Main tasks:
1) organization and management of records (clerical workflow) in the Territorial Office;
2) receipt, preliminary review, and registration of incoming correspondence;
3) organization of work to ensure access to public information;
4) organization of work to process citizens' appeals received by the Territorial Office;
5) registration and storage of organizational and administrative documents of the Territorial Office;
6) monitoring and control over the execution of orders, directives, and instructions of the ESBU leadership, the Territorial Office, acts of other central executive bodies, requests for public information, and citizens' appeals;
7) proactive monitoring of the implementation status of legislative acts, orders, and instructions of the ESBU leadership and the Territorial Office, and timely informing the leadership of the Territorial Office in case of inability to execute them within the established deadline;
8) preparation of information, reference, and other materials on the implementation of legislative acts, orders, and instructions of the ESBU leadership and the Territorial Office;
9) provision of methodological guidelines and consultations to employees of the Territorial Office on matters of records management, archiving, and citizens' appeals and inquiries;
10) monitoring (summarization and storage) of regulations on structural units of the Territorial Office;
11) formation of case files of the National Archival Fund and ensuring their preservation;
12) ensuring the planning of activities of the structural units of the Territorial Office and analyzing the implementation status of their current work plans.
Main functions:
1) ensures coordination of the work of structural units of the Territorial Office in terms of records management, organizational support and archives, control, processing of citizens' appeals, and requests for public information;
2) ensures the receipt, preliminary review, registration of incoming correspondence, and timely submission of registered documents for review;
3) certifies copies of documents within the scope of competence;
4) develops and participates in drafting regulatory and legal acts of the Territorial Office within the scope of competence;
5) prepares information and analytical materials on the state of workflow (document circulation) in the structural units of the Territorial Office;
6) participates in the implementation of electronic document management using modern information technologies in the field of records management and workflow;
7) operates within the System of Electronic Interaction of Executive Bodies by sending outgoing correspondence and receiving incoming correspondence;
8) provides methodological guidance and control over compliance with the established procedure for handling documents in the structural units of the Territorial Office;
9) conducts audits on the state of records management and document storage in the structural units of the Territorial Office;
10) prepares proposals, within the scope of competence, for the leadership of the Territorial Office regarding the improvement of forms and methods of records management in the Territorial Office;
11) monitors the execution by structural units of the Territorial Office of legislative acts, orders, and instructions of the ESBU leadership and the Territorial Office;
12) prepares and provides structural units of the Territorial Office with proactive monitoring (information materials) regarding the deadlines for the execution of legislative acts, orders, and instructions of the ESBU leadership and the Territorial Office;
13) provides advisory and methodological assistance to structural units of the Territorial Office within the scope of competence of the Department;
14) conducts initial review of citizens' appeals and requests for public information, specifying execution deadlines and assigning them to responsible executors;
15) performs centralized registration, organization, and ensures prompt review of citizens' appeals and requests for public information, alongside monitoring and control over their execution.
16) performs centralized registration of written proposals, applications, and complaints submitted during personal appointments;
17) organizes the operation of the telephone "hotline" in the Territorial Office;
18) processes citizens' appeals received via the telephone "hotline" in the Territorial Office, forwards such appeals to responsible executors, and ensures control over their execution;
19) conducts systematic analysis and summarization of citizens' appeals to identify their root causes, as well as the most pressing socially significant problems that require urgent resolution, and informs the leadership of the Territorial Office thereof in accordance with the established procedure;
20) submits reports to the leadership of the Territorial Office on the status of work with citizens' appeals received by the Territorial Office;
21) organizes a designated area for information requesters to work with documents or copies thereof;
22) organizes personal appointments for citizens with the Head of the Territorial Office, Deputy Heads of the Territorial Office, heads of structural units of the Territorial Office, or persons acting on their behalf (hereinafter referred to as the leadership of the Territorial Office);
23) provides advisory and methodological assistance to structural units of the Territorial Office on ensuring access to public information and processing citizens' appeals received by the Territorial Office;
24) organizes work and exercises control over the development of regulations on the structural units of the Territorial Office.
25) compiles the consolidated file nomenclature of the Territorial Office, and ensures documentary support for its approval, endorsement, and implementation;
26) ensures control over the storage condition and correct execution of documents in the structural units of the Territorial Office;
27) accepts archival documents from the structural units of the Territorial Office and ensures their storage;
28) prepares and transfers documents of the National Archival Fund to the State Archives of Lviv Oblast for permanent storage;
29) ensures the collection and summarization of current work plans of the structural units of the Territorial Office and reports on their execution, as well as analyzes information regarding the implementation status of the specified plans.
Contacts:
Mailing Address: 67 K. Levytskoho St., Lviv, Lviv Oblast, 79017
Phone: +38 (068) 153 05 25
Email: lviv@esbu.gov.ua