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Article 24: Duties of the Office Superintendent
The Office Superintendent, as the supervisory head of the Jawahar Navodaya Vidyalaya's office, will be mainly responsible for its proper organization and smooth and efficient functioning and he will work directly under the Principal.
The Office Superintendent will be mainly responsible for the following:
- For proper organization of the office, correct delegation and balanced distribution of work amongst Group 'D' and clerical staff of the Vidyalaya.
- To maintain strict discipline in the office.
- To supervise the work of the office staff under him.
- To keep all confidential files and documents under safe custody.
- To issue necessary orders and instructions with respect to the directives from Headquarters/Regional Office/Principal.
- To maintain personal files of the school staff and of the students.
- To keep office files, registers, records, etc. properly and in safe custody.
- Proper filing, indexing and updating of Rules and of orders issued by the Samiti and its Regional Offices.
- To ensure compliance over timely submission of accounts, audit observation, reports and returns prescribed by the Headquarters/Regional office.
- To ensure that subsequent orders and instructions, or amplifications issued by the Principal from time to time, are kept in a separate file, and amendments to office orders are issued as and when necessary.
- To maintain stock and account register in respect of all the stores, furniture and equipment of the Vidyalaya.
- To make arrangements for proper security of the Vidyalaya building and its assets.
- To observe proper procedure in the matter of purchase, accounts, maintenance of record, etc.
- To ensure prompt and timely action towards correspondence pertaining to administrative arrangements made for dispersal of students, proceeding on vacation and for their reception in the school on return from vacation.
- To arrange bulk purchase of office stationery and ensure that the stationery purchased is correctly received and accounted for in the stationery ledger. He will also maintain proper record of the issue of stationery to various branches.
- Proper and regular maintenance of accounts of the Vidyalayas in the manner prescribed and to get them audited.
- To assist the Principal in procurement and purchase of furniture, Hostel equipment, etc.
- To maintain and supervise telephone bills and trunk call register/payment of outstanding bills.
- To assist the Principal in preparation of quarterly reports pertaining to court cases, etc.
- To forecast the requirement of Vidyalayas for purchase of catering items, store fixed asset items and arrange to procure in a logical manner to avoid wastage of expenditure at the close of the year.
- To make arrangement for proper storage and safe custody of all cash, stores and equipment as well as other valuable documents.
- To carry out periodical checks, including surprise check and verification of cash, stores and accounts.
- To rectify accounting mistakes and procedural irregularities, if any, detected in the Vidyalaya accounts.
- To ensure preparation and submission of monthly reconciliation of bank statement, Annual Account Statement, etc. to the Principal for his approval.
- To maintain all relevant registers and accounting documents auditable or otherwise, in the Vidyalaya.
- To assist and advise the Principal in the matters connected with cash, accounts, stores, administration, etc.
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Besides exercising supervisory control of the Vidyalayas Offices and giving necessary advice to the Principal in Administrative/Financial matters, the Office Superintendent will also be responsible for the preparations, proper maintenance and upkeep of the following office/accounts records:
- Service Books, personal files and leave accounts of the Vidyalaya staff.
- Maintenance of all correspondence files on administrative matters as well as purchases, etc.
- Preparation of Vidyalaya budget.
- Preparation of Vidyalaya monthly and annual accounts.
- All accounts registers required to be maintained including Asset Register and Property Register.
- Stamp and dispatch account.
- Timely remittance of all deductions, with schedules to Samiti, various departments.
- Payment of L.S./P.C. and obtain refund of salary paid to deputationists.
- Timely submission of all returns prescribed by Regional Offices/Headquarters.
- Maintenance of logbook of the vehicle and maintenance and repairs of the vehicles.
Note: The Office Superintendent works directly under the Principal and is responsible for the efficient functioning of the school office.
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