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REPUBUC OF THE PHIUPPINES

'Department of Budget and ManagementBldg. I, Gen. Solano Street, San Miguel,Manlle!

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SUBJECT

1.0

No. 2004 - 3Marc,h 6, 2004

Heads of Departments, Bureaus, Offices, Agenciesof the National Government; Government-Ownedand Controlled Corporations; Government

~ Financial Institutions; Local Government Units;and All,Others' Concerned'

Conversion of Positions Performing Staff/Non-Technical Functions

Background

'1.1

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Presidential Decree No. 985 as amended by Republic Act No. 6758 orthe SalaryStandardizationLawprovides,among others, that: ' .

"Section 8. Allocation and Reallocation of Positions. Subject toapproval by the Secretary of Budget and Management, the CPCB(Compensation and Position Classiifcation Bureau now Organization,PositionClassificationand CompensationBureau (OPCCB))shall hav~the authority to change the allocation of a position from One class toanother class whenever facts warrant. . .

Section 17. Powers and Functions. The Secretary of BudgetandManagement, principallythrough the CPCB(now OPCCS)shall, inaddition to those provided in the other Sections of this Decree, havethe followingpowersand functions: .

a. Administer, the compensation and position classificationestablished herein'and revise it as necessary."

1.2 To streamline the numerous administrative classes, the AdministrativeServices Group under the General Administrative Service of thePosition Classification Plan is hereby modified by including under it thefollowing classes of positions:

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Sub-Professional levelSalaryGrade

Administrative Aide IAdministrative Aide IIAdministrative Aide IIIAdministrative Aide IVAdministrative AideV

, AdministrativeAideVI,Administrative Assistant IAdministrative Assistant IIAdministrative Assistant IIIAdministrative Assistant IVAdministrative Assistant VAdministrative Assistant VISenior Administrative Assistant ISenior Administrative Assistant IISenior Administrative Assistant IIISenior Administrative Assistant IVSenior Administrative Assistant V

1234567891011121314151618

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Professional level

.

A(jministrative Officer IAdministrative Officer IIAdministrative Officer IIIAdministrative Officer IVAdministrative Officer V

Supervi~ing Administrative OfficerChief Administrative Officer

10111415182224

2.0 Purpose

To implement the conversion of existing positions to the above-listed newclasses.' '

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3.0 Coverage and Exemption

3.1 This Circular .shallcover all positions as shown in ,AnnexA hereof in theadministrative/financial units of agencies, including

"administrative/support positions in their operating/technical units,whether permanent, casual, contractual or emergency in nature nowexisting or hereafter created in National Government/Agencies (NGAs),Government-Owned and Controlled Corporations (GOCCs);Government Financial Institutions (GFIs) and LocalGovernment Units.

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.3.2 It shall not cover, however, the followingpositions:

. Legal Officers, En'gineers, Librarians, etc. and those which requirepassing bar/board examinations; .

. Medicaland Allied Medical positions which are covered by RA7305 or the Magna.Carta of Public Health Workers,.some ofwhich also require passing board examinations;

. Positions r~ndering security of buildings;

. Chief Accountant and lower level accountant positions which headaccounting units;

. Municipal/City/Provincial GovernmentHeads/Department Head; and

DepartinentAssistant

Positions performing line functions of the agency; e.g.: carpentersin engineering Distri'cts, bookbinders in the National PrintingOffice, and photographers in Officeof the Press Secretary.

Definition of Administrative Services Group

v' .

4.1 AdministrativeSelVicesGroupincludespositionswhichare responsiblefor planning, coordination,supervisionand performance of functionsrelating to human resource management, budgeting, fiscalexamination and' control, financial and management analysis,cashiering, information technology, management and audit analysis,supply and records management, informationdisseminationand publicrelations. It also includes those involved in messengerial, clerical,

,secretarial; , stenographi!:, , buying, storekeeping, bookbinding,

disbursel11ent, automotive. ~quipment opera'tion,' communications. equipment operation "and repair, electronics' and!:ommunicationsequipment technology, carpentry, electrical, painting,' plumbing,laboring, crafts and trades, utility V>{orking,machine repair, air-conditioning technology, mechanical' plant operation' and repair,bookbinding, reproduction machin~ opera,tion, stitching, audio-visualequipment operation and repair, illustratingJunctions' and such otherrelated functions.

