ADMINISTRATIVE SERVICES ASSISTANT  

REPORTS TO: Administrative Services Manager

KEY RESULTS EXPECTED

• Implementation of car sticker issuance system
• Implementation of ID processing system
• Implementation of Post Office service system
• Undertaking of purchasing activities

JOB PURPOSE: Performs various administrative services for the residents (this function is shared among two incumbents for this job; one is the Administrative Services Assistant I, the other is Administrative Assistant II).

MAIN RESPONSIBILITIES

Administrative Services Assistant I

• Processes Leave application and Overtime filing;
• Assists in Performance Appraisal coordination;
• Serves as the point person for the ID processing system and Post Office service system, with the Administrative Services Assistant II providing assistance during peak periods or if the point person is absent;
• Provides assistance to the Administrative Services Assistant II in the ID processing system and post office service system during peak periods or if the point person is absent.

Administrative Services Assistant II

• Serves as the point person for the Car Sticker Issuance System, with the Administrative Services Assistant I providing assistance during peak periods or if the point person is absent;
• Provides assistance to the Administrative Services Assistant I in the Car Sticker Issuance System during peak periods or if the point person is absent;
• Manages the inventory of supplies and materials in the Office in coordination with the Finance and Budget Assistant;
• Handles the issuance of supplies and materials in the Office in coordination with the Finance and Budget Assistant;
• Determines needs of the office for supplies and materials and receives requests for purchase of supplies and materials;
• Identifies suppliers of identified supplies and materials for purchase and recommends the supplier with the best quotation in coordination the Finance and Budget Assistant.

QUALIFICATIONS REQUIRED

• Admin I: Graduate of at least a two-year college course;
• Admin II: Graduate of at least a 4-year college course;
• With computer skills;
• At least two years of working experience as an administrative support staff.

COMPETENCIES REQUIRED

• Customer Focus – responds to client's needs quickly and effectively; keeps clients informed of progress of service.
• Performance Orientation – delivers service as expected; meets timelines for service delivery.
• For Admin II – handles conflicts properly.