JOB Description - asdasf PDF

Preview

Summary

asdasf...

Description

JOB DESCRIPTION – ADMINISTRATIVE SERVICES SECTION a.) Administrative Officer V - SG 18 1.) Assist Department Head and Assistant Department Head In Planning and Implementation of Targets and Programs of the Department 2.) Prepares Consolidated Budget Proposal of the Office, and its Requirements 3.) Supervise Administrative Services Section 4.) Set Goals and Deadline for the Section 5.) Monitor the use of Office’s Budget and prepares its related report

6.) Prepares other office’s communications and requests 7.) Perform other administrative functions, and duties that maybe assigned by the supervisors from time to time b) Administrative Officer IV - SG 15- Fiscal Management 1.) Prepares Budget Proposal of the Administrative Services Section 2.) Monitors the use and issuance of office supplies and equipment 3.) Set Goals and Deadlines for the Section 4.) Initiates Proper Disposal of Records 5.) Maintain office's records of supplies and equipment 6.) Prepares, and submits other related administrative reports/communications

7.) Perform other functions that

maybe assigned by the supervisors from time to time c) Administrative Officer IV - SG 15- Personnel Management 1.) Monitor, and manage personnel records and other office's records/documents 2.) Set goals and deadline for the section

3.) Monitor the Attendance of Office Personnel and submits its related report to HRDO and/ to other concerned office/s 4.) Conduct orientation to newly assigned employees in the office with regards to the administrative policies and guidelines in the Department and/Agency 5.) Monitor the preparation of the payrolls and/vouchers for the payment of salaries and other benefits of the employees in the Department 6.) Prepares, and submits other related administrative reports/communications 7.) Perform other functions and duties that maybe assigned by the supervisors from time to time d.)

Administrative Assistant I- Machine Operator II - SG 7 1.) Oversee the maintenance and repair of office equipment, furnitures and fixtures 2.) Prepare and submit Inventory Reports of Office's Furnitures and Equipment 3.) Update ARE / MR of the personnel in the office 4.) Encodes Vouchers and Payrolls (General Fund) and prepares transmittal to pre audit division 5.) Prepares Purchase Request and other documents for the procurement of the office supplies and equipment, others

6.) Monitor the delivery of office's supplies, equipment and other documents 7.) Perform other functions and duties that maybe assigned by the supervisor from time to time e.)

Administrative Assistant I- Acctg Clerk III - Salary Grade 8 1.) Encodes, monitors, and maintains records/Log Book of various incoming and outgoing communication from different personnel/offices

2.) Encodes various vouchers , payrolls, and other documents for signatures of the City Accountant, Assistant City Accountant and/ Authorized Personnel 3.) Disseminate propertly informations ,notices, isuances , records to the concerned personnel/offices 4.) Attains and/ answers phone calls, queries from various clients 5.)Performs other functions and duties that maybe assigned by the supervisors from time to time f)

Administrative Assistant I- Acctg Clerk III - Salary Grade 8 1.) Update leave cards of the office personnel 2.) In charge of Bio Metric Records - (EDTR Entry/Correction Request) of office's personnel 3.) Encodes and/process the leave application of office's personnel 4.)Posts the data on the leave application of office's personnel to their respected leave cards and indicate on the said leave application the leave credit balances 5.) Prints DTRs' of office personnel and its corresponding certifications 6.) Gather documents to be attached to the office's payrolls and/vouchers for processing of employees' claims 7.) Performs other related functions that maybe assigned by the supervisors from time to time

g.)

Administrative Aide VI 1.) Properly filed various office's communications/correspondence 2.) Dessiminate and/delivers communications/correspondence to various offices within City Hall Building 3.) Photocopies /Xerox documents that need to be phocopied/reprodoced 4.) Performs other functions and duties that maybe assigned by the supervisors from time to time

h.)

Administrative Aide VI 1) Check documents attached to the payrolls and vouchers (Salaries, Wages, other Compensation of Personnel) in accordance with the accounting check list 2.) Records and Prenumbers Payrolls and Vouchers (Trust Fund Account) 3.) Checks Attendance of office's personnel 4.) Photocopies/Reproduce Documents to be reproduced 5.) Answers various queries relative to payrolls and vouchers 6.) Performs other functions that maybe assigned by the supervisors from time to time

i.)

