pcp no. revision code: 00 position and competency profile · pdf filedepartment of education...

Department of Education

POSITION AND COMPETENCY PROFILE

PCP No. ______

Revision Code: 00

Position Title

Accountant III

Salary Grade

19

Parenthetical Title Acountant III

Office Unit SDS Effectivity Date

Reports to SDS Page/s Position Supervised Accountant I, II, Accounting Clerk, Bookkeeper OPEN

JOB SUMMARY To analyze and attest to the accuracy of accounting records and reports and provide information and advice to the management of the schools division to ensure that the utilization of funds for basic education are maximized and compliant with government accounting rules and regulations To supervise, facilitate and monitor the work of the accounting personnel and provide technical assistance to school heads and implementing units to ensure proper utilization of funds and preparation of reliable and timely financial reports.

QUALIFICATION STANDARDS A. CSC Prescribed Qualifications

Education Bachelor’s Degree in Commerce/ Business Administration Major in Accounting

Experience 2 years relevant experience

Eligibility RA 1080 (CPA)

Trainings 8 hours relevant training

B. Preferred Qualification

Education

Experience

Eligibility

Trainings

Accountant III

Key Result Areas (KRAs)

Major Outputs

Duties and Responsbilities

FINANCIAL RECORDS AND REPORTS

Financial Statements (for all funds including foreign funded projects)

Replies to Audit Observation Memorandum (AOM) Analyze and verify consolidated financial statements, supporting

schedules and reports of the Division Office and Implementing Units (IU) by examining the accuracy, validity, and appropriateness of income, expenditure, and other transactions and checking the proper recording of such in the respective book of accounts so as to provide management with reliable and timely reports for making informed decisions and proper utilization of government funds for basic education

Reviews and monitors periodically the entries and maintenance in journals, general ledgers, subsidiary ledgers and the related account schedules to check status and quality assure entries.

Coordinate with RO and CO and other oversight/regulatory agencies on fund releases and other reportorial requirements to ensure compliance in financial recording and reporting.

Prepares replies to Audit Observation Memorandum (AOM), requests and endorsements and other communications from other agencies

FINANCIAL SYSTEMS MAINTENANCE

Guidelines and Division Memorandum

Enhancements in the system implementation

Handbooks and Reference Materials

Develops/ reviews and recommends for approval and issuance memos and guidelines related to the financial system implementation and maintenance to guide personnel utilizing the system.

Conduct periodic review of the financial systems implemented in the schools division, schools and learning centers by gathering feedback and checking adherence to procedures in order to recommend to DepED finance and other oversight agencies (COA, DBM, DOF, etc.) system improvements and enhancements for effective downloading as well as internal control and safeguarding of government funds

Develop and issue reference materials and handbooks to make easy the implementation of the system in the SDO.

MONITORING AND EVALUATION Funding requirements per office and status report

Liquidation Reports of Downloaded Funds

M&E Findings and Recommendations

KRA: MONITORING AND EVALUATION

Outputs:

Funding requirements per office and status report

Liquidation Reports of Downloaded Funds


Major Tasks:

Monitor delivery of Funding Requirements of the SDO, schools and learning centers to ensure timely provision of financial resource to support the programs, projects and activities for basic education.

Monitor and evaluate the liquidation reports on downloaded or funds transferred to the accountable offices (schools and IUs) by checking and verifying the validity of the disbursements relative to the existing rules and regulations in order to properly account for utilization of government funds

Reviews the existence of accounts payable/unpaid obligations to facilitate processing of claims on government obligations to internal and external stakeholders

Reviews the safekeeping of accounting records, documents, correspondences and reports, and ensures maximum security and systematic compilation of various accounting information

TECHNICAL ASSISTANCE

Identified Needs for Technical Assistance

Orientation, Seminars, Workshops Provides technical assistance to schools division office management,

school heads, and accountable personnel by coaching and serving as resource speaker on accounting and other finance related training workshops to enable them to follow financial policies, guidelines, procedures towards proper utilization, safeguarding, and reporting of funds.

Provides technical assistance and supervises special disbursing officers and bookkeepers of schools to enable them to properly implement the financial systems.

Provides technical assistance to the SDS and ASDS with regular feedback and update re the budget allocation and status of expenditures of each division or unit in the SDO.

ACCOUNTING SERVICES PERFORMANCE

Regular Pre-audit functions

Work and Financial Plan for Accounting Services

Accomplishment Report

Personnel Work Assignments

Accounting Services Resource Requirements (inputs to the Annual Procurement Plan)

Performance Appraisal Feedback and Ratings of accounting personnel

Professional Development Plan of accounting personnel

Regular Meetings

Conducive work place and enabling structures and systems

Ensure timely submission of all financial reports to overseeing body

Prepare and manage the budget for accounting services resource requirements and submits this to be part of the Office of the SDS/Schools Division Budget.

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

Submits accomplishment report of accounting services to inform SDO management of progress, issues, and challenges for corrective action.

Conduct performance appraisal feedback and ratings on direct reports towards continues improvement of performance.

Prepares and implements a Professional Development Plan for accounting services personnel to ensure continuous learning and professional competence.

