Creating the Office on Halls of Justice as One of the Organic Offices in the Office of the Court Administrator, and for Other Purposes

October 18, 2005

EN BANC

A.M. No. 05-10-12-SC

CREATING THE OFFICE ON HALLS OF JUSTICE AS ONE OF THE ORGANIC OFFICES IN THE OFFICE OF THE COURT ADMINISTRATOR, AND FOR OTHER PURPOSES

RESOLUTION

WHEREAS, in Administrative Order No. 124-91 issued by then Chief Justice Marcelo B. Fernan on 11 November 1991, the Committee on Halls of Justice (CHOJ) was created to assist the Supreme Court in the administration and maintenance of the halls of justice in the different parts of the country. The Committee is tasked with the following functions and responsibilities:

1.   Act on the following:

a. Repair and renovation of halls of justice

b. Provision of termite treatment services

c. Purchase of maintenance supplies, materials, carpentry tools and equipment; and

d. Requests for construction of cabinets, shelves and benches;

2. Procure the services of janitorial and security agencies for the different halls of justice in accordance with existing laws and implementing rules and regulations on procurement;

3. Process statements of accounts for electricity, water and telephone charges; ScaAET

4. Recommend the appointment of and supervise the personnel in the maintenance units stationed in the halls of justice;

5. Conduct periodic ocular inspections of the halls of justice; and

6. Oversee the implementation of the Court's construction projects.

WHEREAS, the Secretariat for the CHOJ, currently headed by Atty. Peter John U. Javier, a Court Attorney IV detailed from the Office of the First Division Clerk of Court, with seven (7) permanent personnel and fourteen (14) casuals of the Secretariat of the Committee on Halls of Justice, provides technical, clerical and other staff support services to the Committee;

WHEREAS, since the CHOJ was first constituted in 1991, its workload has gradually and considerably increased. More requests for repair, rehabilitation and renovation of Halls of Justice are being submitted to it, owing to the fact that most of the buildings had been completed during the early 1990s;

As of 31 December 2003, 294 buildings, (halls of justice), located in 256 different areas nationwide, had been completed, renovated, or repaired.

WHEREAS, on 9 June 2000, the Court entered into a Memorandum of Agreement with the Department of Justice (DOJ) providing for the transfer from the DOJ to the Court of the ownership of the halls of justice and the land on which they had been constructed. Consequently, documents relating to the completed hall of justice projects were turned over to the CHOJ Secretariat. Among these documents are deeds of donation of the lands involved; contracts with contractors; sets of the approved architectural, engineering, electrical, sanitary work plans and specifications; and sets of as-built plans and other bid instruments. All these documents have to be catalogued, indexed, and filed for easy retrieval should the need arise. The CHOJ Secretariat has also become the repository of the documents relating to the Court's construction projects in view of its assignment to supervise the implementation of the Court's construction-projects. These documents, which are voluminous, have also to be filed and maintained;

WHEREAS, the Secretariat of the CHOJ often communicates with or personally meets judges of the lower courts who wish to discuss problems relating to the condition of the halls of justice or the services of the maintenance units or janitorial and security agencies; HaTISE

WHEREAS, the CHOJ has been receiving and acting on requests involving the problems and requirements of court buildings and courtrooms built and provided by local governments and of court offices in premises leased by the Supreme Court; and it has been extending assistance in the processing of the payment for utilities, provision of janitorial and security services, and undertaking of minor repairs and rehabilitation works;

WHEREAS, actions on statements of accounts for utilities, requisitions for supplies and materials, and requests for repair and rehabilitation require the services of more processors to avoid unnecessary delay in the payment of the bills or in the purchase of supplies and materials or even in the implementation of repair works;

WHEREAS, it is thus clearly evident that the nature and volume of the workload of the CHOJ Secretariat now warrant the upgrading thereof to a regular office with line functions;

WHEREAS, Section 7 of Presidential Decree No. 828 creating the Office of the Court Administrator (OCA), as amended by P.D. No. 842, authorizes the Supreme Court to create offices, services, divisions, and other units in the OCA;

