Administrative Assistant for Timekeeping and Keys Management IV

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.

Education and Experience Requirements:

Graduate of any Bachelor's degree from a recognized college or university.

At least one (1) year of relevant work experience, preferably in a role involving administrative, operational, or project-related responsibilities.

Demonstrates strong organizational, communication, and interpersonal skills.

Proficient in Google Workspace applications and other relevant workplace tools.

Ability to work independently and collaboratively, manage multiple tasks, and meet deadlines effectively.

Detail-oriented, adaptable, and committed to maintaining high standards of professionalism and work quality.