Provincial Government of Bohol (PGBh)

JOB ANALYSIS QUESTIONNAIRE

Position to be analyzed: ____________________________ Department/Division: ________________

PART I-A
TO BE COMPLETED BY EMPLOYEE OR SUPERVISOR (IF THE POSITION IS VACANT)

1. NAME OF EMPLOYEE
Paloso, Sr. Rolando Lecias
(Family Name) (Given Name) (Middle Name) (Maiden Name)
2. OFFICIAL POSITION TITLE 3. OFFICIAL DESIGNATION, if any & OFFICE
Administrative Officer IV

4. DEPARTMENT/OFFICE 5. DIVISION/ SECTION

Provincial General Services Office Administrative Division

6. WORK STATION/ PLACE OF WORK (mention assignments 7.a

outside the office, its frequency, and purpose). NUMBER OF WORKING HOURS PER WEEK: _40__
Office-based NUMBER OF DAYS OFF PER WEEK: _2__

8. NAME & POSITION TITLE OF IMMEDIATE 9. NAME & POSITION TITLE OF NEXT HIGHER
SUPERVISOR SUPERVISOR
Engr. Ariel D. Dominguez Engr. Rosalinda B. Yu
Asst. Provincial General Services Officer Provincial General Services Officer
10. NUMBER OF PERSONNEL UNDER YOUR SUPERVISION, if any

a) Regular __5___ b) Casual _none_

11. GENERAL FUNCTION OF THE POSITION: Describe the nature and purpose of your work in one or two sentences.

Administrative support services is basically personnel management function. It serves as the police unit in the administration of office
policies. It caters to the non-technical functions of the office. It maintains office order and other dynamics, a communication link between
the management and the rank and file. It is the life and soul of the office.

12. STATEMENT OF DUTIES AND RESPONSIBILITIES:

List and number the duties you perform regularly in order of frequency. State clearly what you do, how you do it, and
for what purpose (why). Group related duties into separate paragraphs or sections. In the space at the left, estimate
the amount of time you spend on each group of duties; show time as percentages. (For example, if you work 40
hours/week and spend 20 hours on the average performing one set of duties; put 50% under "Percentage of Time
Spent". If a group of duties occurs only during a particular season, please explain, including the number of weeks
involved.
Percentage of
Time Spent REGULAR DUTIES
 25% - prepares all sort of communications/correspondence for approval or signature of the Dept. Head
 8% - supervise subordinates’ functions to ensure orderly and faithful compliance of assigned tasks and facilitates staff
meetings, general monthly meetings
 2% - provide counseling/coaching to co-employees needing administrative intervention and non-technical support services
 5% - supervise the overall operation of janitorial and security services

PGBh Job Analysis Questionnaire 1

 Provincial Government of Bohol (PGBh)
JOB ANALYSIS QUESTIONNAIRE

 5% - oversee smooth office operation

 5% - maintain housekeeping and orderly office setting
 10% - follow up compliance and subdivision of required reports by division or by the personnel concerned
 10% - assist the dept. head in all levels of personnel action and see to it that administrative investigations are commenced
and sanctions are imposed against erring employees
 10% - supervise employees compliance of EMS programs

13. List and number the duties you perform occasionally in order of most importance. Include temporary assignments or
special projects. Indicate the percentage of time that is spent on each occasional duty.

Percentage of OCCASIONAL DUTIES (Optional)

Time Spent

 6% - assist the department head in entertaining guests/visitors

 2% - represent the office during emergency management meeting
 5% - assist in the preparation of work and functional plan
 2% - gives orientation to new employees, trainees, OJTs
 5% - attend monthly BOPEL/union meetings and activities

Note: Regular and Occasional Duties must add up to 100%

14. List any vehicles, machines, hand or power tools, office equipment, software, laboratory instruments, etc., used in
performing your work. Show the amount of time spent using each of these on a daily, weekly, or monthly basis (e.g.,
operate a personnel computer 1 hour every day) or show as a percentage of your work time.

Machine, tools, equipment No. of hours or % of time

_______________________________________________________ __________________
_______________________________________________________ __________________
_______________________________________________________ __________________
_______________________________________________________ __________________

15. List the most important knowledge, skills and abilities you need to perform the duties that you listed in items 12 and
13. Also list any licenses or certificates (e.g., R.N., driver's license, MS Excel, MS Access) required to perform your
work.
Communication skills both oral and written; crisis management style; code of conduct and ethical standard trainings; public
administration skills training; computer literacy

16. For what work do you make recommendations (i.e., your opinion is solicited, but you do not have final authority)? To

PGBh Job Analysis Questionnaire 2

 Provincial Government of Bohol (PGBh)
JOB ANALYSIS QUESTIONNAIRE

whom? Please give examples.

 Conduct of 1st level investigation against erring employees and recommend filing of appropriate administrative
charges/personnel action.

17. For what work do you make the final decision? Please provide examples.

Under the present work assignment set up, there is none that does not require the final say of the department head. Nothing is left for
my discretion.

18. What policies, procedures, laws, rules, standards, or trade practices do you refer to or follow in performing your
work?
 Civil service laws; administrative code; office policies/directives/issuances; anti-graft and corrupt practices act; ISO 14001

19. What work do you do on your own without checking with your supervisor? (Refer to work identified in items #12 and
13)
 Preparation of communications; daily supervision of subordinates; counseling and coaching

20. Please provide examples of the kinds of matters you refer to your supervisor.
 Work assignment of utility workers; all matters that require approval of the management

21. With whom, or what organizations, do you have regular job related contacts?

WITHIN THE PGBh

Titles of persons and/or Name of Unit Purpose How Often (Daily, weekly, etc)
 Assistant Dept. Head work harmonization daily
 Dept. Head work imprimatur daily
 HRMDO administrative matters daily
 BOPEL union matters monthly
 Other offices official duties monthly

OUTSIDE THE PGBh

Titles of persons and/or Name of organization Purpose How Often (Daily, weekly, etc)

PGBh Job Analysis Questionnaire 3

 Provincial Government of Bohol (PGBh)
JOB ANALYSIS QUESTIONNAIRE

Are your contacts generally: Friendly and cooperative?  Unfriendly and difficult? (Please explain.)