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 the accounting services 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

Coordinate with other government agencies/overseeing bodies

COMPETENCIES

Behavioral Competencies

Attitudes and Traits/ Aptitudes

Technical Competence

Management Competence

Self-management (Personal

Effectiveness) Interpersonal Effectiveness

Communication Thinking/Conceptual Skills

Attitude

Aptitude

Management

Leadership

-Self-awareness and personal clarity

-Proactive

-Continuous self-improvement

-Time management

-Stress management

-Management of personal resources

Dedication and commitment

-Building Trust

-Understanding Others

-Interpersonal

Sensitivity

-Rapport Building

-Relationship Building

-Working with teams

-Conflict management

-Networking

-Influencing

-Organizational

Sensitivity

-Organizational

Understanding

-Listening

-Oral

Communication/Speaking

-Written Communication

Skills

-Presentation Skills

-Facilitating skills

-Organizational

Communication

-Learning to Learn

-Conceptual skills

-Critical thinking skills

-Analytical thinking

-Problem Solving

-Strategic Thinking

-Decision Making

-Judgment or

Discernment

-Resourcefulness

-Objectivity

Attention to detail

Advocacy

Accuracy

Supportive

Care and Concern

Cleanliness and

Orderliness

Confidentiality

Courtesy

Cost-consciousness

Integrity

Persistence

Quality Orientation

Results-orientation

Service Orientation

Work Standards

Adaptability

Analytical

Assertive

Decisive

Diplomacy

Energy

Flexibility

Honesty

Initiative

Organized

Numeracy

Tenacity

Planning

Organizing

Leading

Delegating

Coaching

Managing

Change

Performance

Management

Program/ Project

Management

Accountability

Integrity/ Ethics

Vision/ Strategy

Results Focus

Judgment



PCP No. ______

Revision Code: 00

Position Title

Information Technology Officer I

Salary Grade

19

Parenthetical Title ICT Officer


Reports to SDS Page/s

Position Supervised ICT Officers OPEN

JOB SUMMARY Enable improved process efficiencies and service delivery effectiveness in education governance through the use of ICTs, support education specialists in developing ICT-enabled solutions that enhance

teaching and learning and deliver quality technical support to clients and empower them in the use of ICTs.

QUALIFICATION STANDARDS

A. CSC Prescribed Qualifications

Education Bachelor’s degree relevant to the job

Experience 2 years of relevant experience

Eligibility Career Service (Professional ) Second Level Eligibility

Trainings 8 hours of relevant training

B. Preferred Qualifications

Education

Experience

Eligibility

Trainings


Major Outputs


ICT systems and infrastructure

management

ICT Plan (part of DEDP) aligned with REDP and National ICT Framework

Division-based ICT systems

- Division & district office’s technology infrastructure

Manage and coordinate the implementation of ICT programs and projects in the division, schools and learning centers to ensure that these projects meet the development objectives through participation and collaboration among stakeholders and implementers

ICT programs and projects implementation

Localized plans and programs aligned with national/regional PPs

ICT integration in teaching and learning Programs and projects implemented at the division, schools and learning centers

Lead the formulation of plans to ensure the strategic development and use of ICT in the division, schools and learning centers through an identification of ICT needs and alignment with the goals and objectives of the division, region and national office.

Partnerships and stakeholder management MOA/MOU

Contracts Coordinate with the training and development division

and other ICT partners on ICT capacity building to promote the strategic use of ICT in education governance and integration in the teaching and learning process. This will be done through an assessment of training needs and requirements, aligned with the division’s development objectives

Manage and coordinate with the different stakeholders and partners to ensure that resources for ICT are mobilized, services from partner providers and suppliers are efficiently delivered through set standards and policies or partnership and stakeholder management.

ICT policies and standards implementation Localized ICT policies and standards aligned with National/Regional ICT policies and standards

Policies and standards implemented in division, schools and learning centers

Manage the day-to-day provision of ICT services including the maintenance of technology infrastructure and operation of ICT-based systems, ensuring that service delivery standards are met through regular and systematic monitoring of system/technology performance

Technical assistance to schools on

integration of ICT in school governance,

teaching and learning

Capacitated schools and learning centers on ICT implementation

Identified ICT needs/requirements

Recommendations to address ICT needs

Provide technical assistance to schools and learning centers in the integration of ICT in teaching and learning to ensure the maximum and strategic utilization of ICT in collaboration with the Curriculum Implementation

Technology updates Division

Provide technical assistance to the LR management division in the efficient and effective harvesting of content, development of learning resources to ensure that learning resources are compliant to the technical standards and accessible to schools and learning centers.

ICT M&E M&E Systems and tools on ICT


Coordinate with the Regional ICT and ICT Service at the national level on the monitoring and evaluation of ICT programs and projects to ensure effective feedback, work integration and collaboration.through adherence to the reporting and coordination mechanisms that are established.

COMPETENCIES








Attitude

Aptitude

Management

Leadership

Self-Awareness and Personal

Clarity

Personal Effectiveness

Proactivity

Personal Leadership

Continuous Self-

Improvement

Time Management

Stress Management

Management of Personal

Resources

Building Trust

Relationship

Building

Interpersonal

Communication

Skills

Teamwork /

Working With

Teams

Conflict

Management

Networking

Partnership

Building

Negotiating

Influence/

Influencing

Collaboration

Organizational

Sensitivity

Organization

Understanding

Listening

Oral

Communication Skill

Effective Speaking

Written

Communication

Skills

Technical Writing

Presentation Skills

Facilitating Skills

Organizational

communication

Giving effective

feedback

Learning to Learn Conceptual Thinking Analytical Thinking Critical Thinking Problem solving Strategic Thinking Decision making Judgment or discernment Innovation and Creativity Resourcefulness Objectivity Intellectual Versatility

Attention to detail

Advocacy

Care and Concern

Cleanliness and

Orderliness

Confidentiality

Courtesy

Cost

Consciousness

Integrity

Persistence

Quality

Orientation

Results

Orientation

Safety

Consciousness

Service

Orientation

Work Standards

Accuracy

Adaptability

Analytical

Assertive

Decisive

Deference to authority

Diplomacy

Energy

Flexibility

Honesty

Initiative

Organized

Risk Taking

Tenacity

Reliability

Planning

Organizing

Delegating

Coaching

Managing Change

Program/ Project Management

Integrity / Ethics

Results Focus

Judgment

Passion / Optimism

Accountability



PCP No. ______

Revision Code: 00

Position Title

Administrative Officer V

Salary Grade

18

Parenthetical Title Budget Officer

Office Unit Budget Effectivity Date

Reports to sds Page/s

Position Supervised Cashier, Bookkeeper II, Acccountant II, Budget Officer II, Senior Bookkeeper, Accountant III, Budget Officer III, Head of Payroll Services Unit, Head of Cashiers Unit

