ORGANISATIONAL CHART OF JAIKRISH VIDHYASHRAM

JUNIOR COLLEGE
( CBSE SYLLABUS)
MUTHUKRISHANAPURAM, AUNDIPATTI

Correspondantent / Secretary/ Chairman

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Principal

Vice Principal

Academic In-charge Admin/ Manager

Teachers Record Clerk

Cashier/Accountant

Transport in-charge/
Drivers

Campus in-charge/
Helpers
DUTIES AND RESPONSIBILTIES OF As ADMIN MANAGER- Mr.Karthikeyan

Administration:

! In charge of office administration and extracting works from office and academic staffs
as per work allocation.
! To plan and coordinate administrative procedures and systems and devise ways to
streamline processes.
! To Ensure the smooth and adequate flow of information within the institution to facilitate
the operations
! To manage schedules and deadlines
! To Keep abreast with all organizational changes and business developments
Specialization in the fields of 1.Transport 2.General discipline 3.Security 4.House
keeping 5.Gardening 6.Post, Fax, Telegram, Telephone, xerox, etc. 7.Guest house,
accommodation, hotel bookings, 8.Liaise with police and other govt officials.
! To maintain the work structure by updating job requirements and job descriptions for all
academic and non academic staffs along management/ Trustees and Principal.
! To maintain the files related to Rules and Regulations of financial policies entrusted by
Trust and other policies with respect to Leave/ Establishment/ Office procedures etc.,
! To maintain the staffs profiles and database in software.
! To have overall check on the attendance of all staffs of the institution.
! To organize and supervise other office activities (recycling, renovations, event planning
etc.)
! To keep very good communication and maintaining the relationship with Govt. Officials
and other agencies like Bankers, Income Tax Departments, Welfare Departments, Local
Panchayat Office etc.,

Finance/Accounts: (Accountant)

! To have overall supervising the works of all staffs member in the accounts section.
! To have regular and keen check on the receipts of cash, expenditure through vouchers,
cheques etc., dully obtaining necessary approval from the Head of the institution and
office bearers of Trust and maintaining all the relevant records and books of accounts.
! To monitor day to day’s cash transactions/ operations towards fees collection and
remittance daily.
! To verify the tuition fees registers students wise and furnishing details of total fees
collected and balance outstanding.
! To verify the cash vouchers, cash or credit bills, tax invoices and credit advices before
making the part / final payments in such all payments purchase of machineries, lab
equipments and Tools, Furniture’s and Fittings and stationeries etc.,
! To update the Tally ERP 9 Accounts software entries in computer along with the
payments & receipts vouchers, bills etc.,
 ! To regularise the books of accounts and updating in Tally ERP 9 Accounts software and
prepare the daily report.
! To check and prepare the Bank Reconciliation Statements.
! To submit the books of accounts and relevant documents for conducting internal and
external auditing works once in a quarter.
! To prepare the weekly and monthly report regarding financial transactions.
! To prepare the Fund inflow and Out flow statement to control over the expenditure over
the budget either deficiency budget or over budget.
! To prepare the analysis report of Utilization of funds (Budget vs. Actual) for financial and
cost control.
! To prepare the staff salaries statement and EPF statement and recovery statement etc.
! To prepare the forms and records for TDS and IT Returns.
! To prepare the consolidated & finalise the financial statements (Receipts & payments,
Income & expenditure and Balance Sheet) for External Auditing and IT Returns.
! To submit the MIS report regarding academic activities to the Board members of Trust.
! To submit the periodical reports in connection with activity and financial report to the
Board members of the Trust.
! To Prepare a consolidated report along with all relevant data on infrastructural and other
facilities available for the institution and put up for periodical review.
! To attend any other works entrusted by Vice Principal/ Principal or Office Bearers of
Trust from time to time.

