OSDS Office Functions and JDs PDF

Office Functions – Ver.
Name of Office/ Division: Office of the Schools Division Superintendent

Strand/Governance level: Schools Division Office
Statement of Purpose
The Schools Division Office (SDO) empowers schools and Learning Centers (LC) and engages partners and communities in the delivery of
quality basic education that is accessible to all. (Sec.2 RA 9155)
Outcomes Outcomes Indicators
 Teaching and non-teaching personnel are accurately and timely
compensated. Issues and concerns relative to personnel matters
are properly addressed and resolved.
 All stakeholders are provided with readily available, updated, and
accurate data and records for information and decision-making.
 SDO teaching and non-teaching personnel are committed,
competent, innovative, and accountable in the performance of
their duties and responsibilities and continuously improve to
meet performance standards across access, quality, and
governance.
 Schools and Learning Centers are provided with adequate
services and resources that ensure a child-friendly and healthy
learning and working environment
Key Performance
Key Results Areas Objectives Outputs Outputs Indicators
Indicators
Administrative To properly and promptly Percentage of personnel Processed and issued
Management provide personnel action who are regularly and salaries and benefits
and compensation promptly provided with Duly signed payroll
compensation and
Approved Appointments,
accorded suitable
Promotions,
SDO _ Office of the Schools Division Superintendent

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Office Functions – Ver. 2
Key Performance
Indicators
personnel action Reclassifications,
Deployment, etc
To maintain an updated 100% of data and records Hard/Soft Copy of
and accurate Information were available as soft Records
Management System and/or hard copy Encoded data in a stand-
alone computer junket to
all systems
To provide schools, 100% allocation of Memorandum Receipts
Learning Centers and supplies, materials and (MRs)
SDO with necessary equipment were
Inventory of supplies,
supplies, materials and delivered/issued
materials and equipment
equipment
To develop a well- 100% implementation of Client satisfaction surveys
planned, directed and government laws, policies,
coordinated system for plans, programs, rules Administrative reports
records management and and regulations on Personnel feedback
general services records management and mechanism
general service functions
based on client
satisfaction surveys
100% adherence to 5S
standards
Financial Management To provide SDO Percentage of schools Report on financial issues
management with provided with seminars and concerns addressed
economical, efficient, and and workshops on
effective accounting and financial management vs. Reports on Training/
budgeting services to targets Budget-Planning

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Key Performance
Indicators
ensure the cost-effective workshops conducted
utilization of financial Number of schools and Guidelines on Fund
resources of the division Learning Centers utilization
and schools monitored with proper
reporting of the generation Monitoring and Evaluation
and utilization of funds vs. (M&E) Reports
targets
Percentage of claims of
payments of salaries,
benefits, and
reimbursements processed Payroll
vs. target
population/number of
incoming requests
Percentage of distribution Financial reports
of national fund allotments
Liquidation Reports of
to schools and learning
schools and Learning
centers vs. target
Centers
population
Performance To manage the Percentage of schools Customized RPMS
Management implementation of adhering to the
Results-based customized RPMS
Performance
Management System
(RPMS) in accordance to
the schools’ prevailing
situations and realities

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Key Performance
Indicators
To formulate processes Percentage of schools
Accreditation processes
and standards for school adhering to accreditation
and standards
accreditation standards
To develop a feedback Percentage of feedback Feedback mechanism
mechanism tool that from clients tool
enhances the delivery of
frontline services
Ancillary services To provide legal advice Number of legal advice Legal advice/opinions/
(Legal, ICT) and render legal opinions and legal opinions/ decisions
to the Schools Division decisions rendered vs.
Note: Legal Function for Superintendent (SDS), number of incoming Memorandum of
Medium-sized to Very Assistant Schools Division requests within the Agreements (MOAs)
Large SDOs only Superintendent (ASDS), prescriptive period reviewed
officials of the Division in
relation to the
performance of their
functions
To evaluate complaints Percentage of complaints Report on complaints
filed, conducts acted upon acted upon
investigation and draft Report on investigations
decisions and orders on conducted
cases filed against non-
teaching personnel within
the Division
To draft actions/ Number of endorsements Endorsements and draft
endorsements on made vis-à-vis number of action plan.
complaints and letters for complaints received.

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Key Performance
Indicators
signature of the SDS in
accordance with the
provisions of the law and
DepED rules and
regulations
To interpret laws and Percentage of documents
rules affecting the interpreted vis-à-vis Draft interpretation of
implementation of various number of endorsements/ laws and rules
Division programs referrals received
To prepare and review
contracts, Memorandum Memorandum of
Number of MOAs and
of Agreement (MOAs) and Agreement
legal instruments
instruments to which the
reviewed within the target
Division or any of its
date vs. incoming
offices and school is a Reviewed Legal
requests
party, and interprets the Instruments
provisions therein
To conduct investigations
of complaints against Investigation Reports/
Number of investigations
teaching personnel as Indorsements
conducted vs. targets
may be delegated by the
Regional Office (RO)
To represent the SDO in Number of Legal Pleadings, legal briefs
court cases, when representation/
deputized by the Office of appearance before
the Solicitor General appropriate tribunals vs.
(OSG) number of deputized

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Key Performance
Indicators
representations
To manage and maintain Number of schools and M&E Reports

the Information and learning centers
Communication monitored on ICT
Technology (ICT) infrastructures, programs,
Systems and and projects, within the
Infrastructure of the SDO vs. targets
Division to effectively
support operations
To manage and Approved ICT Plan
implement ICT programs
and projects in the
Division to ensure data
validity and effective
utilization of the systems
To participate and Percentage of increase in Functional ICT System
communicate with Central the number of
Office and other ICT Units partnerships forged vs. MOA/Memorandum of
across levels with regard baseline data, in Understanding (MOU) on
to the implementation of collaboration with RO and partnerships
national ICT and ICT- CO
related programs

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Job Description – Ver. 2
Job Description Summary
Office of the Schools Division

Bureau/Service Schools Division Office Division/Unit
Superintendent
Key Result Area/s 1. Administrative Management

2. Financial Management
3. Performance Management
4. Ancillary Services (Legal, ICT)
Note: Legal functions for Medium-sized to Very Large SDOs only
JD Position
Position Job Summary Key Result Area Reports to
Number Supervised
Schools Division  Ensure quality in the delivery of basic  Strategic Management Regional ASDS,
Superintendent education services by developing and Operations Director Division
division work systems and procedures,  Curriculum and Chiefs
setting standards consistent with the Instruction Management
national and regional educational  Human Resource
policies, plans and standards and Development and
ensure compliance thereto. Management
 Plan and manage the effective and  Resource Management
efficient use of financial, human, and  Partnership
physical resources of the Schools and Linkages
Division towards achievement of DepED
thrusts and goals
 Monitor/supervise that the operations of
public and private elementary,
secondary and integrated schools and
learning centers are within DepEd
standards.
SDO_Office of the Schools Division Superintendent

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JD Position
Number Supervised
Assistant  Reports directly to the Schools Division  Strategic Management Schools As assigned
Schools Division Superintendent (SDS) to generally and Operations Division by SDS
Superintendent provide overall management and  Curriculum and Superintendent
technical assistance for the efficient Instruction Management
operations and effective implementation  Human Resource
of policies and education programs at Development and
the Schools Division level. Management
 Resource Management
 Partnership and Linkages
Attorney III To provide effective, efficient, judicious and  Impartial, evidence- Schools Legal
expeditious legal service to the Division basaed, and speedy Division Assistant I
Office through: investigation Superintendent
 impartial, evidenced-based, and speedy  Provide effective and
disposition of administrative cases; efficient in-house general
 effective and efficient delivery of in- legal services
house legal services ;  Safeguarding the
 safeguarding the Department’s rights Department’s rights and
and interests on School Sites; and interests on school sites
 constant monitoring and timely  Timely submission of
submission of reportorial requirements report on matters which
to appropriate authorities. are required by law
Legal Assistant I To gather, examine and analyze  Impartial, evidence- Attorney III
information/facts received and conduct basaed, and speedy
investigation on cases/ matters/ issues investigation
received/ submitted/ referred to the Schools  Provide effective and
Division Office and to provide clerical support efficient in-house
to the Attorney III for the effective and general legal services
efficient operation of the Legal Unit.  Safeguarding the
Department’s rights and
interests on school sites

