Postal Manual Vol. VIII - India Post

(vi) To initial and date the files of the Divisional Office when they are closed.
(vii) To assist the Superintendent in the disposal of correspondence.
(viii) To pass T.A. bills of sorting check supervisors, sorters,* clerks, mail guards and lower
grade staff on the basis of orders of the competent authority.
322-A. In order to ensure proper and adequate supervision of important sorting offices
Assistant Superintendents are attached to such offices and they are required to perform the
following duties :-
(a) Assistant Superintendents attached to the Mail offices :-
(1) To exercise overall supervision over the work done in the mail office. He will be
responsible for proper maintenance of discipline, and for the efficient functioning of
the mail office.
(2) To conduct investigation and enquiries into cases of loss, fraud, abstraction,
complaints etc. entrusted to him or brought to his notice. If one or more Inspectors
are attached to the mail office investigation work may be shared with them but
investigation of cases where insured articles are involved should be done personally
by him. Nevertheless the inspector who is present in the office should take up the
preliminary enquiries even in respect of insured articles if the ASRM is not present
at the time the irregularity comes to light.
(3) To carry out inspection of all the sets of mail office other than those in the HSG. If
one or more Inspectors are attached to the mail office the SRM / SSRM may assign
to the Inspector the inspection of the sets in the time scale.
(4) To examine sorters in test sorting for drawal of increment.
(5) To examine thoroughly the bag accounts and the stock of bags and take steps for
clearing of unadjusted bag accounts and for replacement of unserviceable bags.
(6) To visit one or more sets of mail office daily for the purpose of intensive checking
of mails, supervision etc. The visits should be so distributed as to ensure that the
biggest set of the mail office is visited at least twelve times in a month and the night
sets six times.
(7) To suggest ways and means of improving the mail and sorting arrangements and to
make enquiries regarding late receipt and detention to mails and trains.
(8) To compile periodical statistics of the sets of the mail office with the help of
IRM/IRMS, if any.
(9) To apply tests to see that letter boxes attached to the mail office are punctually
cleared and ensure by frequent examination of the mails despatched that correct
routing is observed in sorting mails.
(10) To attend to the complaints of the members of the public and ensure through
frequent observations that the public are attended to promptly and courteously.
(11) To deliver special bags to high officers as and when required.
(12) To maintain a memorandum book containing necessary entries as prescribed in rule
334 of volume VIII.
(13) To visit local Post Offices and check mail received for delivery and check up mail
and sorting arrangements.
(14) To supervise occasionally transhipment / exchange of mails of important sections.
(15) To see that when outside labour has been engaged the mail transhipment charges
are kept down to the minimum.
(16) To maintain liaison with the local Officers of the Civil Aviation, IAC, Police,
Custom, Railways etc.
(17) To make C.L. arrangements IRMs and P.Is. of the mail office.
(18) To check air mail account statement (in case of air mail sorting offices)