Administrative Aide VI 1) Check documents attached to the payrolls and vouchers (Salaries, Wages, other Compensation/Benefits of Personnel) in accordance with the accounting check list 2.) Records and Prenumbers Utilization Report (Gasoline and Fuel) 3.) Update Supplies Ledger Card and prepares monthly Inventory Report 4.) Distribute and/release office's supplies , materials and /equipment to the office's en -users 5.) Answers various queries relative to payrolls and vouchers 6.) Performs other functions that maybe assigned by the supervisors from time to time

j.)

Administrative Aide VI 1) Check documents attached to the payrolls and vouchers (Salaries, Wages, other Compensation of Personnel) in accordance with the accounting check list 2.) Prepares and follow up documents related to the transfer of property accountabilities of the office's pesonnel and updates of their respective ARE/MR. 3.) Assist in the conduct of physical Inventory of Office's Furnitures, Equipment and in the preparation of the Inventory Report

4.) Answers various queries relative to payrolls and vouchers 5.) Performs other functions that maybe assigned by the supervisors from time to time k.)

Administrative Aide VI 1.) Encodes and Monitors the payrolls and vouchers, other documents distributed to pre -audit division 2.) Encodes and monitors liquidation of cash advances of the various personnel 3.) Answers various queries relative to payrolls and vouchers 4.) Performs other related functions and duties that maybe assigned by the supervisors from time to time

l.)

Administrative Aide III 1.) Prenumbers Payrolls and Vouchers and its supporting documents 2.) Answers various queries relative to payrolls and vouchers 3.) Performs other related functions and duties that maybe assigned by the supervisors from time to time

m.)

Administrative Aide III 1.) Encodes and Delivers various vouchers and payrolls signed by the City Accountant, Assistant City and/ by authorized representative/s 2.) Answers various queries relative to payrolls and vouchers 3.) Performs other related functions and duties that maybe assigned by the supervisors from time to time

n.)

Administrative Aide III 1.) Delivers various communications to various offices outside City Hall Building 2.) Performs other related functions and duties that maybe assigned by the supervisors from time to time

o.)

Administrative Aide III/Driver 1.) Official Driver of the City Accountant’s assigned vehicle

JOB DESCRIPTION – PRE-AUDIT DIVISION Division Head (Accountant IV) 1.

Supervises and oversees the overall aspect of the Division.

2.

Ensures that the assigned/returned payrolls/vouchers/utilization/liquidation reports are

correctly pre-audited based on the completeness of documents in compliance with COA and other government rules and regulations. 3.

Ensures that 100% of the received payrolls/vouchers/liquidation reports are correctly

indexed based on pre-audit control number, period covered, amount, and particulars. 4.

Approve Division’s Leave Applications & Locator Slips.

5.

Conduct an annual Administrative Officer’s training relative to Pre-audit changes and

other matters. 6.

Respond/attend to client’s queries & concerns.

7.

Compliance to other directive/s of the City Accountant.

Payroll Section Head (Accountant III) 1.

Assign tasks to Payroll Pre-auditors.

2.

Monitor subordinate’s works and monthly accomplishments.

3.

Monitor subordinate’s works attendance.

4.

Respond/attend to subordinate’s queries & concerns.

5.

Pre-Audit of Documentary Requirements as back-up of Vouchers Pre-Auditors,

depending on the volume of transactions or as the need arises. 6.

Compliance to other directive/s of the Division Head.

Voucher Section Head (Accountant III) 1.

Assign tasks to Voucher Pre-auditors.

2.

Pre-Audit of Documentary Requirements as back-up of Vouchers Pre-Auditors,

depending on the volume of transactions or as the need arises. 3.

Monitor subordinate’s works and monthly accomplishments.

4.

Monitor subordinate’s works attendance.

5.

Respond/attend to subordinate’s queries & concerns.

6.

Compliance to other directive/s of the Division Head.

Payroll Pre-Auditors •

Accountant I

1.

Pre-audit of Documentary Requirements of the following transactions:       

JO Salaries & Benefits Incentives, Allowances & Awards (Non-employees) Various Honoraria Financial Assistance (Scholarship-tuition) Financial Assistance(Fire Victims) CA & Other Fund Transfers (back-up) Procurement of Goods & Services-Alternative modes (back-up)

2.

Compliance to other directive/s of the Section Head.

•

Accounting Clerk III (2)

1.

Pre-audit of Documentary Requirements of the following transactions:     

First and Last Salaries Terminal Leave Benefits Maternity Leave Benefits Employees –Salaries and overtime Various Honoraria

2.

