Legal Department

MANUAL OF OPERATIONS

Legal Department

1
 MANUAL OF OPERATIONS

Table of Contents

I. Introduction

II. Key Organization Information

a. Vision Mission and Core Values
b. Organizational Chart
c. Department’s Organizational Chart
d. Department’s Functional Chart
e. Duties and Responsibilities of every position

III. Operational Procedures / Process Flow of Work

a. Office of the Department Manager
b. Litigation and Investigation Division
c. Business and Legal Advisory Division

IV. Policies and Guidelines

a. General Policies
1. Proper Disposal of Organic Wastes / Leftovers
2. Smoking Prohibition
3. Non-Compliance with Memo regarding Wearing of I.D. and Prescribed
Office Uniforms
4. Fire Prevention Measures
5. Policies on Personnel Discipline and Management

b. Specific / Departmental Policies

1. Policies and Guidelines on Communications Emanating from the Legal
Department
2. Preservation and Inventory of Documents
3. Policy on the Reproduction and Releasing of Books
4. Submission of Quarterly Reports on Pending Cases Handled by
Lawyers / Legal Assistants
5. Submission of Memo for the Record
6. Weekly Flag Ceremony
7. Making Personal Telephone Callls
8. Telephone Courtesy Guidelines
9. Policies and Procedures in the Reproduction of Documents
10. Guidelines in Handling Visitors and Patrons
11. Review of All Resolutions on Administrative Cases and other
important legal opinions and contracts
12. Release of Official Documents
13. Request of Office Supplies

V. Office Forms
a. Legal Forms
1. Complaint Sheet
2. Affidavit of Loss
3. Memo for the Record

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 b. CSC Prescribed Forms
1. Leave Form
2. Performance Evaluation
3. Statement of Assets, Liabilities and Net Worth

c. Others
1. Appointment / Visitor’s Slip
2. Acknowledgement Letter
3. Document Request Form
4. Book Request Form
5. Office Supplies Request Form
6. Case Calendar
7. Transcript of Stenographic Notes Billing

VI. Reports
a. Status Report on Cases
b. Report on Collectibles
c. Performance Evaluation
d. Attendance Report
e. Notarial Registry Report
f. Statement of Assets, Liabilities and Net Income
g. Proposed Budget
h. Annual Procurement Plan
i. Case Calendar
j. Accomplishment Report
k. Workflow Chart
l. Budget Registry Utilization

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 INTRODUCTION

In our continuing quest for excellence in public service with the highest level of standard of competence
at work, and our own personal commitment to play a pro active role in the improvement of PCSO’s
operation systems particularly at the Legal Department, it is with great honor and distinct privilege to
present the 2014 edition of Legal Department’s Manual of Operations. This revised edition
incorporates, among others, key organizational and human resource information, operations procedure,
detailed functional statements and employees duties and responsibilities as well as relevant internal
policies and guidlines, consistent with the pertinent issuances of the Governance Commission for GOCCs
(GCG)

It is our sincere hope that this Operations Manual will serve as a fitting guide to the management and
the board with regard to the operational procedures of this department; to the officers and employees,
to facilitate their processes and for the effective implementation of policies; and to the public, as this
Manual conforms to the good governance reforms and principles to consciously observe the ethics of
accountability and transparency in public service.

We take this rare opportunity of expressing our sincere appreciation and thanks to our Honorable
Chairman, Honorable General Manager and Members of the Board of Directors, fellow senior officials
and staff for their unrelenting support to our department without which, the completion of this Manual
would not be realistically possible.

ATTY. LAURO A. PATIAG

Manager, Legal Department

20 Decembery 2013

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Our Vision

An ISO-certified government agency, with a permanent office by 2014,

generating an annual gross income of Php 100 billion and providing
timely and responsive health and welfare assistances in every
municipality by 2015.

Our Mission

We are the principal government agency mandated to generate funds for

health programs and charities of national character.

Core Values

1. God-centeredness;
2. Honesty, integrity, transparency and accountability;
3. Social Awareness and responsibility;
4. Professionalism and competence;
5. Creativity, innovativeness and resourcefulness;
6. Generosity and compassion;
7. Self-motivation and initiative;
8. Respectfulness.