WHEREAS, in a Memorandum dated 5 May 2005 the Chief Justice directed Court Administrator Presbitero J. Velasco, Jr., Deputy Court Administrator Christopher O. Lock, and Deputy Clerk of Court and Chief Administrative Officer Eden T. Candelaria to make a study on the creation of a regular office to be known as the Office on Halls of Justice, which will take over the functions and duties of the CHOJ;

WHEREAS, in their memorandum of 14 July 2005, after taking into account and noting the foregoing functions, duties and responsibilities, the above-named officials recommended the creation of a regular office to be known as the Office on Halls of Justice to be placed under the general supervision and control of the OCA and to be composed of two Divisions, namely, the Administrative and Fiscal Services Division and the Technical Division, with a total complement of thirty positions consisting of new positions to be created and existing positions to be taken from the Secretariat of the Committee on Halls of Justice and the Halls of Justice Maintenance Division. They further recommended as follows:

1. The Chief and the Assistant Chief of Office must be members of the Bar. For uniformity, they must have the same qualifications as those of the chiefs and assistant chiefs of the Legal Office and the Court Management Office of the OCA. DEIHSa

2. A Bachelor of Laws degree shall be required for the position of Executive Assistant III, in addition to the other requirements required by the Qualification Standards Manual (QSM) of the Civil Service Commission.

3. Likewise, in addition to the qualification requirements in the QSM, a working knowledge in the use and operation of computers must be required for the clerical positions.

4. All other positions must require the qualifications prescribed in the QSM.

WHEREAS, the Court finds to be in order the recommendation of the Honorable Justice Angelina Sandoval-Gutierrez, Chairperson of the CHOJ, for the inclusion of at least two (2) lawyer positions in the staffing pattern of the new Office on Halls of Justice;

NOW, THEREFORE, the Court hereby RESOLVES to create a new regular office to be known as the OFFICE ON HALLS OF JUSTICE (OHJ) in the OCA in addition to the existing offices therein. The OHJ shall be under the general supervision and control of the OCA. It shall be headed by an OCA Chief of Office and shall have two Divisions: (1) the Administrative and Fiscal Services Division and (2) the Technical Services Division.

Conformably with the recommendation of Mme. Justice Angelina Sandoval-Gutierrez, the staffing pattern of the OHJ shall also include one (1) position of Court Attorney IV and one (1) position of Court Attorney III, which shall be listed immediately below that of the assistant chief of office.

The positions of the Chief and the Assistant Chief of the OHJ shall require the same qualification standards for the position of OCA Chief of Office and OCA Assistant Chief of Office, respectively, which are provided in the En Banc Resolution of 27 September 2005 in A.M. No. 05-9-29-SC.

All other positions, including the position of Executive Assistant III, shall require the corresponding qualification requirements prescribed in the Qualification Standards Manual (QSM) of the Civil Service Commission.

In addition to the requirements prescribed in the QSM, a working knowledge in the use and operation of computers shall be required for clerical positions in the OHJ.

The following shall be the staffing pattern of the OFFICE ON HALLS OF JUSTICE: aSIHcT

No. of	Item No.	Position-Title	SG	Nature of	Remarks
Pos.				Appointment
1		OCA Chief of Office	28	Permanent	New
1		OCA Assistant Chief of	27	Permanent	New
		Office
1		Court Attorney IV	25	Permanent	New
1		Court Attorney III	24	Permanent	New
1		Executive Assistant III	20	Coterminous	New
1		Chauffeur I (CT)	5	Coterminous	New

 

Administrative and Fiscal Services Division

No. of	Item No.	Position-Title	SG	Nature of	Remarks
Pos.				Appointment
1		Chief Judicial Staff	25	Permanent	New
		Officer
1		Supervising Judicial Staff	23	Permanent	New
		Officer
1		Administrative Officer III	18	Permanent	New
1		Fiscal Examiner III	18	Permanent	New
1		Fiscal Examiner II	11	Permanent	New
1		Court Stenographer II	10	Permanent	New
1	CK3-2012-98	Clerk III	6	Permanent	Existing
1		Clerk III	6	Permanent	New
1	CK2-70-98	Clerk II	4	Permanent	Existing
1		Clerk II	4	Permanent	New
1	UTW2-7-98	Utility Worker II	3	Permanent	Existing
1	CK1-2-98	Utility Worker II	3	Permanent	Existing
		[original Clerk I)

