Main tasks:
1) organization and maintenance of office management within the TO of the ESBU;
2) organization of work to ensure access to public information and the processing of citizens' appeals received by the TO of the ESBU;
3) organizational and methodological support for the electronic document management system of the TO of the ESBU;
4) monitoring and control over the implementation of the laws of Ukraine, decrees of the President of Ukraine, resolutions of the Verkhovna Rada of Ukraine adopted in accordance with the Constitution and laws of Ukraine, acts of the Cabinet of Ministers of Ukraine and assignments of the Prime Minister of Ukraine, the National Security and Defense Council of Ukraine, requests and appeals of people's deputies of Ukraine, as well as orders and assignments of the leadership of the ESBU, the Territorial Office, acts of other central executive bodies, public information requests, and citizens' appeals.
5) carrying out proactive monitoring of the implementation status of legislative acts, orders, and instructions from the leadership of the ESBU and the Territorial Office, and providing timely notification to the Head in the event that deadlines cannot be met;
6) preparing information, reference, and other materials regarding the implementation of legislative acts, orders, and instructions from the leadership of the ESBU and the Territorial Office;
7) organizing efforts to ensure access to public information;
8) organizing the processing of citizen appeals submitted to the Territorial Office;
9) providing consultations to employees of the Territorial Office on matters of records management, archiving, and handling citizen appeals and inquiries.
10) providing organizational and methodological support for the operation of the Territorial Office's electronic document management system;
11) maintaining registers for the accounting of the Territorial Office's regulatory documents;
12) ensuring the storage of organizational and regulatory documents of the Territorial Office;
13) monitoring (summarizing and archiving) the regulations governing the structural units of the Territorial Office;
14) forming case files for the National Archival Fund;
15) ensuring the preservation of case files belonging to the National Archival Fund.
16) ensuring the use of documents of the National Archival Fund;
17) transferring case files of the National Archival Fund to the State Archives of Poltava Region;
18) ensuring that ESBU employees are informed about the requirements for the drafting of documents.
Main functions:
1) ensuring coordination of the Territorial Office's structural units regarding records management, organizational support, archiving, oversight, and handling of citizen appeals and requests for public information;
2) ensuring the receipt, preliminary review, and registration of incoming correspondence, drafting of resolutions, and the timely transfer of registered documents for review;
3) ensuring the dispatch of outgoing correspondence of the Territorial Office, including documents marked "For Official Use Only";
4) certifying copies of documents within the scope of competence;
5) registering orders on core activities marked "For Official Use Only";
6) ensuring the receipt and registration of documents marked "For Official Use Only";
7) preparing information and analytical materials regarding the status of document circulation within the structural units of the Territorial Office;
8) operating within the system of electronic interaction of executive bodies by dispatching outgoing correspondence to higher-level authorities, central and local executive bodies, enterprises, institutions, and organizations, and receiving incoming correspondence: inquiries and appeals from People's Deputies of Ukraine, documents from central and local executive bodies, enterprises, institutions, and organizations, as well as requests for public information and citizen appeals;
9) providing methodological guidance and oversight regarding compliance with the established procedures for handling documents within the structural units of the Territorial Office;
10) conducting inspections of the state of records management and document storage within the structural units of the Territorial Office, the frequency of which is determined by a separate order;
11) organizing inspections to verify the presence of documents marked "For Official Use Only" within the structural units of the Territorial Office;
12) preparing and providing the structural units of the Territorial Office with proactive monitoring (informational materials) regarding the deadlines for implementing legislative acts, orders, and instructions from leadership, as well as citizen appeals and inquiries;
13) conducting the initial review of citizen appeals and requests for public information, specifying completion deadlines and assigning them to the designated executors;
14) performing centralized registration, organization, and ensuring the expedited review of citizen appeals and requests for public information, as well as monitoring and overseeing their execution;
15) organizing personal reception of citizens by the leadership of the Territorial Office;
16) performing centralized registration of written proposals, statements, and complaints submitted during personal receptions;
17) organizing the operation of the telephone "hotline" at the Territorial Office;
18) processing citizen appeals received via the Territorial Office’s telephone "hotline," forwarding such appeals to the designated executors, and ensuring oversight of their execution;
19) conducting systematic analysis and summarization of citizen appeals to identify their root causes, as well as the most pressing, socially significant issues requiring immediate resolution, and informing the leadership of the Territorial Office accordingly in the established manner;
20) submitting reports to the leadership of the Territorial Office on the status of work regarding citizen appeals received by the Territorial Office;
21) providing consultative and methodological assistance to structural units regarding the provision of access to public information and the processing of citizen appeals received by the Territorial Office;
22) organizing a designated area for information requesters to work with documents or their copies;
23) participating in the drafting of organizational, regulatory, informational-analytical, and other documents on matters within the Sector's competence;
24) organizing the work and exercising oversight over the development of regulations governing the structural units of the Territorial Office;
25) performing the accounting and storage of orders on core activities, instructions, directives, and minutes of meetings of the Territorial Office leadership;
26) preparing draft resolutions for the leadership within the "Megapolis.DocNet" electronic document management system (EDMS) for the Territorial Office's organizational and regulatory documents (orders on core activities, instructions) and directives;
27) ensuring the application of a unified procedure for organizing archival records management within the Territorial Office, including the selection, accounting, systematization, and storage of documents generated during the Territorial Office's activities;
28) compiling the consolidated nomenclature of files of the Territorial Office and providing documentary support for its coordination, approval, and implementation;
29) ensuring oversight of the storage status and the correctness of document formatting within the structural units of the Territorial Office;
30) accepting archival documents from the structural units of the Territorial Office and ensuring their storage;
31) organizing the appraisal of the value of documents created during the Territorial Office's activities;
32) drafting and submitting for review by the Expert Commission of the Territorial Office the draft file descriptions for permanent storage, long-term storage (over 10 years), and personnel matters (staffing), as well as certificates for the disposal of documents not included in the National Archival Fund;
33) communicating and collaborating with employees of the structural units of the Territorial Office regarding the proper formatting of draft documents;
34) providing consultative and methodological assistance to the employees of the Territorial Office on matters within the Sector's competence;
35) processing proposals from structural units for the draft current (annual) plan of the Territorial Office;
36) compiling the consolidated draft of the current (annual) plan of the Territorial Office and submitting it for coordination with the Director of the ESBU and for approval by the Head of the Territorial Office.
37) summarizing information on the implementation of the Territorial Office's current plan and preparing the report on its execution;
38) organizing the operation of the Comprehensive Information Protection System within the class 1 automated system at the Territorial Office;
39) informing the leadership of the Territorial Office about the implementation status of legislative acts, orders, instructions, and directives from the leadership of the ESBU and the Territorial Office within the structural units.
Contacts:
Post address: Territorial Office of the ESBU in the Poltava region, 47 Reshetylivska St., Poltava, Poltava region, 36007
Email: poltava@esbu.gov.ua
Telephone: +38 (0532) 56 63 70, +38 (0532) 56 63 93