Job description
The Provincial Government of Occidental Mindoro is seeking a qualified professional to serve as Administrative Officer III (Records Officer II). This pivotal public service role safeguards and manages vital government records, ensuring accessibility, compliance, and accountability across departments in the Ilocos Region. As Records Officer II, you will lead the province's records management program, developing and enforcing retention schedules, classification schemes, and secure disposal in accordance with Civil Service Commission guidelines and local ordinances. This is a full-time position ideal for detail-oriented professionals with a passion for public service and information governance.
Key responsibilities include implementing and maintaining an effective records management system, coordinating with offices to process records requests, and safeguarding confidential information. You will supervise both digital databases and physical archives, monitor regulatory compliance, and support audit activities. You will also prepare reports, memoranda, and official communications, and assist in budget tracking and procurement related to the records office. The role requires collaboration with multiple units, strong organizational skills, and the ability to work under deadlines while upholding public trust.
The successful candidate will report to the Records Management Division and contribute to governance, transparency, and service delivery across Occidental Mindoro. We offer opportunities for professional development, a supportive team environment, and a chance to impact local communities through efficient record-keeping and accessible information.
For the complete job description, refer to the Civil Service Commission PDF linked on the official site. If you have a proven track record in public records management and a commitment to ethical public service, we want to hear from you.
Responsibility
- Lead the province's records management program across departments, ensuring accurate filing, indexing, retention scheduling, and compliant disposal in line with CSC guidelines.
- Maintain and oversee official records in both digital databases and physical archives; ensure accessibility, integrity, and secure storage.
- Coordinate with all departments to fulfill records requests, ensuring confidentiality and timely responses.
- Develop, implement, and monitor standard operating procedures for record-keeping and information governance.
- Prepare reports, memoranda, and official communications; assist in drafting policies and briefing materials for senior officials.
- Support audits and compliance activities; track retention schedules, dispose of records properly, and maintain audit trails.
- Manage resources for the records office, including inventory, procurement, and budget adherence; train staff and promote best practices in records management.
- Promote data privacy and information governance; educate staff on records management policies and privacy laws.
Qualification
- Bachelor's degree in Public Administration, Office Administration, Library Science, or related field.
- Substantial experience in records management, archival work, or administrative support, preferably within government or public sector (2+ years).
- Knowledge of Civil Service Commission rules, government policies, and data privacy regulations.
- Strong organizational skills, attention to detail, and ability to handle confidential information.
- Proficiency in MS Office and document management systems; basic IT literacy with ability to operate digital records platforms.
- Strong written and verbal communication; ability to draft reports, memos, and official correspondence.
- Ability to work collaboratively, manage multiple priorities, and meet deadlines in a public service environment.