Main tasks:
1) organizing and managing clerical operations (office administration) within the Territorial Office;
2) receiving, pre-reviewing, and registering incoming correspondence, including documents classified as "For Official Use";
3) conducting proactive monitoring of the execution status of regulatory documents issued by the ESBU and the leadership of the Territorial Office;
4) organizing activities to ensure access to public information;
5) organizing activities for reviewing citizens' appeals submitted to the Territorial Office;
6) providing organizational and methodological support for the operation of the electronic document management system of the Territorial Office;
7) providing methodological recommendations and consultations to the employees of the Territorial Administration on matters of clerical operations, archival affairs, and citizens' appeals and requests;
8) storing organizational and regulatory documents of the Territorial Office;
9) storing regulations on the structural units of the Territorial Office;
10) forming case files for the National Archival Fund;
11) ensuring the preservation of case files for the National Archival Fund;
12) utilizing documents from the National Archival Fund;
13) transferring case files of the National Archival Fund to the State Archives of Kyiv Oblast;
14) ensuring the registration, storage, issuance, and utilization of materials from archived criminal proceedings;
15) processing draft organizational and regulatory documents as well as official letters, including those classified as "For Official Use," signed by the head and deputy head of the Territorial Administration (hereinafter referred to as draft documents) to ensure their compliance with the requirements of DSTU 4163-2020 (approved by Order No. 144 of the State Enterprise "Ukrainian Scientific Research and Training Center for Standardization, Certification and Quality Problems" dated July 01, 2020), the Model Instruction on Clerical Operations in Ministries, Other Central and Local Executive Authorities (approved by Resolution No. 55 of the Cabinet of Ministers of Ukraine dated January 17, 2018), the Instruction on Clerical Operations in the ESBU, and the norms of Ukrainian orthography, specifically written business language;
16) ensuring that employees of the Territorial Office are informed about the requirements for formatting draft documents.
Main functions:
1) organizes electronic document management;
2) provides methodological assistance and exercises control over compliance with the established procedure for handling electronic documents within the structural units of the Territorial Office;
3) carries out information exchange with executive authorities and other state institutions through the system of interaction;
4) ensures the receipt and primary (expediting) processing of incoming correspondence arriving at the Territorial Office;
5) ensures the receipt and registration of documents classified as "For Official Use";
6) registers incoming correspondence, regardless of the method of its delivery to the Territorial Office;
7) conducts centralized registration, ensures the prompt review of citizens' appeals and requests for public information, and monitors their execution;
8) registers incoming documents of a procedural and official nature, including documents received within the scope of criminal proceedings, as well as applications and notices from employees of the Territorial Office;
9) registers orders on core activities classified as "For Official Use";
10) dispatches the correspondence of the Territorial Office via postal, special/courier (diplomatic courier), and electronic communications, including documents classified as "For Official Use," and generates registries of sent letters and packages;
11) organizes the timely review of documents by the head of the Territorial Office and their deputies;
12) prepares draft resolutions (instructions) for documents submitted for signature to the head and deputy heads of the Territorial Office;
13) organizes the handling of documents classified as "For Official Use," excluding documents marked with "Letter M", "Letter K", and "Letter SI", in accordance with the procedure defined by the organizational and regulatory documents of the Economic Security Bureau of Ukraine;
14) identifies documents that require execution monitoring and ensures their subsequent tracking;
15) monitors the timely execution by structural units of the Territorial Office of orders, directives, and instructions issued by the head and deputy heads of the Territorial Office;
16) ensures the transmission of documents, including those classified as "For Official Use," to the structural units;
17) verifies the correct formatting of documents submitted for signature to the leadership of the Territorial Office and of correspondence intended for dispatch;
18) ensures a proper linguistic level of operations, orthography control, and editing of documents, including documents containing information that constitutes a state secret;
19) processes draft documents and, based on the analysis of their linguistic and stylistic structure, corrects grammatical, punctuational, lexical, syntactical, morphological, and stylistic errors to ensure in the draft documents: logical consistency of presentation (logical connection of all components); proper clarity of presentation (correct and professionally proficient selection of words and phrases (terms), accuracy, and accessibility of language); elimination of colloquial vocabulary, russianisms, and narrow-field professional jargon; conciseness (optimal substitution of complex sentences with simple ones); and standard use of linguistic tools of the official-business style in accordance with modern orthographic norms;
20) returns documents formatted in violation of established requirements to the structural units for revision;
21) conducts systematic analysis and synthesis of citizens' appeals to identify their root causes, as well as the most pressing, socially significant issues requiring immediate resolution, and informs the leadership of the Territorial Office thereof in accordance with the established procedure;
22) provides organizational, informational, and other support for the activities of the leadership of the Territorial Office, along with methodological support for the drafting of regulatory and other documents;
23) conducts inspections of the state of clerical operations within the structural units of the Territorial Office;
24) supports the operations of the Commission on Handling Official Information and the Expert Commission on Document Appraisal within the Territorial Office;
25) ensures the tracking, accounting, and issuance of seals and stamps of the Territorial Office;
26) accepts proposals from structural units for the draft nomenclature of case files of the Territorial Office for the upcoming year;
27) demands from the structural units of the Territorial Office the submission for storage of documents formatted in accordance with current legislation;
28) accepts archival documents of permanent and long-term (over 10 years) retention from the structural units of the Territorial Administration, ensures their storage and utilization, and prepares and transfers them for permanent storage to the State Archives of Kyiv Oblast upon the expiration of their retention period within the Territorial Office;
29) accepts for archival storage criminal proceedings in which a decision to close the case has been made by detectives or by the prosecutor overseeing the pre-trial investigation;
30) requests information required for operations from the structural units of the Territorial Office;
31) executes instructions from the leadership regarding the review of documents within the competence of the Department (appeals, requests from legal entities and individuals, attorney requests, and requests for information);
32) certifies copies of documents generated as a result of the operations of the Territorial Office;
33) organizes the personal reception of citizens by the head and deputy heads of the Territorial Office;
34) participates in organizing the operations of the telephone "hotline" of the Territorial Office;
35) implements measures, within the scope of competence, for the protection of state secrets when utilizing classified documents;
36) prepares proposals, within the scope of competence, for the leadership of the Territorial Administration regarding the improvement of forms and methods of handling clerical operations;
37) participates in drafting normative legal acts of the Territorial Office within the scope of competence of the Department.
Contacts:
Mailing Address: Territorial Office of the ESBU in the Kyiv region, 3-B Sviatoslava Khorobroho St,Kyiv, 03151
Telephone: +38 (044) 350 57 31
Email address: kyivobl@esbu.gov.ua