This page gives the job description of the Administrative Officer IV assigned to the cash function of a DepEd Schools Division Office (SDO). It covers the position’s place in the office, its job summary, the CSC-prescribed qualification standards, and its duties and responsibilities by key result area (KRA). It is useful for applicants, current employees preparing their performance commitments, and SDO personnel staff writing or checking position descriptions.
On this page 8 sections
Purpose of the administrative unit
The Administrative Officer IV works within the SDO’s administrative services. These services aim to give the Schools Division Office timely, responsive, and economical support in:
- personnel and records management
- cash disbursement
- procurement
- security and custody of property
- 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 Officer IV |
| Unit/Division | OSDS – Administrative Unit – Cash Division |
| Reports to | Administrative Officer V |
| Positions supervised | Administrative Aide VI |
| Salary grade | 18 |
| Governance level | Schools Division |
Job summary
The Administrative Officer IV manages cash collections, disbursements, liquidations, and the preparation of reports to the accounting office. The aim is to make sure funds are used properly, paid out on time, and that cash advances for government obligations are liquidated on time, following accounting and auditing rules and regulations.
Qualification standards
These are the qualifications prescribed by the Civil Service Commission (CSC) for the position:
| Requirement | Standard |
|---|---|
| Education | Bachelor’s degree relevant to the job |
| Experience | 1 year of relevant experience |
| Eligibility | Career Service Professional (Second Level Eligibility) |
| Training | 4 hours of relevant training |
Duties and responsibilities
The duties are grouped into three key result areas (KRAs).
Cash collection
- Prepare, disburse, and release approved checks following prescribed procedures, so the SDO meets its payment obligations.
- Distribute cash advances for salaries and wages to collecting and disbursing officers, and review statements of accounts and current and replenishment vouchers.
- Review and finalize the Advice of Checks Issued and Cancelled (ACIC) for submission to the Bureau of the Treasury and the Authorized Government Depository Bank.
- Remit mandatory contributions to the BIR, GSIS, HDMF (Pag-IBIG), and PhilHealth.
- Record daily transactions to monitor cash outflow and the daily cash balance.
Cash disbursement, payment, and remittance
- Initiate and control the preparation of checks to pay DepEd obligations, based on vouchers or claims signed by authorized signatories.
- Release approved checks to payees.
- Secure and encash checks for cash advances.
- Supervise accounts for receipts and disbursements of funds.
- Monitor the liquidation of cash advances and petty cash, and submit reports.
Liquidation and reporting
- Prepare liquidations of cash advances and the Petty Cash Fund submitted for replenishment.
- Prepare replenishment reports, collection and deposit reports, and reports of checks issued and cancelled.
- Prepare monthly reports on the cash status of various accounts.
- Handle bank transactions such as payroll encashment, deposits, and withdrawals.
- Make sure records of cash receipts and disbursements are properly kept, following government rules and regulations.
- Prepare accountable forms, such as official receipts and petty cash vouchers, and ensure their proper use, maintenance, and control.
How to use this job description
- Applicants: Compare your education, experience, eligibility, and training against the qualification standards before applying, and use the duties to prepare for interviews.
- Current employees: Use the KRAs and duties as a guide when drafting your performance targets.
- SDO personnel staff: Use this as a reference when writing or reviewing position descriptions for the cash function.
Related DepEd job descriptions
- DepEd Administrative Officer IV (Records Officer) Job Description
- DepEd Administrative Aide VI (Records) Job Description
- DepEd Administrative Officer IV (Supply Unit) Job Description
- DepEd Administrative Aide VI (Property Unit) 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 Officer IV?
This job description lists the Administrative Officer IV position at Salary Grade 18, at the Schools Division governance level.
What are the qualifications for Administrative Officer IV in DepEd?
The CSC-prescribed qualifications are a bachelor’s degree relevant to the job, 1 year of relevant experience, 4 hours of relevant training, and Career Service Professional (Second Level) eligibility.
Whom does the Administrative Officer IV report to and supervise?
The Administrative Officer IV reports to the Administrative Officer V and supervises the Administrative Aide VI.
What does an Administrative Officer IV in the cash unit do?
The officer manages cash collections, disbursements, liquidations, and reports to the accounting office, including preparing and releasing checks, remitting contributions to BIR, GSIS, HDMF, and PhilHealth, and preparing monthly cash reports.
What is the ACIC mentioned in the duties?
ACIC stands for Advice of Checks Issued and Cancelled. The Administrative Officer IV reviews and finalizes it for submission to the Bureau of the Treasury and the Authorized Government Depository Bank.
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