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JD Position
Number Supervised
 Timely submission of
report on matters which
are required by law
 Clerical Support
 Records Management
 Administrative Support
 Secretariat/Frontline
Information Provide technical support to the Division  ICT systems and Schools
Technology Management (SDS) in managing ICT infrastructure Division
Officer I solutions and services for governance and management Superintendent
education, in the implementation of programs  ICT programs and
and projects that meets strategic goals and projects implementation
objectives, and provide technical assistance  Partnerships and
to schools and learning centers in the stakeholder
integration of ICT in teaching-learning in management
accordance with set policies, standards and  ICT policies and
methodologies for ICT development and use. standards
implementation
 Technical assistance to
schools on integration of
ICT in school
governance, teaching
and learning
 ICT M&E
Administrative To provide management with economical,  Budget Preparation Schools Administrative
Officer V efficient, and effective budgeting services  Budget Execution Division Assistant I (for
(Budget Officer and reliable and timely financial information  Budget Accountability Superintendent Budget)
III ) for decision making towards the cost- and Reporting
effective utilization of financial resources of  Budget Systems
the division Maintenance,

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JD Position
Number Supervised
Monitoring and
Evaluation
 Technical Assistance
Administrative To provide general and routine clerical  Budget Preparation, Budget Officer
Assistant I (for support to the budgeting officer in the Execution and III
Budget) preparation of budgetary requirements Accountability Data and
needed for submission to the DBM and Documents
reports in compliance to other attached
agencies.
To provide administrative support to the
Finance Services functions.
Accountant III To analyze and attest to the accuracy of  Financial Records and Schools Admin.
accounting records and reports and provide Reports Division Assistant III &
information and advice to the management  Financial Systems Superintendent Admin.
of the schools division to ensure that the Maintenance Assistant II
utilization of funds for basic education are  Monitoring and
maximized and compliant with government Evaluation
accounting rules and regulations  Technical Assistance
To supervise, facilitate and monitor the work  Accounting Services
of the accounting personnel and provide Performance
technical assistance to school heads and
implementing units to ensure proper
utilization of funds and preparation of reliable
and timely financial reports.
Administrative To maintain and safeguard the books,  Financial Records and Accountant III
Assistant III records and supporting schedules of the Reports
(Senior Division Office by keeping track of accounts,  Account Tracking
Bookkeeper) and verifying the accuracy of procedures  Financial Transactions
used for recording financial data that are Recording Procedures
necessary for the preparation of timely and

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JD Position
Number Supervised
reliable reports which will aid the
management in making informed decisions.
Administrative To support accounting operations by filing  Accounting Records Accountant III
Assistant II documents; reconciling statements; running  Accounting Reports
(Accounting software programs.
Clerk)
Administrative To supervise the team that will provide the  Administrative Policies Schools Administrative
Officer V Schools Division Office with timely, and Guidelines Division Officer IV and
(Admin) responsive and economical administrative  Personnel Administration Superintendent Administrative
services in personnel and records  Records Management Aide VI
management, cash disbursement,  Cash Management (Records,
procurement , security and custody of  Supply and Procurement Supply,
property and the maintenance of facilities, in  Security and Custody of Cashier,
order to ensure efficient operation of the Properties Budget,
schools division office towards enabling  Maintenance of SDO Personnel)
schools and learning centers provide Grounds and Facilities
accessible and quality and basic education.
 Administrative Service
Performance
Administrative To provide clerical and secretariat support to  Schedules Administrative Administrative
Aide VI (Admin) AOV and administrative services function. Service Activities Officer V
 Records and Files (Admin)
 Administrative Support
 Secretariat and Frontline
Administrative To provide personnel administration services  Recruitment, Selection Administrative Admin. Aide
Officer IV to the management and personnel of the and Placement Officer V VI (Personnel)
(Personnel) Schools Division in the areas of recruitment  Personnel Actions
and selection, personnel administration,  Salary Administration and
compensation and benefits administration, Personnel Records
personnel records, while ensuring  Benefits Administration
adherence to the standards, rules and

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JD Position
Number Supervised
regulations in personnel administration of  Personnel Information
government oversight agencies (CSC, DBM, System
COA, etc.)
Administrative To provide assistance to the AO IV for  Recruitment, Selection Administrative
Aide VI Personnel, in the provision of personnel and Placement Officer IV
(Personnel) administration services to the management  Personnel Actions (Personnel)
and personnel of the Schools Division  Salary Administration and
Personnel Records
 Benefits Administration
 Personnel Information
System
Administrative To establish and maintain a records  Records Management Administrative
Officer IV management system, including the creation, System Officer V
(Records) classification, storage, maintenance, use and  Receiving and Releasing
disposition of operating records and  Documentation
documents of permanent, legal, and Authentication and
historical value and ensure the security, Verification
preservation, and efficient access and  Reporting
retrieval of such records when needed by the  Technical Assistance
schools division office management and  Unit Performance
staff.
Administrative To manage cash collections, disbursements,  Cash Collection Administrative Admin. Aide
Officer IV (Cash) liquidations and preparation of reports to the  Cash Disbursement Officer V VI (Cash)
accounting office to ensure proper utilization Payment and Remittance
and timely disbursement of funds and  Liquidation and Reporting
liquidation of cash advances to pay for
government obligation in accordance with
accounting and auditing rules and
regulations

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JD Position
Number Supervised
Administrative To provide assistance to the AO IV for Cash,  Cash Collection Administrative
Aide VI (Cash) in cash collection and disbursement, and in  Cash Disbursement Officer IV
the preparations and submission of cash Payment and Remittance (Cash)
related reports.  Liquidation and Reporting
Administrative To provide technical services to the  Policies, Standards, Administrative Admin. Aide
Officer IV management and staff of the SDO in relation Guidelines, Systems Officer V VI (Property)
(Property) to procurement (using alternative mode),  Procurement and
inspection, acceptance, issuance, storage, Acquisition
maintenance and inventory of material  Delivery Inspection and
resources, equipment, and properties to Acceptance
support the efficient operations of the  Custodianship
schools division office in managing the  Disposal
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.
Administrative To provide administrative support to the  Supplies and Materials Administrative
Aide VI Supply Officer in the conduct of the inventory  Properties and Officer IV
(Property of physical properties, supplies, materials, Equipment (Property)
and equipment and in maintaining proper  Documents and Records
storage, delivery, and issuance of such, to
ensure adequate and timely provision of
supplies and equipment to the management
and staff of the SDO

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JOB DESCRIPTION JD No. ______ Revision Code: ______
Department of Education
Position Title Administrative Aide IV Salary Grade 4
Parenthetical Title Driver II Governance Level Schools Division Office
Bureau/Service Unit/Division
Office of the Schools Division Superintendent OSDS
/Division
Reports to Schools Division Superintendent Effectivity Date
Positions Supervised None
JOB SUMMARY
Provide transport service to the Schools Division Superintendent and deliver prompt and quality support service to the OSDS by assisting
in the implementation of administrative systems, procedures and projects in order for the Director to perform his/her duties efficiently
QUALIFICATION STANDARDS
A. CSC Prescribed Qualifications
Education Elementary School Graduate
Experience None required
Eligibility Professional Driver's License (MC 11, s. 1996 - Cat. IV)
Trainings None required
B. Preferred Qualifications
Education At least College Level
Experience One year experience in four (4) wheel vehicle
Eligibility Professional Driver’s License Holder
Trainings
Others Basic Knowledge in Computer Operations such as Microsoft Word/Excel
TESDA Certificate Holder
SDO _ OSDS_Administrative Aide IV

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KEY RESULT AREA/S DUTIES AND RESPONSIBILITIES

Driving  Drives the service vehicle of the SDS to destinations as directed by the SDS/ASDS or
through the office Administrative Assistant
Vehicle Maintenance  Keeps the service vehicle in good condition and performs trouble shooting and maintenance
activities as needed
 Recommends repair or replacement of damaged parts to General Services unit and
follows up to ensure vehicle serviceability at all times.
 Prepares/encodes fuel and oil consumption and distance traveled and submits report to
General Services.
Messengerial and Photocopying  Bring memos, documents to offices as assigned by the office Administrative Assistant.
 Photo copy documents as needed.
Recording  Receive and record in logbook documents addressed to the office and turnover such to the
Administrative Assistant.
 Record and release documents for other offices as instructed by the Administrative
Assistant.
Communication  Answer telephone calls within 3 rings and refer the caller to the proper office or staff or take
down the message and relay to the proper office or staff.
SDO _ OSDS_Administrative Aide IV