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PCSO ORGANIZATIONAL CHART

6
 ORGANIZATIONAL CHART OF THE LEGAL DEPARTMENT

Department Manager III

SG 26

Attorney V
SG 25

Secretary II
SG 9

Driver II
SG 4

Litigation and Investigation Business and Advisory

Division Division

Attorney V Attorney V
SG 25 SG 25

Attorney IV
SG 23 Attorney IV
SG 23

Attorney IV
SG 23 Attorney IV
SG 23

Attorney IV
SG 23 Attorney IV
SG 23

Legal Officer IV
SG 22 Legal Officer IV
SG 22

Legal Officer III

SG 20
Legal Officer III
SG 20

Legal Assistant
SG 12
Legal Assistant
SG 12
Stenographer II
SG 6
Clerk IV
SG 8

Clerk IV
SG 8
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 OFFICE OF THE DEPARTMENT MANAGER
 Under the direct supervision of the General Manager, serves as Legal Counsel for the
Office in all matters relating to legal cases pending before any tribunals, administrative
bodies, courts of justice, prosecution offices and other quasi-judicial bodies;

 Coordinates with the Office of the Government Corporate Counsel on legal matters
concerning the Agency, as necessary;

 Provides the Board of Directors, General Manager, Assistant General Managers and all
other officials of the Office with technical and legal assistances on matters involving
questions of laws, rules and regulations affecting the PCSO and requiring their collective
or individual actions;

 Provides and reviews legal opinions, comments, proposals, contracts and agreements;

 Prepares contracts or agreements for review and approval of the Members of the
Board, for signature of the Chairman and/or the General Manager;

 Drafts recommendations of the investigating staff before these are referred for action to
the General Manager and the Chairman;

 Hears and decides administrative disciplinary cases against erring officials and employees
and recommends to the Board through the General Manager appropriate disciplinary
action;

 Initiates and prosecutes criminal and civil cases against defaulted authorized Sellers or
Agents;

 Administers and supervises real estate mortgages executed by PCSO and initiates
foreclosure proceedings and consolidates ownership in favor of PCSO of foreclosed
properties;

 Performs other related duties and functions as may be deemed necessary.

LITIGATION AND INVESTIGATION DIVISION BUSINESS AND LEGAL ADVISORY DIVISION

 Initiates appropriate legal action on all defaulted accouns &
other claims referred by the Management & other operating
units through the preparation of legal notices, correspondence
pleadings subsequent to the filing of civil and/or criminal
actions;
 Appears as legal counsel on criminal & administrative
investigations being conducted by the Prosecutor’s Office & by
the Office of the Ombudsman, respectively & other quasi-
judicial bodies on cases involving PCSO;
 Renders legal opinions & advices on matters referred by the
Board, by the management & other departments;
 Prepares and reviews contracts or agreements & other legal
documents of the PCSO ;
 Recommends appropriate legal measures for the
enhancement of the PCSO’s mandated tasks by conducting
continous legal researches;

 Appears as private prosecutor on criminal cases filed at the

instance of the PCSO and as collaborating counsel for cases
being handled by the Office of the Government Corporate
Counsel (OGCC);
 Monitors the status of cases already filed before the courts or
quasi-judicial bodies and submits appropriate status reports;
 Conducts fact finding and preliminary investigations of
administrative cases filed against officials & employees of the
PCSO & submits findings & recommendations thereof to the
General Manager;
 Investigates cases involving tampered lotto and sweepstakes
tickets as well as other fraudulent/false claims of winnings and
other anti-fraud cases involving illegal use of charity funds as
well as fraudulent requests for financial/medical assistance and
similar cases;
 Coordinates with other departments and agencies of the
government, as mmay be needed, in the conduct of
investigations involving the Agency;
 Prepares PCSO’s position papers or comments on legal
queries made or issues raised by other government
departments or agencies, on matters affecting/relating to
the operations of the PCSO;
 Coordinates with the OGCC all matters pertaining to legal
opinion and contract preparation;
 Keeps & maintains systematic & updated records of all
criminal, civil & adminitrative cases as well as boofs, official
gazettes & other reading & publication materials of the Legal
Services Dept.;
 Acts as the administrative unit, particularly on matters such
as supplies, budget preparation, submission of departmental
reports and other personnel concerns;
 Assists the DM in the issuance of certfication/s and other
legal clearances;