OPEN AFTER “FOR PLACEMENT”

JOB SUMMARY To provide management with economical, efficient, and effective budgeting services and reliable and timely financial information for decision making towards the cost-effective utilization of financial resources of the division


Education Bachelor’s degree relevant to the job


Eligibility Career Service (Professional) Second Level Eligibility



Education Master’s Degree Fiscal Management/CPA

Experience 5years as Regional Budget Officer III, Accountant III

Eligibility RA 1080 (CPA)



Major Outputs


BUDGET PREPARATION

Feedback to SDO units, Schools and LCs on Proposed Budgets

Proposed Budget of the Schools Division (strategic and operational)

Budget Notes and Justifications

Final Budget Proposal

Special Budgets

Response to Budget Queries

Reviews and evaluates budget proposal submissions of the Schools Division, Schools and Learning Centers based on formulated guidelines, budget execution documents and accountability reports and submit a comparative analysis of current budget proposals vis a vis prior year's budget/appropriation to guide the SDO management in allocation and approval.

Prepares budget proposals for the Schools Division, by consolidating the proposals of the various units of the SDO, Schools and Learning Centers

Attends budget hearings/conferences and meetings with RO and CO management and other stakeholders to explain the proposed expenditures and help defend increase and/or decrease on the budget proposals vis-a-vis prior year’s budget/appropriation.

Reviews/Refines justifications for budget proposals to attain the required funds.

Implements needed budget revisions based on outcome of budget hearings

Reviews, computes, and prepares special budget requests and transmits to DBM requests for special budgets

e.g. covering terminal leave benefits and other personnel claims

Answer communications pertaining to budget queries

Support the preparation of the initial draft of the strategic plan of the schools division (DEDP) by the Division Planning Team by providing inputs on budgeting considerations.

Assist in the preparation of the final draft of the Annual Implementation Plan (AIP) and subsequent adjustments o compute and provide inputs on the budgetary requirements of the Annual Plan

Provide technical inputs towards the equitable distribution of critical resources (e.g. teachers, classrooms, furniture, textbooks) based on summary and consolidation of human, financial, capital resource requirements of schools and learning centers (e.g. teachers, textbooks, chairs, classrooms, etc) for management decision.

BUDGET EXECUTION

Cost efficiency computation

Certificate of Obligation

Status report on budget utilization

Budget Execution Documents (BEDs)

Evaluates and identifies cost efficiency of various units in the utilization of budget against their work and financial plan

Certifies availability of allotments, monitors and records expenditures in appropriate registries.

Coordinates with offices regarding their programs, projects and activities (PPA) for update and status relative to funding and expenditure

Evaluates statement of allotment obligations and balances for decision-making purposes

BUDGET ACCOUNTABILITY AND REPORTS Budget Accountability Reports (BARs) Assist in the preparation of the Budget Accountability Reports (BAR) together with the Planning Officer III.

Analyzes “Summary of Financial Reports” as to accuracy for submission to various agencies

Evaluates financial performance in accordance with the approved AIP/Work and Financial Plan

Provide technical support to the Division Planning Team in the preparation of the Annual Accomplishment Report of the schools division for submission to Regional Management.

BUDGETING SYSTEM MAINTENANCE, MONITORING AND EVALUATION

Budget Guidelines and Memorandum Issuances

Findings and Recommendation for the Improvement of the Budgeting Systems

Recommends and prepares budget related guidelines and memorandums for approval and issuance of the SDS.

Coordinates with various offices/project teams on the effective and uniform implementation of the budgetary controls systems

Gathers information and feedback on the implementation of the budgeting system and prepares and submits findings and recommendations towards the improvement of the budgeting system


Budget Guidelines and Memorandum Issuances

Findings and Recommendation for the Improvement of the Budgeting Systems

Orientations, training, seminars, workshops

Gather data on needs and difficulties encountered by other personnel in the Division with regard to Budgeting. (Technical assistance needs)

Provides technical assistance to School Heads and other Finance personnel of the Schools Division (Technical assistance interventions)

Develop and implement orientations/ training/ seminars/ workshop to inform and build the capability of school divisions management and personnel in preparing budgets following guidelines of DepED and other oversight agencies.

COMPETENCIES








Attitude

Aptitude

Management

Leadership


-Proactive


-Time management

-Stress management



-Working with teams


-Collaboration

-Organizational

Sensitivity

-Organizational

Understanding

-Listening

-Oral



Skills

- Presentation Skills


-Organizational

Communication

-Learning to Learn



-Problem Solving

-Strategic Thinking

-Decision Making

-Judgment or

Discernment

-Resourcefulness

-Objectivity

Attention to detail

Accuracy

Care and Concern

Cleanliness and

Orderliness

Confidentiality

Courtesy

Cost-consciousness

Integrity

Persistence

Results-orientation

Service Orientation

Work Standards

Adaptability

Analytical

Assertive

Diplomacy

Energy

Flexibility

Honesty

Initiative

Organized

Numeracy

Tenacity

Planning

Organizing

Leading

Delegating

Coaching

Managing

Change

Performance

Management

Program/ Project

Management



PCP No. ______

Revision Code: 00

Position Title

Adminstrative Officer IV

Salary Grade

15

Parenthetical Title Cashier II

Office Unit Cash Division, Division Office Effectivity Date

Reports to Administrative Officer V (Division Office) Page/s

Position Supervised FOR PLACEMENT

JOB SUMMARY To manage cash collections, disbursements, liquidations and preparation of reports to the accounting office to ensure proper utilization and timely disbursement of funds and liquidation of cash advances to pay for government obligation in accordance with accounting and auditing rules and regulations


Education Bachelor’s Degree relevant to the job

Experience 1 year relevant experience




Education

Experience

Eligibility

Trainings


Major Outputs


CASH COLLECTION

Reports of Collections and Deposit

Monitoring Report of cash inflow

Cash registry books

Guidelines and issuances to safeguard cash funds recommendations

Takes custody of all cash funds and verifies, reviews and consolidates collection

reports to ensure proper accounting and reporting of collected cash.