Academic & System Admin: Mr.Karthikeyan

! Assisting the Principal in all academic activities for normal and proper functioning of the
institution including Admission, conducting of Board Examination, Inspection works, Lab
Maintenance etc.,
! To visit the Govt offices/ agencies towards getting the approval for students admission
and other academic activities frequently.
! To arrange and liaison with reputed institutions/ experts and educationalist for
conducting the seminars/workshops/ competitions etc,
! To conduct the camp/workshop regarding students admission in nearby schools and
also liaison with consultants/Agents/ contractors etc,
! To organise the extra curriculum activities for students like General Medical Camp,
Blood Donations Camp, Health and Sanitation, Sports and Games, Cultural events,
Annual Day Celebrations etc,
! Arranging to provide necessary assistants from office to the Academic in-charge in the
day to day activities of the departments including typing works required for conducting
periodical tests and or internal examination etc.,
! Keeping and maintaining of all Original records of the students and staffs, Inspection
reports, Relevant GOs and Circulars etc updating and keeping ready for inspection.
! To maintain the students scholarship records in connection with government post metric
scholarship and other govt scholarship schemes etc,
 ! To monitor and make suitable arrangements for the day to day functioning of the
institution smoothly.
! To have overall supervision along with Campus Manager of the entire campus and to
bring any lapses to the notice of the Principal/Vice principal/Office Bearers of the Trust
for taking remedial action.
! To make suggestions and necessary proposal for the improvement of office functioning.
! To periodically review the work allocation to office staffs and suggest such modification
whenever necessary.
! To take active part in all the activities of the institution.
! To review the staff strength both in teaching and non- teaching and submit proposal for
recruitment as and when required.
! To monitor the duties and responsibilities of Academic staffs as well as the Ministerial
staffs.
! To organise the internal committee’s meeting in connection with Academic activities
once in a month.
! To update the all the academic activities on our website and follow up work.

! To attend any other works entrusted by the Admin Manager /Vice Principal/ Principal or
Office Bearers of Trust from time to time.

DUTIES AND REPSONSIBLE OF TRANSPORT cum CAMPUS IN-CHARGE

(Monitor by Mr.Karthikeyan)
! To monitor the system of opening and closing of class rooms, Labs Staff Rooms etc and
have control over the maintenance of key boards.
! To have over all check on furniture, Electrical fittings, Lab equipments and machineries
etc of the institution.
! To monitor inventory of office supplies and the purchasing of new material with attention
to budgetary constraints.
! To monitor costs and expenses to assisting to Admin Manager towards budget
preparation and implementation regarding vehicle maintenance or purchase of new
vehicles.
! To oversee the facilities services, maintenance activities and tradespersons (e.g
electricians, drivers, campus and housekeeping etc)
! To maintain all the relevant documents and update the renewal/expired dates regarding
Road tax, Vehicle insurance, RC books of all vehicle etc.,

! To Keep the campus in a proper manner and ensure the stock materials of toiletries,
sanitary kits, First Aids Kits and other needed materials.
! To prepare the monthly report and submit to Admin Manager without fail within the
prescribed time.
! To ensure the planning, monitoring, and appraisal of employee work results by training
the drivers / other contingency staffs to coach and discipline employees, scheduling
 management conferences with employees; hearing and resolving employee grievances;
counseling employees and supervisors.
! To attend any other works entrusted by the Admin Manager /Vice Principal/ Principal or
Office Bearers of Trust from time to time.

DUTIES AND RESPONSIBLITIES OF CASHIER cum ACCOUNTANT

(Monitor by Mr.Karthikeyan)

! To maintain day to day accounts transaction and to keep the Cash Books and Bank
book properly as per the accounts standard.
! To maintaining all records towards receiving the Tuition fees, Books & Uniform fee,
Transport fee and other fee from the parents.
! Preparing the receipts for any other receipt or donation from trustees and Contribution
from others like funding agencies and dispatch the receipt along with covering letters to
Donors/ Funding Agencies.
! To have regular check the banks statement towards ensuring the any other deposits
credited in the bank account.
! To maintaining all books of accounts, Day Book ledger and submission of periodical
returns including monthly receipts and payments and trail balance.
! To Checking and making payment of vouchers of all kinds.
! To Preparation of salary bill, EPF statements etc.,
! To Checking of Bank reconciliation statement.
! To Maintaining registers/files/records/ documents with Accounts Section.
! To assist the Admin Manager as well as to senior accountant for preparation of financial
statements.
! To remit the daily cash collection in to the bank.
! To maintain cash book, day book, vouchers and receipts etc.,
! To make voucher entries in Accounts computer Software.
! To remit the TDS challan and EPF challan in the respective bank.
! To attend any other works entrusted by the Admin Manager /Vice principal/ Principal or
Office Bearers of Trust from time to time.