Thalappalam
Grama Panchayat

Perform the functions and responsibilities specified in Schedule III of the Kerala Panchayat Raj Act.
Take decisions on agenda items placed before the Panchayat after considering the legal opinion of the Secretary wherever necessary.
Consider the recommendations of the Panchayat Standing Committees and approve those found suitable.
Review and evaluate the functioning of various component institutions and the Panchayat Office.
Ensure that decisions taken by the Panchayat are implemented in a timely manner.

A committee consisting of the Panchayat President, Vice President, and the Chairpersons of the Standing Committees.
Facilitate consensus and coordination of opinions on matters to be discussed in Panchayat meetings.
Determine priorities for the planning and implementation of projects and development activities.
Coordinate and monitor the functioning of the Standing Committees.
Implement such other matters and responsibilities as may be entrusted by the Panchayat.

Preside over the meetings of the Panchayat and the Gram Sabhas.
Exercise supervision over the activities and performance of the officials and employees.
Authorize and approve the expenditures of the Panchayat.
Ensure the implementation of decisions passed by the Panchayat.
Authorize wage payments under the Mahatma Gandhi National Rural Employment Guarantee Scheme (MGNREGS) through the use of a digital signature.

Provide clear and informed opinions on matters considered by the Panchayat.
Implement the decisions of the Panchayat.
Incur expenditures authorized by the President or the Panchayat.
Supervise and control the officers and employees working under the Panchayat.
Sign and issue cheques relating to Panchayat expenditures.
Register births, deaths, and marriages and sign the corresponding certificates.
Perform the duties of the Public Information Officer under the Right to Information Act.
Generate the Fund Transfer Order (FTO) for wage payments to workers under the Mahatma Gandhi National Rural Employment Guarantee Scheme (MGNREGS) and forward it to the President's login for approval.
Ensure that all processes required for the Quality Management System are established, implemented, and maintained effectively.
Provide senior management personnel involved in the Quality Management System with information necessary for monitoring performance and progress.
Promote and maintain awareness among all employees regarding the importance of protecting and safeguarding the interests of beneficiaries.

Monitor the functioning and performance of the Panchayat Office.
Approve and pass the Annual Budget of the Panchayat.
Review and approve the Annual Financial Statement.
Examine and approve the accounts on a monthly basis.
Exercise the powers vested in the Committee for granting administrative sanction to projects and expenditures.

Prepare the Annual Development Plans of the Panchayat.
Ensure the timely implementation of development projects and schemes.
Monitor the functioning of the Krishi Bhavan, Veterinary Hospital, and Fisheries Office.
Ensure the proper maintenance and functioning of street lighting facilities.
Monitor the implementation and administration of the Mahatma Gandhi National Rural Employment Guarantee Scheme (MGNREGS).

Oversee the functioning and management of Anganwadis.
Oversee the functioning and management of BUDS Schools.
Monitor the activities and performance of Kudumbashree units.
Implement and supervise the Ashraya Scheme.
Ensure the timely completion and implementation of poverty alleviation programmes and projects.

Oversee the functioning and management of Upper Primary (UP) and Lower Primary (LP) Schools.
Oversee the functioning and management of Libraries and Cultural Centres.
Monitor the functioning and performance of Health Institutions.
Organize and conduct the Kerala Utsavam (Kerala Festival).
Implement and promote Continuing Literacy Programmes and activities.