 

Technical Services Division

No. of	Item No.	Position-Title	SG	Nature of	Remarks
Pos.				Appointment
1	BLDG01-98	Chief Judicial Staff	25	Permanent	Existing
		Officer
1	ENG4-1-98	Supervising Judicial Staff	23	Permanent	Existing
		Officer
1	ENG3-3-98	Engineer III	19	Permanent	Existing
1	ARC3-1-98	Architect III	19	Permanent	Existing
1		Records Officer III	18	Permanent	New
1		Engineer II	16	Permanent	New
1		Engineer II	16	Permanent	New
1		Records Officer II	14	Permanent	New
1	BLDG1-1-98	Building Inspector	11	Permanent	Existing
1	DFM2-1-98	Draftsman II	8	Permanent	Existing
1		Draftsman II	8	Permanent	New
1	ENGAS1-98	Engineering Assistant	8	Permanent	Existing
1	ENGA1-98	Engineering Aide	4	Permanent	Existing
1		Engineering Aide	4	Permanent	New
–––––
32	Total number of positions
====

The above positions in the OHJ shall have the following duties and functions:  

OCA Chief of Office

Under direction, the OCA Chief of Office shall exercise general supervision and control over all the personnel and the activities of the divisions within the office and perform the following functions:

1. Advise and assist the Court Administrator in the formulation and implementation of policies, plans, programs and projects for the purpose of maintaining and ensuring the safety and habitability of all infrastructure facilities housing the lower courts;

2. Formulate and implement policies, guidelines, procedures and techniques for more effective maintenance and operation in the office;

3. Recommend to the appropriate body the appointments of personnel of the Maintenance Sections of the Halls of Justice; DaIAcC

4. Formulate and standardize guidelines on the occupancy, use, operation, and maintenance of Halls of Justice;

5. Submit to the Court Administrator recommendations on the rental of office spaces for the use of the courts;

6. Maintain records, plans, and other documents of the Halls of Justice;

7. Plan and manage the supply and property requirements of the Halls of Justice;

8. Review, approve, and submit periodic reports;

9. Review and submit to the Procurement Committee the Terms of Reference on the detailed engineering design and consultancy services for infrastructure projects as bases for the invitation of technical and financial proposals from interested and qualified consultants;

10. Rate the performance of the assistant chief of office and the chiefs of the divisions; and

11. Conduct ocular inspections of the Halls of Justice and confer with the judges and court personnel regarding the needs of the Halls of Justice.

OCA Assistant Chief of Office

Under general supervision, the OCA Assistant Chief of Office shall perform the following functions:

1. Assist the Chief of Office in the general supervision and control over all the divisions and sections of the Office on Halls of Justice;

2. Help formulate and implement policies, guidelines, procedures, and techniques for more effective operation of the office;

3. Assist in the coordination of administrative functions involving the maintenance of the Halls of Justice; aHDTAI

4. Recommend to the Chief of Office actions on matters affecting the maintenance of the Halls of Justice;

5. Review the work submitted for signature of the Chief of Office;

6. Act in the absence of the Chief of Office; and

7. Participate in various Court Committees as required.

Court Attorney IV

Under general supervision, the Court Attorney IV shall perform difficult and responsible legal tasks, as well as the following functions:

1. Review deeds of donations and land titles over Halls of Justice and make the necessary recommendation relative to the titling of properties in the name of the Supreme Court;

2. Prepare legal memoranda, study and report on matters relative to Halls of Justice;

3. Assist the Bid and Award Committee in charge of the procurement relative to the Halls of Justice and other infrastructure projects, whenever required;

4. Prepare and review drafts of contracts for the construction projects of the court;

5. Prepare and review drafts of deeds of donation and memorandum of agreements in relation to Halls of Justice; and

6. Prepare and review drafts of lease contracts for rental of office spaces or buildings.

Court Attorney III

Under general supervision, the Court Attorney III shall perform responsible and relatively difficult legal research, as well as the following functions:

