DEPED ADMINISTRATIVE

ASSISTANT III (OSDS) DUTIES

AND RESPONSIBILITIES
KEY DUTIES AND RESPONSIBILITIES

RESULT

AREA/S

Office Schedules/calendars meetings/appointments of the SDS with other offices/Staff by

Schedules calendaring, following up and confirming attendance of both parties

Communic Reviews documents received and prepares referral slips by identifying contents of

ations/Doc documents for action of the SDS or routing document to the concerned office or

uments person.

Guests Entertains visitors/guests of the Director/Directorate by attending to their needs

Reception promptly thus lessening the time demand on the Director.

Records/Fi Identifies/sorts official documents, correspondence per programs/projects as to

les confidentiality and importance for proper labeling/ filing and safekeeping for future
 reference

Personnel Monitors daily attendance of employees/staff in the Directorate by recording daily

Matters attendance and comparing time card versus logbook

Technical/ Prepares minutes of meetings/agenda attended and conducted by the Office of the

Administra SDS by recording and transcribing the encoding agreements made and disseminate

tive it to the attendees for future reference and follow through of agreements.

Support

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

READ:

1. DepEd Assistant Schools Division Superintendent (ASDS) Job Description

2. DepEd Administrative Aide VI (SDS Office) Job Description
3. DepEd Legal Assistant I Job Description
4. DepEd Information Technology Officer I Job Description
5. DepEd Attorney III Job Description
6. DepEd Schools Division Superintendent (SDS) Job Description
7. DepEd Administrative Aide IV (Driver II) Job Description

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F I L E D U ND E R :   DE P E D RE S O UR CE S
ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Serves as administrative assistant to the Director or other supervisor by providing or overseeing

reception services, scheduling appointments, meetings, and travel, maintaining the supervisor’s calendar,
preparing and proofreading correspondence, reports, and other documents prepared by the supervisor,
organizing and maintaining paper and electronic filing systems, initiating recurring administrative
processes, coordinating projects, and assisting in the completion of reports by researching and gathering
required information and preparing reports.

2. Helps the department to achieve its mission by coordinating processes associated with work specific to
the department, such as using standards, criteria, contracts, or agreements to screen and processing
various types of applications or documents, collecting and depositing fees, generating billing for
departmental products or services, developing, maintaining, and utilizing databases, arranging meetings
and/or multiple consultations or interviews integral to the work of the department on an ongoing basis,
auditing and processing time records for large groups of full-time, part-time, and/or student employees,
etc.

3. Serves as the communication hub of the department by communicating information from the supervisor
to others, collecting and organizing information requested by the supervisor from others, making
information available to others by mail, email, telephone, and the web, and providing more complex
information on processes specific to the department to faculty, staff, students, other departments, and/or
the public.

4. Obtains equipment, services, and supplies needed by the department by maintaining an inventory of
office supplies, purchasing computers, furniture, office supplies and equipment, determining the
appropriate method to pay for goods or services purchased by the department following University policy
and procedures, and utilizing the appropriate process.

5. Bills internally or externally for goods or services provided by the department by determining the
appropriate method and utilizing University processes.

6. Assists the supervisor to varying degrees in maintaining financial control of departmental accounts by
reconciling purchases to Financial Services reports, tracking income, expenditures, and transfers to
Financial Services reports, and/or maintaining internal records of expenditures.

7. Organizes, coordinates, plans, and conducts departmental events by securing space, equipment, food,
preparing invitations, announcements, agendas, brochures, and packets, purchasing awards, making
travel arrangements and reservations, and overseeing the event as it occurs.

8. Assists with employment processes to varying degrees by monitoring and maintaining credential files of
applicants, preparing master files for search committees, preparing correspondence to applicants,
entering required information into the applicant database, preparing position authorization forms and
personnel action forms and monitoring their approval, and assisting new employees with processes
associated with employment (completion of Form I-9, obtaining access to network resources, arranging
orientation, office space, equipment, services, and supplies, etc.)

9. Supports the administrative business functions of the department by maintaining the departmental
website and databases, scheduling the use of conference rooms, and maintaining security of equipment,
files, and records.

10. Contributes to a work environment that encourages knowledge of, respect for, and development of
skills to engage with those of other cultures or backgrounds.

11. Remains competent and current by attending professional development courses, software training
classes, and courses and/or training sessions as directed by the supervisor or required by the University.

