This is the job description of the Administrative Assistant III position in the Office of the Schools Division Superintendent (OSDS) of the Department of Education. It covers the position’s basic details, its job summary, the qualification standards, and the duties for each key result area. It is useful for applicants, current staff, and division personnel who write or review job postings.
On this page 6 sections
Position at a glance
| Item | Details |
|---|---|
| Position title | Administrative Assistant III |
| Unit/Division | Office of the Schools Division Superintendent |
| Office/Bureau/Service | OSDS |
| Reports to | Schools Division Superintendent (SDS) |
| Salary grade | 9 |
| Governance level | Schools Division Office |
Job summary
The Administrative Assistant III gives prompt, quality support to the Schools Division Superintendent. The job is to implement administrative systems and procedures and to monitor administrative projects, so that the SDS can carry out his or her duties efficiently.
Qualification standards
CSC prescribed qualifications
These are the minimum qualifications set by the Civil Service Commission (CSC):
- Education: Completion of two years in college
- Experience: 1 year of relevant experience
- Eligibility: Career Service Professional (First Level Eligibility)
- Training: 4 hours of training relevant to the position, such as office management skills and computer skills
Preferred qualifications
These go beyond the minimum and can make an applicant more competitive:
- Education: Two years of college or a two-year vocational course (secretarial), preferably a bachelor’s degree in a related course
- Eligibility: TESDA certificate holder
- Training: Basic knowledge of computer operations, such as Microsoft Office
Duties and responsibilities
The duties are grouped by key result area.
Office schedules
- Schedules meetings and appointments of the SDS with other offices and staff. This includes putting them on the calendar, following up, and confirming that both parties will attend.
Communications and documents
- Reviews documents received and prepares referral slips. The assistant identifies the contents of each document and either sets it for action by the SDS or routes it to the concerned office or person.
Guest reception
- Attends promptly to the needs of visitors and guests, which lessens the demands on the head of office’s time.
Records and files
- Identifies and sorts official documents and correspondence by program or project, and by confidentiality and importance, for proper labeling, filing, and safekeeping for future reference.
Personnel matters
- Monitors the daily attendance of employees and staff by recording attendance and comparing time cards against the logbook.
Technical and administrative support
- Prepares the agenda and minutes of meetings attended and conducted by the Office of the SDS, records and transcribes the agreements made, and shares them with attendees for reference and follow-through.
- Facilitates local and foreign travel documents, such as the travel authority and itinerary, and makes them available on or before the travel date.
- Prepares supporting documents and forms for cash advances, official travel (local and abroad), reimbursements, and liquidation reports.
- Prepares PowerPoint presentations drafted by the SDS for scheduled speaking engagements.
- Provides administrative and logistics support for the office’s programs, projects, and activities. This includes collecting and consolidating participants’ attendance and directory, consolidating outputs, and preparing supplies, materials, and equipment.
Related DepEd job descriptions
- DepEd Schools Division Superintendent (SDS) Job Description
- DepEd Assistant Schools Division Superintendent (ASDS) Job Description
- DepEd Administrative Aide VI (SDS Office) Job Description
- DepEd Administrative Aide IV (Driver II) Job Description
- DepEd Legal Assistant I Job Description
- DepEd Attorney III Job Description
- DepEd Information Technology Officer I Job Description
Frequently asked questions
What is the salary grade of a DepEd Administrative Assistant III in the OSDS?
The position is listed at Salary Grade 9.
Whom does the Administrative Assistant III in the OSDS report to?
The position reports to the Schools Division Superintendent and is based in the Schools Division Office.
What are the minimum qualifications for Administrative Assistant III?
The CSC prescribed qualifications are completion of two years in college, 1 year of relevant experience, Career Service Professional (First Level) eligibility, and 4 hours of relevant training such as office management or computer skills.
What are the preferred qualifications?
Preferred applicants have two years of college or a two-year secretarial vocational course, ideally a related bachelor’s degree, a TESDA certificate, and basic knowledge of computer tools such as Microsoft Office.
What are the main duties of the position?
The assistant manages the SDS’s schedule, reviews and routes documents, receives guests, keeps records, monitors staff attendance, and gives technical support such as preparing minutes, travel documents, cash advance papers, and presentations.
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