 Recommends legal actions and gives advice to the Agency and

its employees on matters of law concerning office operations to
ensure that company activities are in strict compliance with
new and existing legislations;
 Performs other related functions as may be deemed necessary.
 Assists the Board of Directors in legislative hearings and
other reportorial requirements/functions to different
agencies of the government;
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 Recommends legal actions pertaining to game product
operations to ensure that business strategies and projects of
the Agency are in accordance with the law;

 Performs such other related functions as may be deemed

 OFFICE OF THE DEPARTMENT MANAGER
ITEM NO. POSITIONS FUNCTION

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80 DEPARTMENT MANAGER III Administers, manages, supervises and
(SG 26) controls the operations of the Legal
Department and all its lawyers and
support staff;
Represents the office in various criminal
and administrative hearings /
investigations pending before any
tribunal, administrative bodies, courts of
justice, prosecution offices and other
quasi-judicial bodies, involving the
interests of the PCSO and its officials;
Asssigns cases to lawyers and supervises
the conduct of investigations thereof;
Reviews the Resolutions submitted by
concerned lawyers as to their fact-finding
and preliminary investigations of
cases/matters involving officials and
employees and recommends approval to
the General Manager or the Board;
Leads and supervises investigations and
taking of appropriate measures/actions
on case involving tampered tickets and
collection and recovery of defaulted lotto
and ticket accounts, including
prosecution thereof in the proper courts;
Assists, attends or closely coordinates
with the handling lawyer of the Office of
the Government Corporate Counsel on
important civil cases of PCSO;
Prepares pleadings, motions and other
papers on important cases involving the
PCSO which are not being handled by the
Office Office of the Government
Corporate Counsel;
Appears as collaborating counsel with the
handling lawyer of the Office of the
Government Corporate Counsel on
important civil cases of the PCSO
involving higly technical and operation-
related matters;
Administers and supervises real estate
mortgages executed by PCSO authorized
Salesman, Sales Supervisors and Lotto
Agents, initiates and represents the PCSO
in foreclosure proceedings and takes
charge in the consolidation of ownership
in favor of PCSO of unredeemed
foreclosed properties;
Performs other related duties as may be
deemed necessary.

10
81 ATTORNEY V Reports directly to the Department
(SG 25) Manager and supervises the staff
assigned at the Office of the Department
manager;
Sorts, classifies and monitors all
documents received for notation,
signature, information, perusal or
appropriate action of the Department
Manager;
Closely coordinates with the various
Divisions to the status and actions taken
on matters assigned to the Department;
Prepares correspondences and/or drafts
letters/responses on urgent matters that
need immediate action of the
Department Manager as may be
instructed/delegated by the Department
Manager;
Entertains and assists walk-in
complainants or investigates reports on
fraudulent or similar activities of
unscrupulous groups using the name of
PCSO or endorses the same to the
Litigation and Investigation Divisiion for
appropriate action;
Performs other related duties as may be
deemed necessary.
82 SECRETARY II (SG 9) Act as Secretary to the Department
Manager and takes dictations and
instructions from him/her;
Receives all documents for notation,
signature, information and appropriate
action of the Department Manager;
Releases all documents assigned to the
concerned departments/units for their
appropriate action;
Maintains logbooks or records of all
documents received, assigned and
released to the concerned departments
for proper monitoring and easy
reference;
Prepares outgoing transmittals and other
correspondences as per instruction of the
Department Manager;
Facilitates and arranges appointments
and meetings to be attended by the
Department Manager, inside and outside
the office premises;
Receives all incoming calls, visitors and
guests of the Department Manager;

