DepEd Administrative Officer IV (Records Officer) Job Description

This is the DepEd job description for the Administrative Officer IV, with the parenthetical title Records Officer II, at the Schools Division Office (SDO). It sets out where the position sits, what qualifications it needs, and what the officer does. It is useful for applicants, for current records staff, and for SDO personnel who work with the Records Division.

On this page 7 sections

Purpose of the Administrative Services

The position belongs to the Administrative Unit of the Office of the Schools Division Superintendent (OSDS). That unit provides the Schools Division Office with 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 at a glance

Item	Details
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

Job summary

The Records Officer establishes and maintains the division’s records management system. This covers the creation, classification, storage, maintenance, use, and disposition of operating records and of documents with permanent, legal, or historical value. The officer also ensures that records are secure and preserved, and that SDO management and staff can access and retrieve them quickly when needed.

Qualification standards

These are the qualifications prescribed by the Civil Service Commission (CSC).

Requirement	Minimum	Preferred
Education	Bachelor’s degree relevant to the job	Not stated
Experience	1 year of relevant experience	4 years of relevant experience
Training	4 hours of relevant training	40 hours of relevant training
Eligibility	Career Service Professional (Second Level Eligibility)	Not stated

Duties and responsibilities

The duties are grouped by Key Result Area (KRA).

Records management system

• Establish, implement, and maintain a systematic and scientific records management system. Control the creation, use, transmission, retention, maintenance, storage, retrieval, preservation, and disposition of operational records.
• Implement ways of recording or preserving information on paper, print, tape, scanning, microfiche, or any transmitting medium as needed.
• Implement policies and guidelines on records disposition to decide the final fate of various records.
• Assist in preparing and maintaining a continuing program for the management, preservation, and disposition of records.
• Set up and maintain a clean and orderly records storage room that keeps records safe and secure while still easy to access and retrieve.
• Verify and certify documents coming from the SDO or documents in its possession.

Receiving and releasing

• Check and classify official issuances and communications for recording before release or filing, so released documents can be properly tracked.
• Monitor critical documents received by the SDO for recording, routing, and tracking, so the office can answer management’s questions about them.

Document authentication and verification

• Receive requests for document authentication and verification, together with a copy of the document. Follow the protocol for verifying and authenticating copies, then give feedback to the requesting party: either the authenticated copies or the reason the document cannot be authenticated.
• Represent the agency in court to comply with subpoenas duces tecum (court orders to produce documents).

Reporting

• Assist the Administrative Officer V in preparing annual reports and other required administrative reports.
• Provide the details and mechanics for the division’s annual inventory of records. The inventory checks the physical condition of records and identifies which ones to retain, maintain, store, preserve, or dispose of.
• Prepare a report on how the annual inventory was conducted and what it found. Submit recommendations on retention, maintenance, storage, preservation, and disposition.

Technical assistance

• Conduct training and orientation on records management for staff in the schools division, schools, and learning centers.
• Provide technical assistance and interventions that support effective records management in the schools and learning centers of the division.

Unit performance

• Assist the Administrative Officer V in planning, directing, and supervising the activities of the Administrative Services.
• Determine and implement the Records Unit’s operational plans, and identify and acquire the resources it needs.
• Give feedback on the performance of the Administrative Aide assigned to Records.

Related DepEd job descriptions

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

Frequently asked questions