Make daily deposits of cash collected to the bank.

Manage and account for cash and checks collections from LGU fund transfer,

registration fees and sales of bid documents for inclusion in reporting of cash

inflow.

Records and maintains updated cash registry book for all types of collections as

reference document on cash inflow.

Monitors and gather feedback and observation on implementation of policies and

procedures on cash funds and recommend control procedures to safeguard cash

funds

CASH DISBURSEMENT PAYMENT AND

REMITANCE

Disbursement and payment of salaries and other obligations of the SDO

Reports of Checks Issued (RCI)

Remitted premiums and contributions

Cash outflow and cash balance record

Prepare, disburse and release approved checks based on prescribed procedures

to fulfil payment obligations of the SDO.

Distribute to collecting and disbursing officers cash advances for salaries and

wages and reviews statements of accounts and current and replenishment

vouchers

Review and finalize advice of checks issued and cancelled (ACIC) for submission

to the Bureau of the Treasury and Authorized Government Depository Bank

Remits mandatory contribution to BIR, GSIS, HDMF, and PHILHEALT

Records daily transactions to monitor the cash outflow and daily cash balance

LIQUIDATION AND REPORTING

Replenished and liquidated cash advance

Accurately submitted monthly reports such as RCI, RCD, LUCC, SLCI and RAAF

Prepare liquidations of cash advance/Petty Cash Fund submitted for

replenishment.

Prepares replenishment reports, collection and deposit reports and report of

checks issued and cancelled

Prepares monthly reports on the cash status of various accounts

Negotiate bank transactions such as encashment of payroll, bank deposits and

bank withdrawals

Monitor to ensure the proper maintenance of records of cash receipts and

disbursements pursuant to government rules and regulations

Prepare accountable forms and ensures the proper use, maintenance and control

of accountable forms (such as official receipts and petty cash vouchers),

COMPETENCIES








Attitude

Aptitude

Management

Leadership


-Proactive


-Time management

-Stress management



-Working with teams


-Organizational

Sensitivity

-Organizational

Understanding

-Listening

-Oral



Skills

-Learning to Learn


-Problem Solving

-Judgment or

Discernment

-Resourcefulness

-Objectivity

Attention to detail

Accuracy

Care and Concern

Cleanliness and

Orderliness

Confidentiality

Courtesy

Cost-consciousness

Integrity

Service Orientation

Work Standards

Analytical

Assertive

Decisive

Diplomacy

Energy

Honesty

Organized

Numeracy

Tenacity

Planning

Organizing

Coaching

Performance

Management

Cares for/

Develops others



PCP No. ______

Revision Code: 00

Position Title

Administrative Officer IV

Salary Grade

15

Parenthetical Title Administrative Officer II (HRMO)

Office Unit Personnel Division; Employees Welfare and Benefits Division Effectivity Date

Reports to SDS Page/s

Position Supervised FOR PLACEMENT

JOB SUMMARY To provide personnel administration services to the management and personnel of the Schools Division in the areas of recruitment and selection, personnel administration, compensation and benefits administration, personnel records, while ensuring adherence to the standards, rules and regulations in personnel administration of government oversight agencies (CSC, DBM, COA, etc.)


Education Bachelor’s Degree


Eligibility Civil Service (Professional) Second Level Eligibility



Education

Experience

Eligibility

Trainings


Major Outputs


RECRUITMENT, SELECTION AND PLACEMENT

Current and future vacancies identified, published, announced and posted

Pool of qualified candidates/ applicants

Applicant initial evaluation and selection line-up

PSB meeting schedule and shortlist of qualified applicants

PSB deliberation result, records/minutes of meeting

Appointment Papers processed

Registry of Qualified Applicants (RQA)

Monitor and maintain list of current and future vacancies in the Schools Division based on retirement dates and inputs from HRD career planning and succession data so as to periodically apprise management of upcoming vacancies.

Announce vacancies to appropriate media pursuant to existing CSC rules and regulations and accept applications for vacant positions..

Conduct initial evaluation of qualification of applicants and candidate for PSB deliberation.

Schedule applicants for interview by PSB and prepare supporting documents, data and materials needed in the selection process.

Supervise and participate in the preparation of short listed qualified applicants and the line-up of applicants in the PSB deliberation

Compute and analyze the results of the PSB deliberation for them to be able to submit the short list of candidates for selection, including the one recommended for the position

Posts list of newly appointed/promoted employees pursuant to existing rules and regulations

Process hiring requirements for newly appointed personnel.

Entertain queries and complaints on selection and appointments.

Act as member of PSB to provide guidelines and opinions on recruitment, selection and hiring of personnel.

PERSONNEL ACTIONS

Personnel Action Papers and movements (appointments, reclassification, transfer, leave, retirement, commutation of leave credits, reassignment)

Orientation Design and Materials on Personnel Administration matters for new employees

Delivery of Orientation on Personnel Administration matter for new employees

Personnel Policies enforced

Recommendations on management actions regarding employee grievances

Process documents on personnel actions such as appointments, promotion, transfer, reclassification, separation, resignation and retirement and give copies to units and personnel concerned

.Conduct and coordinate orientation for newly-hired employees on personnel, salary and benefits related matter

Recommend actions to the SDS through the AOV to enforce personnel policies and regulations (e.g. reports of habitual absenteeism/tardiness) and prepares corresponding documents.

Recommend to the management actions to be taken regarding grievances in conformity with existing rules and regulations and prepared corresponding documents

SALARY ADMINISTRATION AND PERSONNEL RECORDS

Leave Cards, Service Records,201 files updated

Timely release of salary, monetary benefits (loyalty, monetization, step increment,

Check the accuracy of salaries and benefits given to employees on a periodic basis and respond to queries pertaining to salary /benefit

etc.)

