ORDINANCE NO: 2024-579 (Authored by: Honorable Ariel J. Lim, Jr. M.D) "AN ORDINANCE CREATING COTERMINOUS POSITIONS OF THE LEGISLATIVE DEPARTMENT, NAMELY: ONE (1) EXECUTIVE ASSISTANT III, SALARY GRADE 20, OFFICE OF THE VICE MAYOR AND TWELVE (12) EXECUTIVE ASSISTANT II, SALARY GRADE 17, TWELVE (12) PRIVATE SECRETARY II, SALARY GRADE 15, AS ADDITIONAL CITY COUNCILOR STAFF, AMENDING FOR THE PURPOSE RULE II SECTION 1 (A) (B) OF THE INTERNAL RULES OF PROCEDURE OF THE 14TH CITY COUNCIL OF PAGADIAN CITY" WHEREAS, the City Government of Pagadian City encourages the development and creation of socially responsible office organizations and positions as part of its thrust for the promotion of productive government operations; WHEREAS, there is a need for the creation of new positions in the Legislative Department, particularly in the Vice Mayor's Office and the City Councilors Office, to address increased demands as well as effectively and efficiently perform its functions and mandates for the delivery of quality public service pursuant to the social and economic objectives of the city; WHEREAS, Section 3 letters (b) and (h) of Republic Act No. 7160, otherwise known as the Local Government Code of 1991, states that there shall be established in every local government unit an accountable, efficient, and dynamic organizational structure and operating mechanism that will meet the priority needs and service requirements of its communities, and a continuing mechanism to enhance local autonomy not only by legislative enabling acts but also by administrative and organizational reforms; WHEREAS, Section 76 of RA 7160 provides that every Local Government Unit shall design and implement its own organizational structure and staffing pattern taking into consideration its service requirements and financial capability, subject to the minimum standard and guidelines prescribed by the Civil Service Commission; WHEREAS, Section 9 of Civil Service Commission Memorandum Circular No. 19, Series of 1992 provides that other offices and positions may be created by the Local Government Unit provided that they are the priority needs as identified by the Local Chief Executive, the Sanggunian and/or the Local Development Councils; WHEREAS, in order to reflect the true intention of this legislative body, there is a necessity to amend Rule II Section 1 (a) (b) of the Internal Rules of Procedure of the 14th city council of Pagadian city. NOW, THEREFORE, be it ordained by the 14th City Council in session assembled that: Section 1. The creation of the new co-terminous position is hereby approved, to wit; Vice-Mayor's Office- Personal and Confidential Staff POSITION SALARY GRADE NO. OF POSITION Executive Assistant III SG/20 1 City Councilors' Office - Personal and Confidential Staff POSITION SALARY GRADE NO. OF POSITION Executive Assistant II SG/17 12 Private Secretary II SG/15 12 Section 2. -Function Executive Assistant III in the Vice Mayor's Office- The Executive Assistant III shall perform the following functions and duties under the Office of the Vice Mayor: Provide high-level administrative and operational support to the Vice Mayor, including managing schedules, preparing briefing materials, and coordinating meetings. Assist in the review, analysis, and formulation of policies and legislative measures. Ensure that relevant documents and recommendations are prepared for the Vice Mayor's consideration. Manage correspondence, communications, and inquiries directed to the Vice Mayor's Office. Draft responses and liaise with internal and external stakeholders on behalf of the Vice Mayor. Serve as a liaison between the Vice Mayor's Office and various government agencies, departments, and other offices, ensuring efficient and effective communication and coordination of tasks. Assist in the planning, implementation, and monitoring of special projects initiated by the Vice Mayor's Office. Ensure timely completion and alignment with the office's objectives. Handle sensitive and confidential matters with the highest level of discretion and integrity. Represent the Vice Mayor in meetings, forums, and other official functions as delegated. Perform such other functions as may be assigned by the Vice Mayor or as required by law. Executive Assistant II and Private Secretary II in the City Councilor's Office- The Executive Assistant II and Private Secretary II shall perform the following functions and duties under the Office of the City Councilor: Executive Assistant II Formulate and submit policy recommendations (conduct research and data gathering or provide technical assistance in aid of policy making / legislation); Participate as representative /alternate member in special bodies/ committees/ others; Assist the City Councilor in committee, consultative, and other relevant meetings; Represent the City Councilor in his/her official functions; Prepare and process travel activities of the City Council; and Perform other relevant functions Private Secretary II: Manage the City Councilor's schedule, appointments, and correspondence. Coordinate and facilitate communication between the City Councilor and constituents, government officials, and stakeholders. Prepare, edit, and distribute documents, reports, and speeches on behalf of the City Councilor. Maintain confidentiality and handle sensitive information with discretion. Assist in organizing events, meetings, and official functions attended by the City Councilor. Provide administrative support and perform other duties as assigned by the City Councilor. Section 3. Funding of New Position. - The Executive Department shall include in the budget for approval by the Sangguniang Panlungsod, the funding for the new positions under the Sangguniang Panlungsod. Section 4. Repealing Clause. - Any ordinance, resolution or order, or part or parts thereof which are inconsistent with the provisions of this Ordinance are hereby amended, repealed or modified accordingly. Section 5. Separability Clause. - If, for any reason, a provision of this Ordinance is declared invalid or unconstitutional, all other provisions hereof not affected thereby shall continue to be in full force and effect. Section 6. Effectivity Clause. - This Ordinance shall take effect fifteen (15) days after its publication in a local newspaper of general Circulation within the city. ENACTED AND APPROVED by the Sangguniang Panlungsod (14th City Council) during its 86th Regular Session on 14 August 2024 at the SP Session Hall, 4th Floor City Commercial Center (C3), Santiago District, Pagadian City.