12. Supports the department by performing all other duties as assigned by the supervisor.

SECURITY GUARDS

Patrol and monitor the campus and surrounding areas, bus stops, parks, and other public and
unsupervised places to ensure the safety and well-being of students and staff and the security
of the facility.
 Display ethical and professional behavior in working with students, parents, school
personnel, and outside agencies associated with the school.
 Promote student responsibility for behavior and attitude by serving as a role model and
dressing and grooming professionally. Wear District designated attire in a presentable
manner during assigned work hours.
 Intervene in situations likely to result in disruption or injury and direct students to refrain
from such conduct.
 Ensure a smooth traffic flow of students through the hallways, assisting students with ontime
arrival to class and to assigned locations.
 Assist with supervision in the breakfast and lunch periods and with morning arrival and
afternoon dismissal of students.
 Remove disruptive students from classes when needed.
 Assist the staff, police, and emergency personnel in handling emergencies or disruptive
situations.
 Assist visitors with directions and securing proper identification. Intercept unauthorized
visitors and escort them to exits.
 Report any discipline infractions, unauthorized visitors, and acts of vandalism to the
building administration.
 Notify the building administration, police, and/or appropriate emergency personnel of any
emergency, potentially dangerous or unusual situations.
 Notify immediately appropriate personnel of evidence of substance abuse, child abuse, child
neglect, severe medical or social conditions, potential suicide or individuals appearing to be
under the influence of alcohol, controlled substances or anabolic steroids.
 Assist the Parent Liaison, Attendance Officer and School Nurse with home visits as needed.
Classified position
Range M
2
 Participate in appropriate in-service training and workshop programs.
 Protect confidentiality of records and information about staff, and use discretion when
sharing any such information within legal confines.
 Adhere to federal statutes and regulations, California law, construction codes, State
Education Code rules and regulations, Board of Education policies and procedures and
Contractual obligations.
 Patrol and monitor assigned school campuses in appropriate school security uniform at
night, on weekends and holidays to provide security and protection to students, personnel,
equipment and property.
 Maintain campus security and protect District property against vandalism, illegal entry, fire
and theft; check buildings and grounds for security, water leaks, malfunctioning equipment,
unauthorized visitors and fire; perform temporary repairs on school property and equipment
as appropriate.
 Enforce laws and regulations and respond to emergency situations; initiate contact with
individuals on school grounds or surrounding property to assure visitor authorization.
 Inspect and monitor the security of doors, windows and gates; reset alarm systems and test
for proper operation as necessary; detect and report fire and safety hazards; respond to fire
and burglar alarms and extinguish small fires; summon and communicate with police and
fire department personnel as needed.
 Prevent illegal parking, tampering with vehicles and loitering in school parking lots
according to established procedures; assist with traffic and crowd control at special events as
assigned.
 Prepare and maintain a variety of records and reports related to security incidents, issues,
hazards and activities; maintain time cards and officer’s log sheet.
 Communicate with District personnel and law enforcement, fire, alarm, safety and
community organization personnel to receive and exchange information related to security,
vandalism, crimes, investigations, repairs, school activities and safety issues; contact parents
to coordinate the release of juveniles; serve as a witness in student conferences, disciplinary
hearings/proceedings; testify in court and hearings as needed.
 Operate a District vehicle and provide basic maintenance.
 Operate a variety of security and safety equipment including fire extinguishers, handcuffs,
batons, firearms, mobile phones, hand-held radios, pepper spray, and mace.
 Effectively communicate and maintain cooperative relationships with those contacted during
the course of work.
 Perform any duties and responsibilities that are within the scope of employment, as assigned
by their supervisor, and not otherwise prohibited by law or regulation.
QUALIFICATIONS
Knowledge/Ability
Minimum Requirements:
 Knowledge of California Education Code, California Penal Code, and school and district
conduct code and rules related to assigned duties.
 Knowledge of investigative techniques and procedures.
 Knowledge of security measures and safety procedures.
 Knowledge of crowd control procedures.

UTILITY WORKERS
Inspects the building facilities and surrounding areas and determines and records minor repair and
maintenance work;
2. Prepares requisitions of supplies, materials needed for building repair and maintenance;
3. Does installation/fabrication and simple repair of furniture, partitions, electric wirings, plumbing
fixtures an other building facilities;
4. Does maintenance and greening of the garden areas;
5. Oversee safekeeping and monitor availability of supplies and materials for building repair and
maintenance; and
6. Performs other related duties as may be assigned by the immediate supervisor