1. Prepare and review drafts of contracts for the construction projects of the court; CcTIDH

2. Prepare and review drafts of deeds of donation and memorandum of agreements in relation to Halls of Justice;

3. Prepare and review drafts of lease contracts for rental of office spaces or buildings; and

4. Conduct studies and research on legal matters relative to Halls of Justice.

Executive Assistant III

Under general supervision, the Executive Assistant III shall perform the following functions:

1. Assign and supervise the work of subordinate personnel;

2. Do a variety of research, administrative and technical duties which will aid higher officials in reaching or implementing substantive decisions or perform research on specialized fields as a basis for executive decisions;

3. Prepare memoranda on matters being considered by his immediate head and prepare action to implement decisions reached;

4. Assign work to subordinate personnel and give instructions on work methods and procedures;

5. Review finished work and recommend actions for conformance to established policies, precedents, and regulations;

6. Assist in the preparation of plans for meetings and conferences; and

7. Prepare summary of urgent matters requiring the immediate attention of his head; and does related tasks.

Chauffeur I

Under general supervision, the Chauffeur I shall perform skilled motor vehicle operation and render the following duties: HCEcAa

1. Operate the motor vehicles of the Court assigned to the Office on Halls of Justice or other officials of the Court;

2. Regularly inspect, service, clean and maintain the vehicle assigned to the Office; perform emergency minor repairs and trouble shooting on said vehicle;

3. Assume responsibility for the care and custody of tools and accessories assigned to him; and

4. Report immediately to the Motorpool Section any sign of malfunction detected in the vehicle for repair and/or correction.

SC Chief Judicial Staff Officer

Under general supervision, the SC Chief Judicial Staff Officer shall direct and supervise the activities and operations of the division, exercise direct supervision over the personnel thereof, and perform the following functions:

1. Exercise direct supervision and control over the activities of the division including the personnel thereof; give instructions and guidance on work methods and procedures;

2. Plan distribution of work among subordinates;

3. Ensure the proper processing of all requests for payment of utility, janitorial and security bills;

4. Monitor the janitorial and security services in the Halls of Justice;

5. Recommend to the Chief of Office actions on applications for the Maintenance Units in the Halls of Justice;

6. Settle administrative and procedural problems;

7. Review all finished work for quality, consistency and conformance with established policies, procedures, rules and regulations; SETaHC

8. Plan and organize periodic staff meetings to discuss problems and seek solutions to these problems;

9. Submit periodic reports as and when required; and

10.  Rate the performance of subordinates and be responsible for their efficiency and discipline.

Supervising Judicial Staff Officer

Under general supervision, the Supervising Judicial Staff Officer shall perform the following functions:

1. Assist in the exercise of general supervision and control over all the sections and personnel of the division;

2. Assist in planning work programs and distribution among subordinates;

3. Assist in the formulation and implementation of policies, guidelines and techniques for more effective operation;

4. Assist in performing the more important and difficult work of the division;

5. Assist in the monitoring of the proper processing of all requests for payment of utility, janitorial, and security bills;

6. Assist in monitoring the janitorial and security services in the Halls of Justice;

7. Assist in the review of all finished work for quality, consistency and conformance with established policies, procedures, rules and regulations;

8. Participate in the preparation of reports as required;

9. Review work submitted for signature of the chief of division, and draft or review and sign correspondence;

10.  Participate in evaluating the performance of the staff and represent the chief of the division in meetings when authorized; and cADaIH

11. Assume the duties of the chief of division in the absence of the latter.

Administrative Officer III

Under general supervision, the Administrative Officer III shall exercise direct supervision and control over the operations and activities of the section, including the personnel thereof, and perform the following functions:

1.  Assist in the processing of applications for Maintenance Units in the Halls of Justice;

2.  Maintain an updated file of non-technical records of office;

3.  Prepare the procurement plan of equipment and supplies needed by the office and monitor the sufficiency thereof;

4.  Give instructions and guidance on work methods and procedures, and plan distribution of work among subordinates;

5. Maintain adequate data concerning the activities of the section for review of higher officials;

6.  Analyze, verify, and consolidate data required by higher officials;

7.  Study and prepare reports and recommendations on matters referred by superiors and participate in the review of a variety of matters before final submission to and approval by the chief of division or office;