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 Aranges and prepares all received papers
and documents for the Department
Manager’s perusal;
Responsible in the keeping and
monitoring office supplies;
Performs other related duties as may be
deemed necessary.
83 DRIVER II (SG 4) Performs driving functions;
Responsible for transporting personnel
and office supplies needed in the
operations of the Office;
Provides clerical and messengerial
functions, when necessary;
Performs other related duties as may be
deemed necessary;
84 ADMINISTRATIVE AIDE III (SG 3) Performs office errands and general
administrative services and clerical/office
works for the Department;
Attends to other manual chores assigned
by superiors;
Assists in receiving and recording
correspondences, memoranda and other
docucments of the Department;
Routes necessary papers and documents
to concerned departments;
Reproduces/photocopies papers and
official documents;
Serves and attends to important visitors
and officials in the course of official
business;
Files memoranda and other official
documents of the Department;
Assists in the encoding of memoranda
/documents;
Performs other related duties as may be
deemed necessary.

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 LITIGATION AND INVESTIGATION DIVISION

ITEM POSITIONS FUNCTION

NO.
85 ATTORNEY V (SG 25) Exercises supervision and control over the
Litigation and Investigation Division;
Supervises and reviews the work of the
lawyers and staff of the Division,
particularly in the proper prosecution and
litigation of cases;
Appears as Prosecutor in administrative
proceedings against erring officials and
employees before the PCSO Investigating
Committee;
Prepares pleadings, motion and other
papers on important cases involving the
PCSO which are not handled by the Office
of the Government Corporate Counsel or
the Public Prosecutors;
Assists, attends or closely coordinates with
the handling lawyer of the Office of the
Government Corporate Counsel on
important civil cases of the PCSO;
Appears as collaborating counsel with the
handling lawyer of the Office of the
Government Corporate Counsel on
important civil cases of the PCSO involving
highly technical and operation-related
matters;
Conducts fact-finding or preliminary
investigations of administrative complaints
filed against officials and employees of the
PCSO and renders Resolutions/Reports and
makes recommendations thereon for
review and approval of the Department
Manager;
Conducts initial investigations on
fraudulent sweepstakes and lotto claims
and makes recommendation/s on the
proper action to be taken thereon to the
Department Manager;
Performs other related duties as may be
deemed necessary.

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86 ATTORNEY IV (SG 23) Appears as Assistant Prosecutor in
administrative proceedings against erring
officials and employees before the PCSO
Investigating Committee;
Prepares pleadings, motions and other
court legal processes in connection with
cases that are instituted against defaulting
agents, ticket sales representatives and
distributors; fagainst fraudulent claimants
of lotto/sweepstakes winnings; against
patients asking for financial assistance but
who submit fictitious/falsified documents;
against advertising agencies who collect
from PCSO based on forged or falsified
documents, among others;
Appears as Private Prosecutor for and in
behalf of PCSO in the prosecution of
criminal cases instituted by the agency, in
the Office of the Prosecutor and before the
Courts having jurisdiction of the cases,
under the control of the Public Prosecutor;
Assists, attends or closely coordinates with
the handling lawyer of the Office of the
Government Corporate Counsel on
important civil cases of the PCSO
Appears as collaborating counsel with the
handling lawyer of the Office of the
Gvernment Corporate Counsel on
important civil cases of the PCSO involving
higly technical and operation-related
matters;
Assists in the conduct of fact-finding or
preliminary investigations of administrative
complaints filed against officials and
employees of the PCSO and renders
Resolution/Reports and makes
recommendations theron for review and
approval of the Department Manager;
Assists in the conduct of initial
investigations on fraudulent sweepstakes
and lotto claims and makes
recommendation/s on the proper action to
be taken thereon to the Department
Manager;
Performs other related duties as may be
deemed necessary.