SCHOOL UTILITY WORKER DEFINITION Under general supervision performs a

wide variety of diversified duties including but not limited to clerical functions,
delivery, unskilled maintenance repair work, custodial, and grounds
maintenance; may involve receipt and distribution of instructional and media
materials; may clean and maintain classrooms, restrooms, offices, and related
facilities in an orderly manner; performs general and varied grounds
maintenance; and performs related work as required. CLASS CHARACTERISTICS
The following duties are typical of the positions in this class collectively, but no
one position would necessarily include all of these duties nor is any one position
necessarily limited to any one of these duties. LICENSE REQUIRED Possession of
a valid and appropriate California driver's license. EXAMPLES OF DUTIES
Performs the full scope of duties of the custodian class. E Prepares maintenance
work requests and checks to see that work has been performed. E Sweeps,
scrubs, mops, buffs, waxes, polishes, scrapes, refinishes, and seals floors. E
Moves, arranges, and makes minor repairs to furniture, adjusting furniture upon
request; dusts, washes, and polishes furniture, metalwork, and woodwork; and
vacuums and shampoos rugs and carpets. E Empties and cleans waste
receptacles; replenishes facilities supplies. E Replenishes restroom supplies;
cleans bowls, sinks, counters, shelves, mirrors, and light covers in restrooms,
classroom, and offices; cleans drinking fountains and surrounding areas. E
Cleans stoves, refrigerators, and coffee machines; cleans drinking fountains and
surrounding areas; cleans window coverings; washes windows, walls, doors, and
white boards. E Cut, edges, trims, and prunes landscaped areas as required;
hoes, weeds and rakes lawns. E Sweeps and picks up paper and debris from
walks and driveways. E Prepares auditoriums and classrooms for special events
by assembling and arranging furniture and equipment as assigned. E Paints small
areas as assigned. E Accepts shipments of various materials, and records
receipt; inspects for visible damage, advises supervisor of damages noted;
reviews contents of cartons against purchase orders or ordering documents
noting shortages or overages. E Engraves or stencils inventory control numbers
as required in appropriate places on equipment and forwards paperwork to
inventory control center. E Repack cartons and expedites to department
ordering goods. E Stores warehoused items on pallet racks with narrow aisle
forklift. E Delivers warehoused items; loads and unloads delivery vehicle. E
Maintains a variety of files and records. E Completes filling of requests only after
requests have been correctly authorized. E Receives, shelves, and distributes
supplies and/or other instructional material after checking condition. E Maintains
and services lifts, pallet jacks, and other related equipment used in warehouse.
E Prepares parcels for shipment and keeps related records. E Maintains
warehouse in a clean and safe condition. E Takes periodic inventory of all
textbooks used in the school. E Receives and delivers textbooks. E Repairs
damaged textbooks and disposes of obsolete textbooks. E Prepares instructional
media materials, films, equipment, and parts for delivery. E Operates office
equipment such as adding, copiers, and video display terminals; operates a van
or District vehicle as assigned; operates and uses various power and hand
grounds equipment and tools. E Maintains "lost and found" department for
students. E Supervises students or part-time help in these activities as assigned.
E Participates in periodic physical inventories, and transfer of equipment leaving
school or between school offices. E Performs related work as required. MINIMUM
QUALIFICATIONS Knowledge of: Warehousing in its physical aspect of proper
and orderly storage of supplies, equipment, and related materials; Inventory
procedures and forms; Basic math; Special relationships as related to store
keeping; Simple record keeping; Appropriate safety precautions and procedures;
Proper methods, materials, tools, and equipment used in custodial work and
grounds maintenance work; General principles of supervision and training;
Operation and uses of power grounds equipment; and Vehicle operation and
routine maintenance. Ability to: Operate office equipment, including video
display terminals; Establish and maintain effective store keeping procedure;
Learn the special storage requirements for items requiring special care; Maintain
simple records; Operate trucks, forklifts, and other material moving equipment
skillfully and safely; Use cleaning materials, equipment, and methods according
to pre determined standards; Maintain tools and equipment assigned in clean
working order providing proper security; Perform minor, non technical repairs;
Perform moderately heavy manual labor; Perform custodial, general grounds
maintenance and routine gardening work; Use the hand and power tools of
gardening and grounds maintenance work safely; Train and direct the work of
others; Understand and carry out oral and written instructions; Establish and
maintain effective relationships with those contacted in the course of work; and
Maintain work pace appropriate to given workload. EDUCATION Individuals
possessing the knowledge, skills, and abilities listed above are considered to
possess the necessary education. EXPERIENCE Recent experience perf

Take orders from supervisors for maintenance and repair of

systems and buildings.

• Clear and clean job sites of debris and other hazardous

materials and ensure that they are restored to their original
states

• Assist mechanics and other technical staff in testing, cleaning,

and repairing utility systems.

• Provide support in repairing potholes and gutters.

• Assist office staff in custodial services and grounds keeping

activities.

• Clean and maintain floor surfaces, ceilings, and windows.

• Empty trash receptacles and ensure appropriate disposing of

trash.

• Clean restrooms and replenish supplies.

• Move equipment and furniture around the building.

• Assist stock personnel in handling inventory duties along with

providing support in receiving, verifying, and storing office
supplies.

• Assist with meal service tasks.