Notice of Step Increase (NOSI) and/or Notice of Salary Adjustment (NOSA)s

Recommendations on Salary Actions

Suggestions in the implementation of compensation programs and practices

claims.

Submit to RPSU pertinent documents for payment of salaries, allowances, and benefits.

Compute necessary deduction for inclusion in the monthly payroll.

Compute salary adjustment based on new salary schedule, changes/adjustments in deductions and communicate such to personnel concerned (Notice of Step Increase (NOSI) and/or Notice of Salary Adjustment (NOSA)

Process and release special order for leaves, travel, transfers, reinstatements and non-compensatory time off of office personnel.

Review claims of separated, retired, transferred, and resigned personnel affected by movement in employment status and recommends appropriate action.

Support the AOV in representing the SDO in personnel committees and provide the required assistance/documents needed in the implementation of compensation programs and practices

BENEFITS ADMINISTRATION

Personnel benefits implementation (including step increment and loyalty pay)

Retirement/ Separation benefits computations

Apply the latest issuances on personnel benefits and communicates them to employees

Compute vacation service credits of teachers for accrual of leaves.

Compute Proportional Vacation Pay (PVP) and process payroll of teachers for payment.

Process retirement/ separation papers including accrued benefits and terminal leave pay of retiring/resigning employees for benefits payment purposes

Processes application for monetization of leave credits

Acts on application on leaves (sick, vacation, study, scholarships and training) for approval of the SDS.

Process application for loans with GSIS, Pag-Ibig and private lending institutions.

PERSONNEL INFORMATION SYSTEM

PSI-POP updated

Human Resource Information System maintained

Human Resource reports generated

Maintain and update the Personnel Services Itemization and Plantilla of Personnel (PSI-POP) to reflect current staffing pattern of the organization.

Process applications for upgrading and reclassification of position to maintain the accuracy and relevance of the organization staffing pattern.

Maintain a complete and updated personnel records of SDO office personnel both in the HRIS and in the 201 file

Oversee the maintenance and updating of Human Resource Information Management System (HRIS) and generates reports on personnel data (from the HRIS) as requested for various human resource management and development decisions.

Oversee the maintenance of a complete and updated record of Employee Performance Rating both in the HRIS and 201 file of employees as reference for various human resource management and development decisions.

Certify records of employment for specific purpose (employment, scholarships, loans, and benefits)

Verifies and submits to the CSC and the Ombudsman the duly accomplished SALN of all employees in the SDO.

COMPETENCIES








Attitude

Aptitude

Management

Leadership


-Proactive


-Time management

-Stress management


-Building Trust


-Interpersonal

Sensitivity

-Rapport Building


-Working with teams


-Networking

-Partnership building

-Negotiating

-Influencing

-Collaboration

-Organizational

Sensitivity

-Organizational

Understanding

-Listening

-Oral



Skills

-Technical Writing



-Non-verbal

communication

-Organizational

Communication

-Learning to Learn

-Conceptual skills



-Problem Solving

-Strategic Thinking

-Decision Making

-Judgment or

Discernment

-Innovation and

Creativity

-Resourcefulness

-Objectivity

-Intellectual Versatility

Attention to detail

Advocacy

Accuracy

Care and Concern

Cleanliness and

Orderliness

Confidentiality

Courtesy

Cost-consciousness

Integrity

Persistence

Quality Orientation

Results-orientation

Safety Consciousness

Service Orientation

Work Standards

Adaptability

Analytical

Assertive

Decisive

Deference

to Authority

Diplomacy

Energy

Flexibility

Honesty

Initiative

Organized

Numeracy

Risk-taking

Sensitivity

Self-

expression

Tenacity

Planning

Organizing

Leading

Delegating

Coaching

Managing

Change

Performance

Management

Program/ Project

Management

Accountability

Integrity/ Ethics

Vision/ Strategy

Results Focus

Judgment

Passion/

Optimism

Building teams

Cares for/

Develops others



PCP No. ______

Revision Code: 00

Position Title


Salary Grade

15

Parenthetical Title Supply Officer II

Office Unit Property Effectivity Date

Reports to Schools Division Superintendent Page/s

Position Supervised Storekeeper I OPEN

JOB SUMMARY To provide technical services to the management and staff of the SDO in relation to procurement (using alternative mode), inspection, acceptance, issuance, storage, maintenance and inventory of material resources, equipment, and properties to support the efficient operations of the schools division office in managing the delivery of quality basic education and, Facilitate the disposal of waste materials and unserviceable equipment to derive economic benefit and maintain orderliness and efficient use of office space.



Experience 1 year of relevant experience

Eligibility Career Service (Professional) Second Level Eligibity

Trainings 4 hours of relevant training







Major Outputs


POLICIES, STANDARDS, GUIDELINES, SYSTEMS

Localized tools and forms related to property and supply

Division memoranda and letters

Develops and recommends policies, standards, guidelines, systems, tools and forms for use in the SDO regarding supply and property related activities.

Drafts memos and issuances on recommendations regarding policies, standards, guidelines, systems, forms for use in the SDO as approved by the SDS.

PROCUREMENT AND ACQUISITION

Consolidated Annual Procurement Plan (APP)

Agency Procurement Request (APR)

PR/PO/Vouchers

Inspection and Acceptance Report (IAR)

Prepares the Division Annual Procurement Plan, by collecting and consolidating the procurement plans of the various units of the schools division offices for approval of SDS and submission to DBM

Prepares an agency procurement request on a quarterly basis for validation by DBM as to availability of stocks to determine supplies to be procured from DBM depot or sourced outside.

Prepare purchase orders based on APR and PR to procure the supplies needed.

DELIVERY INSPECTION AND ACCEPTANCE

Inspection and Acceptance Report (IAR) Receives and physically inspects supply delivered to ensure adherences to quarterly and quality specs of items delivered.

