivery of it, the postman should require the address to sign the receipt attached to the intimation to the addressee and receipt shall be pasted in the postman’s book of receipts for intimations and notices delivered, against an entry of No. of the article to which it relates. If the addressee of a VP article taken out by the postman for delivery is residing at the address marked on the article but is not at home when the postman calls, the postman should write a remark to that effect on the article.  If the addressee is not at home or delivery of the article cannot be effected when the article is given out for delivery for the second time, the postman should deliver the intimation to an adult member of the address’s household or any other person who may be considered to be authorized to received ordinary correspondence for the address, under receipt to be obtained in the postman’s book of receipts for intimations and notices delivered, against an entry of the No. of the article to which it relates, which he should make in the book at the time.  If the person to whom the intimation is to be delivered is illiterate, the postman should write the name of that person in his books of receipts for intimations and notices delivered and deliver the intimation in the presence of witness whose signature should be obtained in the book. A postman is forbidden to deliver any article on which any postage or customs duty is due, or any sum is to be recovered (as in case of a VP article) until the full amount to be recovered has been paid.  He is obliged to give change.  If any unnecessary delay occurs in payment by the addressee of the charges recoverable on an article, the postman is authorized to take the article back to the post office. Postman will be held responsible that receipts and acknowledgements for registered and insured articles of the letter and parcel mails delivered are in every case signed by the addressee or some other person authorized to received such articles on his behalf.  They would require the addressee or their agents to sign the receipts and acknowledgements (if any) and return the signed documents to them before delivery.  An article should not be left with the addressee or their agent until the receipt has been duly signed and returned. No receipts are taken from the addressees of unregistered parcels. Postman will be held responsible that receipts and acknowledgements for registered and insured articles of the letter and parcel mails delivered are in every case signed by the addressee or some other person authorized to received such articles on his behalf. They require the addressee or their agents to sign the receipts and acknowledgements (if any) and return the signed documents to them before delivery.  An article should not be left with the addressee or their agent until the receipt has been duly signed and returned. No receipts are taken from the addressees of unregistered parcels. The postman shall observe the procedure laid down in various rules for delivery of postal article including the money orders) to illiterate addressees, woman, minors, lunatics and persons without fingers etc. If a postman loses a money order, insured article, a registered article of the letter mail, or any parcel mail article, he should return immediately to the post office report the loss to the postmaster. If any other article is lost by the postman, the fact should be reported by him on his return to the post office. Postmen are required to return to the concerned postal assistant, at the hour fixed by the Postmaster, all the article that they have been unable to deliver,  A postman may in no circumstances keep an article in his possession more than twenty-four hours. When a paid unregistered article or a registered article of the letter or parcel mail or a money order entered in the postman’s book (M-27) is brought back undelivered or unpaid, a remark stating why it was not delivered or paid should be written briefly but legibly on the address side by the postman who should also note under his dated initials his number (beat number) on the article and copy the remarks in his book or on the delivery slip.  If there are reasonable grounds to believe that a return article can be delivered at the next delivery, it may, after examination, be handed back to the postman.  Undelivered unregistered articles of the letter mail must be returned by the postman to the postmaster or to the official to whom this duty of the postmaster has been delegated. Note: If the addressee of a VP article refuses to take delivery of the intimation relating to the article, when it is presented to the addressee, the postman should note this fact under his dated initials as well as his number (beat) on the intimation.  The postage due on articles of the letter mail returned by each postman will be entered in the postage account by the postmaster. The postman must pay the amount of this balance at once in cash to the treasurer. The charges realized on registered parcels delivered should be paid to the treasurer according to the procedure laid down in the relevant Rules. Postmen are prohibited on pain of  removal from paying the sums on account of postage, postal fee or customs duty to the delivery or parcel Assistant.  The sums realized on account of VP articles delivered should be paid to the Assistant (registration or parcel), by whom the VP articles were made over for delivery, should give his receipt in the postman’s books.   A postman who willingly detains or delays any postal article in his possession or who returns an article falsely representing it as undeliverable renders itself liable to serve penalties under the Indian Post Office Act. A postman found guilty of habitually loitering on his beat, or employing the agency of unauthorized person, or person unconnected with the Post Office to deliver articles entrusted to him for delivery, or otherwise neglecting his duty is liable to removal or prosecution in a Court of Law under the Post Offices Act.

