Duties and Functions Job Chart of Ward Secretariats in Urban Areas

Post Wise Duties and Functions for Ward Secretariat Recruitment. Apart from the Services being delivered to the citizens from Urban Local Body, some more services are to be delivered to the citizens from other Departments. Keeping the same in view all these services have been categorized into 10 in number and accordingly the following Ward Secretaries are proposed for discharge of the allocated duties. The concerned department responsible to monitor and carry out the functions also is mentioned in the below table:Duties and Functions of Ward Secretariats in Urban Areas. This Post of Job Chart of Ward Secretaries in Urban Areas has been written according to the GO MS No 217 Dated 20.07.2019

Duties and Functions of Ward Secretariats in Urban Areas

Designation of the Functionary
Functions to be allocated
Department concerned
1      Ward Administrative Secretary General Administration, Coordination, Grievance Redressal, Public Feedback,
Collection of Municipal Revenues etc.,
2 Ward Amenities Secretary Water Supply, Civic amenities, Roads, Drains, Culverts, Burial Grounds etc., MAUD
3 Ward Sanitation & Environment Secretary Solid & Liquid Waste Management, Environment Protection, Animal Welfare etc., MAUD
4 Ward Education Secretary Municipal Education, Amma Vodi, Scholarships, Fee Reimbursement, Vital Statistics,  Culture, Festivals Other Municipal functions etc., MAUD
5 Ward Planning & Regulation Secretary Urban & Town Planning, Land-use, Urban Housing, Fire, Urban Forestry, Water Conservation etc., MAUD
6 Ward Welfare & Development Secretary SC, ST, BC, Minority etc., Yuvatha-Upadhi, Urban Poverty Alleviation,  YSR Asara, YSR Cheyutha, YSR Pension Kanuka etc., MAUD
7 Ward Energy Secretary Street Lighting, Power Supply, Power Subsidy etc., MAUD
8 Ward Health Secretary Public Health,
Registration of Births & Deaths,
YSR Arogyasri, YSR Bhima, ICDS etc.,
Medical & Health
9 Ward Revenue Secretary Land Administration, Revenue Functions, Civil Supplies, Digitization, Issuance of Certificates Disaster Management etc.,  Revenue
10 Ward Women & Weaker Sections Protection Secretary Law & Order, Atrocities against women and Weaker Sections, Related services, Prohibition of Liquor etc., Police  

Job Chart of Ward Secretariats

  • The Secretaries recruited initially will be on probation for a period of two years at a consolidated stipend of Rs.15,000/- per month. There after the concerned Departments will take necessary action as per service rules in force for confirming the probation.
  • Necessary amendments to the Service Rules will be made by the respective departments.
  • Where already recruitment process has begun by the APPSC, advantage may be taken by the concerned department.
  • The Appointing and disciplinary authority in respect of the Ward Secretaries of MA & UD, will be the concerned Regional Director.
  • The Appointing and disciplinary authority in respect of the Ward Secretaries of other Departments, will be decided by the concerned Departments.
  • All line departments will prepare a clear and comprehensive job chart with suitable business rules (work flow) and protocols for efficient & timely functioning of their functionaries at the ward secretariat. 
  • The performance of the Functional Secretary in the Ward Secretariat shall be reviewed periodically by the Municipal Commissioner concerned and submit the performance appraisal reports to the concerned authorities. 
  • Key performance indicators (KPIs) are to be developed for each functionary by the respective line departments. An online monitoring system will be developed by RTGS for effective tracking of the performance of functionaries. 
  • The line departments shall develop systems for imposing suitable checks & balances and enforce proper supervision, random checks / inspections by the Regional Level Officers to prevent mischief/corruption and to bring about the transparency and accountability in the system. 
  • Further, line departments have to provide horizontal and vertical controls’ structure with proper linkages to Municipal level functionaries. They must provide organic links with other departments to achieve convergence without friction in the system.
Business in Ward Secretariat 
  1. 1. The Ward secretariat will function according to prescribed business procedures. The Functional Assistants to be called as Ward Secretaries of the Line Departments will function as per the job chart provided and report to the respective Urban Local Body.
  2. 2. The Municipal Commissioner of the ULB will act as DDO (Drawing and disbursing officer) and the pay and allowances of all the staff of Ward Secretariat will be disbursed by him. The honorarium of Ward Volunteers also will be paid by the Secretary of the Municipal bodies. 
  3. 3. The detailed recruitment process of the Ward Secretaries will be submitted to Government in due course. The service rules in regard to the above shall be suitably be amended. 
  4. 4. The regular Supervisory Officers of the concerned line Departments shall supervise the Ward Secretaries in technical aspects. 
Duties, Roles and Responsibilities of Ward Secretaries:
  • Monitoring and supervising the activities of ward volunteer 
  • Co-ordination of Line departments with Public 
  • Benchmarking of essential services o Ensure that the benefits and government services are extended to the genuine beneficiary by conducting random verification 
  • Shall receive the grievances from the general public and to resolve the same o Ensure that proper awareness is created to the families by the volunteer in his jurisdiction on health, education and other social issues. 
  • Ensuring delivery of various services at the door steps of the citizens.