Monitors performance of suppliers and satisfaction of management and staff on procured resources for feedback to supplier towards continuous improvement.

CUSTODIANSHIP Inventory Report Supervises maintenance of storage area for supplies and properties to ensure the security and safety of supplies.

Approves issuance of supplies as prepared by Storekeeper based on requests of units in the schools division.

Conducts inventory and maintains an updated inventory record of properties (e.g. furniture and fixtures, vehicles) and equipment (computers, printers) by following the prescribed process and pertinent laws, rules, and regulations to establish accountability and inclusion of the property in the books of accounts.

DISPOSAL

Disposable Material Inventory and Inspection Report

Report of Waste Materials

Invoice Receipt of Property (IRP)

Recommend disposal of waste materials and unserviceable equipment after conducting inspections on an annual basis to release accountability for unserviceable equipment and materials and deletion from accounting record

Keeps records of accountability of officials and employees on property issuances for issuance of clearance

COMPETENCIES








Attitude

Aptitude

Management

Leadership


-Proactive


-Time management

-Stress management


-Building Trust


-Rapport Building


-Working with teams


-Collaboration

-Organizational

Sensitivity

-Organizational

Understanding

-Listening

-Oral


-Learning to Learn


-Problem Solving

-Decision Making

-Judgment or

Discernment

--Resourcefulness

-Objectivity

Attention to detail

Accuracy

Care and Concern

Cleanliness and

Orderliness

Confidentiality

Courtesy

Cost-consciousness

Integrity

Persistence

Quality Orientation

Results-orientation


Service Orientation

Work Standards

Adaptability

Analytical

Assertive

Decisive

Deference

to Authority

Diplomacy

Energy

Flexibility

Honesty

Initiative

Organized

Tenacity

Supply Management

Knowledge of RA 9184-Procurement Law

Planning

Organizing

Coaching

Accountability

Integrity/ Ethics

Results Focus

Passion/

Optimism

Cares for/

Develops others



PCP No. ______

Revision Code: 00

Position Title


Salary Grade

15

Parenthetical Title Records Officer II

Office Unit Division Office, Records, Effectivity Date

Reports to Schools Division Superintendent/Asst. Schools Division Superintendent

Page/s FOR PLACEMENT

Position Supervised

JOB (SUMMARY

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.




Experience I year of relevant experience




Education


Eligibility



Major Outputs


RECORDS MANAGEMENT SYSTEM

Records creation,

Records maintenance

Records disposition

Configuration of Records Storage Area

Establish, 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 RELEASING

Critical Documents reviewed and approved for release

Documents received, routed, and tracked monitored

Check 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

VERIFICATION

Documents authenticated and verified reviewed and validated

Certifications validated

Court Appearance

Receive 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 ducestecum.

REPORTING

Annual and Administrative Reports

Process for Conduct of Annual Inventory of Records

Report on the Conduct of Annual Inventory of Records

Assist 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


Training programs on records management

Technical assistance interventions

Conduct 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.

COMPETENCIES








Attitude

Aptitude

Management

Leadership


-Proactive


-Time management

-Stress management


-Building Trust


-Rapport Building


-Working with teams


-Collaboration

-Organizational

Sensitivity

-Organizational

Understanding

-Listening

-Oral


-Learning to Learn


-Problem Solving

-Decision Making

-Judgment or

Discernment

--Resourcefulness

-Objectivity

Attention to detail

Accuracy

Care and Concern

Cleanliness and

Orderliness

Confidentiality

Courtesy

Cost-consciousness

Integrity

Persistence

Quality Orientation

Results-orientation


Service Orientation

Work Standards

Adaptability

Analytical

Assertive

Decisive

Deference

to Authority

Diplomacy

Energy

Flexibility

Honesty

Initiative

Organized

Tenacity

Records Management

Knowledge of RA 9470-

National Archives of the

Philippines Act 2007 –An

Act to Strengthen the

system of management

and administration of

archival records/ for the

purpose establishing

thenational archives of the

Philippines.

Records Management

Operation Manual, 2009

Knowledge of RA 3019 –

Anti Graft and Corrupt

Practices

Knowledge of RA 6713 –

Code of Conduct & Ethical

Standards

Knowledge of Revised

Penal Code - Infidelity in

the Custody of Documents

Knowledge of Revised

Administrative Code, 1987

EO 292

Planning

Organizing

Coaching

Accountability

Integrity/ Ethics

Results Focus

Passion/

Optimism

Cares for/

Develops others

Preventive and protective

measures for vital

documents.

Safeguarding and safekeeping of records.



PCP No. ______

Revision Code: 00

Position Title

Administrative Assistant III

Salary Grade

9

Parenthetical Title GENERAL OFFICE ADMINISTRATION SERVICES


Reports to Page/s OPEN

Position Supervised

JOB SUMMARY


Education Completion of Baccalaureate Degree

Experience 1 year relevant experience

Eligibility Career Service (professional) First Level Eligibility



Education Bachelor Degree-on Office Administration


Eligibility Career Service (Professional) First Level Eligibility

Trainings 8 hours relevant training, Computer Literate

MORE DETAILS TO BE INCLUDED

COMPETENCIES








Attitude

Aptitude

Management

Leadership


-Proactive


-Time management

-Stress management



-Working with teams



-Negotiating

-Influencing

-Organizational

Understanding

-Listening

-Oral



Skills

- -Presentation Skills


-Learning to Learn

-Conceptual skills



-Problem Solving

-Strategic Thinking

-Decision Making

-Judgment or

Discernment

-Innovation and

Creativity

-Resourcefulness

-Objectivity

Attention to detail

Accuracy

Care and Concern

Cleanliness and

Orderliness

Confidentiality

Courtesy

Cost-consciousness

Integrity

Persistence

Results-orientation

Service Orientation

Work Standards

Adaptability

Analytical

Assertive

Diplomacy

Energy

Flexibility

Honesty

Initiative

Organized

Numeracy

Tenacity

Planning

Organizing

Leading

Delegating

Coaching

Managing

Change

Performance

Management

Program/ Project

Management



PCP No. ______

Revision Code: 00

Position Title

Administrative Assistant II

Salary Grade

8

Parenthetical Title Administrative Assistant II

Office Unit Accoun ting Effectivity Date

Reports to Sr. Bookkeeper, Accountant III, SDS Page/s OPEN

Position Supervised None

JOB SUMMARY To support accounting operations by filing documents; reconciling statements; running software programs.