Powers and Duties of Chief Engineer (Civil), Department of Posts, Delhi

​​Name of Posts	Span of Control	Duties
CE(C)	SE(C/E), EE(C/E) in JAG Level, AEs, OS. Section officers and Supporting staff. Dealing Assistants other staff and control over field units as per jurisdiction.	The Chief Engineer is responsible for efficient execution of all Civil & Electrical works and exercise full technical control. Chief Engineer is enlisting authority of contractors in building works for class-IV & class-III. Chief Engineer is responsible to carry out inspection of office of SE’s regularly once a year. Transfer, promotion, deputation, posting, general policy matters and co-ordination with Department of Telecom. Transfer and posting of Group “A” & “B” officer. Creation of new circles / Divisions / Sub-Divisions. Creation / Retention / Permanency and abolition of post in Civil Wing. Suits / Notices / Court Cases / Union cases. To advise the concerned Member, Postal Services Board in regard to establishment, training of Civil Wing Staff, norms for Civil Wing. Cases going to works advisory boards relating to tenders, Arbitration awards in technical & engineering matters. Standardization and issue of circulars relating to technical and account matters. To advise on building matters on issues posed by Head of Circle and Directorate and vigilance cases relating to building matters. Matters relating to promotion and deputation of the officials of Postal Civil Wing. All the matters relating to deputation will be processed with the approval of concerned Member, Postal Services Board. To act as an Arbitrator for Civil./Electrical works wherever required. Examination/coordination for policy matters relating to contracts and accounts. To assist and advise concerned Member, Postal Services Board on all technical matters relating to proposed development and  commercial utilization of Postal properties with private partnership and ancillary matters relating thereto including coordination with outside agencies wherever required. Construction / Maintenance of buildings. Coordination between all three streams of Civil, Electrical and Architectural Wing. Participating in the Budgeting and Annual Plan execution undertaken by the Department for drawing the works program. Supervision of work of all S.Es Civil/Electrical and Sr. Architects in the field. To act as an Appellate authority under RTI Act 2005 for Civil matters.
SE(C/E)	Control of 3 to 6 field Division.	To co-ordinate and supervise the activities of three to six Divisions employed on construction and/or maintenance work. Maintaining close liaison with the office of CE (C) in regard to works and technical matters. Maintain close liaison with the office of CPMG in respect to works, recruitment of Group ”C” and MTS staff and budget allocation. Maintain close liaison with the office of Sr. Architect & SE (P&D) for layout design & drawings & estimate of the work entrusted to its charge. Responsible to carryout inspection of Divisional office once a year and to satisfy himself that staff employed in each Division is actually necessary and adequate for its management. SE ( C) is enlisting authority of contractors in building work in class-V category and SE(E) is enlisting authority in Electrical work in Class-IV category. Checking of preliminary estimate, detailed estimate, revised estimate, NIT design & drawings, scheduled of rates & specifications when working in planning units.
EE(C/E)	4 to 6 Assistant Engineer or/and Asstt. Executive Engineer	In-charge of a Division office, he is an executive unit directly concerned with procurement of men/ material/ machinery for speedy and economic execution of works under its charge and is directly responsible for proper up keeps of works account and implementation of the terms of contract entered in to with various parties viz. contractors and suppliers. It supervises works of 4 to 6 Assistant Engineers and has regular clerical staff and accounts officers for this purpose. Checking of preliminary estimate, detailed estimate, revised estimate, NIT design & drawings, scheduled of rates & specifications. Responsible for correct compilation of works account through JAO/AO & responsible for furnishing timely information in case of likely hood of excess over estimated cost of work. Responsible to supply preliminary data and information on several points to SE(C/E) or CE(C/E). Responsible to inspect at least once a year, the more important buildings and works under its charge and is responsible to take proper measures to preserve them in good condition.  Checking of preliminary estimate, detailed estimate, revised estimate, NIT design & drawings, scheduled of rates & specifications when working in planning units.
​​​JE(C/E)		Preparation and checking of preliminary estimate, detailed estimates revised estimate, NIT, Designs & drawings, Schedule of rates, specifications. To collect engineering data for preparation of estimates and prepare rough drawing and site plan. To supervise and see that all works under its charge are done according to specification, drawings standard and approved samples. To arrange for materials, Tool and Plant (T&P) from stores by purchasing from market, issue material, T&P to contractors/ works at proper time so that there is no obstruction in execution of work. To keep Govt. material T&P in his custody and care, maintain proper accounts of receipt issue and balances arrange adequate watch and ward. To record measurement of work done by the contractor / Departmental labour and to take level of area where earthwork is done and prepare earthwork calculation sheet, lead charts etc. for calculating quantities of work done. To prepare abstract of measurements at the time of preparation of bills/closing of muster roll. To prepare the recovery statements for the material / T&P supplied to contractors, or other services rendered by the department and send them to the competent authorities for effecting recovery. To prepare theoretical consumption statements. To submit progress report of works as may be required by his superiors and to bring to the notice of his immediate superiors hindrances to the execution of work. To maintain the prescribed registers / accounts like cement register,curing register,register of testing materials, M.A.S. account, site order book, Account of temporary advances,Imprest accounts, stock account, T&P account,standard M.B.s etc. To maintain register of inspection of buildings in his section in the prescribed form and to bring to the notice of the superior officers any defects noticed at the time of his inspection. If any building / structure is particularly unsafe, this should be specifically brought to the notice of higher authorities. To prepare completion drawing, extra and substituted items statement deviation statement, reduction rate statements. To mark the attendance of W.C. and regular staff in the register, to maintain the muster rolls properly, to mark the attendance of casual labour in muster rolls, to arrange for casual labour required for departmental works, to see that the work-charged staff is properly and fully employed, to watch the out-put and performance of the staff and labour engaged under him,to send daily reports as required under the rules. To prepare estimate for additions and alterations in buildings. To prepare estimates for annual repair and special repair works and petty works after collecting data from site. To furnish full details for preparing supplementary estimates, revised estimates. To submit reports of all accidents. To give first aid and arrange for medical aid in case of accidents. To submit occupation and vacation reports of building in his charge. To detect and report unauthorized occupation, encroachments and unauthorized additions and alterations. To verify bills, A.T.D.S. etc. To submit required returns to his superior officers. To maintain drawings of buildings, service etc under his charge. To initiate action for disposal of surplus / unserviceable materials / T&P / empties etc. To ensure prompt action on complaints received in enquiry offices.

Last Updated: 06 Jun 2018