PERMANENT_OPSI_ADAS2_OSEC-DSWDB-ADAS2-80-2026_DSWD CO

Department of Social Welfare and Development (DSWD); Philippines; On-site; PHP 213,000 - 288,000; Full time

Job summary

Department of Social Welfare and Development (DSWD) seeks an Administrative Assistant II (Clerk IV) to support Records Management and Archives at the Central Office in Quezon City. Responsibilities include file organization, database upkeep, and lifecycle handling of documents from creation to final disposition.

Under supervision, the role involves daily clerical tasks, meetings, and related duties, contributing to efficient operations and compliance with the Records Disposition Schedule.

Qualifications

• Education: Two years of college studies or Grade 12/Senior High School as applicable.
• Training: 4 hours of relevant training.
• Experience: 1 year of relevant experience.
• Eligibility: Career Service (Sub-Professional)/1st Level Eligibility.

Responsibilities

• Maintains and facilitate the data tracking both Incoming and Outgoing files of the Division, as follows: Proper filing of original files and basic documents; Scanning of files for safekeeping and easy retrieval; Encoding, sorting the section documents; Monitoring and follow-up of Division's documents.
• Maintains the Division's database and monitoring system.
• Assists in the Disposal of Valueless Records.
• Facilitates the scanning, renaming, and uploading of documents and files.
• Performs general clerical duties to include but not limited to: photocopying, sorting and filing of documents.
• Assists in daily process and activities of the Division.
• Acts as secretariat in meetings/training, and
• Perform other related tasks to be assigned by the immediate supervisor.

Education

Two years of college studies (prior to 2018) or Grade 12/Senior High School (starting 2016)

Job description

ADMINISTRATIVE ASSISTANT II (Clerk IV)

Compensation: SG 8 (PHP 22,423.00)

Place of Assignment: Office of the Program Services and Interventions, DSWD Central Office, IBP Road, Brgy. Batasan Hills, Quezon City 1126

CSC – PRESCRIBED QUALIFICATION STANDARDS

• Education: Completion of 2 years studies in College (prior to 2018) or Completion of Grade 12/Senior High School (starting 2016)
• Training: 4 hours of relevant training
• Experience: 1 year of relevant experience
• Eligibility: Career Service (Sub-Professional)/1st Level Eligibility

PREFERRED QUALIFICATION STANDARDS

• Education: Bachelor's degree relevant to the job
• Training: 4 hours of relevant training in records management, office management and secretarial services
• Experience: 1 year of relevant experience in general office administration, records management, office management and secretariat services
• Eligibility: Career Service (Sub-Professional)/1st Level Eligibility

JOB DESCRIPTION

Under immediate supervision of the Division Chief, the position ensures the effective and efficient delivery of services in the area of Records Management and Archives through its systematic control for its entire life cycle from the creation/receipt, classification, filing, retention and storage until its final disposition and other related concerns.

Functions and Responsibilities

1. Maintains and facilitate the data tracking both Incoming and Outgoing files of the Division, as follows:
   • Proper filing of original files and basic documents
   • Scanning of files of the section for safekeeping and easy retrieval.
   • Encoding, sorting the section documents.
   • Monitoring and follow-up of Division's documents.
2. Maintains the Division's database and monitoring system
3. Assists in the Disposal of Valueless Records
4. Facilitates the scanning, renaming, and uploading of documents and files
5. Performs general clerical duties to include but not limited to: photocopying, sorting and filing of documents
6. Assists in daily process and activities of the Division
7. Acts as secretariat in meetings/training, and
8. Perform other related tasks to be assigned by the immediate supervisor.

Job Outputs

1. Disposition of Valueless Records as per Records Disposition Schedule (RDS)
2. Status Report on Incoming/Outgoing of documents.
3. Email advisories
4. Consolidation of Special Orders and other issuances
5. Facilitate monitoring pending documents to ensure Completed Staff work (CSW) for Records Section documents for action.
6. Monitors the day-to-day incoming transactions.

CRITERIA FOR EVALUATION

• Education: 25%
• Training: 10%
• Experience: 25%
• Written Examination: 25%
• IQT: 10%
• Technical Exam: 15%
• Interview: 10%
• Performance Review: 5%
• Total: 100%

Initial Shortlisting

Obtain 75% of the maximum total score or 45 points in Education, Training, and Experience (ETE)

Final Shortlisting

Top five (5) highest rating but overall rating should not be less than 80%

EQUAL EMPLOYMENT OPPORTUNITY PRINCIPLE

All vacant positions shall be open to all qualified applicants regardless of age, gender, civil status, disability, religion, ethnicity, social status, class, political affiliation, or other similar factors/personal circumstances which run counter to the principles of merit and fitness for the job and equal employment opportunity.

DATA PRIVACY POLICY

All the personal information contained in documents submitted shall be used only for documentation and processing purposes within the DSWD and shall not be shared with any outside parties without your written consent. Personal information shall be retained and stored by the DSWD within the prescribed timeline in accordance with the National Archives of the Philippines General Disposition Schedule.