The Trainee acts as an Assistant Secretary of Zone Operations Department (ZOD) under the Supervision

of the Department Manager's Secretary/Data Encoder. The Zone Operations Department is responsible
for Line maintenance and zone implementation of projects and policies of the coop. Also in the
collection, sales, and reduction of electric loss of the electric distribution facilities. ZOD also cater the
needs of Member-Consumer-Owner particularly payment of power bill consumption and attendance to
coop queries and complaints. Most of the days, the trainee entertains the incoming documents brought
by the District Offices and other Departments and then endorses it to the Department Manager.Once
the documents are approved, the trainee will distribute it to the Departments concerned. In some cases,
the trainee was called by the HR to provide assistance when there are celebrations, occassions and
programs. The trainee also attended the monthly Departmental Meeting and other programs. They also
drafts a communication letter, minutes of the meeting and so on.

FILING OF DOCUMENTS

The trainee starts his day through the output made by the Zone Engineer, linemen and other field
officers which is called the Daily Accomplishment Report for New Connection. It is a task for the trainee
to file in the filing cabinet in an organized manner.

WRITING A COMMUNICATION LETTER

Zone Operations Department receives letter from District Offices and Member-Consumer-Owners. The
trainee revises the request letter of the District Offices through correcting their grammars, spellings, and
approach of the letter but with the same message/content according to the Department Manager likes.
In the same way the trainee also had the opportunity to write a reply letter to the Member-Consumer-
Owners as a response to their request/complaints.

SORTING AND CHECKING OF DOCUMENTS

The Trainee is tasked to receive and sort the incoming and outgoing documents brought by other
Departments and District Offices such as Special Connection -Refund/Temporary/Permanent, Petty Cash
Voucher, Reimbursements, Kasunduan, Complaint Slips, Trip Tickets, Certificate of Appearance,
Interruption Requests Forms, Leave Forms, Travel Order, Permission to Undertime, and Overtime
Rendered by ZOD Personnel. In Cases such as Leave forms, the Trainee corrects the header, spellings.
Once the documents are sorted and checked, the trainee will beought it to the Department Manager's
Incoming file rack to be approved or signed.

The Trainee also sorted documents from the folders in the cabinet, filed years ago. He is also tasked to
sort the scratch papers from the still useful ones.
ENCODING/RECORDING OF DOCUMENTS

Once the documents such as Special Connection -Refund/Temporary/Permanent, Petty Cash Voucher,
Reimbursements, Kasunduan, Complaint Slips, Trip Tickets, Travel Order and Overtime Rendered are
approved & signed by the Department Manager, the trainee will record it to MS Excel as an Outgoing
Docs. However, the Leave Forms, Interruption Requests forms, Certificate of Appearance and Permission
to Undertime are recorded in the Google Sheets. Recording of documents serves as the proof/evidence
that the file is received and forwarded back to the Departments Concerned. Also, when someone asked
for the file it will be easier to find just by searching it on the desktop instead of manual searching of the
copies.

SCANNING AND FORWARDING OF DOCUMENTS

Once the documents are sorted and recorded, the trainee will scan, leave one copy on the Zone
Operations Department and forwarded the rest to the Departments concerned. Documents such as
Petty Cash Vouchers, Reimbursement, Special Connection and Overtime Rendered are forwarded to the
Internal Audit Department. Trip Ticket and Travel Orders are forwarded to the Finance Services
Department. Leave forms, Permission to Undertime, Certificate of Appearance, Trip Tickets and Travel
Orders will be forwarded to the Institutional Services Department (HR). For the Interruption Requests, it
will be forward to the Office of the General Manager (OGM), Corplan, Information Technology and
Energy Trading (CITET), Institutional Services Department (ISD) and Technical Services Department and
the trainee needs to communicate the information such as who requested the Power Interruption, date
&time, as well as the affected Areas. Documents such as Board Resolution, Office Memo , Office Orders,
Department Memo, Department Ordes and Appointment are also scanned by the trainee for the same
purpose with the Recording of Documents.

USING OF TELEPHONES

Every Department and District Offices had a telephone in their respective offices as a means of easier
communication. When the Department Manager and his Secretary (Supervisor) are not arround, the
trainee usually picks up the phone and reported the gathered information through messenger chats or
when they came back. The trainee also uses the Telephone to call the Zone Engineers, Zone Office
Supervisors and the District Collection and Services Office to gather their agendas, issues, request and
concerns of their towns/areas they wanted to tacklefor the Monthly Departmental Meeting. The
gathered information will be reported to the trainee's Supervisor so she can prepare a presentation in
the upcoming meeting.
ATTENDING AND MAKING A MINUTES OF THE MEETING

Zone Operations Department has a monthly Departmental Meeting held at Teofilo R. Villanueva Hall to
tackle the issues, concerns, plans, and requests of respective towns in order to know what actions
should they take/do. The trainee has the opportunity to record the meeting and took down notes of the
important details. Before and during the meeting, the trainee has to distribute the attendance sheet and
snacks to the meeting participants. Once the Meeting is done the trainee has the opportunity to ask his
supervisor for clarification on the topics that are not clear and then passed the minutes.

MODIFYING THE CHANGES IN THE CONTRACT OF LEASE

NEECO II -Area 1 rents commercial situated spaces in their every District Offices. The trainees has been
given the opportunity to compare, and review the changes from the previous contract to the newly
printed ones. Using the highlighter, the trainee highlighted every words that was changed from the
clauses. This is helpful to know if there are changes in the terms and conditions, and cost of the
commercial spaces acquired.

Performing SWOT Analysis and Answering Case Studies

The Coop required every individual stafff to perform a SWOT Analysis of their own to measure, assess
and evaluate each abilities, capabilities, skill competencies and performances. The trainee experiences
to do/make his own. The trainee also helped other OJT to answer their Case Studies given by the HR to
assess the knowledge, level of understanding, and how would they react/respond to certain
cases/situations in the field of Human Resources .

Shredding of Papers

Documents from previous years are piled up in a folder labeled "for shredding". Since the Secretary is
always at the meeting and files keeps coming in ZOD, the trainee had the opportunity to use the paper
shredder to lessen the files that can no longe be useful, already recorded and scanned years ago and to
free up spaces inside the office.

Implementation and Organization of Systematic Filing of the Department

Zone Operations Department has tons of documents kept in the filing cabinets and drawers. So that the
trainee is able to practice the standards of Integrated Management System such as systematic filing of
documents through sorting out folders and documents, scan and records files and labeling folders.