Main Duties and Responsibilities:
I. Attendance Processing and Management
- Manages the attendance reports and records of all Maintenance Staff.
- Serves as point-person regarding leave records and reports, and ensures timely response to questions and concerns.
- Receives weekly attendance data extracted from the system.
- Checks for completeness and validates actual entry times with the Heads, and with the security, if needed.
- Verifies missing entries against filed leaves and daily log record.
- Works with the supervisors in implementing changes, if needed.
- Prepares reports and secures signatures/approvals.
- Facilitates the processing and submission of attendance records and leaves to the Total Records Section of the University HR Operations Shared Services Office.
- Updates records of remaining leaves of employees, and sends leave records/balances to employees as needed.
- Receives, consolidates, and monitors Daily Time Records for approved overtime work of assigned employees.
- Coordinates with Supervisors and Heads for concerns
- Checks the accuracy of Daily Time Recordsfor overtime work rendered, and endorses for required signatures and approvals
- Maintains the online attendance tracker for reference of Heads and Group Heads
II. Office Equipment and Records Management
- Maintains inventory records of consolidated office equipment and tools.
- Checks office equipment, tools, and supplies for the unit.
- Coordinates with the Budget and Finance Section for monitoring and updating of records.
- Works with the Purchasing and Inventory Staff of the Budget and Purchasing Section in monitoring assigned equipment and tools to staff.
- Tracks retrieval of tools and equipment, to ensure inventory of office equipment and tools are in order.
III. Keys Management
- Maintains records and safekeeps physical copies of all campus keys.
- Checks and validates each key and label to verify if they are updated.
- Checks and/or places validated keys in the key storage cabinet, to ensure that they are placed in their appropriate slots.
- Receives and reviews forms for requests for duplicates or replacement of door knobs and locks, to ensure that they are duly signed and approved by the unit head
- Coordinates the schedule of replacement of door knobs and locks with the requesting unit and the Post Construction and Building Care Section.
- Prepares requested duplicates of keys, labels them accordingly, and records the work performed for monitoring.
- Receives email requests for borrowing of duplicate keys.
- Verifies validity of request, facilitates the lending and retrieval of the borrowed keys, and documents as needed.
- Ensures the accuracy of key records, by coordinating with the Planning and Design Section for any possible changes concerning relocation of sections, offices, etc.
- Updates records for validated changes.
- Collects copies of keys from the assigned custodian of former occupants, and safekeeps them in the storage cabinet for keys.
- Facilitates the dispensing of keys to designated custodian of new occupants.
- Monitors and ensures that the key storage cabinet is locked and secured at all times.
- Enrolls fingerprints for biometric and keycode security systems in the campus.
- Receives requests for access to areas secured by biometric and keycode security systems, and verifies if the requests are valid and approved.
- Coordinates the enrollment of the new employee in the system.
- Performs the enrollment and documents accordingly.
IV. Performs other duties as may be assigned by the immediate supervisor, or any authorized representative.
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