DepEd Administrative Officer V 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.

DEPED ADMINISTRATIVE OFFICER V JOB DESCRIPTION

Position Title: Administrative Officer V

Unit/Division: OSDS- Administrative Unit

Reports to: ASDS, 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

DEPED ADMINISTRATIVE OFFICER V JOB SUMMARY

  • To supervise the team that will 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.

DEPED ADMINISTRATIVE OFFICER V QUALIFICATION STANDARDS (CSC Prescribed Qualifications)

Education: Bachelors degree relevant to the job

Experience: 8 hours of relevant training

Eligibility: Career Service Professional (Second Level Eligibility)

Trainings: 8 hours of relevant training

DEPED ADMINISTRATIVE OFFICER V DUTIES AND RESPONSIBILITIES

KRADUTIES AND RESPONSIBILITIES
Administrative Policies and GuidelinesImplement Administrative guidelines and issuances from CO, RO and government oversight agencies and recommend other issuances and guidelines relevant to the SDO.

Monitor implementation of policies and guidelines issued on administrative matters
Personnel AdministrationReviews, recommends for approval or approves documents by Personnel Unit in matters requiring his/her action (e.g. service records, Form 6&7, service records)

Review and recommends all pertinent personnel actions for the approval of the SDS

Sit as member of the PSB during deliberations and provides inputs related to CSC rules and regulations

Certify on the appointment papers that vacant positions have been published
Records ManagementDocuments authenticated and verified reviewed and validated

Certifications validated

Annual and Administrative Reports

Process for Conduct of Annual Inventory of Records

Report on the Conduct of Annual Inventory of Records

Reviews and validates documents authenticated and verified by reviewing pertinent documents submitted by Records.

Validates and signs certifications issued by Records.

Reviews Annual and Administrative Reports submitted by Records and follows through recommendations.

Reviews process for Conduct of Annual Inventory of Records and monitors adherence to the process as well as evaluates findings and recommendations.

Presents to the SDO management “Report on the Conduct of Annual Inventory of Records” and follows through on recommendations.
Cash ManagementProvide oversight on cash management functions

Review and approve reports on cash collection, disbursement and liquidation for submission to Accountant.

Review and approve advice of checks issued and cancelled for submission to the Bureau of the Treasury and Authorized Government Depository Bank
Supply and ProcurementReviews the consolidated Annual Procurement Plan (APP) prepared by Supply and Procurement and validates with budget.

Reviews Agency Procurement Request (APR) against submitted APP and recommends approval or adjustments as needed.

Reviews “Disposable Material Inventory and Inspection Report “ and “Report of Waste Materials” by conducting ocular inspection of said materials for disposal to monitor proper disposal and accounting of such materials.

Conducts monitoring of equipment, materials and other issuances against Invoice Receipt of Property (IRP) .
Security and Custody of PropertiesDevelop and implement SDO office configurations and utilization plans and initiate necessary constructions for the various offices in the SDO.

Initiate procurement of Janitorial Services for the SDO and monitor contract with service provider.

Develop and implement a cleanliness and maintenance plan for the SDO grounds and facilities and monitor implementation.

Monitor and ensure uninterrupted provision of all necessary utilities for the SDO (electricity, water, telephone, internet service, etc.)

Develop and implement with management an SDO Facilities Improvement and Upgrading Plan to support the current and future needs of the SDO with regard buildings and facilities.
Maintenance of SDO Grounds and FacilitiesDevelop and implement SDO office configurations and utilization plans and initiate necessary constructions for the various offices in the SDO.

Initiate procurement of Janitorial Services for the SDO and monitor contract with service provider.

Develop and implement a cleanliness and maintenance plan for the SDO grounds and facilities and monitor implementation.

Monitor and ensure uninterrupted provision of all necessary utilities for the SDO (electricity, water, telephone, internet service, etc.)

Develop and implement with management an SDO Facilities Improvement and Upgrading Plan to support the current and future needs of the SDO with regard buildings and facilities.
Administrative Services PerformancePrepare and manage the budget for Administrative and submits this to be part of the Schools Division Budget.

Manage personnel work assignment to ensure equitable work distribution towards accomplishment of Administrative services goals and targets.

Integrate and submit accomplishment report of Admin. Services inform SDO management of progress, issues, and challenges for corrective action.

Conduct Performance Appraisal Feedback and
Ratings on direct reports towards continuous improvement of performance.

Prepares and implements a Professional Development Plan for Administrative Services personnel

Attend management and coordination meeting and conduct staff meeting to ensure flow of information and communication critical to the operational efficiency and effectiveness of the unit.

Conducts regular Meetings of Administrative Services staff for regular updates and work coordination.

Cultivate a supportive environment for the staff to perform and meet targets through continuous work place improvement and establishing enabling structures and systems

READ:

  1. DepEd Accountant III Job Description
  2. DepEd Administrative Assistant III (Senior Bookkeeper) Job Description
  3. DepEd Administrative Assistant I (Accounting Machine Operator) Job Description
  4. DepEd Administrative Officer V (Budget Officer III) Job Description
  5. DepEd Administrative Assistant II (Accounting Clerk) Job Description
  6. DepEd Administrative Aide VI (Personnel) Job Description
  7. DepEd Administrative Aide VI (Data Entry Machine Operator) Job Description

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