The Administrative Aide VI (Personnel) is a Salary Grade 6 position in the Administrative Unit of a DepEd Schools Division Office. The aide supports the Administrative Officer IV for Personnel in handling recruitment, appointments, salaries, leave, benefits, and employee records. This page lists the position details, qualification standards, and duties of the role. It is useful for applicants, for newly hired aides, and for division staff who work with the personnel section.
On this page 7 sections
Purpose of the administrative unit
The position belongs to the Administrative Unit of the Office of the Schools Division Superintendent (OSDS). The unit gives the Schools Division Office timely, responsive, and economical administrative services. These cover personnel and records management, cash disbursement, procurement, security and custody of property, and the maintenance of facilities. The goal is an efficient division office that helps schools and learning centers provide accessible, quality basic education.
Position details
| Item | Details |
|---|---|
| Position title | Administrative Aide VI |
| Unit/Division | OSDS – Administrative Unit – Personnel |
| Reports to | Administrative Officer IV – Personnel |
| Salary grade | 6 |
| Governance level | Schools Division |
Job summary
The Administrative Aide VI (Personnel) assists the Administrative Officer IV (AO IV) for Personnel in providing personnel administration services to the management and personnel of the Schools Division.
Qualification standards
These are the Civil Service Commission (CSC) prescribed qualifications as listed in the job description.
- Education: Completion of two years of college studies, or high school graduate with a relevant vocational or trade course. Basic computer skills are preferred, such as Microsoft Office (Word, Excel, PowerPoint) and use of the internet.
- Experience: None required.
- Eligibility: Career Service Professional (First Level Eligibility).
- Training: None required.
Duties and responsibilities
The duties are grouped into five key result areas (KRAs).
Recruitment, selection, and documentation
- Prepare lists of vacancies for publication following CSC rules and regulations.
- Provide job descriptions of vacant positions with the specific qualifications required by the requesting unit.
- Gather and file applications using systematic indexing, and file documents submitted by applicants.
- Prepare the appointment papers of selected applicants.
- Validate PRC licenses for appointment through the PRC online facility, and send an official communication when a license cannot be viewed online.
- Prepare and submit the Report on Appointments Issued (RAI) to the CSC.
Personnel actions
- Receive applications for employment, leave applications, queries, and documents on personnel actions (for example, approved ERFs) for the attention of the AO IV for Personnel.
- Prepare the list of teachers qualified for reclassification based on approved ERFs.
- Prepare notices of promotion and appointment as instructed.
- Prepare drafts of special orders for the signature of management.
- Keep records of GSIS-ARA for future reference.
- Prepare the RAI for submission to the CSC once management approves it.
- Record and file all issuances on salary schedules and other employee benefits.
Salary administration and personnel records
- Gather and collate payroll files from district offices to be forwarded to the RPSU.
- Record and file the attendance of officers and employees.
- Prepare vouchers, as instructed, for salaries and benefits not included in the regular payroll, such as notices of salary adjustment, step increments, loyalty pay, and maternity benefits.
- Process, prepare, and release special orders of leave and restatement of leave applications.
Benefits administration
- Receive applications for monetization of leave credits and record them on the leave card.
- Receive and record applications for leave (sick, vacation, scholarship, and training) for processing.
- Receive, process, and update the leave credits of employees and the vacation service credits of teachers.
- Coordinate with agencies such as GSIS, HDMF (Pag-IBIG), and PhilHealth on the premium payments of employees.
- Validate and verify Provident Fund, Pag-IBIG, and other loans from private lending institutions.
- Receive and process loan applications under the DepEd Provident Fund Program.
Personnel information system
- Receive and accept applications for upgrading and reclassification of positions.
- Keep complete, updated information on all officials and employees, with relevant records in their 201 files.
- Follow up documents that must be updated every year (for example, the SALN) and receive documents for the 201 files.
- Receive requests for service records and updates, and prepare the documents for release once the AO IV for Personnel approves them.
- Record and release documents after personnel action.
- Prepare certificates of employment.
- Collate and file performance ratings.
- Tabulate and print the performance ratings of all employees for the PBB and PIB.
Related DepEd job descriptions
- DepEd Accountant III Job Description
- DepEd Administrative Assistant III (Senior Bookkeeper) Job Description
- DepEd Administrative Assistant I (Accounting Machine Operator) Job Description
- DepEd Administrative Officer V (Budget Officer III) Job Description
- DepEd Administrative Assistant II (Accounting Clerk) Job Description
- DepEd Administrative Officer V Job Description
- DepEd Administrative Aide VI (Data Entry Machine Operator) Job Description
Frequently asked questions
What is the salary grade of a DepEd Administrative Aide VI (Personnel)?
The position is Salary Grade 6, at the Schools Division governance level.
Who does the Administrative Aide VI (Personnel) report to?
The aide reports to the Administrative Officer IV for Personnel in the Administrative Unit of the Office of the Schools Division Superintendent.
What are the qualifications for Administrative Aide VI (Personnel)?
The job description lists completion of two years of college, or high school graduation with a relevant vocational or trade course, plus first level civil service eligibility. No experience or training is required, and basic computer skills are preferred.
What are the main duties of the position?
The duties fall under five areas: recruitment and documentation, personnel actions, salary administration and records, benefits administration, and the personnel information system. Examples include preparing appointment papers, processing leave and loan applications, and keeping employees’ 201 files updated.
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