• Ensure that wage payments under the Mahatma Gandhi National Rural Employment Guarantee Scheme (MGNREGS) are made within the stipulated time limit.
• Ensure proper tracking and processing of files related to the Employment Guarantee Scheme.
• Ensure that MIS data entry is carried out accurately and in a timely manner.
• Ensure that workers at MGNREGS work sites adhere to the prescribed work schedule and timings.
• Supervise the preparation of the Labour Budget.
• Examine complaints related to the Employment Guarantee Scheme, take decisions thereon, and issue replies.
• In addition to the duties assigned under Government Order G.O.(MS) No. 218/13/LSGD dated 10.06.2013, perform such other duties as may be entrusted by the Panchayat.
• Ensure that details of assets created or acquired under the Employment Guarantee Scheme are recorded in the Asset Register in a timely manner and that such asset details are entered into the Saankhya Accounting Software and reflected in the Balance Sheet.
• Act as the Registration Officer for the National Employment Guarantee Scheme and approve MGNREGS bills and vouchers.
• Maintain records relating to litigation involving the Panchayat in the Suit Register and supervise the timely initiation of follow-up actions.
• Exercise close supervision over the preparation and maintenance of registers, documents, records, and diaries relating to MGNREGS staff attendance, service matters, wages, contracts, court cases, Ombudsman cases, Human Rights Commission matters, Tribunal cases, Right to Information Commission cases, and other grievance redressal mechanisms involving the Panchayat or cases filed against the Panchayat. Ensure timely recording of all entries and attend proceedings wherever required, except in cases where the Secretary is specifically required to appear in person.
• Collect, verify, and submit all required reports and information for monthly conferences, review meetings, and other meetings convened by the Government, District Collector, Deputy Director of Panchayats, and other departmental authorities. Such reports shall be obtained from the concerned sections and submitted to the Secretary at least two days prior to the scheduled meeting.
• Function as the Functional and Administrative (F&A) Officer for Literacy Programmes and supervise the preparation and implementation of literacy projects.
• Serve as the Charge Officer for Kudumbashree activities and programmes.
• Function as the Panchayat-level Coordinator for Akshaya.
• Register births and deaths and issue and sign the relevant certificates.

• Assist the Secretary in ensuring the smooth, efficient, and effective functioning of the office by discharging the responsibilities and duties prescribed under the Kerala Panchayat Raj Act and related rules, and provide the necessary support system for employees.
• As the Office Superintendent (OE) and supervisor of the office administration system, supervise the functioning of the Front Office in accordance with Government Order G.O.(MS) No.123/2009/LSGD dated 02.07.2009.
• Function as the Sub Registrar for Birth and Death Registration, Assistant Information Officer, and Assistant Electoral Registration Officer.
• As Sub Registrar, register births and deaths and issue certificates under Rule 12 and extracts under Rule 17.
• Ensure that all allotments received under schemes and from other sources are initialled, entered in the relevant registers, and made available to the concerned officers without delay.
• Issue directions to collection officers regarding tax collection matters and assign weekly collection targets.
• Act as the custodian of the Panchayat vehicle and its logbook.
• Ensure that agenda items required for Panchayat meetings are recorded in the Agenda Register and prepare the necessary records and reports for submission to the Secretary.
• Scrutinize all files received from various sections, record preliminary remarks, and submit them to the Secretary or Assistant Secretary.
• Assist the Secretary in updating and publishing the Citizen Charter on time and initiate follow-up actions.
• Act as the custodian and administrator of employees' Service Books, Attendance Register, Movement Register, Casual Leave Register, and Charge Transfer Lists.
• Verify the Attendance and Movement Registers daily, close them in a timely manner, and certify them.
• Assign office work to clerks in accordance with the instructions of the Secretary and ensure implementation of such orders.
• Coordinate the smooth functioning of the office and issue lawful instructions to employees.
• Receive all postal articles, including registered mail, money orders, demand drafts, and cheques addressed to the Secretary, except those addressed personally to the President or Secretary, and issue acknowledgements.
• Mark postal communications to the appropriate sections and ensure that the dispatch section distributes them properly.
• In the absence of the Secretary or Assistant Secretary, examine incoming communications and forward urgent matters to the appropriate sections for immediate action.
• To reduce service delivery time, directly distribute routine communications that do not require special instructions to the concerned sections for further action.
• Examine files and records submitted by clerks for higher-level action and forward them to the Secretary with necessary remarks.
• Ensure that clerks properly maintain office files, registers, and records.
• Review the personal registers maintained by clerks at least once every month.
• Conduct weekly inspections of pending files, submit reports to the Secretary, and recommend action against delays or lapses.
• Ensure timely implementation of decisions of the Panchayat Committee and monitor them until completion.
• During transfer of charge between sections, prepare lists as per office orders, record them in the Charge Handover Register, ensure that all files, registers, and records are properly transferred and updated, certify the same, and submit them to the Secretary.
• Attend meetings and submit reports as directed by the Secretary or in the absence of the Secretary or Assistant Secretary.
• Be directly responsible for the custody of deeds, valuable records, stock registers of receipt books, deposit certificates, bonds, birth and death registers, and marriage registers.
• Ensure that allotments are provided to institutional heads and implementing officers in a timely manner.
• Maintain duplicate keys of cupboards, tables, and other assets under the section's responsibility as well as duplicate keys of assets under the custody of other sections.
• Ensure cleanliness of office buildings and rooms, proper arrangement and maintenance of furniture, materials and stores, provision of physical facilities for the public, employees and elected representatives, and proper management of meeting halls and conference facilities.
• Ensure through random inspections that all sections complete and maintain required registers in a timely manner, record findings in the checklist, and place them before the Secretary for review and staff meetings.
• Take statutory follow-up action on audit reports and observations.
• Perform such other duties and responsibilities as may be assigned by the Secretary or the President from time to time.