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JOB DESCRIPTION JD No. ______ Revision Code: ___
Position Title Administrative Assistant II Salary Grade 8
Parenthetical Title Accounting Clerk Governance Level SDO
Unit/Division Accounting Unit - Finance
Office/Bureau/Service Office of the Schools Division Superintendent
Division
Reports to Accountant III Effectivity Date
Positions Supervised
JOB SUMMARY
To support accounting operations by filing documents; reconciling statements; running software programs.
Education Completion of two years in college
Experience 1 year relevant experience
Eligibility Career Service Professional (First Level Eligibility)
Trainings 4 hours of relevant training
Education
Experience
Eligibility
Trainings
SDO _ OSDS _ Finance _ Acctg _ ADAS2

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KRA DUTIES AND RESPONSIBILITIES

Accounting Records 1. Receives accounting documents and maintains a record by photocopying and filing documents
upon receipt, for future reference.
2. Maintains accounting databases by entering data into the computer and processing backups.
3. Reconciles bank statements by comparing statements with general ledger.
Accounting Reports 1. Verifies financial reports by running performance analysis software program.
2. Determines value of depreciable assets by running depreciation software program.
SDO _ OSDS _ Finance _ Acctg _ ADAS2

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JOB DESCRIPTION JD No. ______ Revision Code: __
Position Title Administrative Officer V Salary Grade 18
Parenthetical Title Budget Officer III Governance Level SDO
Office/Bureau/Service Office of the Schools Division Superintendent Unit/Division Budget Unit - Finance Division
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 Bachelors degree relevant to the job
Experience 2 years relevant experience
Eligibility Career Service Professional (Second Level Eligibility)
Education
Experience
Eligibility
Trainings
SDO _ OSDS _ Finance _ Budget _ ADOF5

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KEY RESULT AREAS DUTIES AND RESPONSIBILITIES

Budget Preparation 1. 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.
2. Prepares budget proposals for the Schools Division, by consolidating the proposals of the various units
of the SDO, Schools and Learning Centers
3. 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.
4. Reviews/Refines justifications for budget proposals to attain the required funds.
5. Implements needed budget revisions based on outcome of budget hearings
6. 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
7. Answer communications pertaining to budget queries
8. 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.
9. 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
10. 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 1. Evaluates and identifies cost efficiency of various units in the utilization of budget against their work
and financial plan
2. Certifies availability of allotments, monitors and records expenditures in appropriate registries
3. Coordinates with offices regarding their programs, projects and activities (PPA) for update and status
relative to funding and expenditure
4. Evaluates statement of allotment obligations and balances for decision-making purposes

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Budget Accountability and 1. Assist in the preparation of the Budget Accountability Reports (BAR) together with the Planning Officer
Reporting III
2. Analyzes “Summary of Financial Reports” as to accuracy for submission to various agencies
3. Evaluates financial performance in accordance with the approved AIP/Work and Financial Plan
4. 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
Budget Systems 1. Recommends and prepares budget related guidelines and memorandums for approval and issuance of
Maintenance, Monitoring and the SDS.
Evaluation 2. Coordinates with various offices/project teams on the effective and uniform implementation of the
budgetary controls systems
3. 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
Technical Assistance 1. Gather data on needs and difficulties encountered by other personnel in the Division with regard to
Budgeting. (Technical assistance needs)
2. Provides technical assistance to School Heads and other Finance personnel of the Schools Division
(Technical assistance interventions)
3. 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.

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JOB DESCRIPTION JD No. ______ Revision Code: ____
Position Title Administrative Assistant I Salary Grade 7
Parenthetical Title Accounting Machine Operator Governance Level SDO
Office/Bureau/Service Office of the Schools Division Superintendent Unit/Division Budget Unit - Finance Division
Reports to Budget Officer III Effectivity Date
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 At least 2 years college level
Experience none
Trainings none
Additional Requirements Basic knowledge in computer operation such as Microsoft Office, Excel, Power point, use of the internet
SDO _ OSDS _ Finance – Budget _ ADAS1

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Budget Preparation, Execution 1. Identifies and gathers data needed in the preparation of budget proposals, budget execution
and Accountability Data and documents and budget accountability reports
Documents 2. Reviews supporting documents of claims as to compliance with budgeting, accounting and auditing
rules and regulations
3. Provides clerical support in the preparation of budget proposals
4. Prepares obligation request for claims
5. Prepares reports on the budget matters
SDO _ OSDS _ Finance – Budget _ ADAS1

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Job Description – Ver. 2.1
JOB DESCRIPTION JD No. _____ Revision Code: ___

Department of
Education
Position Title Schools Division Superintendent (SDS) Salary Grade 26
Parenthetical Title Governance Level Schools Division Office
Unit/Division Office of the Schools Division Superintendent Office/Bureau/Service
Reports to Regional Director, DepEd Executive Committee Effectivity Date
(Secretary, Undersecretary and Assistant Secretary)
Positions Supervised Assistant Schools Division Superintendent
JOB SUMMARY
Schools Division Superintendent (SDS) provides overall management and technical assistance for the efficient operations and effective
implementation of policies and education programs at the Schools Division level. The SDS ensures quality in the delivery of basic
education services by developing division work systems and procedures, setting standards consistent with the national and regional
educational policies, plans and standards and ensures compliance thereto.
The SDS oversees the effective and efficient use of financial, human, and physical resources of the Schools Division and the operations
of public and private elementary, secondary and integrated schools and learning centers are within DepEd standards.
Education Master's degree in Education or its equivalent
Experience 5 years of relevant experience involving management and supervision; 1 year as Assistant Schools Division
Eligibility Career Service Executive Eligibility (CSEE)
Career Executive Service (CES)
Trainings 32 hours of training in management and supervision
SDO_OSDS_Schools Division Superintendent

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 Leads in the development and implementation of policies, research agenda, and Division Education
Strategic Management and Development Plan (DEDP)/ strategic plan for the entire schools division
Operations  Initiates the implementation of programs and initiatives anchored on evidence-based planning, in
collaboration with the Assistant Schools Division Superintendent, Curriculum Implementation Division
This KRA includes Education (CID) and Schools Governance and Operations Division, to ensure quality and accessible education
Plan, Policies, Programs in schools and learning centers;
Management and M&E. It also
 Supervises the implementation of quality assurance processes on SIP, SBM and other programs and
captures ancillary services to
projects as basis for continuous improvement
operations such as ICT,
 Communicates and coordinates with Central Office and other Public Affairs offices across levels of
DRRM, Health and Nutrition
DepEd and other government agencies regarding information, news, and other matters relating to
and internal communications
their functions;
 Manages information flow and internal communications
 Oversees the operationalization of the Management Information System (MIS)
 Approves, implements and manages monitoring of Division and School Disaster Risk Management
Plans and regularly reviews and tests the plan consistent with other national and local planning
programs;
 Promotes and raises public awareness on policies and directives relative to disaster risk management;
responds to and manages the adverse effect of emergencies in their areas of jurisdiction;
 Oversees the Division and School Populace through the management and implementation of health
programs, provision of basic health and nutrition services and establishment of a healthful school
environment.
 Leads healthy lifestyle habits and practices among teachers and non-teaching personnel for them to
become more efficient and effective workers.
 Ensures coordination with Division Field Technical Assistance Team (DFTAT) for the provision of
technical assistance for the division and schools
 Supervises the operations of all public and private pre-schools, elementary, secondary, integrated
Curriculum and Instruction schools and learning centers in the schools division; promote awareness of, and adherence by all
Management schools and learning centers to accreditation standards

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 Organizes, develops, directs and administers the Schools Division and exercises general supervision
over basic education and non-school based education programs (kindergarten, elementray,
secondary ALS and non-school based education programs) in the provincial or city schools division
 Leads in ensuring compliance to quality standards and managing programs for curricula
implementation, localization of curricula, and teaching through the Curriculum Implementation
Division (CID)
 Initiates and directs the development of local curriculum materials and programs;
 Recommends evaluation of applications for new schools, separation of annexes, integration of
schools, permit/recognition to operate
 Conducts periodic visits to public and private schools and learning centers to check compliance with
standards in the implementation of curricular requirements and programs/projects
 Ensures coordination with Division Field Technical Assistance Team (DFTAT) for the provision of
technical assistance for the division and schools
 Oversees hiring, placing and evaluating all division supervisors and schools district supervisors as
well as all employees in the division, both teaching and non-teaching personnel, including school
heads, except for the assistant division superintendent
 Approves proposed training needs by all Direct Supervisors for all teaching and non-teaching staff
within the schools division through the School Governance and Operations Division (SGOD)
 Evaluates performance of Chiefs, Supervisors, Public Schools District Supervisors (PSDS),
Principals, and other direct reports; evaluates performance of ASDS and recommends to ARD
 Reviews implementation of INSETs and/or Learning Center Improvement Plan
Human Resource
Development and  Formulates Staff Development Plan and Welfare Programs for all direct reports
Management  Evaluates and approves administrative matters such as leave forms, authority to travel and daily time
record
 Approves appointments and deployments, and evaluate and recommend personnel actions
(promotions, transfers, reassignments, and reinstatements and dropping from the rolls) on all
personnel of the Schools Division, except the Assistant Schools Division Superintendent/s;
 Spearheads the planning and implementation of a comprehensive Professional Learning &
Development Program for teaching and non-teaching personnel;
 Acts as disciplining authority for administrative actions against non-teaching personnel in their
respective schools divisions.

