Role of MTS at Administrative offices

1. Role of MTS at Administrative offices • Tell me what are all branches in CO/RO/DO/PTC • Who are the Incharge of these branches / departments / sections • Who receives the Dak & mark the daily dak • What is your first duty on reaching office & after signing the attendance register? • Do you feel that you do your this duty?

2. Role of MTS at Administrative offices • Opening of ordinary Dak • Stamping of all Dak • Put up the all Dak to ASPO/SSPO • Transfer the Dak to inward clerk • Distribution of Dak to all office assistants • Transfer the files from concern clerk to ASPOS / SSPOs • Return the files to concern clerk

3. Role of MTS attached to the at divisional offices • Help to dispatch clerks in dispatch • Dusting of office and furtinaturs • Operation of Zerox machine/Duplicating machine • Attend the SSPOs/ASPOs as and when called • Sealing of mails

4. Divisional office functions An overview

5. Introduction • Divisional office is the administrative office of the Superintendent/Sr. Superintendent of Post Offices • Controls the Postal operations of the Postal Division • The head of the division is assisted by supervising officers and office assistants in administering the division

6. List of branches in D.O • Establishment – A branch • Staff branch – B1 and B2 • Buildings – D • Accounts – E • Investigation – F • Complaints • Mails – G • Inspection • Stock – J • Miscellaneous – L • Despatch • PLI/RPLI • PMU

7. Supervising officers • ASP(HQ) – • supervises all branches except G, L, IR, F • General office management • ASP(R) or DO • Supervises Mails, Miscellaneous, IR and Investigation branches • Passes bills to the extent delegated • Conducts inspections and visits as planned • IPO(Complaints) • In charge of the complaints branch • First level supervision of investigation branch

8. Introduction to branches

9. Establishment • Maintenance of establishment register for all posts • Periodical review of establishment • Review of temporary posts • MDW approval • Abolition and creation processing • Processing of relocation, retention, upgradation and down-gradation cases • Change of account jurisdiction • Review of the allowances of GraminDakSevaks • Licensing of franchisee POs • Grant of Cycle allowance, treasury allowance and cash handling allowance • Change of jurisdiction of subdivisions

10. Staff branches • We have two branches • Staff 1 or B1 – Handles all staff matters up to the level of PA • Staff 2 or B2 – Handles all staff matters pertaining to the following cadre • Postmen and Multi skilled employees • GrameenDakSevaks

11. Staff 1 or B1 • Maintains the personal files of • SSP/SP, ASPs, Inspectors and other supervisory and clerical staff • Processes leave application of these cadres and issues leave memo • Maintenance of rosters • Maintains Gradation list of the division for the divisional cadre up to PA • Processes the recruitment of PAs and calculates vacancies thereof • Processes the transfers of divisional cadre staff • Processes the retirement cases – voluntary and superannuation • Processing Rule 38 cases • Processes resignation • Processes promotion and co-ordinates DPC • Processes treasurer appointments and follows up securing FG bond • Processes small family norm cases • Processes review of service of officials completing 50 years of age and 30 years of service

12. Staff 2 or B2 • Maintains gradation list of Postmen & MTS • Maintains seniority list of GDS • Maintains roster • Processes the leave applications of Grameendaksevaks beyond the sanctioning limits of sub appointing authorities • Processes the recruitment of Grameendaksevak BPMs • Processes the retirement of GDS and payment of severance benefits • Assists the divisional head in conducting various examinations

13. Buildings (D) branch • Takes care of the premises occupied by Departmental Post Offices as well as quarters in the division • Periodical maintenance of departmental buildings and quarters through civil & electrical wing • Processes allotment of staff quarters • Maintaining register of rented and departmental buildings • Periodical follow up of expiry of lease of rented buildings • Processes FRAC cases • Follows up the security of departmental sites • Submits the relevant report and statements to RO/CO • Verifies the NPC bills relating to buildings • Follows up court cases relating to lease, encroachment etc.,

14. Accountant - E • Control over expenditure • Maintains budget statements • Processing of claims – TA, LTC (permission also), ROMC, OTA, honoraria and incentives • Attends to audit inspections and submits compliance to AIR • Processes pension cases • Countersignature of NPC bills • Conducting Pension Adalat and follow up of issues

15. Fraud (F) • Maintenance of fraud and loss register • Maintenance of Punishment register • Maintenance of suspension and POD register and periodical review of the cases • Monitoring of Investigation and past work verification in fraud cases • Settlement of claims of defrauded customers • Follow up of fraud and loss cases till all aspects are closed • Processing major and minor penalty proceedings and inquiries • Processing appeals and petitions • Follow up of criminal cases • Submission of statements to RO/CO on all the activities • Assists in preparing DLI in major fraud cases where Divisional level investigation is taken up • Assisting CLI in major fraud cases and submission of compliance report • Review of monthly statement of money orders verified by sub divisional heads and mail overseers

16. Mails(G) • Maintenance and updating of Register of Lines and stages • Issue of DMSL and NHB • Maintenance of updated village sorting list • Maintenance of MMS vehicles • Follow up of contractual MMS mail contracts • Payment of mail subsidies • Monitoring mail lines and mail flow • Mail arrangements

17. IR Branch • Approval of inspection programs • Maintenance of inspection register and follow up of the programs • Review of IRs and follow up of compliance • Follow up of diaries of inspecting officers • Issue of MABs and CMAB • Follow up of ECB and SMR • Official language implementation

18. Stock(J) • Maintenance of stock and stock register • Local purchase and supply of sundry items • Asset register updation • Inspection vehicle – maintenance, consumables • Disposal of old records and scraps • Welfare activities – Recreation club

19. Miscellaneous(L) • Attending to issues relating to SB/SC transactions • All miscellaneous references • Franking machine licensing and renewal • Maintenance of register of claims and settlement • Monitoring settlement of claims by sanctioning authorities • Monitoring CBS preparation

20. Business development • Monitoring implementation of guidelines • Follow up of achievement of targets on BD products • Submission of periodic statements

21. Technology branch • Maintenance of technology infrastructure • Follow up of AMC • Supply of consumables • Follow up of technology implementation • Follow up of continuity of operations

22. Complaints branch • Registering and settlement of complaints • Preparing defence and follow up of cases before consumer fora • Processing RTI cases • Submission of statements and reports • Processing Dakadalat cases

23. PLI • Processing applications for acceptance of proposals • Processing loans • Processing revival of lapsed policies

24. RPLI • Acceptance of proposals • Sanctioning of loans and revivals • Processing maturity cases • Processing claims

25. PMU branch • Interface with PMU at the RO • Monitoring MIS of e-enabled services • R-Net, e-Payment, e-MO, Speednet, Accounts MIS, UIDAI performance • Monitoring project arrow MIS and submission of files • Monitoring CBS preparation • Monitoring speed post MIS and MNOP KPIs

26. Role of MTS attached to the at divisional offices • Helping the clerks in preparing & submission of following periodical statements • See the various periodical statements viz. routine statements such as absentee statement – in the reading material given

27. ANY QUESTIONS ? THANK YOU!