The Administrative Aide VI (Records) is a support position in the Administrative Unit of a DepEd Schools Division Office (SDO). Its parenthetical title is Data Entry Machine Operator. The person in this role helps the Records Officer keep the division’s records organized, safe, and easy to find. This page sets out the position’s details, job summary, qualification standards, and duties for applicants, current employees, and HR staff.
On this page 7 sections
Purpose of the Administrative Unit
The position belongs to the SDO Administrative Unit. This unit gives the Schools Division Office timely, responsive, and economical administrative services in:
- personnel and records management
- cash disbursement
- procurement
- security and custody of property
- maintenance of facilities
The goal is an efficient schools division office that helps schools and learning centers provide accessible, quality basic education.
Position details
| Item | Details |
|---|---|
| Position title | Administrative Aide VI (Records) |
| Parenthetical title | Data Entry Machine Operator |
| Unit/Division | OSDS – Administrative Unit |
| Reports to | Administrative Officer IV (Records) |
| Salary grade | 6 |
| Governance level | Schools Division |
Job summary
The Administrative Aide VI (Records) supports the Records Officer in running the division’s records management system. This system covers how records and documents are created, classified, stored, maintained, used, and disposed of, including documents of permanent, legal, and historical value. The aide helps keep these records secure and preserved, and makes sure SDO management and staff can retrieve them quickly when needed.
Qualification standards (CSC prescribed)
- Education: Completion of two years of college studies, or a high school graduate with a relevant vocational or trade course. Basic computer skills, such as Microsoft Office (Word, Excel, PowerPoint) and use of the internet, are preferred.
- Experience: None required.
- Eligibility: Career Service Professional (First Level Eligibility), as listed in the job description.
- Training: None required.
Duties and responsibilities
The duties are grouped by key result area (KRA).
Records management system
- Receive, record, and file documents according to the recommended filing system.
- Keep the records storage area clean and orderly so records stay safe and secure and are easy to access and retrieve.
- Retrieve records requested by the Records Officer and keep track of where the original documents are.
Receiving and releasing
- Receive and record all documents brought to the records office.
- Release, route, or file non-routine critical documents as classified by the Records Officer.
Document authentication, verification, and certifications
- Assist the Records Officer in authenticating and verifying documents, following the set protocol.
- Receive requests for certifications and gather the data needed to prepare them for the Records Officer’s approval.
- Prepare certifications for the signature of the appropriate management level.
Reporting
- Gather the data and information needed for annual and other administrative reports.
- Carry out the annual inventory of records and submit the findings to the Records Officer.
Technical assistance
- Coordinate the schedules and logistics of records management trainings and orientations for staff in the division office, schools, and learning centers.
- Help the Records Officer gather data on records management needs, and provide technical assistance and interventions that support effective records management in schools and learning centers.
Related DepEd job descriptions
- DepEd Administrative Officer IV (Records Officer) Job Description
- DepEd Administrative Officer IV (Supply Unit) Job Description
- DepEd Administrative Aide VI (Property Unit) Job Description
- DepEd Administrative Officer IV Job Description
- DepEd Administrative Aide VI (Cash Unit) Job Description
- DepEd Education Program Supervisor (SDO-SGOD) Job Description
- DepEd Senior Education Program Specialist (SDO-SGOD) Job Description
- DepEd Education Program Specialist II (SDO-SGOD) Job Description
Frequently asked questions
What is the salary grade of a DepEd Administrative Aide VI (Records)?
The position is at Salary Grade 6 and is at the Schools Division governance level.
Who does the Administrative Aide VI (Records) report to?
The position reports to the Administrative Officer IV (Records), who serves as the Records Officer of the Schools Division Office.
What is the parenthetical title of this position?
Its parenthetical title is Data Entry Machine Operator.
What are the qualifications for Administrative Aide VI (Records)?
Applicants need two years of college studies, or a high school diploma with a relevant vocational or trade course, plus first-level civil service eligibility. No experience or training is required, though basic computer skills are preferred.
What are the main duties of the Administrative Aide VI (Records)?
The aide receives, records, files, and retrieves documents, helps verify documents and prepare certifications, gathers data for reports and the annual records inventory, and helps coordinate records management training for schools.
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