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 Commences administrative proceedings motu propio in case of non-teaching personnel within their
jurisdiction.
 Acts on complaints brought before her office, including appointing an investigator/s who shall
conduct fact-finding investigation or preliminary investigation
 Chairs the Formal Investigating Committee when the respondent is a teacher
 Leads in budget preparation and allocation, and ensures proper use of funds and resources at Division
Resource Management Office, Schools and Learning Centers
 Supervises the division office management with economical, efficient, and effective accounting and
budgeting services to ensure the cost-effective utilization of financial resources
 Exercises general administration and supervision of properties both fixed and movable within his/her
jurisdiction, and approve the allocation/use and/or acquisition/procurement of goods and services for
instructional and non-instructional purposes, including repairs, maintenance, rehabilitation and
construction of education facilities, subject to existing rules and regulations
 Functions as Head of Procuring Entity (HoPE) adhering to rules and regulations
 Plans programs and manages the distribution of national fund allotments as well as monitor the
utilization of funds provided by the national government and the local government units to the schools
and learning centers;
 Prepares and recommends approval of budgets of schools within the schools division to the
provincial/city board, and confer with them on matters affecting school appropriations and
disbursements;
 Sits as co-chair of the Provincial/City School Board and/or as officer/member of other bodies as
Partnership provided by law;
and Linkages  Accepts grants, donations, bequests and other forms of assistance from various donors and
benefactors of basic education;
 Coordinates and cooperate with local government units and non-government organizations including
national government offices on matters affecting schools/LCs and certain community development
projects;
 Establishes linkage and network with other local government units for disaster risk reduction and
emergency response purposes;

Page 4 of 5
 Spearheads in partnerships and linkages with Local Government Units (LGUs), Non-Government
Organizations (NGOs), Government Organizations (GOs), and other agencies
Other Duties  Performs such other functions as may be provided by law, rules and regulations.

Page 5 of 5
Position Title Administrative Assistant III Salary Grade 9
Parenthetical Title Senior Bookkeeper Governance Level SDO
Unit/Division Office of the Schools Division Superintendent Office/Bureau/Service Accounting Unit - Finance Division
Reports to Accountant III Effectivity Date
Positions Supervised Page/s
JOB SUMMARY
To maintain and safeguard the books, records and supporting schedules of the Division Office by keeping track of accounts, and verifying the
accuracy of procedures used for recording financial data that are necessary for the preparation of timely and reliable reports which will aid the
management in making informed decisions.
Education
Experience
Eligibility
Trainings
SOD _ OSDS _ Finance _ Acctg _ ADAS3

Page 1 of 2

Financial Records and Reports 1. Ascertains that transaction have been properly recorded in books
2. Verify financial statements made by subordinate, verify the journal voucher
3. Prepares adjusting entries and journal vouchers
4. Prepares trial balances, monthly statements of income and expenditure and other
financial statements;
Account Tracking 1. Prepares schedules to support statements of accounts and other financial statements for
incorporation in the books of accounts or progress reports
2. Prepares the reconciliation of books of accounts to make the necessary adjustments to
maintain accuracy and updated records
Financial Transactions Recording 1. Recommends to management and drafts correspondence pertaining to
Procedures financial/bookkeeping matters based on issuances of CO Finance and oversight agencies
and monitors understanding and application of such by SDO, schools and learning
centers.
2. Provides inputs for improvement of accounting section
3. Reviews, revises and gives feedback on the work of accounting and bookkeeping staff.
SOD _ OSDS _ Finance _ Acctg _ ADAS3

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Position Title Accountant III Salary Grade 19
Parenthetical Title Governance Level SDO
Office/Bureau/Service Unit/Division Accounting Unit - Finance
Office of the Schools Division Superintendent
Division
Positions Supervised Admin. Assistant III & Admin. Assistant II
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
 Ensures that financial report will be fairly presented. That all recordable transactions must be taken up accurately in the books and that all
disbursements are properly documented and in accordance with laws, 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.
Education Bachelor's degree in Commerce/Business Administration major in Accounting
Eligibility RA 1080 (CPA)
Education
Experience
Eligibility
Trainings
SDO _ OSDS _ Finance _ Acctg _ Accountant III

Page 1 of 4

Financial Records and Reports 1. 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
2. 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
3. Prepares replies to Audit Observation Memorandum (AOM), requests and endorsements and
other communications from other agencies
Financial Systems Maintenance 1. 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.
2. 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
3. Develop and issue reference materials and handbooks to make easy the implementation of the
system in the SDO.

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Monitoring and Evaluation 1. 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.
2. 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
3. Reviews the existence of accounts payable/unpaid obligations to facilitate processing of claims on
government obligations to internal and external stakeholders
4. Reviews the safekeeping of accounting records, documents, correspondences and reports, and
ensures maximum security and systematic compilation of various accounting information
Technical Assistance 1. 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.
2. Provides technical assistance and supervises special disbursing officers and bookkeepers of
schools to enable them to properly implement the financial systems.
3. 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 1. Ensure timely submission of all financial reports to overseeing body
2. 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.
3. Manage personnel work assignment to ensure equitable work distribution towards
accomplishment of division goals and targets.

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4. Submits accomplishment report of accounting services to inform SDO management of progress,
issues, and challenges for corrective action
5. Conduct performance appraisal feedback and ratings on direct reports towards continues
improvement of performance.
6. Prepares and implements a Professional Development Plan for accounting services personnel to
ensure continuous learning and professional competence
7. 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.
8. Conducts regular Meetings of the accounting services for regular updates and work coordination.
9. Cultivate a supportive environment for the staff to perform and meet targets through continuous
work place improvement and establishing enabling structures and systems
10. Coordinate with other government agencies/overseeing bodies

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Position Title Administrative Assistant III Salary Grade 9
Unit/Division Office of the Schools Division Superintendent Office/Bureau/Service OSDS
JOB SUMMARY
To provide prompt and quality support service to the SDS by implementing administrative systems, procedures, and monitoring
administrative projects in order for the SDS to perform his/her duties efficiently.
Trainings 4 hours of relevant training to the position (office management skills, computer skills)
Education Two years college or two year vocational course (secretarial) preferably Bachelor’s degree in a related course
Experience
Eligibility TESDA Certificate Holder
Trainings Basic Knowledge in Computer Operations such as Microsoft Office

Office Schedules  Schedules/calendars meetings/appointments of the SDS with other offices/Staff by calendaring,
following up and confirming attendance of both parties
SDO_OSDS_Administrative Assistant III

Page 1 of 2

Communications/Documents  Reviews documents received and prepares referral slips by identifying contents of documents for
action of the SDS or routing document to the concerned office or person.
Guests Reception  Entertains visitors/guests of the Director/Directorate by attending to their needs promptly thus
lessening the time demand on the Director.
Records/Files  Identifies/sorts official documents, correspondence per programs/projects as to confidentiality and

importance for proper labeling/ filing and safekeeping for future reference
Personnel Matters  Monitors daily attendance of employees/staff in the Directorate by recording daily attendance and
comparing time card versus logbook
Technical/Administrative  Prepares minutes of meetings/agenda attended and conducted by the Office of the SDS by recording
Support and transcribing the encoding agreements made and disseminate it to the attendees for future
reference and follow through of agreements.
 Facilitates travel documents (local and abroad) of the Director by preparing travel authority, itinerary
and other required documents and making such available for the Director on or before travel date.
 Facilitates supporting documents for cash advances in connection with the conduct of a certain
activity, official travels ( local and abroad), reimbursements, liquidation reports of the
Director/directorate by preparing required documents/forms
 Prepares PowerPoint presentation drafted by the SDS for use in the scheduled speaking engagement
 Provides administrative support/logistics needs in the implementation of the Office
programs/projects/activities initiated by the Director/Directorate through collection/consolidation of
participants’ attendance and directory, consolidation of P/P/As output, preparation of
supplies/materials/equipment
SDO_OSDS_Administrative Assistant III

