The Administrative Officer V leads the Administrative Unit of a DepEd Schools Division Office (SDO). This page sets out the position’s details, job summary, qualification standards, and duties by key result area (KRA). It is useful for applicants, current staff, and division personnel who prepare job postings or performance targets.
The purpose of the position is to give the Schools Division Office timely, responsive, and economical administrative services. These cover personnel and records management, cash disbursement, procurement, security and custody of property, and maintenance of facilities. The goal is an efficiently run division office that helps schools and learning centers provide accessible, quality basic education.
On this page 6 sections
Position details
| Item | Details |
|---|---|
| Position title | Administrative Officer V |
| Unit/Division | OSDS – Administrative Unit |
| Reports to | Assistant Schools Division Superintendent (ASDS) and Schools Division Superintendent (SDS) |
| Positions supervised | Administrative Officer IV (Records, Supply, Cashier, Budget, Personnel) and Administrative Aide VI (Records, Supply, Cashier, Budget, Personnel) |
| Salary grade | 18 |
| Governance level | Schools Division |
Job summary
The Administrative Officer V supervises the team that provides the SDO with administrative services in:
- personnel and records management
- cash disbursement
- procurement
- security and custody of property
- maintenance of facilities
Qualification standards (CSC prescribed)
- Education: Bachelor’s degree relevant to the job
- Training: 8 hours of relevant training
- Eligibility: Career Service Professional (Second Level Eligibility)
The experience requirement is not clearly stated in this listing. Check the current Civil Service Commission qualification standards or the official vacancy notice before applying.
Duties and responsibilities by KRA
Administrative policies and guidelines
- Implement administrative guidelines and issuances from the Central Office, Regional Office, and government oversight agencies, and recommend other issuances and guidelines relevant to the SDO.
- Monitor the implementation of policies and guidelines on administrative matters.
Personnel administration
- Review, recommend for approval, or approve documents from the Personnel Unit that need the officer’s action (for example, service records and Forms 6 and 7).
- Review and recommend all relevant personnel actions for the approval of the SDS.
- Sit as a member of the Personnel Selection Board (PSB) during deliberations and give inputs on CSC rules and regulations.
- Certify on appointment papers that vacant positions have been published.
Records management
Expected outputs include authenticated and verified documents that have been reviewed and validated, validated certifications, annual and administrative reports, a process for the annual inventory of records, and a report on that inventory. The duties are to:
- Review and validate documents authenticated and verified by Records, using the supporting documents Records submits.
- Validate and sign certifications issued by Records.
- Review the annual and administrative reports from Records and follow through on their recommendations.
- Review the process for the annual inventory of records, monitor adherence to it, and evaluate findings and recommendations.
- Present the Report on the Conduct of Annual Inventory of Records to SDO management and follow through on recommendations.
Cash management
- Provide oversight of cash management functions.
- Review and approve reports on cash collection, disbursement, and liquidation for submission to the Accountant.
- Review and approve the advice of checks issued and cancelled for submission to the Bureau of the Treasury and the Authorized Government Depository Bank.
Supply and procurement
- Review the consolidated Annual Procurement Plan (APP) prepared by Supply and Procurement and validate it against the budget.
- Review Agency Procurement Requests (APR) against the submitted APP and recommend approval or adjustments.
- Review the Disposable Material Inventory and Inspection Report and the Report of Waste Materials through an ocular inspection, to make sure materials are properly disposed of and accounted for.
- Monitor equipment, materials, and other issuances against the Invoice Receipt of Property (IRP).
Security and custody of properties, and maintenance of SDO grounds and facilities
The source lists the same duties under both of these KRAs:
- Develop and implement SDO office layouts and space-use plans, and initiate needed construction for the various SDO offices.
- Initiate the procurement of janitorial services for the SDO and monitor the contract with the service provider.
- Develop and implement a cleanliness and maintenance plan for SDO grounds and facilities, and monitor its implementation.
- Monitor and ensure the uninterrupted supply of utilities for the SDO, such as electricity, water, telephone, and internet service.
- Develop and implement, with management, an SDO Facilities Improvement and Upgrading Plan for the current and future needs of the SDO’s buildings and facilities.
Administrative services performance
- Prepare and manage the Administrative budget and submit it as part of the Schools Division budget.
- Manage staff work assignments so that work is fairly distributed and the unit meets its goals and targets.
- Consolidate and submit the accomplishment report of Administrative Services, and inform SDO management of progress, issues, and challenges for corrective action.
- Give performance appraisal feedback and ratings to direct reports for continuous improvement.
- Prepare and implement a Professional Development Plan for Administrative Services personnel.
- Attend management and coordination meetings, and hold staff meetings so that important information flows within the unit.
- Hold regular meetings of Administrative Services staff for updates and work coordination.
- Build a supportive environment where staff can perform and meet targets, through continuous workplace improvement and enabling structures and systems.
Related DepEd job descriptions
- DepEd Accountant III Job Description
- DepEd Administrative Assistant III (Senior Bookkeeper) Job Description
- DepEd Administrative Assistant I (Accounting Machine Operator) Job Description
- DepEd Administrative Officer V (Budget Officer III) Job Description
- DepEd Administrative Assistant II (Accounting Clerk) Job Description
- DepEd Administrative Aide VI (Personnel) Job Description
- DepEd Administrative Aide VI (Data Entry Machine Operator) Job Description
Frequently asked questions
What is the salary grade of a DepEd Administrative Officer V?
The Administrative Officer V position in the Schools Division Office is listed at Salary Grade 18.
Whom does the Administrative Officer V report to?
The position reports to the Assistant Schools Division Superintendent (ASDS) and the Schools Division Superintendent (SDS).
Which positions does the Administrative Officer V supervise?
It supervises the Administrative Officer IV and Administrative Aide VI positions in Records, Supply, Cashier, Budget, and Personnel.
What are the qualification standards for Administrative Officer V?
The listing requires a bachelor’s degree relevant to the job, 8 hours of relevant training, and Career Service Professional (Second Level) eligibility. Check the current CSC standards for the experience requirement.
What areas does the Administrative Officer V handle?
The duties cover administrative policies, personnel administration, records management, cash management, supply and procurement, security and custody of property, maintenance of SDO facilities, and overall administrative services performance.
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