Central Secretariat Hierarchy and Government Office Procedure for SSC Stenographer: Ranks, Files, Noting and Cabinet Secretariat

SSC Stenographer Grade C and Grade D posts are in the Central Secretariat and the other Central Government offices, where a stenographer works with senior officers. This guide on Central Secretariat hierarchy and government office procedure for SSC Stenographer explains the ranks, the file system, the movement of a file, e-office and the career path, with practice questions and FAQs.

Structure of a Ministry

A ministry is divided into departments, wings, divisions, branches and sections. The section is the basic unit of the work.

Central Secretariat Services

Career Path of a Stenographer

1. Stenographer Grade D (Grade III).
2. Stenographer Grade C (Grade II), after the fixed years of service.
3. Personal Assistant (PA).
4. Private Secretary (PS).
5. Principal Private Secretary (PPS).
6. Through a limited departmental examination, a stenographer can also move to the Section Officer cadre.

The posts are in the pay matrix of the 7th Central Pay Commission; Grade C is Level 7 and Grade D is Level 4 (as per the notification).

File System

Movement of a Case in a Section

1. A paper (receipt) comes to the section; the dealing hand (Assistant) opens a file or puts it up on the existing file.
2. The Assistant prepares the note with the relevant facts and rules and puts up the file to the Section Officer.
3. The SO examines it and sends it to the higher officer (Under Secretary, Director, Joint Secretary and so on).
4. The competent authority gives a decision.
5. A draft of the reply is approved and typed; the stenographer prepares the fair copy.
6. The letter is signed, issued and the file is marked for the record.

e-Office

• e-Office is the digital work-flow of the Government of India, launched by the National Informatics Centre (NIC) to move to a less paper office.
• Its components are e-File, e-Dak (receipts), e-Leave, e-Tour and the knowledge management.
• Digital signatures and the Aadhaar-based authentication are used for the approval of the drafts.
• The Central Secretariat Manual of Office Procedure (CSMOP) gives the rules of the office procedure.

Important Offices and Bodies

Tips for a New Stenographer

• Maintain confidentiality; never share the papers or the information given in dictation.
• Be punctual, polite and organised; keep the diary and the schedule of the officer.
• Learn the file system, the dak and the filing practice early.
• Keep your computer and typing skills up to date with the latest software.
• Follow the instructions for security and the official language policy.

Quick Tips

• Learn the order of ranks from Secretary down to LDC.
• Learn the career path of a stenographer.
• Remember that the section is the basic unit of the work.
• Remember that the SSC recruits non-gazetted staff and the UPSC the gazetted officers.

Quick Revision Points

• The Secretary is the administrative head of a ministry.
• The section is the basic unit of work.
• The CSSS is the service of the stenographers in central ministries.
• The Cabinet Secretary heads the Cabinet Secretariat.
• e-Office is the digital work-flow of the Government of India.

Practice Questions With Answers

1. Who is the administrative head of a ministry?
   Answer: Secretary to the Government of India
2. What is the basic unit of work in a ministry?
   Answer: Section
3. Who heads the Cabinet Secretariat?
   Answer: Cabinet Secretary
4. Which body recruits non-gazetted central staff such as stenographers?
   Answer: Staff Selection Commission
5. Which body recruits the gazetted central officers?
   Answer: UPSC
6. Which service covers the stenographers in the central ministries?
   Answer: Central Secretariat Stenographers Service (CSSS)
7. What is the movement register used for?
   Answer: To record the movement of files
8. What is the NIC?
   Answer: National Informatics Centre
9. What is the pay level of a Grade C stenographer?
   Answer: Level 7 (as per the notification)
10. What is e-Office?
    Answer: The digital work-flow system for the government offices

How to Practise This Chapter

Practise 10 questions every day and write the steps on paper. Then attempt timed sets from our practice papers and the previous year papers page. See all topics on the Stenography notes page, read the previous topic Office Correspondence and Government Communication and the next topic Punctuation, Spelling and Proofreading for Transcription.

Frequently Asked Questions

What is the Central Secretariat?

The group of the offices of the central ministries and departments in New Delhi.

Who is the head of a ministry?

The Minister is the political head and the Secretary is the administrative head.

What is a section?

The basic working unit of a ministry, headed by a Section Officer.

What is the CSSS?

The Central Secretariat Stenographers Service.

What does a stenographer do?

Takes dictation, prepares the letters and does the secretarial work for officers.

What is a notesheet?

The part of a file where officers write their comments.

What is e-Office?

The digital file and work-flow system of the Government of India.

What is the dak?

The mail received and issued by an office.

Who recruits Grade C and D stenographers?

The Staff Selection Commission.

Is this topic asked in SSC Stenographer?

The knowledge is useful for the general awareness and for work after selection.

What is the career growth of a stenographer?

From Grade D to Grade C, then PA, PS and PPS.

What is the CSMOP?

The Central Secretariat Manual of Office Procedure.