• In addition to the duties assigned by Government Orders G.O.(MS) No.150/2009/LSGD dated 01.08.2009 and G.O.(MS) No.128/2011/LSGD dated 06.07.2011, perform such other duties as may be entrusted by the Panchayat.
• Maintain accounts in accordance with the Kerala Panchayat Accounts Rules.
• Record all necessary entries in the Saankhya Software and preserve authenticated printouts.
• Ensure that all collections received and withdrawals made by the Panchayat Office are deposited and disbursed in a timely manner.
• Verify the daily cash receipts in all forms and ensure that the entire collection is remitted to the Panchayat account.
• Ensure that cheques, demand drafts, and similar instruments are entered in the relevant registers and credited to the Panchayat account in a timely manner.
• Prepare the Annual Budget, Administrative Report, Annual Financial Statement and related reports, and provide guidance to sections for completion of connected registers.
• Ensure that all taxes and fees due to the Panchayat are assessed, levied, and collected correctly, completely, and within the prescribed time, and submit review reports to the Secretary.
• Print and maintain the Cash Book, Day Book, Payment Vouchers, and other financial reports on a daily basis and submit them to the Secretary for verification.
• Verify and certify the accuracy of all financial transactions and submit them to the Secretary.
• Ensure that pension amounts withdrawn from the Treasury or Panchayat account are distributed within the prescribed time and that any undistributed balance is remitted back to the appropriate account or head of account in time.
• Function as the Nodal Officer for Performance Audit, Local Fund Audit, Accountant General Audit, and other inspections by ensuring that all records, documents, and registers requisitioned by audit teams are made available by the concerned sections and by providing necessary information to the audit teams.
• Provide the Head Clerk with the required records and notes for preparing replies to audit reports.
• Ensure that Annual Financial Statements are prepared and submitted to the Local Fund Audit authorities in a timely manner and submit the same to the Secretary after certification.
• Verify that all work bills, establishment bills, contingency bills, and other payment bills submitted to the Secretary comply with existing laws, rules, and Government instructions before submission.
• Ensure that loan instalments payable by the Panchayat and recurring contingency expenses are remitted in a timely manner.
• Ensure that the Bill Book is returned after Treasury duty is completed.
• Maintain accounts relating to all funds received, managed, or administered by the Panchayat in accordance with the Kerala Panchayat Raj Accounts Rules.
• Print and preserve the Counter Day Book and Day Book before 4.30 PM each day and perform all activities prescribed in the Saankhya Software Manual, preserving the corresponding printouts.
• Verify that the amount recorded in the Cash Chest Register matches the actual cash balance held in the office.
• Prepare and issue cheques to beneficiaries and other parties based on bills approved by the Secretary and ensure proper disbursement.
• Maintain Treasury Account Pass Books and reconcile Treasury accounts at the end of each month to determine the closing balance.
• Prepare the Annual Closing Balance Certificate.
• Maintain Bank and Post Office Pass Books and carry out monthly reconciliation of such accounts.
• Ensure that bills prepared by other sections are entered in the Treasury Bill Book and submitted to the Treasury in a timely manner and that receipts are credited to the relevant Panchayat accounts in accordance with Government financial regulations, after ensuring the President's authorization.
• Prepare allotments for implementing officers and sections with the assistance of the concerned sections and record them in the relevant registers.
• Prepare replies to correspondence received from Government, Accountant General, and other Departments relating to availability and utilization of funds.
• Prepare all correspondence and returns relating to financial utilization and expenditure.
• Ensure that certificates relating to statutory deductions such as VAT, Income Tax, Welfare Fund, and other deductions are issued to the concerned departments and persons from whom deductions were made.
• File Income Tax, VAT, and Tax Deducted at Source (TDS) returns within the prescribed time.
• Preserve authenticated printouts of daily reports generated from the Saankhya Software after certification by the Secretary and submit the monthly reports specified in Appendix 2.2 to the Finance Standing Committee before the 10th day of the succeeding month with the approval of the Secretary.
• Prepare and obtain approval for the Annual Financial Statements specified in Appendix 2.3 of the Saankhya System so as to enable submission before 15th May of the succeeding year.
• Provide all necessary financial data to the Finance Standing Committee for preparing the Annual Budget and Administrative Report within the prescribed time limits.
• Be personally responsible for the safe custody of expenditure records, supporting documents, vouchers, and bills received from other sections for payment purposes, and for binding and preserving vouchers month-wise and producing them before the Finance Standing Committee and Audit Authorities whenever required.
• In the event of loss of vouchers or failure to produce them before audit authorities in time, the Accountant shall bear personal responsibility. During charge transfer, vouchers shall be handed over serially after proper verification in the presence of the Junior Superintendent and recorded in the Charge Handover Register.
• Bring to the notice of the Secretary any revenue potential or possible revenue loss arising from matters handled by different sections and initiate follow-up action.
• Ensure that all expenditures are in conformity with Section 213 of the Kerala Panchayat Raj Act and obtain and maintain Utilization Certificates and supporting vouchers.
• Upon receiving information regarding the conduct of Gram Sabha meetings from the concerned section, prepare and provide financial statements relating to accounts for printing and distribution during the Gram Sabha meetings.