8.  Maintain office discipline and recommend required administrative action to superior;

9.  Settle technical and procedural problems; and

10 Prepare reports, official correspondences, communications, and memoranda as may be required.

Fiscal Examiner III DCTSEA

Under general supervision, the Fiscal Examiner III shall exercise direct supervision and control over the activities of the section, including the personnel thereof, and perform the following functions:

1. Give instructions and guidance on work methods and procedures;

2. Plan distribution of work among subordinates;

3. Perform highly skilled and responsible fiscal work;

4. Review indorsements for payment to determine proper computation and completeness of supporting papers;

5. Prepare requests for reimbursements and payment for travel expenses claimed by personnel or officials of the Office and ensure that the supporting papers are complete and in proper order; 

6. Process all other requests for reimbursements by the office and ensure that supporting papers are complete and in their proper order;

7. Prepare and monitor the disbursement of cash advances to the different Maintenance units of the Halls of Justice and ensure proper liquidation thereof;

8. Draft replies to queries, telegrams and letters received relative to cash advances and statement of accountability;

9. Formulate and adopt methods, techniques, and procedures generally accepted in the field of specialization of the section; supervise the upkeep and maintenance of records, documents, and other important papers of the unit; and negotiate for the administrative needs of the section;

10. Authenticate copies of document released by his section;

11. Take final action on matter as delegated;

12. Prepare reports, communications and memoranda as required; ICHcTD

13. Recommend requisitions for supplies and equipment; and

14. Recommend efficiency rating of subordinate personnel and be responsible for their discipline and efficiency.

Fiscal Examiner II

Under general supervision, the Fiscal Examiner II shall perform the following functions:

1. Do highly skilled and responsible fiscal work;

2. Assist in the review of indorsements for payment to determine proper computation and completeness of supporting papers;

3. Assist in the preparation of request for reimbursement and payment for travel expenses claimed by personnel or officials of the Office and ensure that the supporting papers are complete and in proper order;

4. Assist in the processing of other requests for reimbursements by the office and ensure that supporting papers are complete and in proper order;

5. Prepare and monitor the disbursement of cash advances to the different Maintenance units of the Halls of Justice and ensure proper liquidation thereof; and

6. Draft replies to queries, telegrams, and letters received relative to cash advances and statement of accountability.

Court Stenographer II

Under general supervision, the Court Stenographer II shall perform the following functions:

1. Take and transcribe verbatim or rough notes of meetings and conferences;

2. Take dictation and transcribe the same; ATcaHS

3. Prepare and type correspondence, memorandum, notices, and other documents; and

4. Do other related tasks.

Clerk III

Under general supervision, the Clerk III shall perform a wide variety of highly skilled responsible clerical work; supervise and participate in the work of lower level workers doing filing, typing or simple record posting; and perform the following functions:

1. Prepare routine office correspondences, indorsements, special orders, reports, and memoranda;

2. Prepare indorsements for payment of electricity, water telephone, security, and janitorial services bills;

3. Check and verify information in forms and other records;

4. Receive and entertain visitors from the public by attending to their needs and answering routine questions;

5. Maintain an updated file of official records and other related documents; and

6. Monitor routing of reports, memoranda, and indorsements relative to payment of electricity, water, telephone, security, and janitorial services bills.

Clerk II

Under general supervision, the Clerk II shall perform a variety of skilled and responsible clerical work and do the following functions:

1. Prepare routine office correspondences, indorsements, special orders, reports, and memoranda;

2. Prepare indorsements for payment of electricity, water, telephone, security, and janitorial services bills;

3. Check and verify information in forms and other records;

4. Receive and entertain visitors by attending to their needs and answering routine questions; ICaDHT

5. Maintain an updated file of official records and other related documents;

6. Help in the releasing of correspondence of the office; and

7. Take charge of mail matters.

Utility Worker II

Under immediate supervision, the Utility Worker II shall perform a variety of low-skilled level functions and discharge the following functions:

1. Perform law-skilled manual tasks such as cleaning of offices and corridors and operating simple reproduction machines; and

2. Obtain office supplies from central storage room and deliver them to requesting offices, and deliver office equipment, furniture, and records from one office to another.

