Question

Explain briefly the various types of Institutional secretaries.

Answer 1

A secretary who is appointed by an institution such as a company, co-operative society, non-profit association, etc., is called an Institutional secretary. The different types of the institutional secretary are explained below :
(A) Secretary of Non-profit Association:
(a) Meaning: The member from among the elected members of the executive committee or a paid officer whose business is to work under the guidance and direction of the president and managing committee to carry out the administrative affairs of a particular non-profit association is called secretary of non-profit association.
(b) Appointment: According to the size and nature of a non-profit association. A secretary appointed may be on a full time or part time basis. He may be on salary basis or may work honorary.
(c) Qualifications: The qualifications of the secretary of a non-profit association depend on the nature of its activities. However broadly such a secretary should have knowledge of
(1) English and other regional languages
(2) Specialised field of activity of the association
(3) Office organisation, accounting, banking operations
(4) Procedure of conducting meetings
(5) Correspondence
(6) Current developments
(7) Some legal knowledge, etc.
(d) Functions: A secretary of a non-profit association has to perform the following functions:
(1) Admission of members
(2) Collecting fees and subscriptions from members
(3) Conduct correspondence with ' different stakeholders
(4) Convene and conduct meetings of the managing committee and the members
(5) Maintain statutory books, registers and accounts
(6) Supervise and control the staff and look after office management
(7) Prepare annual budget of the organisation.

(B) Secretary of a Co-operative Society:
(a) Meaning: It is compulsory for every Co-operative Society to appoint a secretary. Any individual or member of the society possessing prescribed qualifications and employed to perform duties as per the provisions of the Co-operative Societies Act, 1960, is called Secretary of a Co-operative Society.
(b) Appointment: Usually a member of the managing committee acts or appointed as a secretary of a co-operative society. Generally, such secretary work on honorary basis. If it is a large organisation, managing committee appoints a separate person as a secretary on salary basis.
(c) Qualification : The qualifications of a Co-operative Secretary are : (1) Minimum a graduate in arts, science, commerce or law (2) Degree 'or diploma in Co-operation (3) Knowledge of Co-operative laws (4) Proficiency in the held of activity of the Society (5) Command over languages (6) Knowledge of operating the computer (7) Knowledge of the procedure of conducting meetings (8) Knowledge of office management (9) Knowledge of public relations.
(d) Functions: The functions of a secretary of a Co-operative Society are: (1) Office administration (2) Conduct correspondence with members, members of managing committee, outsiders and government departments. (3) Prepare and maintain statutory books. registers, documents, etc. File returns, annual accounts, documents to registrar of co-operative societies (4) Convene and conduct meetings of
the managing committee and the members (5) Finalize annual accounts and get those accounts audited from qualified auditors.
(C) Secretary of Joint Stock Company:
(a) Meaning: According to the Companies Act 1956, any individual possessing the prescribed qualifications and appointed to perform the duties of a secretary under the Act and any other ministerial or administrative duties, is called a Company Secretary.
(b) Appointment: A company secretary is appointed by the Board of Directors of the company. His appointment is compulsory by law in case of company having paid-up capital of Rs 5 crore or more.
(c) Qualification: A secretary of a joint stock company must be the member of the Institute of Company Secretaries of India. Besides, it is advisable if he has knowledge of all the business laws.
(1) Functions: A company secretary is primarily responsible for the secretarial and statutory work of the company. The functions or duties of the company secretary are follows: (1) Functions related to the administration (2) Statutory functions (3) Functions related to the share holders and (4) Functions related to the directors.
(4) Secretary of Government Department:
(a) Meaning: An officer whose business is to work under the guidance and direction of minister to carry out the administrative affairs of a particular ministry is called a secretary of government department.
(b) Appointment: A secretary is appointed for each department to work under the direction of the minister for implementing the policy decisions taken by the ministry. The prime minister and the chief minister appoint the secretaries in various departments of the Central Government and the State Government respectively.
(c) Qualifications: The secretary of a Government department being a permanent Government servant must have passed the IAS (Indian Administrative Service) Examination. It is advisable that he has a post-graduate degree in law and sociology. Besides it is expected that he has a thorough knowledge of current affairs, languages, human relation and information technology.
(d) Functions: The secretary of the Government department has to perform the following functions:
(1) To assist the minister in making and taking the right policy decisions and helps him in the formulation of policies.
(2) To act as a valuable adviser and guide to the minister in providing workable solutions in the execution of policies.
(3) To prepare plans for the execution of policies.
(4) To provide necessary and accurate information to the minister so as to enable him to answer the questions raised in Parliament and Assembly.
(5) To look after the general administration of the department.
(6) To prepare and submits periodical reports such as annual progress reports of the activities and annual budget of the department.
(7) To conduct meetings of the department.
(8) To receive forei§1 dignitaries and delegations and visits the department.
(9) To hold press conferences, etc.