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87 ATTORNEY IV (SG23) Conducts fact-finding or preliminary
88 investigations of administrative complaints
filed against officials and employees of the
PCSO and renders Resolutions/Reports and
makes recommendations thereon for
review and approval of the Department
Manager;
Conducts initial investigations on
fraudulent sweepstakes and lotto claims
and makes recommendation/s on the
proper action to be taken thereon to the
Department Manager;
Appears as Assistant Prosecutor in
administrative proceedings against erring
officials and employees before the PCSO
Investigating Committee;
As may be assigned by the Department
Manager, prepares pleadings, motions and
other court legal processes in connection
with cases that are instituted against
defaulting agents, ticket sales
representatives and distributors; fagainst
fraudulent claimants of lotto/sweepstakes
winnings; against patients asking for
financial assistance but who submit
fictitious/falsified documents; against
advertising agencies who collect from PCSO
based on forged or falsified documents,
among others;
As may be assigned by the Department
Manager, appears as Private Prosecutor for
and in behalf of PCSO in the prosecution of
criminal cases instituted by the agency, in
the Office of the Prosecutor and before the
Courts having jurisdiction of the cases,
under the control of the Public Prosecutor;
Assists, attends or closely coordinates with
the handling lawyer of the Office of the
Government Corporate Counsel on
important civil cases of the PCSO
As may be assigned by the Department
Manager, appears as collaborating counsel
with the handling lawyer of the Office of
the Gvernment Corporate Counsel on
important civil cases of the PCSO involving
higly technical and operation-related
matters;
Performs other related duties as may be
deemed necessary.

15
89 LEGAL OFFICER IV (SG 22) Assists in the preparation of pleadings,
motions and other court legal processes in
connection with cases that are instituted
against defaulting agents, ticket sales
representatives and distributors; fagainst
fraudulent claimants of lotto/sweepstakes
winnings; against patients asking for
financial assistance but who submit
fictitious/falsified documents; against
advertising agencies who collect from PCSO
based on forged or falsified documents,
among others;
Conducts or assists in the conduct of fact-
finding investigations and recommends
appropriate action on complaints filed
against employees on matters relating to
the discharge of their duties and may
extend assistance in the resolution of
problems brought to the attention of the
Department on certain personal and family
matters of support and settlement of debts
involving PCSO employees;
Assists and/or conducts initial
investigations on fraudulent sweepstakes
and lotto claims;
Performs other related duties and functions
assigned from time to time, or as may be
provided by an appropriate issuance or
directive.
90 LEGAL OFFICER III (SG 20) Conducts researches and studies of
applicable laws, rules, regulations,
doctrines, principles, or jurisprudence that
may aid in the prosecution and litigation of
cases;
Assists in the conduct of fact-finding
investigations and recommends
appropriate action on complaints filed
against employees on matters relating to
the discharge of their duties and may
extend assistance in the resolution of
problems brought to the attention of the
Department on certain personal and family
matters of support and settlement of debts
involving PCSO employees;
Prepares transmittals, correspondences,
affidavits and other legal forms;
Performs other related duties as may be
demmed necessary.

16
91 LEGAL ASSISTANT II (SG 12) Follows-up or monitors the status of
criminal cases instituted by the agency, in
the Office of the Prosecutor and before the
Courts having jurisdiction of the cases as
well as civil cases handled by the Office of
the Government Corporate Counsel;
Assists walk-in complainants and
investigates reports on the “text and
ambulance scam” as well as other
fraudulent activities of unscrupulous
groups using the name of PCSO;
Assists in the conduct of researches and
studies of applicable laws, rules,
regulations, doctrines, principles or
jurisprudence that may aid in the
prosecution and litigation of cases;
Receives documents such as memoranda,
certification, letters, request for legal
opinions and comments, board resolution
and other papers for notation, signature,
information and appropriate action of
concerned departments/units;
Releases documents assigned to staff,
lawyers, legal researchers, legal assistants
and other staff for their appropriate action
to the releasing clerk for the distribution
thereof to the concerned;
Maintains a logbook or record of all
documents received, assigned and released
to concerned staff for proper monitoring
and easy reference;
Performs other related duties as may be
deemed necessary.
92 STENOGRAPHER (SG 6) Takes down stenographic notes during
investigations on falsified tickets,
administrative investigations, hearings on
administrative cases; transcribe in final
forms the stenographic reports and
certifies to the truth thereof;
Takes stenographic notes and prepares
letters, memoranda and other official
correspondences made by the Department
Manager and the lawyers of the
Department;
Receives and attends to callers having
official business with the
Division/Department;
Performs other related duties as may be
deemed necessary.