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Position Title Attorney III Salary Grade 21
Office/Bureau/Service Office of the Schools Division Superintendent Unit/Division Legal Unit
JOB SUMMARY
To provide effective, efficient, judicious and expeditious legal service to the Division Office through:
 impartial, evidenced-based, and speedy disposition of administrative cases;
 effective and efficient delivery of in-house legal services ;
 safeguarding the Department’s rights and interests on School Sites; and
 constant monitoring and timely submission of reportorial requirements to appropriate authorities.
Education Bachelor of Law
Experience One (1) year relevant experience
Eligibility RA 1080 (Bar)
Excellent written and verbal communication skills
At least 1 year of supervisory and managerial experience
Basic knowledge in computer operation such as Microsoft Office, Excel, Power point, use of the internet
MCLE Compliant
SDO_OSDS_Attorney III
Page 1 of 2

Impartial, evidence-basaed, and 1. Evaluation of complaint
speedy investigation 2. Conduct the preliminary/fact-finding investigation
3. Prepare resolution, formal charge, decision, comment for cases on appeal
Provide effective and efficient in- 1. Provide legal opinion, interpretation and /or advice on laws, rules and regulations, and
house general legal services policies concerning the Department to the SDS or to any personnel of the SDO
2. Assist the Formal Investigating Committee during the Formal Investigation (act as amicus
curiae)
3. Prepare , study, and review contracts/ agreements/ MOA
4. Evaluate requests for clearances, certifications
5. Lead and manage the work of the SDO Legal Unit Plan/organize the work of the Legal Unit
(WFP and APP)
6. Assist the SolGen in suits against personnel of the SDO and in suits involving school sites
or represent the same in court cases when deputized by the OSG
Safeguarding the Department’s rights 1. Coordinate CENRO,PENRO, DENR-RO, DPWH, LRA, NCIP, DOH and other partner
and interests on school sites agencies for the issuance of Special Patent or Certificate of Title of our schools sites
2. Prepare and/or review documents pertaining to school site (ex. Deed of Donation,
Usufruct, Sale; Title, Tax Declaration
3. Coordinate with appropriate authorities for issues/concerns relating to school sites
4. Conduct ocular inspection on school sites to validate issues and concerns.
Timely submission of report on 1. Submit reportorial requirements to appropriate Offices on-time (Summary Report on Child
matters which are required by law Protection/Anti-Bullying Policy)
SDO_OSDS_Attorney III
Page 2 of 2
Position Title Information Technology Officer I Salary Grade 19
Officce/Bureau Unit/Division /Service Information, Communication &
Office of the Schools Division Superintenden
Technology Unit
JOB SUMMARY
Provide technical support to the Division Management (SDS) in managing ICT solutions and services for governance and education, in the
implementation of programs and projects that meets strategic goals and objectives, and provide technical assistance to schools and learning
centers in the integration of ICT in teaching-learning in accordance with set policies, standards and methodologies for ICT development and
use.
Education Bachelors Degree relevant to the job
Eligibility Career Service (Professional) Second Level Eligibility
Trainings 8 hours relevant training
Education
Experience One year of relevant experience in supervisory function
Eligibility
Trainings Should have 200 hours relevant training (80 hours education and 120 hours ICT related)
Others IT project management experience (minimum of 3 years in at least 3 projects of varying ICT project management
areas)
Demonstrate ability to relate to different stakeholders & clients to identify ICT needs and requirements
Ability to identify resource requirements and mobilize resources for ICT projects
SDO_OSDS_Information Technology Officer I

Page 1 of 2

ICT systems and infrastructure 1. Manage and coordinate the implementation of ICT programs and projects in the division, schools and
management learning centers to ensure that these projects meet the development objectives through participation
and collaboration among stakeholders and implementers
ICT programs and projects 1. Lead the formulation of plans to ensure the strategic development and use of ICT in the division,
implementation 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 1. Coordinate with the training and development division and other ICT partners on ICT capacity building
management 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
2. 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 1. Manage the day-to-day provision of ICT services including the maintenance of technology infrastructure
implementation 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 1. Provide technical assistance to schools and learning centers in the integration of ICT in teaching and
schools on integration of ICT learning to ensure the maximum and strategic utilization of ICT in collaboration with the Curriculum
in school governance, teaching Implementation Division
and learning 2. 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 1. 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.
SDO_OSDS_Information Technology Officer I

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Position Title Legal Assistant I Salary Grade 10
Office/Bureau/Service Office of the Schools Division Superintendent Unit/Division Legal Unit
Reports to Attorney III Effectivity Date
JOB SUMMARY
To gather, examine and analyze information/facts received and conduct investigation on cases/ matters/ issues received/ submitted/ referred to
the Schools Division Office and to provide clerical support to the Attorney III for the effective and efficient operation of the Legal Unit.
Education Bachelors Degree
Experience None required
Eligibility Career Service (Professional)- Second Level Eligibility
Trainings None required
Education Preferably with at least 18 units of LLB
Excellent written and verbal communication skills
Basic knowledge in computer operation such as Microsoft Office, Excel, Power point, use of the internet
SDO_OSDS_Legal Assistant I
Page 1 of 3

Impartial, evidence-basaed, and speedy 1. Prepare the order to submit counter-affidavit/answer and notice of hearing
investigation 2. Conduct research of applicable laws, rules and regulations, jurisprudence
3. Create and maintain case files(expediente) of pertinent documents for current and
pending administrative cases for ease in historical reference.
4. Create and maintain data base on status of cases
Provide effective and efficient in-house 1. Prepare simple/basic correspondence and communications.
general legal services
Safeguarding the Department’s rights 1. Create and maintain data base of schools sites
and interests on school sites 2. Consolidate the Complete Staff Work (CSW) of every school site within the SDO
Timely submission of report on matters 1. Logs, follow-up and consolidate reports on Schools Compliance to Child Protection/Anti-
which are required by law Bullying Policy
2. Create and maintain data base of cases involving Child Abuse and Bullying
Clerical Support 1. Schedules/calendars Legal Unit’s activities such as training and workshops,
meetings/appointments with other offices and with staff, by calendaring, following up and
confirming attendance to meetings for efficient coordination and utilization of personnel
time.
Records Management 1. Receives, records and routes documents addressed to the Legal Unit by logging and
attaching a routing slip before forwarding to the appropriate person to be able to track and
account for location and status of documents.
2. Maintains a filing system that makes records and documents retrievable and accessible
while ensuring the safety and security of files.
3. Documents proceedings and agreements of meetings as assigned, and distributes copies
of the minutes to concerned parties as well as files a copy for future reference.
4. Notes down the daily “whereabouts” of Legal Unit Staff to respond to be able to locate
them in response to queries from clients
Administrative Support 1. Prepares or encodes into electronic format word documents and other presentation
materials
2. Provides assistance and administrative support to training and conferences as assigned.
3. Coordinates preparation of documents needed in the operations of the Legal Unit.
4. Ensure security of office equipments and availability of office supplies
Secretariat/Frontline 1. Prepares clearances and certifications upon request for the signature of proper
authorities.
Page 2 of 3

2. Coordinates travel bookings of staff based on instructions and gives feedback on status
of bookings.
3. Coordinates meetings and appointment with external parties ( dates and venue, meals
arranged as needed) and confirms such to all concerned
4. Receives and routes incoming calls to or logs information and notifies the concerned party
5. Greets and entertains office visitors and responds to their needs
6. Logs concerns brought to the office and follow through on inquiries
Page 3 of 3
JD No. ______ Revision Code: 00

JOB DESCRIPTION
Position Title Administrative Aide VI Salary Grade 6
Parenthetical Title Governance Level School Division Office
Office/Bureau/Service Unit/Division Office of the SDS
Reports to Schools Divisions Superintendent Effectivity Date
Positions Supervised None
JOB SUMMARY
To assist the management and staff and provide administrative support in the effective and efficient operation of the Office of the Schools
Division Superintendent (OSDS)
Education At least Two year college level
Experience No required experience
Eligibility Career Service Sub-Professional (First Level Eligibility)
Trainings No required training
Education Bachelors degree
Eligibility
Trainings

Plots/Schedules 1. Schedules/calendars OSDS activities such as training and workshops, meetings/appointments of the
Activities SDS with other offices and with staff, by calendaring, following up and confirming attendance to
meetings for efficient coordination and utilization of personnel time.
SDO _ OSDS _ Admin. Aide VI