22. Indicate the physical effort required in your job. Show how often: daily, 2-3 times per week, 1-2 times per month, etc.
How Often
Daily
Sitting at a desk or table with some walking, standing, bending or stooping, or carrying light objects
Continuous operation of a Personal Computer (PC) for long periods (e.g., over 4 hrs.) daily
Rapid use of arms, hands or fingers in handling or manipulating objects, or operating equipment, tools,
instruments requiring fine eye-hand coordination
Repeated bending, crouching, stooping, stretching, or crawling
Unaided lifting of objects up to: 20 - 50 pounds: ___________
51- 100 pounds: ___________
over 100 pounds: ___________
Support part of the weight of ill or infirm persons while assisting them to walk, or roll
over in bed, or in other ways
Climbing ladders or scaffolding
Others (Please describe) __________________________________________________
_______________________________________________________________________

23. Describe any hazards encountered in your job and how frequently (times per week, month, or year) you are
exposed to each.

NONE

24. Describe the surroundings in which your work is performed and state the percentage of time spent in those
surroundings (e.g., 90% inside an office, 25% driving/riding a vehicle, 100% on a hospital ward).

90% OFFIC-BASED FUNCTIONS

25. Describe any features in your surroundings which would generally be regarded as undesirable or unpleasant and
record how often you are exposed to these undesirable or unpleasant aspects.

NONE

PART I-B

PGBh Job Analysis Questionnaire 4

 Provincial Government of Bohol (PGBh)
JOB ANALYSIS QUESTIONNAIRE

TO BE COMPLETED BY EMPLOYEES WHO SUPERVISE OR LEAD OTHER EMPLOYEES

26. Describe your managerial and supervisory duties which involve exercise of supervisory control over the work of
others. (Please check below some possible examples)
 plan and organize the work to be done;
 determine how the work should be assigned and make work assignments;
 review work in progress or on completion to assess the quality and quantity of work produced;
 communicate job requirements to employees and evaluate their work performance;
 give on-the-job training; and
 select or participate in selecting new employees.
 others (please specify) _______________________________________________

27. List the employees whom you lead in the performance of their work; e.g., instructing them on the correct way to
conduct work processes, monitoring work production and/or to whom you provide full supervision as described in
item 26. Do not list employees supervised by your subordinate supervisors. Include interns, trainees and volunteers
if you are responsible for their work.

 Geroncio Saclao
 Herminigilda Tinampay
 Rosario Vallejos
 Margarita Regner
 Hilday Wasawas
 Omer Jose Trabajo
 Sarah Boligao
 Mario Tayone
 Eladio Sarabia
 Esterlita Albano
 Eutemio Parras

28. Additional comments (information that will help to explain your job):

Supervisory functions would be most effective and productive if all subordinates are well-equipped with skills and computer literacy
trainings.

29. I hereby certify to the best of my knowledge that the statements/information I have provided regarding the position
are complete, factual and accurately describe the work.

SIGNATURE: Date:
PRINTED NAME:

PGBh Job Analysis Questionnaire 5

 Provincial Government of Bohol (PGBh)
JOB ANALYSIS QUESTIONNAIRE

PART II
TO BE COMPLETED BY YOUR IMMEDIATE SUPERIOR (Next in line Supervisor or Administrative Official)
30. What is the most important output, product or service you expect of this position? Please explain.

31. Who benefits most directly from the output, product or service of this position? (Please state the types of benefits
that would be generated )

32. Does this position have authority to commit the organization, or any units thereof, to a course of action? Please
explain.

33. Is this position required to deal with confidential information, records or reports?

34. Complete the following only if the position that’s under review and described in Part I of this questionnaire leads or
supervises others. (Please check appropriate box.)
THE POSITION… NO ADVISES/ DECIDES/
RECOMMENDS APPROVES
a. Selects employees a.
b. Transfers or reassigns employees b.
c. Approves employees' attendance, leaves c.
d. Coaches, counsels, or reprimands employees d.
e. Resolves grievances e.
f. Gives assignments to employees and checks work f.
g. Instructs employees in work methods/procedures
g.
h. Reviews and approves employees' work
h.
i. Determines priorities or sets work schedules
j. Determines or approves work methods and procedures i.
k. Prepares work plans or budgets and determines requirements j.
needed to get the work done k.
35. State below your best judgment of the kinds and amount of education, experience, training and eligibility a new
employee should have upon initial entry into this position in order to successfully perform the job duties and
responsibilities:

Education:
Experience
Training:
Eligibility: (Licenses, certificates, or registrations)
Others (Please specify)

PGBh Job Analysis Questionnaire 6

 Provincial Government of Bohol (PGBh)
JOB ANALYSIS QUESTIONNAIRE

36. Supervisor's comments and certification: Please comment on the accuracy and adequacy of the employee's
statements and responses. Note any additions or exceptions. (Attach additional pages, if necessary.)

37. I hereby certify to the best of my knowledge that the information given by the employee is correct and complete,
except as noted above.

SUPERVISOR’S SIGNATURE: DATE:

PRINTED NAME:

PGBh Job Analysis Questionnaire 7