Kerala Secretariat

The Secretariat Building

Kerala Government Secretariat is the centre of  State Administration. This Secretariat Building is constructed in a rich blend of Roman -­ Dutch architectural style, remains a giant pillar of historical significance and monumental charm. The foundation stone of the Secretariat building was laid by Ayilyam Thirunal Maharaja in 1865 to coordinate the activities of the Legislative Assembly. The Secretariat officially started functioning on 23 August 1869. Initially, the Secretariat was known by names like Hajur Kacheri and Puthen Kacheri. This building came to be known as the Government Secretariat from 25 August 1949.  The State Secretariat is working in the Secretariat Building.

Secretariat Manual

The Secretariat Manual is a guideline indicating the office procedures in the Secretariat. The Secretariat Manual was issued in 1957. The Kerala Secretariat Office Manual has been formulated by combining the Office Manual of Tirukochi State and Madras State.

Revenue Guide

The Revenue Guide is a book published by the Government of Kerala with the aim of bringing to the attention of officials and the public the latest amendments made in the Revenue Department and newly enacted laws and regulations. The Revenue Guide is published by the Institute of Land and Disaster Management.

SECRETARIAT ORGANISATION

I. Kerala Government

State Executive consists of governor and council of ministers with chief minister as its head. The Governor of Kerala has executive responsibility over the State. It is carried out by the Governor either directly or through the subordinate authorities to him in accordance with the Indian Constitution. The Governor is assisted and advised in the performance of his duties by a Council of Ministers, which is led by the Chief Minister.  He is mandated by the Constitution to carry out his duties or any of them at his discretion. 

II. State Secretariat

The Secretariat is mainly engaged in assisting the Cabinet Ministry in framing policies, plan approvals, programmes and activities for the overall development of the State. Here the operations of the secretariat are connected with legislation, introducing rules and procedure, financial control, general direction, monitoring and evaluating the activities conducted by the respective government departments. The State Secretariat includes the offices of all the members of the Cabinet headed by the Chief Minister, Ministers, Chief Secretary and the Secretaries of various ranks who head the Secretariat departments. The current number of State Secretariat departments is 44. Out of these 44 departments, 42 Secretariat departments, excluding the Finance and Law departments, are known as Administrative Departments. The steps taken by the government to increase the efficiency of administration and to provide services to the public in a timely manner are known as administrative reforms. Secretaries are the officers in charge of various departments. 

III. Chief Minister

The chief minister is the real executive and is the head of the government of a state. The position of the chief minister at the state level is analogous to the position of the prime minister at the centre. He can any time recommend the governor for the dissolution of the state legislative assembly. He announces the government policies on legislative assembly. 

IV. Ministers

There shall be a council of ministers with the chief minister at the head to aid and advise the Governor in the exercise of his functions. The state council of ministers formulates the policies for state administration. Kerala Council of Ministers, are elected legislative members, who are appointed as ministers by the Kerala Governor to form the executive branch of the state government. Each Secretariat department is headed by a Minister from Council of Ministers. On the Chief Minister's recommendation, the Governor divides up the government's business among the ministers. The rules established by the Governor in the exercise of the authority granted by Article 166 of the Indian Constitution and the directives issued thereunder regulate economic transactions. The "Rules of business of the Government of Kerala" and "The Kerala Government Secretariat Instructions" are the names of these regulations and guidelines.

V. Bureaucracy

Public administration is the effective utilization of physical conditions and human resources to implement the existing laws, policies and development plans of the government in the state. Bureaucracy is a system designed to assist and implement the government in carrying out public administration. Officials are the ones who make the public administration network dynamic by delivering government services to the people. The officials in a government department are called as bureaucrats and they are non-elected officials. Hierarchical organization, stability, appointment based on merit, political neutrality, and expertise are the common features of the bureaucracy. The bureaucracy is the one who prepares and implements plans for the scientific utilization of the country's physical and human resources. Hierarchical organization is the system in which there is one official at the highest level and more officials as one moves down to the lower levels. The hierarchical organization of the Secretariat is as follows: Secretary, Additional Chief Secretary, Principal Secretary, Special Secretaries, Additional Secretaries, Joint Secretaries, Deputy Secretaries, Under Secretaries, Section Officers, Assistants and Clerical Staffs. The IAS cadre includes the posts of Secretary, Additional Secretary, Principal Secretary etc. in the Secretariat departments. They are assisted by the Special Secretaries, Additional Secretaries, Joint Secretaries, Deputy Secretaries, Under Secretaries, Section Officers, Assistants and Clerical Staffs. Here are the list of Secretariat Officials.

1. Chief Secretary 

The Chief Secretary is the highest-ranking official in the state of Kerala. The Chief Secretary is the head of the state civil service. The Chief Secretary acts as the chief advisor to the Chief Minister in all areas of state administration. He has the superintending control over the whole secretariat. He has the control over the staff attached to the Ministers. He has the duty of seeing to the proper transaction of the regular secretariat business allotted to him under the Rules of Business.

2. Secretary

The official head of each department of the Secretariat is the Secretary. He is a Secretary to the Government and not to the Minister in charge of the department. He exercises general supervision and control over the staff under him and it is his duty to ensure the prompt despatch of business in his department. He is responsible for the careful observance of rules and instructions in the transaction of business in his department.

3. Additional Chief Secretary

The Additional Chief Secretary occupies a position identical with that of a Secretary in regard to the subjects alloted to him and the Secretary is usually assisted by Deputy Secretaries and Under Secretaries.

4. Principal Secretary and Special Secretary

"Secretary" refers to both Principal Secretary and Special Secretary. They are in charge of careful observance to the Rules of Business, the guidelines in the secretariat manual, and any other instructions laid down in the transaction of business in his department. He is responsible for ensuring that the staff members carry out their assigned tasks effectively and promptly and exercises general supervision over the officers and staff members who report to him.

5. Additional Secretaries and Joint Secretaries

Additional Secretaries and Joint Secretaries occupy a position next to that of Secretary to Government. They are categorized as Head of Departments in the context of delegation of powers. They circulate files to Ministers in accordance with the procedure laid down from time to time. They exercise the same authority as the Secretary with regard to topics specially assigned to them. They must assume the same degree of responsibility as the Secretary to Government when it comes to handling confidential papers and crucial communications. But when it comes to policy issues or deviation from existing procedure or practice, they will circulate the files to ministers via the Secretary in charge of the Department.

6. Deputy Secretary

Regarding the subjects assigned to him by the Secretary, the Deputy Secretary also holds a role that is nearly equal to that of a Secretary. In these cases, he has the authority to circulate the cases for Orders of Ministers or the Governor. However, the case should be circulated only through the Secretary of the Department, when it comes to matters of policy and all other significant matters. 

7. Under Secretary

8. Section Officers

9. Office Superintendent

10. Assistants

11. Confidential Assistants

12. Typists

13. Clerical Assistant and At tender

14. Binders

15. Peons

16. House Keeping

17. Computer Section

18. Records Branch

19. Accounts Branch

20. Reception Officers

21. Central Agency

22. Secretariat Central Librarian

23. Security Staff