Administrative Assistant II (Clerk IV)

University of the Philippines-Diliman - Government; Philippines; On-site; PHP 300,000 - 420,000; Full time

Job summary

University of the Philippines-Diliman - Government is seeking staff to manage document intake, screening, and endorsement for signatures, with strict FIFO controls and timely preparation ahead of signing periods.

The role involves coordinating with university offices and external agencies to monitor NIMBB transactions, scanning and uploading documents, and generating Disbursement Vouchers through BULSA within tight timelines.

Responsibilities

• Receives, screens, records, and endorses incoming documents on a FIFO basis, ensuring documents for signatures are prepared at least one hour before signing period.
• Coordinates with University offices and external agencies to monitor NIMBB transactions and facilitate action within five working days.
• Scans and uploads complete supporting documents and prepares and submits Disbursement Vouchers (DVs) through BULSA within two hours of receipt.
• Prepares and submits Disbursement Vouchers (DVs) for assigned personal claims (e.g., IPA, COSPAY salaries, and awards) within three hours of receipt of complete supporting documents.
• Maintains and updates Google Sheet monitoring records for incoming and outgoing Disbursement Vouchers (DVs), Purchase Requests (PRs), and related financial documents for assigned in-house research projects within three hours of receipt.
• Maintains an organized filing system for processed Disbursement Voucher (DV) sets of assigned laboratory projects by filing complete documents within two hours of processing to ensure accurate records and easy retrieval.
• Assists the Administrative Officer in the reconciliation and monitoring of NIMBB trust accounts within four hours of receipt of reconciliation requests or supporting documents.

Job description

Duties and Responsibilities

• Receives, screens, records, and endorses incoming documents on a first-in, first-out (FIFO) basis, ensuring documents for the Administrative Officer's and Director's signatures are prepared at least one (1) hour before the scheduled signing period.

• Coordinates with University offices and external agencies to monitor the status of NIMBB transactions and facilitate appropriate action within five (5) working days of request.

• Scans and uploads complete supporting documents and prepares and submits the corresponding Disbursement Vouchers (DVs) through BULSA within two (2) hours of receipt of complete documents for the assigned transaction.

• Prepares and submits Disbursement Vouchers (DVs) for assigned personal claims (e.g., IPA, COSPAY salaries, and awards) within three (3) hours of receipt of complete supporting documents.

• Maintains and updates Google Sheet monitoring records for incoming and outgoing Disbursement Vouchers (DVs), Purchase Requests (PRs), and related financial documents for assigned in-house research projects within three (3) hours of receipt.

• Maintains an organized filing system for processed Disbursement Voucher (DV) sets of assigned laboratory projects by filing complete documents within two (2) hours of processing to ensure accurate records and easy retrieval.

• Assists the Administrative Officer in the reconciliation and monitoring of NIMBB trust accounts within four (4) hours of receipt of reconciliation requests or supporting documents.