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DepEd Administrative Officer IV (Records Officer) Job Description

To provide the Schools Division Office with timely, responsive and economical administrative services in personnel and records management, cash disbursement, procurement , security and custody of property and the maintenance of facilities, in order to ensure efficient operation of the schools division office towards enabling schools and learning centers provide accessible and quality and basic education.


Position Title: Administrative Officer IV

Parenthetical Title: Records Officer II

Unit/Division: OSDS- Administrative Unit- Records Division

Reports to: Administrative Officer V

Positions Supervised: Administrative Aide VI (Records Unit)

Salary Grade: 15

Governance Level: Schools Division


  • To establish and maintain a records management system, including the creation, classification, storage, maintenance, use and disposition of operating records and documents of permanent, legal, and historical value and ensure the security, preservation, and efficient access and retrieval of such records when needed by the schools division office management and staff.


Education: Bachelors degree relevant to the job

Experience: 1 year relevant experience

4 years relevant experience (preferred)

Eligibility: Career Service Professional (Second Level Eligibility)

Trainings: 4 hours of relevant training

40 hours relevant training (preferred)


RECORDS MANAGEMENT SYSTEMEstablish, implement and maintain a systematic and scientific records management system and control the creation, use, transmission, retention, maintenance, storage, retrieval, preservation and disposition of operational records.

Implement means of recording or preserving of information on paper, print, tape, scanning, micro fiche or any transmitting medium as needed.

Implement policies and guidelines on records disposition to determine the ultimate fate of various records.

Assist in the preparation and maintenance of a continuing program for the management, preservation and disposition of records

Establish and maintain a configuration for a clean and orderly records storage room that will ensure safety and security of records but easy access and retrieval as needed.

Verify and certify documents emanating from the SDO or documents in possession.
RECEIVING AND RELEASINGCheck and classify official issuances and communications for recording before release and/or filing to be able to properly track released documents.

Monitor critical documents received for the SDO for recording, routing, and tracking to be able to respond to management’s queries on such documents.
DOCUMENTATION AUTHENTICATION AND VERIFICATIONReceive request for document authentication and verification as well as copy of the document then implement protocol for verifying and authenticating copies of documents and provide feedback to requesting entity by providing authenticated copies of documents or reason why document can’t be authenticated.

Represents the agency in court to comply with subpoenas duces tecum
REPORTINGAssist AO V in the preparation of annual reports and other required administrative reports

Provide details and mechanics relevant to the schools division, for the process of conducting an annual inventory of records to determine physical condition of records and identify those for retention, maintenance, storage, preservation and disposition.

Prepare report on the conduct and findings of the annual inventory of records and submit recommendations for retention, maintenance, storage, preservation and disposition
TECHNICAL ASSISTANCEConduct training/ orientation on records management to staff in the schools division, schools and learning centers.

Provide technical assistance and interventions to support effective records management in the schools and learning centers in the schools division.
UNIT PERFORMANCEAssist AO V in planning, directing and supervising activities of Administrative Services

Determine and implements the (Record) unit’s operational plans, identifies and acquires resource requirements.

Provide feedback on the performance of the Administrative Aide assigned to Records.


  1. DepEd Administrative Aide VI (Records) Job Description
  2. DepEd Administrative Officer IV (Supply Unit) Job Description
  3. DepEd Administrative Aide VI (Property Unit) Job Description
  4. DepEd Administrative Officer IV Job Description
  5. DepEd Administrative Aide VI (Cash Unit) Job Description
  6. DepEd Education Program Supervisor (SDO-SGOD) Job Description
  7. DepEd Senior Education Program Specialist (SDO-SGOD) Job Description
  8. DepEd Education Program Specialist II (SDO-SGOD) Job Description

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