1. Perform duties as specified in the office order, duties assigned through special orders, and instructions issued from time to time by the Secretary or supervisory officers.
2. Be responsible for the safe custody of files, registers, records, and documents relating to subjects assigned to the section and ensure their availability for audits until they are transferred to the Record Room.
3. Take timely action on matters assigned to the section as per office orders and prepare current files and note files for submission to supervisory officers.
4. Maintain records of file movements in the Personal Register and produce them along with running notes for inspection whenever required.
5. Conduct field enquiries promptly and submit reports in matters requiring field verification.
6. Attend meetings of committees assigned under office orders and record the minutes of such meetings.
7. Clerks appointed as collection officers shall maintain tax collection registers, prepare notices in time, and collect taxes and fees.
8. Maintain a Personal Register and submit it every month to the Junior Superintendent or Head Clerk for verification and signature.
9. Prepare a monthly list of pending work in the section, submit it to the Junior Superintendent or Head Clerk, and prepare an action plan for completion of pending work.
10. Hand over disposed files, registers, records, and documents to the Record Room Clerk after obtaining acknowledgement. Until then, such records shall remain in the custody of the concerned section.
11. Maintain in the section a list of files transferred to the Record Room, duly certified by the Head Clerk.
12. During charge transfer or assumption of charge, ensure that all files, records, and documents handled by the section are properly entered in the Charge Handover Register and verified by the Head Clerk with signatures of all concerned officials.
13. Maintain stock files containing Government Orders, Circulars, and other reference documents relevant to the section.
14. Prepare an index of reference documents and maintain them in stock files for easy retrieval.
15. Keep informed about the availability of funds and budget provisions related to the section in consultation with the Accounts Section and regulate expenditure accordingly.
16. Provide all information required for the preparation of the Budget and Accounts to the Accounts Section in a timely manner.
17. Take follow-up action on matters relating to audit reports concerning the section, prepare replies, and submit them to the Audit Section in time.
18. Prepare replies to Assembly Questions, D.O. letters, registered communications, and similar correspondence within 24 hours or within the prescribed time.
19. Prepare and submit replies to complaints and communications received from the Hon'ble Chief Minister's Office, District Collector's grievance cells, and other authorities within 48 hours or within the prescribed time.
20. Prepare timely replies to requests received under the Right to Information Act.
21. Maintain registers, records, documents, and diaries relating to court cases, Ombudsman cases, Human Rights Commission cases, Tribunal matters, Right to Information Commission cases, and other grievance redressal proceedings involving the Panchayat.
22. Bring matters relating to the section before the Panchayat Committee or Standing Committee and ensure their inclusion in the agenda register.
23. Ensure 100% assessment and collection of property tax, building tax, profession tax, entertainment tax, licence fees, rents, and other fees in the wards assigned under the assessment register.
24. Give priority to tax collection through camp collections, awareness campaigns, notices, attachment proceedings, prosecution, and other legally permissible methods to ensure complete realization of revenue.
25. Prepare a list of taxes likely to become time-barred each year and submit it to the Accountant for initiating Revenue Recovery proceedings.
26. Hand over daily collections to the Cashier before 3.30 PM and obtain acknowledgement in the Outdoor Office Collection Register.
27. Safeguard receipt books entrusted to them and produce them before audit and inspection authorities whenever required.
28. Complete field inspections relating to property tax assessments, numbering of buildings, issue of permits and licences, tax exemptions or reductions, complaints, and other enquiries and submit reports in time.
29. Prepare and submit the list of traders in assigned wards before 15th April and the list of institutions before 30th April every year to the concerned section.
30. Submit reports regarding collapsed buildings, unauthorized constructions, commercial establishments, industries, slaughterhouses, encroachments, sand mining, environmental violations, illegal activities, and improper waste disposal to the Secretary and concerned sections in time.
31. Take all actions prescribed in Appendix III for ensuring 100% collection of taxes and fees.