Compliance to other directive/s of the Section Head.

•

Accounting Clerk II

1.

Pre-audit of Documentary Requirements of the following transactions:     

FA-Scholarship(Allowances) Allowances (Police & Judges) FA-Hospitalization Assistance FA-Burial Employees’ Salaries & Overtime

2.

Compliance to other directive/s of the Section Head.

•

Accounting Clerk I (7)

1.

Pre-audit of Documentary Requirements of the following transactions:     

Employees -Salaries & Overtime Employees - Various Benefits FA - Hospitalization Assistance FA-Burial Barangay Worker’s Salaries

2.

Compliance to other directive/s of the Section Head.

•

Administrative Aide III (3)

1.

Pre-audit of Documentary Requirements of the following transactions:    

2.

Barangay Worker’s Salaries FA-AICS & SEAP FA-Burial FA-Medical Reimbursements Compliance to other directive/s of the Section Head.

Payroll Indexing Officers •

Accounting Clerk I

1.

Index of audited transactions received from the Payroll Pre-auditors (Accountant I, Administrative Assistant II & Administrative Aide VI).

2.

Back-up the fellow Indexing Officer when the need arises.

3.

Compliance to other directive/s of the Section Head.

•

Administrative Aide III

1.

Index of audited transactions received from the Payroll Pre-auditors (Administrative Aide IV & Administrative Aide III).

2.

Back-up the fellow Indexing Officer when the need arises.

3.

Compliance to other directive/s of the Section Head.

Voucher Pre-Auditors •

Accountant II (10)

1.

Pre-audit of Documentary Requirements of the following transactions:     

2.

Will be assigned as Officer of the Day (weekly rotation)  

3.

Procurement of Goods, Services & Infrastructures Liquidation Reports (including Barangays) Replenishment, Reimbursement & Refunds CA & Other Fund Transfers Other Expenditures

Documentary Requirements completeness checking Preparation of Disbursement Vouchers. Compliance to other directive/s of the Section Head.

Voucher Indexing Officers •

Accounting Clerk I

1. Index of audited transactions received from the Voucher Pre-auditors, particularly to Procurement of Goods, Services & Infrastructures, as well as Replenishment, Reimbursement & Refunds. 2.

Back-up the fellow Indexing Officer when the need arises.

3.

Compliance to other directive/s of the Section Head.

•

Administrative Aide III

1. Index of audited transactions received from the Voucher Pre-auditors, particularly Liquidation Reports (including Barangays), CA & Other Fund transfers & Other Expenditures. 2.

Back-up the fellow Indexing Officer when the need arises.

3.

Compliance to other directive/s of the Section Head.

JOB DESCRIPTION – REMITTANCE AND TAX MONITORING DIVISION a. ACCOUNTANT IV 1. Plans and evaluates the expected output of the Division in line with the objectives of the Accounting Department. 2. Oversees the implementation of the current advisories, memorandums and circulars from BIR, GSIS, Philhealth and HDMF 3. Coordinate to the City Accountant regarding new advisories, memorandums and circulars from the different National Agencies for compliance of the Cebu City Government 4. Communicates to HRDO for reconciling records from the remittance file to the National Agencies data base e.g. Leave without Pay, change of Status, correction of names. 5. Evaluate the performance of the personnel under Remittance Section and Tax Monitoring Section. 6. Approves GSIS Loans and HDMF Loans 7. Signed Philhealth Claim Signature Form

1.)

REMITTANCE SECTION (GSIS, Philhealth and HDMF) a. ACCOUNTANT III 1. Supervises as to remittance of the Cebu City Government to GSIS, Philhealth and HDMF 2. Check and monitor the completeness of remittance file of the Cebu City Government to the database of National Agencies. 3. Coordinate to the Reconciliation Section of the Financial Reporting Division for reconciling items per books of GSIS, Philhealth and HDMF subject for remittance. b. ACCOUNTANT II (GSIS)

1. Prepare the monthly remittances of GSIS premiums and monthly loan amortizations of the Cebu City Government employees 2. Ensure the timely remittance of GSIS premiums and monthly loan amortizations of employees to GSIS. c. ACCOUNTANT II (Philhealth) 1. Prepare the monthly remittances of Philhealth premiums of the Cebu City Government employees. 2. Ensure the timely remittance of premium contributions to Philhealth. d. ACCOUNTANT II (PAG-IBIG) 1. Prepare the monthly remittances of PAG-ibig premiums and monthly loan amortizations of the Cebu City Government employees 2. Ensure the timely remittance of premium contributions and monthly loan amortizations to PAG-ibig. e. ACCOUNTING CLERK III 1. Bills and uploads monthly loan amortization of GSIS and HDMF. 2. Print requests of GSIS, Philhealth and HDMF remittance certifications. 3. Assists monthly filing of GSIS, Philhealth and HDMF records.