Page 1 of 2

Record Management 1. Receives, records and routes documents addressed to the SDS by logging and attaching a routing slip
before forwarding to the appropriate person to be able to track and account for location and status of
documents
2. Maintains a filing system that makes records and documents retrievable and accessible while ensuring
the safety and security of files.
3. Documents proceedings and agreements of meetings as assigned by the SDS, distributes copies of the
minutes to concerned parties as well as files a copy for future reference.
Administrative Support 1. Prepares or encodes into electronic format word documents and other presentation materials
2. Provides assistance and administrative support to training and conferences as assigned.
3. Coordinates preparation of documents needed in the operations of SDO
4. Ensure security of office equipment and availability of office supplies
Secretariat/Frontline 1. Receives and routes incoming calls to or logs information and notifies the concerned party
2. Greets and entertains office visitors and responds to their needs
3. Logs concerns brought to the office and follow through on inquiries
4. Coordinates travel bookings of OSDS staff based on instructions and gives feedback on status of
bookings.
5. Coordinates meetings and appointment with external parties ( dates and venue, meals arranged as
needed) and confirms such to all concerned
SDO _ OSDS _ Admin. Aide VI

Page 2 of 2
POSITION AND COMPETENCY PROFILE PCP No. ______ Revision Code: 00
Administrative Aide VI 6
Position Title Salary Grade:
Parenthetical Title Cashiering Services Governance Level Schools Division Office
Unit/Division OSDS- Administrative Unit- (Cash Unit) Office/Bureau/Service
Reports to Administrative Officer IV (Disbursing Officer) Effectivity Date
Positions Supervised None Page/s
JOB SUMMARY
To provide assistance to the AO IV for Cash, in cash collection and disbursement, and in the preparations and submission of cash related
reports.
Education Completion of 2 years studies in college or high school graduate with relevant vocational/trade course
Education Basic knowledge in computer operation such as Microsoft Office, Excel, Power point, use of the internet
Experience
Eligibility
Trainings
SDO _ OSDS _ Admin _ Cash _ ADA6

Page 1 of 2

CASH COLLECTION  Receives cash and checks paid to the schools division office, issues receipts for money received and
classify receipts by accounts for reporting purpose.
 Maintains cash books and balances and reconciles cash counts for daily reporting of cash on hand.
 Records and reports discrepancies and adjustments in collections to provide an explanation for
variances.
 Remits to the AO IV (Cash) daily cash collections together with the daily collection reports , cash
receipt vouchers and other documents for entry into the ledger and account books
CASH DISBURSEMENT  Assists the Administrative Officer IV in checks preparation, encoding and filing of vouchers for
PAYMENT AND REMITTANCE submission to accounting unit
 Assists in the issuance of checks and acceptance of official receipts for payments made
 Records all transactions/checks issued on the logbook
 Assists in the preparation of Advice of Checks Issued and Cancelled.(ACIC)/
 Assists the AO IV (cash) reconcile records of disbursements with cash books
 Assists the AO IV (Cash) in withdrawing cash for salaries and wages.
LIQUIDATION AND REPORTING  Assists in the timely submission of all reports regarding cash collection, liquidation and disbursement
for recording and reconciliation in the preparation of financial reports.
SDO _ OSDS _ Admin _ Cash _ ADA6

Page 2 of 2
Job Description JD No. ______ Revision Code: 00
Position Title Administrative Officer IV Salary Grade: 18
Parenthetical Title Governance Level Schools Division
Unit/Division OSDS- Administrative Unit- Cash Division Office/Bureau/Service
Reports to Administrative Officer V Effectivity Date
Positions Supervised Administrative Aide VI Page/s
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
Experience
Eligibility
Trainings

Cash Collection  Prepare, disburse and release approved checks based on prescribed procedures to fulfil payment
obligations of the SDO.
SDO_OSDS_Admin _ ADOF4
Page 1 of 2

 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
Cash Disbursement Payment and  Initiates and controls the preparation of checks to pay for DepED obligations based on
Remittance vouchers/claims signed by authorized signatories.
 Release approved checks to payees
 Secure and encash checks for cash advances
 Supervise accounts for receipts and disbursements of funds
 Monitor liquidation of cash advances, petty cash and submit reports
Liquidation and Reporting  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),
SDO_OSDS_Admin _ ADOF4
Page 2 of 2
JOB DESCRIPTION JD No. ______ Revision Code: 00
Unit/Division OSDS- Administrative Unit- Personnel Division Office/Bureau/Service
Positions Supervised Administrative Aide VI (Personnel Unit) Page/s
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
Experience
Eligibility
Trainings
SDO_OSDS_Admin_Personnel_ADOF4
Page 1 of 4

RECRUITMENT, SELECTION  Monitor and maintain list of current and future vacancies in the Schools Division based on
AND PLACEMENT 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  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  Check the accuracy of salaries and benefits given to employees on a periodic basis and respond to
PERSONNEL RECORDS queries pertaining to salary /benefit claims.
 Submit to RPSU pertinent documents for payment of salaries, allowances, and benefits.
 Compute necessary deduction for inclusion in the monthly payroll.
Page 2 of 4

 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  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  Maintain and update the Personnel Services Itemization and Plantilla of Personnel (PSI-POP)
SYSTEM 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 develo
 pment decisions.
Page 3 of 4

 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.
Page 4 of 4
JOB DESCRIPTION
JD No. ______ Revision Code: 00
Position Title Administrative Aide VI Salary Grade: 6
Parenthetical Title Storekeeper II Governance Level Schools Division Office
Unit/Division OSDS- Administrative Unit- (Property Unit) Office/Bureau/Service
Reports to Administrative Officer IV (Supply Officer II) Effectivity Date
JOB SUMMARY
To provide administrative support to the Supply Officer in the conduct of the inventory of physical properties, supplies, materials, and
equipment and in maintaining proper storage, delivery, and issuance of such, to ensure adequate and timely provision of supplies and
equipment to the management and staff of the SDO
Experience
Eligibility
Trainings
SDO_OSDS_Admin_Property_ADOF4
Page 1 of 2

SUPPLIES AND MATERIALS  Receive and record supplies, materials and equipment upon delivery, in order to document
availability of the item for effective monitoring and supply management.
 Organize and maintain orderliness of the supplies and materials in the stockroom by
systematizing storage, regularly cleaning and sanitizing to ensure easy identification, access and
preservation and safety of material resources.
 Prepare supplies and materials for issuance by the Supply Officer to requesting units.
 Consolidate records on received and issued supplies and materials and prepare report on
monthly balances
PROPERTIES AND EQUIPMENT  Help the Supply Officer in maintaining an updated inventory of properties (e.g. furniture and
fixtures, vehicles) and equipment (computers, printers) by following the prescribed process and
pertinent laws, rules, and regulations to maintain accountability and inclusion in the books of
accounts.
 Determine serviceable properties and equipment requiring maintenance and repair in order take
appropriate action to extend its utilization.
 Maintain accurate, complete files of contracts, Purchase Orders, Vouchers with complete
supporting papers for ready reference.
 Help the Supply Officer to classify, re-group, and store for inspection (with labels) properties,
equipment and waste materials in order to prepare a list of materials recommended for transfer or
disposal.
 Help the Supply Officer in the segregation of waste materials, unserviceable properties ready for
condemnation or transfer in accordance with COA rules and regulations.
DOCUMENTS AND RECORDS  Keep copies of contracts, purchase orders, vouchers and supporting documents in an organized
filing system for future reference
 Recommends turning over to the Records Officer, critical documents for archiving and
safekeeping
Page 2 of 2
Administrative Officer IV 15
Position Title Salary Grade:
Parenthetical Title Supply Officer II Governance Level Schools Division Office
Unit/Division OSDS- Administrative Unit- Supply and Property Office/Bureau/Service
Section
Positions Supervised Administrative Aide VI (Storekeeper) Page/s
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.
Education
Eligibility
Page 1 of 2

POLICIES, STANDARDS, GUIDELINES,  Develops and recommends policies, standards, guidelines, systems, tools and forms for
SYSTEMS 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  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  Receives and physically inspects supply delivered to ensure adherences to quarterly and
ACCEPTANCE 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  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  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
Page 2 of 2
Position Title Administrative Aide VI (Records) Salary Grade: 6
Parenthetical Title Data Entry Machine Operator Governance Level Schools Division
Unit/Division OSDS- Administrative Unit Office/Bureau/Service
Reports to Administrative Officer IV (Records) Effectivity Date
JOB SUMMARY
To provide administrative support to the Records Officer in the maintenance of a records management system for 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
Eligibility
Trainings

