This document lists the duties of several roles at a vocational school including a registrar's assistant, front desk officer, assistant for scholarship focal, supply officer assistant, assessment center's assistant, cashier's assistant, automotive assistant, T2MIS focal, and planning officer designee. The roles involve tasks like encoding student data, preparing documents, receiving and sorting documents, assisting with trainings and assessments, handling supplies and cash, updating online systems, and assisting with audits and reporting.

1. Registrar’s Assistant/Data Encoder -Christy Mendizabal
1. Encode registrardocuments
2. Prepare,checkand printTranscriptof Record
3. Prepare,checkand print Transcriptof Competencies
4. Prepare,checkand print Certificationof Grades
5. Prepare,checkand print CertificationasGraduate
6. Prepare,checkand printHonorable Dismissal
7. Prepare,checkand print Certificationof GoodMoral Character
8. Prepare,checkand print Certificate of Achievement
9. Prepare,checkand print Certificate of EnglishProficiency
10. Prepare,checkandprint Certificate of Training
11. Receive applicationforthe release of student’scredentials
12. Release andrecordstudents’credentials
13. Sort releasedstudents’credentials
14. Encode form19 fromsy: 2000 to present
15. Maintainand 5s softcopy of registrar’sdocuments
16. Assistinthe preparationof documentsforUTPRASSregistration
17. AssistandcheckprepareddocumentsforUTPRASSregistration
18. File/SortprepareddocumentsforUTPRASS registration

2. Front Desk Officer/Data Encoder-MPG
1. Prepare and file attendance sheetforTIP
2. Sort traininginquiriesandTIPattendance sheets
5. Photocopy/reproduceformsrelatedtotrainings(Learner’sProfile,Attendance sheet,Application
forms, TRB, etc.)
6. Checkcomplete vouchersdocuments

3. Assistant for ScholarshipFocal/ Website and Data Encoder -James Paul F. Raquel
1. Post to website scholarshipproposals
2. Update school website monthly/asneedarises
3. Prepare documentsfortarpaulinprinting
4. Receive quiresandotherconcernsfromclient
5. Call clientsfororientationbasedfromtrainees’inquiries(qualificationthatwill start)
6. Checkand receive trainees’documentsineveryqualificationfromT2Misfocal
7. Checklearner’sprofile dataagainstsubmittedcredentials
8. Final checkprofile againstcredentialssubmitted
9. Assistinthe signingscholarshipgrant(TWSP,STEP,UAQTEA,DOTR, etc)
10. Final checkattendance signature inall qualificationagainstsummary
11. Sort documentsforscholarships(Learner’sprofile,school copyof billingdocuments, etc.)
12. Prepare andsubmitbillingdocumentsforall scholarshiptraining
13. Monitor/Follow-upbilleddocuments
14. Turned-overcheckeddocumentstotrainersforfinal checkingbefore the trainingstarts
15. Assistinthe Registrationof Learner’sProfileonT2MIS
16. Assistinthe Registrationof AssessmentApplicationFormonT2MIS
17. Encode and complete dataonT2MIS

4. Supply Officer Assistant/Data Encoder
1. Prepare and file purchase request
2. Receive quiresandotherconcernsof trainersregardingrequest
3. Photocopy/reproduceformsrelatedtoprocurement
4. Assistinthe inventoryof toolsinall qualifications quarterly
5. Prepare inventory reportsquarterly
6. Record incomingpurchases
7. Receive andanswerPhone calls/refertoconcernedpersonnel
8. Update MR of all employees
9. Sort and file paidvouchers
10. Issue commonsuppliesrequestedbythe staff andtrainers
11. Receive andanswerPhone calls/refertoconcernedpersonnel
12. Receive quiresandotherconcernsfromclient
13. Call clientsfororientationbasedfromtrainees’inquiries(qualificationthatwillstart)