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ITEM NO.
POSITIONS FUNCTION

93 ATTORNEY V (SG 25) Exercises supervision and control over the

Business and Legal Advisory Division;
Supervise and reviews the works of the
lawyers and staff of the Division particularly
in the drafting of opinions, legal advices or
comments on legal issues/queries concerning
the operations of any of the PCSO offices,
departments, and lotto outlets; position
papers regarding legislations and resolutions
of the legislature that affect PCSO or require
PCSO’s participation and/or contribution and
preparation and review of
contracts/agreements that may be entered
into by the PCSO with other government
agencies or private corporation/individuals;
Renders opinions, comments,
recommendations and position papers on
complex legal queries and issues involving
the operations of the PCSO;
Supervises and leads the conduct of legal
researches and studies on points of law that
may enhance the accomplishment of PCSO’s
mandated tasks;
As may be designated by the Investigating
Committee, appears as Prosecutor in
administrative proceedings against erring
officials and employees before the
Investigating Committee;
May be assisned assist in the investigation
and litigation of cases;
Performs other related duties as may be
deemed necessary.

18
94 ATTORNEY IV (SG 23) Renders opinions, legal advices or comments
95 on legal issues/queries concerning the
96 operations of any of the PCSO offices,
departments and lotto outlets;
Prepares position papers regarding
legislations of the legislature that affect PCSO
or require PCSO’s participation and/ or
contribution;]
Prepares and/or reviews
contracts/agreements that may be entered
into by the PCSO with other government
agencies or private corporations/individuals;
Conducts judicious studies and researches on
points of law and matters that may enhance
the accomplishment of PCSO’s mandated
tasks;
As may be designated by the Investigating
Committee, appears as Assistant Prosecutor
in administrative proceedings against erring
officials and employees before the
Investigating Committee;
May be assigned to assist in the investigation
and litigation of cases;
Performs other related duties as may be
deemed necessary.

97 LEGAL OFFICER IV (SG 22) Prepares opinions, legal advices or comments

on legal issues/queries concerning the
operations of any of the PCSO offices,
departments and lotto outllets and conducts
research and analysis of the pertinent laws,
legal doctrines, principles and precedents
applicable thereto;
Drafts and/or reviews contracts/agreements
that may may be entered into by the PCSO
with other government agencies or private
corporations/individuals;
Conducts researches on points of law and
matters that may enhance the
accomplishment of PCSO’s mandated tasks;
Coordinates with the Office of the
Government Corporate Counsel as to the
status of legal opinions/comments and
contract preparation or review indorsed to
the latter;
May be assigned to investigate cases on the
“text ambulance scam” and other fraudulent
activities of unscrupulous groups using the
name of the PCSO;
Performs other related duties as may be
deemed necessary.

19
98 LEGAL OFFICER III (SG 20) Conducts researches and studies of
applicable laws, rules, regulations, doctrines,
principles or jurisprudence that may aid in
the review of legal issues/queries concerning
the operations of any of the PCSO offices,
departments and lotto outlets and conducts
research and analysis of the pertinent laws,
legal doctrines, principles and precedents
applicable thereto;
As may be directed, drafts
contracts/agreements that may be entered
into by the PCSO with other government
agencies or private corporations/individuals;
Assists in the conduct of researches on points
of law and matters that may enhance the
accomplishment of PCSO’s mandated tasks;
Coordinates with the Office of the
Government Corporate Counsel as to the
status of legal opinions/comments and
contract preparation or review indorsed to
the latter;
Prepares transmittals, correspondences,
affidavits and other legal forms;
Proofreads contract and other pertinent
documents;
Performs other related duties as may be
deemed necessary.