Records Management System  Receive, record and file documents according to the recommended filing system.
SDO_OSDS_Admin_Records _ ADA6
Page 1 of 2

 Maintains cleanliness and orderliness of Records Storage Area that will ensure daily safety
and security of records and easy access and retrieval as needed.
 Retrieve records requested by the Records Officer and keeps track of the whereabouts of the
original document
Receiving and Releasing  Receive and record all documents brought to the records office.
 Release, routes or files non-routine critical documents as classified by the Records Officer.
Documents Authentication,  Assist Records Officer in document authentication and verification following protocol for such.
Verification and Certifications  Receives request for certifications and gathers the data required to prepare the certification
for the approval of the Records Officer.
 Prepares certifications for the signature of the appropriate management level.
Reporting  Gather data and information required in the preparation of annual and other administrative
reports.
 Implement process for conducting and annual inventory of records and submit findings to
Records Officer.
Technical Assistance  Coordinate training/ orientation schedules and logistics on records management to staff in the
schools division, schools and learning centers.
 Assist Records Officer gather data on needs regarding records management and provide
technical assistance and interventions to support effective records management in the
schools and learning centers
SDO_OSDS_Admin_Records _ ADA6
Page 2 of 2

Department of
Education
Parenthetical Governance Level
Records Officer II Schools Division
Title
Unit/Division OSDS- Administrative Unit- Records Division Office/Bureau/Service
Positions Page/s
Administrative Aide VI (Records Unit)
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.
Education
Eligibility
SDO_OSDS_Admin_Recrods_ADOF4
Page 1 of 3

RECORDS MANAGEMENT  Establish, implement and maintain a systematic and scientific records management system and
SYSTEM 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  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  Receive request for document authentication and verification as well as copy of the document then
AUTHENTICATION AND implement protocol for verifying and authenticating copies of documents and provide feedback to
VERIFICATION 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
REPORTING  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
TECHNICAL ASSISTANCE  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.
Page 2 of 3

UNIT PERFORMANCE  Assist 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.
Page 3 of 3
Parenthetical Title Data Entry Machine Operator Governance Level Schools Division
JOB SUMMARY
To provide clerical and secretariat support to AOV and administrative services function.
Experience
Eligibility
Trainings
SDO_OSDS_Admin_ADA6
Page 1 of 2

Schedules Administrative Service  Schedules/calendars meetings/appointments/training/workshops
Activities
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
Seceretariat and Frontline  Travel bookings made

 Appointment, venue, meals arranged
 Received/routed calls
 Visitors responded to
 Follow through on inquiries
SDO_OSDS_Admin_ADA6
Page 2 of 2
Position Title Administrative Officer V Salary Grade: 18
Reports to ASDS, SDS Effectivity Date
Positions Supervised Administrative Officer IV (Records, Supply, Cashier, Page/s
Budget, Personnel) and Administrative Aide VI
(Records, Supply, Cashier, Budget, Personnel)
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.
Experience 8 hours of relevant training
Education
Experience
Eligibility
Trainings
SDO_OSDS_Admin_ADOF5
Page 1 of 4

Administrative Policies and  Implement Administrative guidelines and issuances from CO, RO and government oversight agencies
Guidelines and recommend other issuances and guidelines relevant to the SDO.
 Monitor implementation of policies and guidelines issued on administrative matters
Personnel Administration  Reviews, 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 Management  Documents 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 Management  Provide 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 Procurement  Reviews the consolidated Annual Procurement Plan (APP) prepared by Supply and Procurement and
validates with budget.
Page 2 of 4

 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  Develop and implement SDO office configurations and utilization plans and initiate necessary
Properties 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.
Maintencance of SDO  Develop and implement SDO office configurations and utilization plans and initiate necessary
Grounds and Facilities 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  Prepare and manage the budget for Administrative and submits this to be part of the Schools Division
Performance 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.
Page 3 of 4

 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
Page 4 of 4
JOB DESCRIPTION JB No. _____ Revision Code: 00
Parenthetical Title Governance Level Schools Division Office
Unit/Division OSDS- Administrative Unit- Personnel Office/Bureau/Service
Reports to Administrative Officer IV- Personnel Effectivity Date
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
Experience
Eligibility
Trainings

RECRUITMENT, SELECTION  Prepare lists of vacancies for publication pursuant to CSC rules and regulations
AND DOCUMENTATION  Provide job description of vacant positions with specific qualifications required by the requesting unit
SDO_OSDS_Admin_Personnel_ADA6
Page 1 of 3

 Gather and file applications received using systematic indexing and file documents submitted by
applicants
 Prepares appointments papers of selected applicants
 Validate PRC license for appointment via PRC online and send official communication in case
 said licence can't be viewed online
 Prepares and submit Report on Appointments Issued (RAI) to the Civil Service Commission (CSC)
PERSONNEL ACTIONS  Receive application for employment, leaves, queries and documents pertaining to personnel actions
(e.g. approved ERF) for the attention AO IV for personnel.
 Prepare list of teachers qualified to be reclassified base on approved ERFs
 Prepare notice of promotion and appointment as instructed.
 Prepare drafts of special orders for signature of management
 Keeps records of GSIS –ARA for future reference.
 Prepares RAI for submission to CSC upon approval of management.
 Record and files all issuances on salary schedules and other employees benefits
SALARY ADMINISTRATION  Gathers and collates payroll files from district offices to be forwarded to RPSU
AND PERSONNEL RECORDS  Records and files attendance of officers and employee
 Prepares vouchers for payment of salaries and other benefits (e.g. notice of salary adjustment, step
increment, loyalty pay and maternity benefits) not included in the regular payroll, as instructed.
 Process, Prepares and releases Special order of Leave and Re-statement of leave application
BENEFITS ADMINISTRATION  Receive and record on leave card, application for monetization of leave credits
 Receive application for leave (sick, vacation, scholarships and training) and records for processing.
 Receive, process and update leave credits of employees and vacation service credits of teachers
 Coordinate with different agencies (GSIS, HDMF, PHILHEALTH, etc.) for premium payments of
employees
 Validate/Verify Provident, PAG-IBIG and other loans from private lending institutions
 Receive and process loan applications for DepEd Provident Fund Program
PERSONNEL INFORMATION  Receive and accept application for upgrading and reclassification of positions
SYSTEM  Keep a complete and updated information of all officials and employees and relevant records in their
201 files
 Follow up documents to be updated on an annual basis (e.g. SALN) and receive documents for
inclusion in their 201 files
Page 2 of 3

 Receive requests for service records, updates and prepares document for release upon approval of
AOIV for Personnel
 Records and releases documents after personnel action
 Prepare certificate of employment
 Collate and file performance ratings
 Tabulate and print performance rating of all employees for PBB and PIB
Page 3 of 3
JOB DESCRIPTIONS JD No. ______ Revision Code: 00

Department of
Education
Position Title Assistant Schools Division Superintendent (ASDS) Salary Grade 25
Office/Bureau /
Office of the Schools Division Superintendent Unit/Division
Service
Reports to Schools Division Superintendent (SDS) Effectivity Date
Position Supervised Division Chiefs, School Heads
JOB SUMMARY
Reports directly to the Schools Division Superintendent (SDS) to generally provide overall management and technical assistance for the efficient
operations and effective implementation of policies and education programs at the Schools Division level.
Education Master’s degree in Education or its equivalent
Experience 5 years of relevant experience involving management and supervision
Eligibility Career Executive Service (CES)
Trainings 32 hours of training in management and supervision
Education
Experience
Eligibility
Trainings
Other requirements
JD_ SDO_OSDS_ASDS
Page 1 of 4