2.)

TAX MONITORING SECTION (WITHHOLDING AGENT AND TAXPAYER) a. ACCOUNTANT III 1. Supervises as to compliance of the Cebu City Government as a Withholding Agent. 2. Monitors compliance for transactions that would implicate proprietary activities subject to Income Tax and Value Added Tax of the Cebu City Government. 3. Coordinate to the Reconciliation Section of the Financial Reporting Division for reconciling items per books of BIR subject for remittance. 4. Signed BIR certificates issued on taxes withheld on government money payments and expanded withholding on income tax.

5. Provide trainings or request meetings to Administrative Officers for compliance of reports with Job Order Personnel. b. ACCOUNTANT II (BIR Withholding Agent) 1. Prepare the monthly remittances to BIR for all withholding taxes on compensation and government money payments of the Cebu City Government. 2. Prepare Annual Reports BIR Form 1604CF and BIR Form 2316 of all employees as well as BIR Form 1604E taxes withheld on suppliers. c. ACCOUNTANT I 1. Receives vouchers from Indexing Section for posting to Remittance Programs 2. Provide Alphabetical Tax Code of Suppliers subject to Withholding Tax. d. ACCOUNTING CLERK III 1. Register to BIR newly hired employees of the Cebu City Government. 2. Issues BIR Certificates to Suppliers for taxes withheld of government money payments and expanded withholding on income tax. e. ACCOUNTANT II (Business and Income Tax) 1. Prepares the monthly, quarterly and annual report of the Cebu City Government regarding proprietary transactions subject to income and value added tax. 2. Keeps and maintains records of all transactions of the Cebu City Government that implicates to value added and income tax.

JOB DESCRIPTION – FINANCIAL REPORTING AND RECONCILIATION DIVISION Accountant IV (Division Head) 1. Supervise the Accounting Systems Management & General Ledger Accounts Monitoring Division 2. Update and communicate to COA National for technical concerns (eNGAS programs) 3. Establish user-friendly systems, programs & applications for accounting processes 4. Ensure strict compliance with relevant accounting & auditing laws, rules and regulations 5. Effect timely submission of financial reports & other related documents to COA and other users Accountant III (Section Head) 1. Supervise the Accounting Systems Management Section & its personnel 2. Assist in the closing of books of accounts as to technical aspect (City & Barangay Accounts) 3. Attend requests and concerns involving the function of the section 4. Report directly to Division Head Accountant II 1. Assist the Section Head in the delivery of services to be provided by the section 2. Attend requests and concerns in case of unavailability of the Section Head Admin Aide III (Utility Worker II) 1. In-charge of technical aspect of the existing and proposed systems, programs & applications of the office Admin Aide III (Utility Worker II) 1. Assist the Programmer in the technical aspect of maintenance and implementation of the existing and proposed systems, programs & applications of the office 2. Assist in the minor troubleshooting of the IT equipments used by the office

JOB DESCRIPTION – BARANGAY ACCOUNTS DIVISION a. One (1) ACCOUNTANT IV (DIVISION HEAD) --- additional 1. Direct Supervision of the Barangay Accounting Division 2. Verification of sources for supplemental budgets 3. Ensure strict compliance with relevant laws, rules and regulations 4. Effect timely submission of financial reports to COA and other users of financial statements 5. Signing of clearances for the monetization of leave credits of barangay officials and employees 6. Countersign Certified Statement of Income for the Barangay Annual Budget

b. Two (2) ACCOUNTANT III (SECTION HEADS) - additional 1. Monitoring of the books of accounts for each congressional district assigned 2. Closing of books of accounts 3. Supervision of the personnel under each section 4. Report directly to Division Head c. Eight (8) ACCOUNTANT II – additional (APPROVING OFFICERS) 1. Closing of barangay transactions (per year) 2. Print Trial Balance, Balance sheet, Statement of Income and Expenses, Statement of Cash flows, Statement of Governm...