Education Completion of 2 years studies in college

Experience None required

Eligibility Career Service (Subprofessional) First Level Eligibility

Trainings None required


Education Bachelor’s Degree in Accountancy (Commerce/Business Administration major in Accounting)



Trainings 40 hours relevant training, Computer Literate


Major Outputs


ACCOUNTING RECORDS

Accounting Documents Files

Accounting Filing System

Accounting data base maintained

Bank statement reconciliation record

Receives accounting documents and maintains a record by photocopying and filing documents upon receipt, for future reference.

Maintains accounting databases by entering data into the computer and processing backups.

Reconciles bank statements by comparing statements with general ledger.

ACCOUNTING REPORTS

Financial performance analysis report

Value of depreciable assets

Verifies financial reports by running performance analysis software program.

Determines value of depreciable assets by running depreciation software program.

COMPETENCIES








Attitude

Aptitude

Management

Leadership


-Proactive


-Time management


--Relationship Building

-Working with teams

--Organizational

Understanding

-Listening

-Oral



Skills

-Learning to Learn


-Problem Solving

-Resourcefulness

-Objectivity

Attention to detail

Accuracy

Care and Concern

Cleanliness and

Orderliness

Confidentiality

Courtesy

Cost-consciousness

Integrity

Persistence

Results-orientation

Service Orientation

Work Standards

Adaptability

Analytical

Assertive

Energy

Honesty

Organized

Numeracy

Tenacity



PCP No. ______

Revision Code: 00

Position Title

Administrative Assistant I

Salary Grade

7

Parenthetical Title Administrative Assistant I

Office Unit Budget Effectivity Date

Reports to Accounting, SDS Page/s OPEN

Position Supervised None

JOB SUMMARY To provide general and routine clerical support to the budgeting officer in the preparation of budgetary requirements needed for submission to the DBM and reports in compliance to other attached agencies To provide administrative support to the Finance Services functions.



Education Completion of 2 years studies in college





Education

Experience

Eligibility

Trainings


Major Outputs


BUDEGET PREPARATION, EXECUTION,

AND ACCOUNTABILITY DATA AND

DOCUMENTS

Data related to budgeting gathered

Documents reviewed for compliance

Obligation requests prepared

Budget reports encoded

Identifies and gathers data needed in the preparation of budget proposals, budget execution documents and budget accountability reports

Reviews competence? and supporting documents of claims as to compliance with budgeting, accounting and auditing rules and regulations

Provides clerical support in the preparation of budget proposals

Prepares obligation request for claims

Prepares reports on the budget matters

Schedules Finance Service Activities Schedules/calendars meetings/appointments/training/workshops

Records Management

Documents/communications received, routed , tracked

Filing system created, and maintained

Documents filed, retrieved, archived to Records Office or disposed as needed

Comprehensive and complete minutes of meetings/agenda attended

Daily attendance of Finance Staff (to establish staff location)

Administrative Support

Encoded documents

PowerPoint Presentation

Support/logistics to training and conferences (registration/attendance, tokens, certificate of appearance)

Supporting documents, petty cash, documents/forms

Secretariat/Frontline

Travel bookings made

Appointment, venue, meals arranged

Received/routed calls

Visitors responded to

Follow through on inquiries

COMPETENCIES








Attitude

Aptitude

Management

Leadership


-Proactive


-Time management



-Working with teams

-Organizational

Understanding

-Listening

-Oral



Skills

-Learning to Learn

-Problem Solving

-Resourcefulness

-Objectivity

Attention to detail

Accuracy

Care and Concern

Cleanliness and

Orderliness

Confidentiality

Courtesy

Cost-consciousness

Integrity

Persistence

Service Orientation

Work Standards

Analytical

Deference

to Authority

Diplomacy

Energy

Honesty

Organized

Numeracy

Tenacity

Planning

Organizing

Leading

Delegating

Coaching

Managing

Change

Performance

Management

Program/ Project

Management



PCP No. ______

Revision Code: 00

Position Title

Admin Aide VI

Salary Grade

6

Parenthetical Title

Office Unit OSDS Effectivity Date

Reports to Page/s

Position Supervised None OPEN

JOB SUMMARY

To provide assistance to the AO IV for Personnel, in the provision of personnel administration services to the management and personnel of the Schools Division



Education Completion of 2 years studies in College





Education

Experience

Eligibility

Trainings


Major Outputs


Schedules Administrative Service Activities

Schedules/calendars meetings/appointments/training/workshops

Records and Files

Documents/communications received, routed , tracked

Filing system created, and maintained

Documents filed, retrieved, archived to Records Office or disposed as needed

Comprehensive and complete minutes of meetings/agenda attended

Daily attendance of Administrative Service Staff (to establish staff location)

Administrative Support

Encoded documents

Support/logistics to training and conferences (registration/attendance, tokens, certificate of appearance)