 Executes and implements policies, research agenda, Division Education Development Plan (DEDP),
and other directions set by the Schools Division Superintendent (SDS) for the entire schools division
Strategic Management and  Collaborates with the SDS in the implementation of programs and initiatives anchored on evidence-
Operations based planning with Curriculum Implementation Division (CID) and Schools Governance and
Operations Division, to ensure quality and accessible education in schools and learning centers;
 Recommends approval and ensures the alignment of School Improvement Plan (SIP) with the DEDP
 Recommends policies based on data and other sources
 Assists in ensuring compliance to quality standards and managing programs for curricula
implementation, localization of curricula, and teaching through the Curriculum Implementation Division
(CID)
 Assists in the evaluation of applications for new schools, separation of annexes and extensions,
Curriculum and Instruction
integration of schools, permit to operate and recognition to private schools, and SHS curricular offerings
Management
 Assists in promoting accreditation/equivalency standards
 Acts as chairperson for Division Research Review Committee
 Assists the SDS in the conduct of periodic visits to public and private schools and learning centers to
check compliance with standards
 Acts as chairperson of the following commitees: Division Personnel Selection Board (PSB), Division
Selection Committee, Performance Management Team and, Program on Awards and Incentives for
Service Excellence (PRAISE) Committee
 Recommends approval of proposed training needs by all Direct Supervisors for all teaching and non-
teaching staff within the schools division through the School Governance and Operations Division
(SGOD)
Human Resource Development
 Reviews and evaluates performance of Division Chiefs and School Heads/Principals.
and Management
 Acts as approving authority of the performance of Education Program Supervisors, Education Program
Specialist, Public Schools District Supervisor and Section/Unit Head.
 Assist in reviewing the implementation of INSETs and/or Learning Center Improvement Plan
 Formulates Staff Development Plan and Welfare Programs for all direct reports
 Review and recommend administrative matters such as leave forms, authority to travel and daily time
record, for approval of the SDS
 Serves as chairperson of Bids and Awards Committee (BAC) of the Division
JD_ SDO_OSDS_ASDS
Page 2 of 4

Resource Management  Oversees the management of the Management Information System (MIS)
 Assists in budget preparation and allocation, and ensures proper use of funds and resources at Division
Office, Schools and Learning Centers
 Assists in partnerships and linkages with Local Government Units (LGUs), Non-Government
Organizations (NGOs), Government Organizations (GOs), and other agencies
 Represents the SDS in accepting grants, donations, bequests and other forms of assistance from
Partnership and Linkages various donors and benefactors of basic education;
 Assist in coordinating with local government units and non-government organizations including national
government offices on matters affecting schools/LCs and certain community development projects;
 Helps the SDS in establishing linkages and networks with other local government units for disaster risk
reduction and emergency response purposes;
 Assist the SDS in spearheading partnerships and linkages with Local Government Units (LGUs), Non-
Government Organizations (NGOs), Government Organizations (GOs), and other agencies
Other Assignments  Serves as Chairperson for Grievance Committee
 Leads in the investigation/fact-finding for legal cases
 Represent the Schools Division Superintendent, by acting as chair in committees, as may be assigned
 Acts as Officer-In-Charge of the Office when the SDS is on Leave of Absence or Official Travel
 Performs other duties as may be assigned by superior.
DUTIES AND RESPONSIBILITIES OF SUPERVISORY/MANAGERIAL POSITIONS

Planning  Prepares and submits for approval the Annual Work Plan of the concerned office.
 Implements the budget call for the office. Prepares the annual budget of the office based on previous
budgets and as required by the Annual Work Plan and the operations of the office. Submits to superior
for approval and consolidation into the DepEd Budget.
 Plans for and recommends additional manpower requirements and accompanying costs for new
projects or programs.
JD_ SDO_OSDS_ASDS
Page 3 of 4
DUTIES AND RESPONSIBILITIES OF SUPERVISORY/MANAGERIAL POSITIONS

Performance Management  Implements the approved Work Plan and Budget of the office
 Reviews and aligns existing work assignments and processes with the approved Work and Financial
Plan to ensure that plans, objectives and targets of the office are achieved.
 Regularly monitors and evaluates the office performance according to its KRAs and targets
 Initiates and proposes action plans to address issues and concerns. Reviews existing processes,
systems and procedures and recommends improvements to enhance efficiency and effectiveness of
the office.
People Management  Participates in the screening and selection process of qualified individuals to be hired for vacant
positions in the office.
 Coordinates with the BHROD and NEAP to address learning and development needs of the team
members in the performance of their functions. Provides recommendations for additional training and
development interventions for team members with leadership potential.
 Provides coaching and guidance to the subordinates in the performance of their functions
 Monitors and evaluates individual and team performance against set targets and KPIs.
 Conducts performance evaluation for subordinates.
 Reviews performance appraisals prepared by Section or Unit Chiefs. Approves recommendations for
personnel action.
Management Reports  Validates and finalizes all communications, dispatches and reports related to the transactions given
action by the office to ensure clarity and completeness
 Provides technical inputs and feedback on transactions given action or activities undertaken by the
office for management information and decision-making.
Management of Finance and  Ensures that the office has sufficient resources (e.g. office space, equipment, furniture, supplies, etc.)
Administrative Matters for efficient operations and implementation of programs and projects
 Monitors the implementation of projects and programs to ensure completion according to plan or
specifications within the required time and budget.
 Monitors office and staff compliance with DepEd and government rules and regulations on financial
and administrative transactions, i.e. liquidations of cash advances and Travel Expense Vouchers
(TEVs); annual submission of Statements of Assets and Liabilities, others
JD_ SDO_OSDS_ASDS
Page 4 of 4

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Office Functions – Ver.

Name of Office/ Division: Office of the Schools Division Superintendent

SDO _ Office of the Schools Division Superintendent

SDO _ Office of the Schools Division Superintendent

SDO _ Office of the Schools Division Superintendent

SDO _ Office of the Schools Division Superintendent

SDO _ Office of the Schools Division Superintendent

To manage and maintain Number of schools and M&E Reports

SDO _ Office of the Schools Division Superintendent

Job Description Summary

Office of the Schools Division

Key Result Area/s 1. Administrative Management

SDO_Office of the Schools Division Superintendent

SDO_Office of the Schools Division Superintendent

SDO_Office of the Schools Division Superintendent

SDO_Office of the Schools Division Superintendent

SDO_Office of the Schools Division Superintendent

SDO_Office of the Schools Division Superintendent

Facilitate the disposal of waste materials and

SDO_Office of the Schools Division Superintendent

JOB DESCRIPTION JD No. ______ Revision Code: ______

SDO _ OSDS_Administrative Aide IV

KEY RESULT AREA/S DUTIES AND RESPONSIBILITIES

SDO _ OSDS_Administrative Aide IV

JOB DESCRIPTION JD No. ______ Revision Code: ___

SDO _ OSDS _ Finance _ Acctg _ ADAS2

KRA DUTIES AND RESPONSIBILITIES

SDO _ OSDS _ Finance _ Acctg _ ADAS2

JOB DESCRIPTION JD No. ______ Revision Code: __

SDO _ OSDS _ Finance _ Budget _ ADOF5

KEY RESULT AREAS DUTIES AND RESPONSIBILITIES

SDO _ OSDS _ Finance _ Budget _ ADOF5

KEY RESULT AREAS DUTIES AND RESPONSIBILITIES

SDO _ OSDS _ Finance _ Budget _ ADOF5

JOB DESCRIPTION JD No. ______ Revision Code: ____

To provide administrative support to the Finance Services functions.

SDO _ OSDS _ Finance – Budget _ ADAS1

KEY RESULT AREAS DUTIES AND RESPONSIBILITIES

SDO _ OSDS _ Finance – Budget _ ADAS1

JOB DESCRIPTION JD No. _____ Revision Code: ___

SDO_OSDS_Schools Division Superintendent

KEY RESULT AREA/S DUTIES AND RESPONSIBILITIES

SDO_OSDS_Schools Division Superintendent

SDO_OSDS_Schools Division Superintendent

SDO_OSDS_Schools Division Superintendent

SDO_OSDS_Schools Division Superintendent

JOB DESCRIPTION JD No. ______ Revision Code: ___

SOD _ OSDS _ Finance _ Acctg _ ADAS3

KEY RESULT AREA/S DUTIES AND RESPONSIBILITIES

SOD _ OSDS _ Finance _ Acctg _ ADAS3

JOB DESCRIPTION JD No. ______ Revision Code: ____

SDO _ OSDS _ Finance _ Acctg _ Accountant III

KEY RESULT AREA/S DUTIES AND RESPONSIBILITIES

SDO _ OSDS _ Finance _ Acctg _ Accountant III

KEY RESULT AREA/S DUTIES AND RESPONSIBILITIES

SDO _ OSDS _ Finance _ Acctg _ Accountant III

KEY RESULT AREA/S DUTIES AND RESPONSIBILITIES

SDO _ OSDS _ Finance _ Acctg _ Accountant III

JOB DESCRIPTION JD No. ______ Revision Code: ___

KEY RESULT AREA/S DUTIES AND RESPONSIBILITIES

SDO_OSDS_Administrative Assistant III

KEY RESULT AREA/S DUTIES AND RESPONSIBILITIES

Records/Files  Identifies/sorts official documents, correspondence per programs/projects as to confidentiality and

JOB DESCRIPTION JD No. Revision Code:

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