ORDINANCE NO: 2004-241 "AN ORDINANCE PROVIDING FOR THE CREATION OF THE POSITIONS OF ONE (1) ADMINISTRATIVE ASSISTANT II, SALARY GRADE 8; TWO (2) ADMINISTRATIVE AIDE VI, SALARY GRADE 6; TWO (2) ADMINISTRATIVE AIDE IV, SALARY GRADE 4; AND ONE (1) PRIVATE SECRETARY I, SALARY GRADE 11, UNDER THE ADMINISTRATIVE DIVISION (PERSONAL STAFF) IN THE OFFICE OF THE CITY MAYOR, DEFINING THEIR QUALIFICATIONS, DUTIES AND RESPONSIBILITIES AND PROVIDING FUNDS THEREFOR" Be it ordained by the Sangguniang Panlungsod (8th City Council) of the City of Pagadian in session assembled, to wit: SECTION 1. - Creation. There shall be created the positions of One (1) - Administrative Assistant II, Salary Grade 8; Two (2) - Administrative Aide IV, Salary Grade 4, Two (2) - Administrative Aide VI, Salary Grade 6; and One (1) - Private Secretary I, Salary Grade II, under the Administrative Division (Personal Staff) in the Office of the City Mayor. SECTION 2. - Qualifications. Administrative Assistant II, Salary Grade 8 (Administrative Assistant) Education - Completion of two years studies in college Experience - 1 year relevant experience Training - 4 hours relevant training Eligibility - CS Sub-Professional (Second Level Eligibility) Administrative Aide VI, Salary Grade 6 (Clerk III) Education - Completion of two years studies in college Experience - None required Training - None required Eligibility - CS Sub-Professional (Second Level Eligibility) Administrative Aide IV, Salary Grade 4 (Clerk II) Education - Completion of two years studies in college Experience - None required Training - None required Eligibility - CS Sub-Professional (Second Level Eligibility) Private Secretary I, Salary Grade 11 Education - Completion of two years studies in college Experience - None required Training - None required Eligibility - None required SECTION 3. Duties and Responsibilities. Administrative Assistant II, Salary Grade 8 (Administrative Assistant) Assists in giving assignments to personnel in performing administrative service functions. Prepares communications, endorsements, as directed by the supervisor. Deals with or entertains office calls and visitors and provides general information thereto. Administrative Aide VI, Salary Grade 6 (Clerk III) Under general supervision, performs highly skilled and responsible clerical work. Assigns, reviews and supervises the work of clerical unit doing filing, typing or simple record posting. Certifies copies of records and other related documents. Prepares and types monthly payrolls and vouchers. Does other related work as required. Administrative Aide IV, Salary Grade 4 (Clerk II) Under immediate supervision, performs repetitive and routine clerical tasks. Prepares routine office correspondence, indorsements, reports, and memoranda and types the same for review of his immediate supervisor. Compiles circular, memoranda, orders, rules, and regulations and other papers and/or documents for reference. Makes copies (true copies) of correspondence as the case may be. Types or makes requisitions of RIV, salary vouchers and per diems and other related jobs related this effect. Files outgoing and incoming communications, and cut stencils. Does other related work as required. Private Secretary I, Salary Grade 11 Under immediate supervision, records and files all private and confidential communications addressed to and from the Mayor. Represents the Mayor in social and public affairs and on occasions where the Mayor is unable to attend. Drafts communications and performs secretarial and office duties for the Mayor. Maintains an efficient scheduling of the Mayor's appointment related to his officials and social functions. Answers telephone calls and relays information to one concerned. Cards and records all payrolls and vouchers requiring approval of the Mayor. Takes and transcribes dictation, types communications, keeps personal records of the Mayor. Does other related work as required. SECTION 4. - Appointment and Tenure. The aforementioned personnel shall be appointed by the City Mayor in accordance with the provision of the Civil Service Laws. The term of office of these personnel shall be co-terminus with that of the City Mayor who appointed them. SECTION 5. - Compensation. The salaries of the above-named personnel shall be in accordance with their respective Salary Grades and that said amount of P578,400.00 for this year 2004 be taken from the appropriations for the vacant positions of Executive Assistant II, SG-17 (Item No. 3); Security Officer IV, G-22 (Item No. 10); and Private Secretary II, G-15 (Item No. 4). For the ensuing year (2005) and thereafter, their salaries shall already be sourced from the appropriations for salaries under the Office of the City Mayor. SECTION 6. - Effectivity. This ordinance shall take effect immediately upon its approval. ENACTED AND APPROVED by the Sangguniang Panlungsod (8th City Council) of Pagadian City on its 17th Regular Session held on October 26, 2004 at the Sangguniang Panlungsod Session Hall.