It does not includepositionsperformingduties and responsibilitiesthat ~

are part of the ,main f.un~ions 9f their agencies.

4.2

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5.0 Implementing Guidelines....

5.1 The offices concerned of the Department of Budget and Management(DBM)shall issue a Notice of Organization, Staffing and ClassificationAction (NaSCA) reflecting the conversion of positions perfon:ningstaff/non-technical function to the new classes.

5.2 The duties and responsibilities'of the new position titles shall consist ofthe duties and responsibilitiesof the positions titles compressed to it.

Example:

Reproduction Machine Operator I, SG 2 - operates and maintains,simple reproduction machines such as photocopying machines

and

Messenger, SG 2 - collects and delivers inter- and intra-officecommunications

Compressed to

Administrative Aide II, SG 2 - operates and maintains simplereproduction machines such as photocopying machines; collects anddelivers inter- and intra- office communications.

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5.2 Positions allocated to the new position titles may be assigned any'combinationof the duties a.nd responsibilitiesof the previous positiontitles. . " '.'

5.3. Agencies shall have the flexibility to modify the duties andresponsibilities of a vacan~ position .to any of the new position titlesthat is needed for its operations p[ovidedit. will not require additionalfunds. . .

Exampl~: ..

Records Officer II,SG 14 and Cashier II, SG~14were both. compressedto Administrative OfficerIII, SG 14. Oneof tl)e positions is vacant. Theagency needs a position for supply management. . The agencyconcerned may convert the duties alld responsibilities of the vacant AOIII position to those pertaining to supply management and transfer thesaid position to the appropriate unit' without need of the approval of .the DBM. It shall inform however the DBMof such transfer.

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'5.4 Upon implementation, the incum~ents of positiqns shall retain theirdesignated salary,steps. The conversion shall not affect the counting'of theyears of service for the purpose of step increments.

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5.5 The conversionautnorlzedherein'shall not 'constitute. reclassification,but rather allocationof the positionto its proper class.. '

Procedural Guidelines

6.1. The Human ResourceManagement Officer/Administrative Officer of theentity concerned shall, upon receipt. ofthe NOSCA,prepare a Plantillaof Position Allocation and Appo'intment (PPM) (Annex B).

6.2. A PPAAshall also be prepared for contractual, casual and emergencypositions. ' . '

6.3. The original and three (3) copies of the said PPM which shall becertified correct by the ,Human Respurce ManagementOfficer/Administrative Officer and approved by the Head of thegovernment entity shall be submitted for post-audit, within thirty (30)days after the receipt Of the said NOSCA,to the appropriate Budgetand Management Bureau (BMB), or DBM Regional Office for,regionalized offices. The BMB or the DBM Regional' Office shallexamine and verify the said Plantilla based on its :records and theNOSCA and certify the PPM accordingly. The ceitified copies shallthen be distributedas follows: ','

6.3.1. one copy to the Civil Service Commission Regional Office andFielClOffice concerned; ,

6.3.2. one copy to the Commission on Audit, for compliance withauditing requirements;

6.3.3. once copy to the Office of ,.,origin concerned for properimplementation; and

6.3.4. the original shall remain with the BMB or DBM Regional Officefor records, controland post-audit purposes.

6.4. The rules and regulations on the PPAA governing the status and,preparation of appointments and other personnel acti.on shall be asprescribed by the Civil Service Commission (CSC).