Chief Judicial Staff Officer

Under general supervision, the Chief Judicial Staff Officer shall direct and supervise the activities and operations of the division; exercise direct supervision over the personnel thereof; and perform the following functions:

1. Conduct ocular inspection of Halls of Justice buildings as to their condition and safety; report damages to property; and recommend appropriate alterations or repairs as may be necessary;

2. Conduct site inspections of ongoing infrastructure projects involving Halls of Justice to determine whether the works and installations conform with the prescribed regulations and predetermined plans and specifications; and submit reports on programs and developments;

3. Monitor supplies, materials, tools and equipment issued to the Maintenance Sections of the different Halls of Justice and keep a list of the personnel accountable thereof; CHTAIc

4. Screen the requisitions of the Maintenance Sections of the various Halls of Justice for materials, tools, and equipment and determine their necessity and appropriateness;

5. Settle technical and procedural problems;

6. Review all finished work for quality, consistency, and conformance with established policies, procedures, rules and regulations;

7. Plan and organize periodic staff meetings to discuss problems and seek solutions to problems;

8. Review the Terms of Reference on the detailed engineering design and consultancy services for infrastructure projects;

9. Submit periodic reports when required; and

10. Rate the performance of subordinates.

Supervising Judicial Staff Officer

Under general supervision, the Supervising Judicial Staff Officer shall perform the following duties:

1. Assist in the exercise of general supervision and control over all the sections and personnel of the division;

2. Assist in planning work programs and distribution among subordinates;

3. Assist in the formulation and implementation of policies, guidelines and techniques for more effective operation;

4. Assist in performing the important and difficult work of the division;

5. Assist in the conduct of ocular inspection of Halls of Justice buildings as to their condition and safety; report damages to property; and recommend appropriate alterations or repairs as may be necessary; cAHDES

6. Assist in the conduct of site inspections of ongoing infrastructure projects involving Halls of Justice to determine whether the works and the installations conform with the prescribed regulations and predetermined plans and specifications, and submit reports on programs and developments;

7. Assist in the review of the Terms of Reference on the detailed engineering design and consultancy services for infrastructure projects;

8. Make recommendations and suggestions to the staff as to work procedures and methods;

9. Take final action on delegated routine matters and coordinate personnel activities designed to attain greatest degree of personnel effectiveness possible;

10. Study ways of improving the services of the division and assist in initiating changes and modifications to improve the operation of the division;

11. Participate in the preparation of reports as required;

12. Review work submitted for signature of the chief; draft or review and sign correspondence;

13. Participate in evaluating the performance of the staff; represent the chief of the division in meetings when authorized; and

14. Assume the duties of the chief of division in the absence of the latter.

Engineer III

Under general supervision, the Engineer III shall perform supervisory engineering tasks and the following functions:

1. Assist in the supervision of the various activities involved in the undertaking of Court infrastructure projects;

2. Assist in preparing design of the structural aspects of the building, specifying dimensions of foundation, sizes of re-enforcing bars, columns, beams, floor slabs, roof frames and the like; EaHDcS

3. Participate in the discussions of plans for Court infrastructure projects like building requirements and specifications;

4. Draft the construction plan, prepare the bill of materials and cost estimates, and inspect and determine the capacity or strength of soil foundation;

5. Check whether the necessary installation conforms with the prescribed regulations, approved plans, and similar structures to ensure compliance with existing laws, ordinances and other specifications thereof, and submit reports of accomplishments;

6. Assist in the conduct of ocular inspection of Halls of Justice buildings as to their condition and safety; report damages to property; and recommend appropriate alterations or repairs as may be necessary;

7. Assist in the conduct of site inspections of ongoing infrastructure projects involving Halls of Justice to determine whether the works and installations conform with the prescribed regulations and predetermined plans and specifications, and submit reports on programs and developments;

8. Evaluate requests for repairs and prepare reports thereon;

9. Evaluate requests for materials, equipment and supplies and make the necessary recommendation thereon;

10. Draft memoranda, reports, and correspondences concerning technical matters; and

11. Prepare the Terms of Reference for detailed engineering design and consultancy services for infrastructure projects.

Architect III

Under general supervision, the Architect III shall perform the following duties and functions: IDSEAH

