Administrative Aide IV Clerk II  

Item No. 35

SG: 4

Clerical and Administrative Support:

Provide clerical support to the Personnel Records Section by maintaining and organizing employee records, documents, and files.

Assist in the preparation of employee-related documents such as contracts, employment certifications, and other personnel records.

Data Entry and Record Maintenance:

Accurately input employee information into the HR management system and ensure that records are updated regularly.

Maintain physical and digital employee files, ensuring they are well-organized, easily retrievable, and comply with organizational policies and confidentiality standards.

Document Filing and Archiving:

Assist in the filing, archiving, and storage of employee records and documents, ensuring they are categorized, labeled, and maintained properly.

Support the removal and disposal of outdated or unnecessary records according to company policy.

Employee Record Verification and Updates:

Assist in verifying the completeness and accuracy of employee records, ensuring that required documents are included and up to date.

Help with employee file audits to ensure compliance with internal and external regulations.

Communication and Coordination:

Serve as a point of contact for inquiries related to personnel records, handling requests for employee data and ensuring they are processed in a timely and accurate manner.

Coordinate with other sections and departments to collect, update, or verify employee records as needed.

Support for Reporting and Documentation:

Assist in generating reports or summaries of employee records and information as needed by HR management or other departments.

Ensure all requested reports are accurate, complete, and delivered on time.

General Office Support:

Provide general office support, such as photocopying, scanning, and managing office supplies for the Personnel Records Section.

Assist in preparing materials for meetings, audits, or other activities related to employee records.

• Training

None required

• Experience

None required

• Eligibility

Career Service (Subprofessional)
First Level Eligibility

Applications with incomplete documents shall not be entertained.

• Strong analytical and planning skills;
• Good communication and presentation skills;
• Excellent problem-solving skills;