Chief Secretary: Role, Power and Functions

Each state operates its own Secretariat, serving as the central hub of state administration. Comprising various government departments, these entities are led politically by ministers and administratively by secretaries. At the helm of the State Secretariat sits the Chief Secretary, overseeing its entirety, while individual departments are typically led by a Secretary, often a senior IAS officer. Notably, the Public Works Department diverges from this convention, with leadership provided by a Chief Engineer, a specialist in the field. Importantly, the Secretary serves the entire state government rather than any specific minister.

Position of Chief Secretary

The office of Chief Secretary traces its roots back to the British colonial era when it was established in the Central Government. Lord Wellesley, the then Governor-General of India, founded this office in 1799. The inaugural Chief Secretary was G.H. Barlow. Over time, this role transitioned from the Central Government to state governments well before India’s independence.

The Chief Secretary serves as the executive head of the State Secretariat. This position holds significant administrative authority within the state government and occupies the highest rung in the state administrative hierarchy. Unlike other secretaries, the Chief Secretary’s role extends beyond mere equality; they are, in essence, the chief among equals. Their sphere of influence encompasses all Secretariat departments, and they play a pivotal role in guiding and managing the entire state administration.

Since 1973, the Chief Secretary has held the distinction of being the senior-most civil servant across all states. Prior to that, in certain cases, they ranked below the Financial Commissioner in Punjab or members of the Board of Revenue in Uttar Pradesh. Conversely, in Tamil Nadu, the Chief Secretary held the highest civil service position. However, in 1973, the Administrative Reforms Commission of India standardized this office, elevating it to the same status and emoluments as that of the Secretary to the Government of India.

The Chief Minister selects the Chief Secretary from among the senior IAS officers of the state cadre. The Chief Minister considers three key factors: the officer’s seniority, service record, performance, and their trust and confidence in the individual. Importantly, the Chief Secretary’s tenure is not fixed, as it falls outside the scope of the usual tenure system.

In summary, the Chief Secretary occupies a pre-eminent and coveted position, assuming various critical roles in the state’s administrative machinery.

Power and Functions of Chief Secretary

The Chief Secretary’s powers and duties are outlined in the ‘Rules of Business’ established by the state government, supplemented by conventions. Here’s an overview:

1. Advisor to the Chief Minister: Serving as the principal advisor to the Chief Minister, the Chief Secretary offers insights on state administration matters and advises on policy issues. They assess the administrative implications of proposals from state ministers and facilitate communication between the Chief Minister and other secretaries.
2. Secretary to the Cabinet: Acting as the administrative head of the Cabinet Secretariat, the Chief Secretary manages Cabinet meetings, prepares agendas, and documents proceedings. They oversee the implementation of decisions made in these meetings.
3. Head of Civil Service: The Chief Secretary oversees the state civil service, handling appointments, transfers, and promotions of senior civil servants. They also uphold the morale of the civil service and serve as a guide for its members.
4. Chief Coordinator: Responsible for coordinating state administration, the Chief Secretary fosters inter-departmental cooperation at the secretarial level. They chair coordination committees, advise secretaries on departmental issues, and oversee meetings of departmental heads.
5. Head of Certain Departments: In some states, the Chief Secretary serves as the administrative head of specific Secretariat departments, such as General Administration, Personnel, Planning, and Administrative Reforms. However, this varies across states.
6. Crisis Administrator: During crises like natural disasters or communal disturbances, the Chief Secretary assumes a pivotal role, providing guidance and leadership to relief efforts. They often lead committees making high-level policy decisions and represent the state government in crisis situations.

Additionally, the Chief Secretary assumes various other functions and roles:

1. Residual Legatee: They oversee matters not falling under the jurisdiction of other secretaries, ensuring comprehensive administration.
2. Secretary of Zonal Council: Serving as secretary on a rotational basis for the Zonal Council the state belongs to, facilitating regional cooperation and coordination.
3. Supervision of State Secretariat: They exercise general supervision and control over the entire State Secretariat, ensuring smooth functioning.
4. Administrative Control: They have administrative control over various aspects including the Secretariat building, ministerial staff, central record branch, Secretariat library, and conservancy and security staff.
5. Channel of Communication: Acting as the principal conduit between their government, the Central Government, and other state governments, ensuring effective communication and collaboration.
6. Role in Law and Order and Planning: They play a significant role in maintaining law and order and contributing to planning initiatives within the state.
7. Attendance at Chief Secretaries Conference: They participate in the annual chief secretaries conference, chaired by the Union Government’s cabinet secretary, fostering inter-state cooperation and coordination.
8. Spokesperson of the State Government: They represent and articulate the positions and policies of the state government to various stakeholders.
9. Advisor during President’s Rule: In the absence of Central advisors during the imposition of President’s rule, they act as the chief advisor to the Governor, ensuring continuity in governance.
10. Participation in National Development Council: They attend meetings of the National Development Council, contributing to national development agendas and strategies.
11. Chief Public Relations Officer: They serve as the primary interface for public relations on behalf of the state government, managing communication and perception effectively.

Chief Secretary Vs. Cabinet Secretary

There isn’t an exact equivalent to the Chief Secretary’s role within the Union Government. While the Cabinet Secretary at the central level shares some similarities, the vast array of functions performed by the Chief Secretary are typically divided among multiple positions at the central level, including the Cabinet Secretary, the Personnel Secretary, the Home Secretary, and the Finance Secretary.

Similarities between the Chief Secretary and the Cabinet Secretary include:

1. Chief Advisors: Both serve as principal advisors to their respective chief executives.
2. Chief Coordinators: They coordinate the activities of their respective administrations.
3. Secretaries to Cabinets: Both hold the position of secretary to their respective cabinets.
4. Administrative Heads: They are administrative heads of their respective cabinet secretariats.
5. Origin at Central Level: Both positions originated at the central level.
6. Supervision of Cabinet Decisions: They oversee the implementation of decisions made by their cabinets.
7. Heads of Civil Services: They are heads of their respective civil services.

However, there are significant differences between the Chief Secretary and the Cabinet Secretary:

1. Scope of Powers and Functions: The Chief Secretary’s powers and functions are broader and more extensive compared to the Cabinet Secretary.
2. Administrative Head: While the Chief Secretary is the administrative head of the State Secretariat, the Cabinet Secretary is not the administrative head of the Central Secretariat.
3. Hierarchy of Secretaries: The Chief Secretary is the chief of state secretaries, while the Cabinet Secretary is considered first among equals among central secretaries.
4. Residual Legatee: The Chief Secretary serves as the Residual Legatee at the state level, but at the central level, this function is performed by the Principal Secretary to the Prime Minister, who heads the Prime Minister’s Office (PMO).
5. Direct Charge of Departments: Some departments within the State Secretariat are directly under the Chief Secretary’s charge, whereas no department within the Central Secretariat falls directly under the Cabinet Secretary’s purview, except for the Cabinet Secretariat itself.