Functional Statement

Personnel and Administrative Department

Basic Function

The Personnel and Administrative Department is mandated to rationalize and systematize personnel and administrative practices in the Arzobispado and other related institution in the Archdiocese.  Its main task is to supervise the implementation of the policies of the Archdiocese on personnel and administrative matters.

Specific Functions

1. Personnel

a.       Sets up appropriate programs and procedures for recruiting and selecting lay personnel as well as for their training and development.

2. Formulates a fair and equitable salary structure as well as the other personnel benefits and privileges and administers them accordingly.
3. Sets up a system of monitoring and evaluating the performance of personnel for the purpose of improving service.
4. Maintains a system of filing personnel records and documents adequate to serve as database of a personnel information system.

2. Administrative Functions

a.       Sees to the ordinary maintenance and repair of the physical plant of the Arzobispado as well as of its equipment, vehicles, tools and appliances.

2. Liases with the security and janitorial agency contracted to serve the security and janitorial requirements of the Arzobispado and supervises the activities of the security guards and janitors to ensure adequate security coverage and janitorial service.
3. Supervises and ensures an effective telephone, mailing, delivery, and printing services for the Arzobispado.
4. Sees to the purchase of needed supplies at the least cost without sacrificing  quality by adhering to the established purchasing procedures.

Job Description

Basic Function

Responsible for providing assistance to management in the implementation of the different Personnel functions such as Recruitment, Benefits, Training and Development and handling of complaints and grievances as well as delegation of work to other staff members.

Specific Duties and Responsibilities

1. Recruitment and Selection

a.       Advertises for additional staff in local bulletins or through ad releases in the newspapers.

2. Screens application forms of interested parties.
3. Schedules applicants for preliminary interview with Personnel and Administrative Head and Department Head.
4. Coordinates with an outsider to administer psychological tests (IQ, Aptitude, Personality, Work value Inventory) of shortlisted applicants.
5. Schedules chosen applicants for physical examination.
6. Orients new hires regarding the Arzobispado’s policies, rules and regulations.
7. Prepares contracts of employment or appointments.

2. Timekeeping

   a.       Checks all time records for tardiness, overtime, etc.

   b.      Forwards time records to accounting department for salary and other adjustments for take up in the employee’s pay.

3.      Benefits

a.       Computes benefits based on rules and regulations of the Arzobispado and as mandated by the Labor Code of the Philippines.

b.      Forwards all records to accounting department for salary adjustments.

c.       Prepares documents such as release and quitclaims, clearances and certifications for resigning and retiring employees.

d.      Secures from the Department of Labor latest amendments on the  Labor Code and updates Department Head on this information.

Basic Function

Responsible for providing assistance in the recording, filling and preparation of reports.

Specific Duties and Responsibilities

1. Employee 201 File/Records Maintenance

1. Maintain and updates  in orderly personnel records like 201 file, absence/leave records of employee.
2. Updates the masterlist of all the archdiocesan employees directly undedr the umbrella of Arzobispado.
3. Collects, receives and records leave, overtime and outside assignment forms for cross checking  against the time card.
4. Conducts follow-up with new employees relative to their employment requirements.

2. SSS/Pag-ibig Benefit Administration

1. Provides assistance in the processing of SSS/Medicare forms, health insurance forms.
2. Serves as liaison officer to SSS/Pag-ibig and files claims on sickness/maternity  benefit and registration for new employees.
3. Prepares computerized monthly/quarterly collection list of personnel for Pag-ibig and SSS and corresponding  payments are remitted on or before deadline.

3. Salary Administration/Accounting

1. Prepares/computes and submits to the Accounting Department deductions from salaries of employees commensurate to their absences and undertime.
2. Prepares request for payment of salaries for contractual employees.

4. General Administration

1. Entertains inquiries of employees regarding personnel matters
2. Issues RCAM employees’ I.D. to regular staff and updates control number.
3. Performs other task such as placing phone calls, reproduction of forms, etc.
4. Coordinates with employees concerned activities such as sports, retreats, and excursion.

QUALIFICATION GUIDES

1. College graduate (AB or Commerce Management)
2. Computer Literate
3. Must have 1 to 2 years of related work experience
4. Must be able to provide solutions to problems which are based on general principle and requires intensive analysis.
5. Catholic and morally upright.
6. Must be able to work regularly with confidential data.

Basic Function

To provide General assistance to RCAM office.

Specific Duties and Responsibilities

1. Receives and direct all visitors to office and handle general inquiries.
2. Handles all incoming calls.

QUALIFICATION GUIDES

1. At least second year college with extensive technical, vocational and/or special courses beyond high school equivalent to 2 to 3 years of college.
2. Must be able to give and receive facts, which requires minimum discussion, explanation and interpretation.