1. Prepare architectural plans, specifications, bill of quantities, cost estimates and related tender documents for the needed repair and constructions projects; 

2. Assist in the supervision of the various activities involved in the undertaking of Court infrastructure projects;

3. Participate in the discussions of plans for Court infrastructure projects like building requirements and specifications;

4. Check whether the necessary installation conforms with the prescribed regulations, approved plans, and similar structures to ensure compliance with existing laws, ordinances and other specifications thereof and submit reports of accomplishments;

5. Assist in the conduct of ocular inspection of Halls of Justice buildings as to their condition and safety; report damages to property; and recommend appropriate alterations or repairs as may be necessary;

6. Assist in the conduct of site inspections of on-going infrastructure projects of the Court to determine whether the installations conform with the prescribed regulations and predetermined plans and specifications and submit reports on programs and developments;

7. Evaluate requests for repairs and prepare reports thereon;

8 Evaluate requests for materials, equipment and supplies and make the necessary recommendation thereon;

9. Draft memoranda, reports, and correspondences concerning technical matters; and

10.  Prepare the Terms of Reference for the detailed engineering design and consultancy services for the infrastructure projects.

Records Officer III

Under general supervision, the Records Officer III shall perform the following duties and functions: cHCaIE

1. Take charge of the custody and safekeeping of records, papers and documents including but not limited to building as-built plans, deeds of donation, memoranda of agreement, occupancy permits, contracts and land titles;

2. Maintain an effective filing and storage system for easy access;

3. Authenticate copies of records;

4. Recommend changes or modifications to improve the records management system;

5. Answer correspondences and communications relative to the records kept by the Office;

6. Keep track of all incoming and outgoing records and their whereabouts;

7. Oversee periodic maintenance of existing records and constant check up of its environs; and

8. Perform other duties that may be assigned by supervisors.

Engineer II

Under general supervision, the Engineer II shall perform the following duties and functions:

1. Assist in the conduct of ocular inspection of Halls of Justice buildings as to their condition and safety; report damages to property; and recommend appropriate repairs or improvements as may be necessary;

2. Review completeness of as-built plans, deeds of donations, certificates of completion and acceptance, occupancy permits, contracts, land titles, and other documents pertinent to the construction and rehabilitation of Halls of Justice and prepare necessary reports thereon;

3. Assist in the supervision of the various activities involved in the undertaking of Court infrastructure projects; SEIcAD

4. Participate in the discussions of plans for Court infrastructure projects like building requirements and specifications;

5. Assist in the conduct of site inspections of on-going infrastructure projects of the Court to determine whether the installations conform with the prescribed regulations and predetermined plans and specifications and submit reports on programs and developments;

6. Evaluate requests for repairs and prepare reports thereon;

7. Evaluate requests for materials, equipment and supplies and make the necessary recommendations thereon;

8. Draft memoranda, reports and correspondences concerning technical matters; and

9. Do other related duties that may be assigned by supervisors.

Records Officer II

Under general supervision, the Records Officer II shall perform the following duties and functions:

1. Assist the Records Officer III in the custody and safekeeping of records, papers and documents, including but not limited to building as-built plans, deeds of donation, memoranda of agreement, occupancy permits, contracts, and land titles;

2. Study and make suggestions to improve work methods and procedures for a more effective records management;

3. Draft answers to queries relative to the records kept by the Office; and

4. Perform other duties that may be assigned by supervisors.

Building Inspector

Under general supervision, the Building Inspector shall perform skilled inspection work and the following functions: ICHDca

1. Conduct regular inspections of Court buildings and facilities to determine their actual condition;

2. Detect and report damages to property and recommend alteration or repair of the same as may be necessary; determine whether installations conform with the prescribed regulations, predetermined plans, and specifications; report misuse of facilities; and recommend corrective measures;

3. Assist in the conduct of ocular inspections of Halls of Justice buildings as to their condition and safety;

4. Assist in the conduct of site inspections of ongoing infrastructure projects of the Court to determine whether the installations conform with the prescribed regulations and predetermined plans and specifications, and submit reports on programs and developments;

