Main tasks and management functions
1. The main tasks of the department are to ensure a clear organization of office work and a uniform procedure for working with documents, documentation support for the activities of bodies within the structure of the Executive Committee, organization of work with citizens' appeals, quality control and timely execution of municipal legal acts, instructions from the Mayor and the Head of the Executive Committee; ensuring the safety and accounting of documents of the Archival Fund of the Republic of Tatarstan.
2. The main management functions, in accordance with the tasks assigned to it, are:
1) organization of document management, ensuring a uniform procedure for passing documents and official correspondence in the bodies within the structure of the Executive Committee, monitoring compliance with the Official Regulations of the Executive Committee;
2) forwarding processing, reception, registration, accounting, storage, delivery and distribution of correspondence (incoming, outgoing, internal), including those transmitted by special means of communication;
3) monitoring the state of office work and executive discipline in the bodies within the structure of the Executive Committee;
4) organization of control over the correctness of the preparation and execution of outgoing documents submitted for signature to the Mayor of the city, the Head of the Executive Committee by the bodies included in the structure of the Executive Committee;
5) registration, registration and preparation for publication of draft municipal legal acts, bringing them to the performers and interested structures;
6) carrying out literary and technical editing of draft municipal legal acts;
7) control over the correctness of the preparation and execution of drafts of municipal legal acts;
8) translation into the official languages of the Republic of Tatarstan of municipal legal acts, letters and appeals of citizens, texts of certificates of honor, letters of appreciation, and other printed materials;
9) providing practical assistance to specialists of the bodies included in the structure of the Executive Committee, citizens, representatives of organizations of the city on registration of documents in the official languages of the Republic of Tatarstan;
10) development of a consolidated nomenclature of cases of the Executive Committee;
11) the formation of documents in cases in accordance with the approved nomenclature of cases;
12) implementation of methodological guidance on record keeping, preparation of municipal legal acts of local self-government bodies;
13) ensuring appropriate access to documents and the use of information contained therein;
14) ensuring the accounting and storage of documents of the Executive Committee completed by the clerk's office, their preparation and transfer to the archival department in accordance with the nomenclature of cases;
15) systematically analyzing the passage of official correspondence, submitting proposals to the Mayor of the city, the Head of the Executive Committee on improving the documentation support for the activities of the bodies included in the structure of the Executive Committee;
16) taking measures to reduce the time required for the preparation and passage of documents;
17) organization of typewriting, copying and rapid reproduction of documents, timely preventive maintenance of organizational equipment;
18) ensuring timely updating of the database of the interdepartmental electronic document management system;
19) ensuring interconnection with the technical support service of the unified interdepartmental electronic document management system;
20) organization of issuing certificates of keys for electronic digital signatures of authorized persons of local self-government bodies;
21) conducting training seminars for specialists of local governments on working in the interdepartmental electronic document management system;
22) accounting of letter forms of heads of local self-government bodies;
23) organization and provision of a unified procedure for dealing with written appeals from citizens in local government bodies;
24) receiving and centrally recording citizens' appeals received by local governments, as well as sending them for consideration to the relevant structural divisions of the Executive Committee;
25) preparation of draft resolutions of the Mayor of the city, the Head of the Executive Committee for consideration of written appeals of citizens and their sending for consideration to structural divisions of the Executive Committee;
26) monitoring the timely and complete consideration of written appeals from citizens, compliance with the established procedure for dealing with written appeals from citizens;
27) ensuring that measures are taken to reduce the time required to consider written appeals from citizens;
28) preparation and execution of responses to written appeals, applications, complaints of citizens submitted for signature to the Mayor of the city, the Head of the Executive Committee;
29) systematization of materials on information and analytical references, on written appeals from citizens and the results of their consideration on the relevant topic;
30) preparation of information, reference and analytical reviews based on systematic quantitative and qualitative analysis and synthesis of written appeals from citizens quarterly, half-yearly, and year-end for submission to the Mayor of the city, the Head of the Executive Committee;
31) if necessary, on behalf of the Mayor of the city, the Head of the Executive Committee, the Chief of Staff of the Executive Committee, the Deputy Chief of Staff, the Head of the Office of the Executive Committee (hereinafter referred to as the Deputy Chief of Staff), the study of individual applications and complaints of citizens with on–site visits;
32) studying the practice of organizations working with citizens' appeals, introducing their positive experience. Consultation of specialists working with written appeals from citizens on the organization of this work;
33) submission of necessary materials, reviews of citizens' appeals for media coverage, posting on the city's website;
34) consideration of applications, proposals and complaints, holding a reception of citizens on issues related to the competence of the department;
35) preparation of documents and information to the state authorities of the Russian Federation and the Republic of Tatarstan signed by the Mayor of the city, the Head of the Executive Committee, the Chief of Staff of the Executive Committee of the city on the basis of documents and information provided by the structural divisions of the Executive Committee;
36) timely communication of municipal legal acts, instructions of the Mayor of the city and the Head of the Executive Committee to the attention of the executors;
37) analysis and preparation of information on the level of executive discipline in the Executive Committee, the efficiency of fulfilling the instructions of the Mayor and the Head of the Executive Committee;
38) analysis and preparation of information on the efficiency of the implementation of resolutions of the Mayor of the city and the Head of the Executive Committee on appeals received on the Internet;
39) monitoring the timely execution of municipal legal acts, instructions from the Mayor of the city and the Head of the Executive Committee, developing and submitting, if necessary, proposals to the Mayor of the city and the Head of the Executive Committee on additional measures to ensure the execution of such acts and instructions;
40) summarizing the control instructions of the Mayor and the Head of the Executive Committee and sending them to the executors;
41) preparation of drafts of municipal legal acts and other documents within its competence;
42) coordination of the activities of the bodies included in the structure of the Executive Committee and ensuring their interaction;
43) conducting an analysis based on the synthesis of information obtained from the results of the execution of regulatory legal acts, as well as instructions from the Mayor and the Head of the Executive Committee for the month, quarter, year;
44) summarizing the questions received by the Mayor of the city and the Head of the Executive Committee from the public through the mass media, sending this information to officials responsible for resolving and monitoring compliance with deadlines for such appeals in accordance with current legislation;
45) keeping minutes of meetings of the Mayor of the city and the Head of the Executive Committee of the city, bringing the minutes of meetings to the executors;
46) access to the services of the Regional System of Interdepartmental electronic interaction;
47) preparation of proposals for amendments to draft municipal legal acts on issues within the competence of the department;
48) exercising the state powers of the Republic of Tatarstan for the storage, acquisition, accounting and use of archival documents related to state ownership and located on the territory of the city;
49) storage and accounting of documents of permanent storage of the organization – sources of acquisition and documents on personnel of liquidated, reorganized organizations;
50) submission to the Main Archival Department under the Cabinet of Ministers of the Republic of Tatarstan in accordance with the established forms of information on the archival funds;
51) taking measures to create optimal conditions for storing documents and ensuring their physical safety;
52) storage and accounting of temporary storage documents, personnel of liquidated, reorganized organizations and submission to the Main Archival Department under the Cabinet of Ministers of the Republic of Tatarstan in accordance with established forms of information on funds stored in the management; taking measures to create optimal conditions for storing documents and ensuring their physical safety;