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6.5. The Head of the governme~t entity shall notify the official/employeeofany change in his position title and the corresponding salary grade ofhis position. through a Notice of Position AUQcation(For Individuals),Annex C). The information in the Notice shall conform with the entriesin the PPAAsubmitted to the DBM as to position title and salary. Acopy of this Notice shal,lbe furni~hed the C$Cand the c;SIS.

6.6. For officials/employees having similar' data and information such asclassification of position and salary grade" ,a, Notice of PositionAllocation (For Groups) (Annex D) shall be issuedin lieu of the formpresc(ibed in paragraph 6.5. , A copy of the Notice shall be furnishedthe CSCand'the GSIS. '

1.0 Responsibilityof the Head of Government Entity, '

The Headof a government entitY' shall be responsible for the submissionofthe required reports. '

SavingClause8.0

, Cases not covered by the provisions of thiS Cirq,darshall be,referredto theSecr~tary of Budget and Management for resolution.

9.0 Effectivit:y, ,

This Circular shall takeeffect March'l, 2004.

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,/YrA~.EMILIAT. BONCODIN

Secretary

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AnnexA

ALLOCATION OF SUB-PROFESSIONAL AND PROFESSIONAL ADMINISTRATIVE POSITIONS

From To

Position TitleS~aryGrade Position Title

SalaryGrade

Sub-Professional Level-"""""'

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Crafts and Trades Helper *

Laborer1*

UtilityWorker I .

111 } AdministrativeAide I

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* The present classification of these positions shall be retained iftheirduties and responsibilitiesare part ofthe mainfunctionsoftheagency wheretheyare located. -)

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ToFrom

Position TitleSalary

, Grade Position TitleSalaryGrade

MessengerBookbinder 1*

Reproduction Machine Operator IStitcher 1*

Laborer 11*

Utility Worker IiDriver I

Carpenter 1*Mason 1*Painter 1*Plumber 1*Audio-Visual, Equipment Operator I

. illustrator IClerk I

* The present classificatron of these positions shall be retained if theirduties and responsibilities are part of the main functions of theagency where they are located.

2222 } Administrative Aide il

2

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Administrative Aide III 3

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From

Iposition Title

Storekeeper IDriver IIBookbinder 11*

Reproduction Machine Operator 1/Stitcher 1/*Electrician 1*Mechanic 1*

Mechanical Plant Operator 1*Printing Machiner Operator 1*Auxiliary Machine Operator ICommunicationsEquipmentOperator1*.Clerk II

StenographerI "

Human Resource Management AideBuyerI .

Accounting Clerk IFiscal Clerk IBudgeting AideCash Clerk I

Chautfeur I

Carpenter 1/*Mason If"Painter 11*

Plumber 11*

Audio-Visual Equipment Operator IIPhotographer 1*Illustrator 1/

Accounting Machine Operator I

* The present classification of these positions shall be retained if theirduties and responsibilities are part of the main functions of the.agency where they are located.

To

Position TitleSalaryGrade

Administrative Aide IV 4'.

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Administrative Aide V 5

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SalaryGrade-

4

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ToFrom

Position TitleSalaryGrade Position Title

SalaryGrade

Chauffeur II

Utility ForemanMicrofilming Machine Operator IElectrician 11* .

Labor Foreman*Air-Conditioning Technician IMechanic 11*

Mechanical Plant Operator 11*Printing Machiner Operator 11*Audio-Visual Aids Technician IAuxiliary Machine Operator"Data Entry Machine Operator IData Controller ICommunications Equipment Operator 11*Electronics and Communications Equipment Technician 1*Artist-illustrator IClerk IIIStenographer IIBuyer IIStorekeeperII "

Accounting Clerk IIFiscal Clerk IICash Clerk II

. DisbursingOfficer IMotor Pool Dispatcher

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* The present classification of these positions shall be retained if their~uties and responsibilities are part of the main functions of theagency where they are located.