5. Assessment Center’s Assistant/Data Encoder-Andrea
1. Prepare,printupdatedapplicationformsforassessment
2. Receive applicationsforassessmentfromthe candidates (in-schoolapplicantsandWalk-inapplicants)
3. Receive applicationforassessmenton-lineandthruphone
4. CheckfilledupapplicationformsandregisteronT2MIS
5. Assignreference numbersof applicants
6. Contact PO forassessmentschedule
7. Contact assessorsforassessmentschedule
8. Finalize assessmentwithPO,trainerandassessor
9. Encode candidatesonT2MIS for final confirmation
10. Re-schedassessmentschedulesif problemoccurs
11. Assistassessor’saccommodation,foodpreparation,etc.
12. Assistcandidates’accommodation,etc.
13. Inputresultof assessmentonT2MIS
14. Checkcompletenessof documentsturnedoverbythe assessor
15. Prepare andprintRWAC
16. Assistinthe signingof RWAC
17. Prepare documentsforprocessing officer’sandACmanager’ssignature
18. prepare andsubmitbillingdocumentsforall scholarshipassessment
19. Monitor/Follow-upbilleddocuments
20. Receive andanswerPhone calls/refertoconcernedpersonnel
21. Sort assessmentdocuments

6. Cashier’s Assistant
1. Familiarizationof chartsof accountsand e-NGASprocess
2. Recheckingof supportingdocumentsneededliquidation
3. AssistedinorganizingdocumentsneededRCDfilingandRCIfiling
4. Prepare DV andBURs suppliesandtrainer’shonorarium
5. Prepare DV andBURs assessor’shonorarium
6. Prepare printedDVsandBURs forTrust Fund
7. Prepare and printedcheckduplicatesandadvice of checksissued
8. Updated recordsforreleasedchecks
9. PreparedJEV entries(e-NGAS) monthly(TrustFund)
10. PreparedJEV entries(e-NGAS)monthly(General Fund)
11. Summarizedcollectionsperquarter
12. Updatedrecordsfor releasedchecks
13. Update and upload APP
14. Update and uploadPhilGepsAccount
Automotive Assistant
1. Designatedtool keeper
2. Assistinthe maintenance of school vehicles

7. T2MIS FOCAL
1. File QM,trainingcalendar,scholarshipdata regularly.
2. File,monitorandupdate trainer’sdata(NC,TMand NTTC) as needarises.
3. Checkand verifytrainer’sschedulewiththe technicalhead.
4. Checkcompletenessof enrollmentdocuments of trainees turnedoverby the technical head 5-10
daysbefore TIP.
4. Checkand verifydocumentsagainst learner’s profile.
5. Registertraineeson T2MIS basedfromcheckdocuments with100% accuracy.
6. Encode trainingscheduleonT2MIS 5 daysbefore the startof the trainingbasedonQM/training
calendar.
7. Enroll traineesbasedfromthe schedule onQMagainstactual implementation.
8. Downloadandsave on excel formatandprovide summaryof all implementedtrainings.
9. Update completionof traineesbasedfromthe schedule andupdate excelformat.
10. SubmitupdatedreporttoProvincial Office everyThursday andevery24rth dayof the month.
11. Submitreportto Vocational School Administratorasneedarises
12. Update employmentandsubmititsemesterly(JuneandDecember/asneedarises)
13. Update trainingcertificates online.
15. Maintainsoftcopy of documents.
16. Assistinthe preparationof documentsforUTPRASSregistration
18. File/SortnecessarydocumentsrelatedtoUTPRASSaudit.
PLANNING OFFICERDESIGNEE
1. Assistinthe preparationof IDP,QM andtrainingcalendar
2. Update implementation/accomplishmentsof IDP andscholarshiptrainingsin-school andcommunity-
based
3. Prepare update andprovide copyof OPCR to all concernedindividuals
4. File QM,trainingcalendarandscholarshipdata
5. File,monitorandupdate trainer’sdata(NC,TMand NTTC)
6. Checkand verifytrainer’sschedulewiththe technicalhead
7. Coordinate withall the concernedindividualrelatedtotrainings
8. Prepare,update andsubmitabsorptive capacity
9. Monitorimplementationof the trainings.

8. 10. Submitphysical report(BED) online
11. Maintainand 5s softcopy of documents
18. File/SortnecessarydocumentsrelatedtoUTPRASSaudit