Cashier

A Senior Clerk may be designated as Cashier by the Secretary.

1. Ensure that all taxes, fees, money order returns, cheques, drafts, and other receipts received in the office are properly collected through the Front Office Collection Receipt system and that receipts are issued correctly.
2. Receive contributions to relief funds using the prescribed receipt books and issue proper receipts.
3. Close office collections and payments by 3.00 PM each day and formally take over collections from section clerks, collection officers, and other sources thereafter.
4. Record and acknowledge receipt of collections made by collection officers in the Collection Register.
5. Enter all receipts, including field collections, in the Office Collection Register and prepare daily cash statements by 4.30 PM showing the denomination-wise cash balance, obtain certification from the Secretary, and place the cash safely in the Cash Chest before 5.00 PM.
6. Act as the custodian of the Cash Chest.
7. Before 5.00 PM every day, make office receipt books available to the concerned sections for posting entries in their respective registers and communicate receipt details to the sections.
8. Verify receipt books issued to field staff and ensure that all field collections are remitted to the office.
9. Deposit all collections in the bank account on the same day or before 11.00 AM on the following day after verification by the Head Clerk and preserve the deposit receipts.
10. Be responsible for the safe custody of counterfoils of used receipt books and for producing them before audit authorities in time.
11. Disburse salaries, honorariums, allowances, unemployment wages, and other payments.
12. Assist the Accountant in preparing Monthly DCB and Annual DCB statements.
13. Receive cash, demand drafts, and cheques from all collection counters daily, record them properly, and ensure timely remittance to the bank.

• The Office Attendant shall report for duty every day at 9:30 AM.
• Open the office at the beginning of working hours on all working days and close it after office hours. The Office Attendant shall be responsible for the custody of the office keys.
• Distribute notices to taxpayers and others whenever required. Deliver notices relating to Panchayat Committee and Standing Committee meetings to the concerned persons against acknowledgement.
• Visit the Treasury, Bank, and other institutions as directed for remittance, withdrawal of funds, and other official purposes in a timely manner.
• Attend office regularly and perform all official duties entrusted from time to time.
• Visit the Post Office for dispatch of official communications and carry out local delivery of postal articles as directed.
• Ensure that all electrical appliances and equipment are switched off before closing the office each day.
• Carry out all official duties entrusted by superior officers and the President from time to time.
• Ensure that notices, announcements, advertisements, and other communications are displayed promptly on the Office Notice Board, Grama Panchayat Notice Boards, Notice Boards in Panchayat institutions, and public information boards, and take all necessary actions for their display.
• Make necessary arrangements for the conduct of Panchayat Committee meetings and meetings convened by the Panchayat President or Secretary.
• Deliver files and registers prepared by various sections to the tables of the Secretary, President, and Head Clerk, return them to the respective sections, and deliver them to the Citizen Service Information Counter. Assist in affixing seals and issuing certificates through the Citizen-Friendly Service Information Counter.
• Perform all other duties and responsibilities included in the uploaded report and entrusted by the Panchayat, Secretary, President, or superior officers from time to time.