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Administrative Aide VI 6

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From

Position TitleSalaryGrade

To

Position TitleSalaryGrade

Chauffeur IIIBookbinder 111*

Reproduction Machine Operator IIIStitcher 111*

Audio-Visual Equipment Operator IIIPhotographer 11*

Computer Operator ISecretary IStenographic Reporter IAccounting Machine Operator IIMotor Pool Supervisor I

Chauffeur IVMicrofilmingMachineOperatorII .

Carpenter Foreman*Mason Foreman*Painter Foreman*Plumber Foreman*Labor General Foreman*Air-Conditioning Technician IIAudio-Visual Aids Technician IIAuxiliary Machine Operator IIIData Entry Machine Operator IIDate Controller IIElectronics and Communications Equipment Technician 11*Artist-Illustrator IIAdministrative AssistantClerk IVHuman Resource Management Assistant

77777777777

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* The present classification of these positions shall be retained if theirduties and responsibifities are part of the main functions of theagency where they are located.

Administrative Assistant I

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Administrative Assistant II

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-ToFrom

'Position TitleSalaryGrade Position Title

SalaryGrade

Property CustodianAccounting Clerk IIIBookkeeperFiscal Clerk III

Budgeting -AssistantCash Clerk III

Disbursing Officer IIManagement and Audit AssistantAssistant OfficerPublic Relations Assistant

Electrician Foreman'"Mechanic III'"Mechanical Plant Operator III'"Printing Machine Operator III'"Computer Ope-rator /ICommunications Equipment Operator III'"Secretary IIStenographer IIIStenographic Reporter II -.Buyer III .

Storekeeper IIISenior BookkeeperMotor Pool Supervisor II

Bookbinder IV'"

Carpenter General Foreman'"Painter General Foreman*Audio-Visual Aids Technician IIIPhotographer 111*Accounting Machiner Operator Iii

101010101010

'" The present classification of these positions shall be retained iftheirduties and responsibilities are part of the main functions of theagency where they are located.

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Adm'inistrative Assistant II 8

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. r AdministrativeAssistant III 9.

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Administrative Assistant IV 10

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From

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Position TitleSalaryGrade

To

Position TitleSalaryGrade

Microfilming Machine Operator IIIElectrician General Foreman*

Mechanical Shop Foreman*PrintingMachineOperatorIV* ,

Auxifiary Machine Operator IVData Entry Machine Operator IIIData Controller IIICommunications Equipment Operator IV*Electronics and Communications Equipment Technician 111*Artist-Illustrator IIIPrivate Secretary IStenographic Reporter III

. BuyerIV .Storekeeper IV

Computer Operator IIIPhotographer IV*

Mechanical Shop General Foreman*Data Entry Machine Operator IVData Controller IV

Communications Equipment Operator VStenographic Reporter IV .Buyer V .

Audio-Visual Aids Technician IVComputer Operator IV

* The present ciassification of these positions shall be retained if theirduties and responsibilities are part of the main functions of theagency where they are located.

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. Administrative Assistant V

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1212 } Administrative Assistant VI

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Senior Administrative Assistant I

1414 } Senior Administrative Assistant II

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Position Title

Photographer V*Electronics and Communications Equipment Technician IV*Private Secretary IIStenographer to the President

. Senior Stenographer to the Regional Governor""

Photographer VI*Priv.ateSecretary IIISenior Stenographer to the President

Professional Level

Records Officer ISupply Officer ICashier I

Administrative Officer IHuman Resource Management Officer IInformation Officer IPublic Relations Officer IFinancial Analyst IFiscal Examiner IFiscal Controller I

.BudgetOfficer IClearing OfficerManagement-and AuditAnalyst I'Accountant I

SalaryGrade-

15151515

* The present classification of these positions shall be retained if theirduties and responsibilities are part of the main functions of the'agency where they are located.