5. Evaluate requests for repairs and prepare reports thereon; and

6. Evaluate requests for materials, equipment, and supplies and make the necessary recommendations thereon.

Draftsman II

Under general supervision, the Draftsman II shall perform skilled drafting jobs and the following functions:

1. Draft drawings and plans as instructed; and

2. Assist in organizing and filing plans and other documents.

Engineering Assistant

Under general supervision, the Engineering Assistant shall perform skilled drafting jobs and the following functions:

1. Assist in the preparation of ocular inspection reports of the Halls of Justice;

2. Assist in the preparation of site inspection reports of the on-going infrastructure projects of the Court; HEASaC

3. Assist in the preparation of reports, memoranda and indorsements relative to requests for repairs, materials, equipment and supplies; and

4. Monitor routing of reports, memoranda, and indorsements relative to requests for repairs, materials, equipment, and supplies.

Engineering Aide

Under the general supervision, the Engineering Aide shall perform the following functions:

1. Assist in the preparation of ocular inspection reports of the Halls of Justice;

2. Assist in the preparation of site inspection reports of the on-going infrastructure projects of the Court;

3. Assist in the preparation of reports, memoranda and indorsements relative to requests for repairs, materials, equipment and supplies;

4. Monitor routing of reports, memoranda, and indorsements relative to requests for repairs, materials, equipment, and supplies; and

5. Perform other duties that may be assigned from time to time by the immediate supervisor.

The officials and all the other personnel of the OHJ may, from time to time, perform such other related duties as may be assigned to them by the Court, the Chief Justice, the Court Administrator, or their immediate heads.

All incumbent personnel in the CHOJ whose positions are denominated as existing in the new staffing pattern shall remain in their respective positions. However, they may apply for promotion to other positions in the OHJ if they are qualified therefor.

Definition of Halls of Justice

As used herein, the term Halls of Justice shall refer to all the court buildings constructed under the Justice System Infrastructure Program or caused to be built by the Supreme Court; the courthouses and courtrooms provided by local government units; and court offices in premises leased by the Supreme Court. TIcAaH

Funding

The salaries and other benefits of those to be appointed to the positions herein created from the time of the effectivity of this Resolution and until the regular budget therefor are included in the budget for the Supreme Court or OCA in the Annual Appropriations Act for 2006 and thereafter shall be charged against the savings of the Supreme Court and the lower courts or the Fiscal Autonomy Account. Toward this end the Committee on Legislative and Executive Relations shall see to it that the budgetary requirements are so included in the Annual Appropriations Act as soon as possible.

Effectivity

This Resolution shall take effect upon its promulgation.

Promulgated this 18th day of October 2005.

(SGD.) HILARIO G. DAVIDE, JR.Chief Justice

(SGD.) REYNATO S. PUNOAssociate JusticeSupreme Court of the Philippines

(SGD.) ARTEMIO V. PANGANIBANAssociate JusticeSupreme Court of the Philippines

(SGD.) LEONARDO A. QUISUMBINGAssociate JusticeSupreme Court of the Philippines

(SGD.) CONSUELO YNARES-SANTIAGOAssociate JusticeSupreme Court of the Philippines

(SGD.) ANGELINA SANDOVAL-GUTIERREZAssociate JusticeSupreme Court of the Philippines

(SGD.) ANTONIO T. CARPIOAssociate JusticeSupreme Court of the Philippines

(SGD.) MA. ALICIA AUSTRIA-MARTINEZAssociate JusticeSupreme Court of the Philippines

(SGD.) RENATO C. CORONAAssociate JusticeSupreme Court of the Philippines

(SGD.) CONCHITA CARPIO-MORALESAssociate JusticeSupreme Court of the Philippines

(SGD.) ROMEO J. CALLEJO, SR.Associate JusticeSupreme Court of the Philippines

(SGD.) ADOLFO S. AZCUNAAssociate JusticeSupreme Court of the Philippines

(SGD.) DANTE O. TINGAAssociate JusticeSupreme Court of the Philippines

(SGD.) MINITA V. CHICO-NAZARIOAssociate JusticeSupreme Court of the Philippines

(SGD.) CANCIO C. GARCIAAssociate JusticeSupreme Court of the Philippines