Supporting documents, petty cash, documents/forms

Secretariat/Frontline

Travel bookings made

Appointment, venue, meals arranged

Received/routed calls

Visitors responded to

Follow through on inquiries

COMPETENCIES








Attitude

Aptitude

Management

Leadership


-Proactive


-Time management

-Stress management


-Building Trust


-Interpersonal

Sensitivity

-Rapport Building


-Working with teams


-Networking


-Negotiating

-Influencing

-Collaboration

-Organizational

Sensitivity

-Organizational

Understanding

-Listening

-Oral



Skills

-Technical Writing



-Non-verbal

communication

-Learning to Learn

-Conceptual skills



-Problem Solving

-Strategic Thinking

-Decision Making

-Judgment or

Discernment

-Innovation and

Creativity

-Resourcefulness

-Objectivity

-Intellectual Versatility

Attention to detail

Advocacy

Accuracy

Care and Concern

Cleanliness and

Orderliness

Confidentiality

Courtesy

Cost-consciousness

Integrity

Persistence

Quality Orientation

Results-orientation


Service Orientation

Work Standards

Adaptability

Analytical

Assertive

Decisive

Deference

to Authority

Diplomacy

Energy

Flexibility

Honesty

Initiative

Organized

Numeracy

Risk-taking

Sensitivity

Self-

expression

Tenacity



PCP No. ______

Revision Code: 00

Position Title

Administrative Aide IV

Salary Grade

4

Parenthetical Title Driver

Office Unit OSDS Effectivity Date

Reports to Schools Division Superintendent Page/s OPEN

Position Supervised

None

JOB SUMMARY

Drives and maintains service vehicles in good running condition


Education Elementary School Graduate


Eligibility Professional Driver’s License (MC 11, s. 1996 – Cat. IV)



Education At least college level

Experience 5 years of service

Eligibility Professional Drivers License


MORE DETAILS WILL BE POSTED



PCP No. ______

Revision Code: 00

Position Title

Attorney III

Salary Grade

21

Parenthetical Title Attorney III

Office Unit SDO Effectivity Date

Reports to Director, Schools Division Superintent/Asst. Schools Division Superintendent Page/s OPEN

Position Supervised

JOB SUMMARY

Provides legal services in the form of providing legal advice, conducting researches and studies, preparing appropriate documentation, conduct of investigation,

litigation, contract administration for complex cases and other corollary services which will adequately protect and/or enhance DepEd’s interests



Education Bachelor of Laws


Eligibility RA 1080 (Bar)



Education

Experience

Eligibility

Trainings


Major Outputs


Evaluation and Processing of Complaints

Fact-finding or Preliminary Investigation

Decisions/resolutions/orders implemented

1. Prepares and reviews administrative decisions/resolutions against erring school officials and employees for review and approval of the disciplining authority

2. Supervises the implementation of administrative decisions/ resolutions/ actions, correspondence prepared by lower legal officers and/or investigating committee for approval of disciplining authority.

3. Prosecutes motu-proprio administrative complaints filed against erring school officials and employees.

4. Appears as counsel in cases when authorized by higher authorities 5. Drafts department/office orders and memoranda to carry out decisions

and rulings into effect 6. Renders opinion/reply to legal queries addressed to the head of the

office 7. Supervises the daily work and output of subordinates employees in the

discharge of their duties and responsibilities. 8. Monitors the implementation of decisions/ resolutions/orders within 15

days. 9. Makes critical studies and analysis of agreements proposed by other

agencies, countries, international agencies and organizations, and

briefs higher officials on the gains, merits, propriety and legality of said

agreements.

10. Prepares memoranda, answers or briefs in cases when authorized by higher authorites.

11. Reviews and evaluates legal forms and documents from schools and

personnel

Legal Assistance and Counselling

Agreements and/or administrative issuances

Implementing Rules and Regulations (IRR) of existing laws

and/or Department rules and regulations crafted

Disposition of Appealed and Original Cases

Formal Charge or Formal Investigation Report

Decisions/rulings/resolutions prepared and approved within

the prescribed period

Monitoring and supervision

Action documents prepared for the day

Report on accomplished or pending work

Others

1. Prepares reports on the status of cases 2. Assists in drafting documents such as memoranda, circular,

correspondence, orders, and other legal forms 3. Checks documents or papers for completeness and correctness 4. Prepares routinary communications, tracer letters or inquiry to

delinquent papers or alleged violators of law preparatory to the institution for proper legal action

5. Takes action on all routinary legal office matters 6. Evaluates Articles of Incoprporation of schools and petition for

correction of school records (frontline services) 7. Prepares administrative clearances

8. Evaluates administrative complaints; determines compliance with

existing rules, regulations and procedures and recommends appropriate action

9. Conducts fact-finding and preliminary investigation and recommends appropriate action based on the findings

10. Appears as counsel in cases as authorized by higher authorities 11. Studies administrative cases, prepares/drafts decisions, rulings,

resolutions for review of Legal Officer III (Attorney III) 12. Drafts legal contracts, agreements, communications on legal matters

affecting the office 13. Conducts legal researches and studies and renders legal opinion

relevant to DepEd 14. Prepares documents such as contracts, pleadings, briefs, notices,

circular, correspondence, orders, warrants and other legal forms

COMPETENCIES








Attitude

Aptitude

Management

Leadership


-Proactive


-Time management

-Stress management


Dedication and commitment

-Building Trust


-Interpersonal

Sensitivity

-Rapport Building


-Working with teams


-Networking

-Influencing

-Organizational

Sensitivity

-Organizational

Understanding

-Listening

-Oral



Skills



-Organizational

Communication

-Learning to Learn

-Conceptual skills



-Problem Solving

-Strategic Thinking

-Decision Making

-Judgment or

Discernment

-Resourcefulness

-Objectivity

Attention to detail

Advocacy

Accuracy

Supportive

Care and Concern

Cleanliness and

Orderliness

Confidentiality

Courtesy

Cost-consciousness

Integrity

Persistence

Quality Orientation

Results-orientation

Service Orientation

Work Standards

Adaptability

Analytical

Assertive

Decisive

Diplomacy

Energy

Flexibility

Honesty

Initiative

Organized

Numeracy

Tenacity

ICT skills Planning

Organizing

Leading

Delegating

Coaching

Managing

Change

Performance

Management

Program/ Project

Management

Accountability

Integrity/ Ethics

Vision/ Strategy

Results Focus

Judgment