To

Position Title

} SeniorAdministrativeAssistantIII

16 Senior Administrative Assistant IV

18181"8 } Senior Administrative Assistant V

101010 } Administrative Officer I

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Administrative Officer II

SalaryGrad~

15

16 .11

18

10

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From

PO,sition TitleSalaryGrade

Records Officer II

Supply Officer IICashier II

141414

Administrative Officer IIHuman Resource Management-Officer IIInformation Officer IIPublic Relations Officer IIFinancial Analyst IIFiscal Examiner IIFiscal Controller IIBudgetOfficer II .

Management and Audit Analyst IIAccountant II

151515151515151-51515

Administrative Officer IIIHuman Resource Management Offic.er IIIRecords Officer III

Supply Officer III.. Cashier III

Information Officer IIIPublic Relations Officer IIIFinancial Analyst IIIFisca! Examiner IIIFiscal Controller III

Budget Officer III .Management and Audit Analyst IIIAccountant 111**

181818

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* The present classification of these positions shall be retained if theirduties and responsibilities are part of the main functions of theagency where they are located.

The present classification of the position shall be retained if .it isthe highest accountant in the agency/office.

To

Position TitleSalaryGrade

}AdministrativeOfficerlit

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Administrative Officer IV

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Administrative Officer V

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Position Title

Administrative Officer IVHuman Resource Management Officer IVRecords Officer IVSupply Officer IV-Cashier IVInformation Officer IVPublic Relations Officer IVFinancial Analyst IVFiscal Examiner IVFiscal Controller IVBudget Officer IVManagement and Audit Analyst IVFinancial and Management Officer IAccountant IV**

SalaryGrade-

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Administrative Officer VHuman Resource Management Officer VRecords Officer VSupply Officer VChief Accountant **

Financial Analyst VFiscalExaminerV .

Fiscal Controller V

Budget Officer VCashier V

Management and Audit Analyst VFinancial and Management Officer IIInformation Officer VPublic Relations Officer V

2424242424242424242424242424

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* The present classification of fhese positions shall be retained if theirduties and responsibilities are part of the main functions of theagency where they are located.

** The present classification of the position shall be retained if it is .the highestaccountantin the agency/office. .

To

Position Title

Supervising Administrative Officer

Chief Administrative Officer

SalaryGrade

22

24

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PLANTILLA OF POSmON ALLOCATION AND APPOINTMENT

Agency:

,

Annex B

Prepared/Certified Correct:

Adm. Officer/HRMO

-NBC No. 474 for NGAs, GOCCs and GFlsLBC No. 74 for LGUs

.

Approved:

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Head of Agency

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STATUS OF , DURATIONOF APPOINTMENT}APPOINTMENT CONTRACT FORCASUA4

Item No. Present Salary New Salary Monthly As of As of EMERGENCY AND CSC ACTIONFY 2002 . PositionTrtle Grade Position Title Grade Salary* NAME OF INCUMBENT Dec. 31, 2003 Jan.1,2004 CONTRACTUAL EMPLOYEES REMARKS

( 1 ) (2) (3) (4) (5) (6) (7) (8) (9) ( 10) (11 )-

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Annex C .

Name of Agency

Notice of Position Allocation(For Individuals) .

Date

Mr./Ms.

Sir/Madam:

Pursuant to Budget CircularNo. your position of Clerk IV, SG-8 hasbeen allocated to AdministrativeAssistant II, SG-8 effective January 1, 2°94.

Very truly yours,

Head of Government Agency/Regional Director.

cc.: The GSIS/CSC

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Special OrderNo. ,.s. 2003

Name of Agency

Noticeof PositionAllocation(ForGroups)

Annex D

Date

Pursuant to Budget Circular No. . , the positions of the followingofficials/employees have been allocated from Cashier I, SG-10 to AdministrativeOfficerI, SG-10effectiveJanuary1, 2004. .

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cc.:

Name of Emplovee

1.2.3.

The GSIS/CSC

Item No.FY 2002PSI POP

Very truly yours,

Headof Government Agency/Regional Director

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