99 LEGAL ASSISTANT (SG 12) Follows-up or monitors the status of criminal

cases instituted by the agency, in the Office
of the Prosecutor and before the Courts
having jurisdiction of the cases as well as civil
cases handled by the Office of the
Government Corporate Counsel;
Assists in the conduct of researches and
studies of applicable laws, rules, regulations,
doctrines, principles or jurisprudence that
may aid in the review of legal issues/queries
concerning the operations of any of the PCSO
offices, departments and lotto outlets and
conducts research and analysis of the
pertinent laws, legal doctrines, principles and
precedents applicable thereto;
Receives documents such as memoranda,
certification, letters, request for legal
opinions and comments, board resolution
and other papers for notation, signature,
information and appropriate action of
concerned departments/units;

20
 Releases documents assigned to staff,
lawyers, legal researchers, legal assistants
and other staff for their appropriate action to
the releasing clerk for the distribution thereof
to the concerned;
Maintains a logbook or record of all
documents received, assigned and released
to concerned staff for proper monitoring and
easy reference;
Assists in the proofreading of contracts and
other pertinent documents;
Performs other related duties as may be
deemed necessary.
100 CLERK IV (SG 8) Receives all documents for notation,
101 signature, information and appropriate
action of the Department Manager;
Releases all documents assigned to the
concerned departments/units for their
appropriate action;
Maintains a logbooks or records of all
documents received, assigned and relelased
to the concerned departments for proper
monitoring and easy reference.
Renders clerical services to the Department;
Receives all incoming calls, visitors and guests
of the Department/Division;
Performs other related duties as may be
deemed necessary.

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 WORKFLOW CHART

PROCEDURES FLOWCHART TIMETABLE RESPONSIBLE BUILT IN

TRANSACTIONS PERSON AUDIT RECOMMENDATION
A.
Contract START
Review

Receives documents containing Secretary Rubber stamping

endorsement/request for Contract 1 minute “RECEIVED”,
Review indicating initials of
and date and time
received by receiving
Secretary of Legal
Department; check
Working
completeness of
Papers
documents;
designation of
receiving clerk/s.

Evaluates documents, Logbook of all

writes notation and assigns 10 minutes Dept. Manager assigned tasks on per
to lawyer or legal assistants (in his absence/ project basis
unavailability,
Attorney V, Office Acknowledgement by
of the Dept. assigned lawyer/legal
Manager) assistant

Contract Review:
1 day Retrieve from files of
 Review Contract Assigned Lawyer previously prepared
(Renewal) or Legal Asst. or original MOA,
Deed of Donation,
Deed of Undertaking,
etc.

1 Week
(research Assigned Lawyer
 Prepares Contract of or Legal Asst.
Review for New applicable
Endorsement Laws and
additional
data is
needed)

Submits draft to the 1 min.

Manager Assigned Lawyer
or Legal Asst.

Evaluates transmittal, 10 mins- Verification

contract and annexes 30mins Department /validation by
Manager reviewing officer of
citations /authorities

Approve? Revise /
amend Department
NO
Manager

YES

22
 PROCEDURES FLOWCHART TIMETABLE RESPONSIBLE BUILT IN
TRANSACTIONS PERSON AUDIT RECOMMENDATION

Receiving clerk’s
Recording of contract review
2 minutes initials, printed
Secretary II name and date on
Legal Department’s
outgoing logbook or
file copy of
document

Releases contract 2 minutes

Clerk IV

END

23
 PROCEDURES FLOWCHART TIMETABLE RESPONSIBLE BUILT IN
TRANSACTIONS PERSON AUDIT RECOMMENDATION
B. Contract
Preparation START

Receives documents containing Secretary Rubber stamping

endorsement/request for 1 minute “RECEIVED”,
MOA/Contract Preparation indicating initials of
and date and time
received by receiving
Secretary of Legal
Department; check
Working
completeness of
Papers
documents;
designation of
receiving clerk/s.

Evaluates documents, Logbook of all

writes notation and assigns 10 minutes Dept. Manager assigned tasks on per
to lawyer or legal assistants project basis

Acknowledgement by
assigned lawyer/legal
assistant

Prepares contracts
with complete 1 day to 5 Assigned Lawyer Compare with similar
documents days or Legal Asst. contracts on file duly
reviewed by Legal
Department or OGCC.

Prepares contracts Assigned Lawyer

involving substantial 5 days to 2 or Legal Asst.
amounts or weeks
complicated
contracts

Submits draft to the 1 min. Assigned Lawyer

Manager

Evaluates transmittal, 10 mins- Department Verification

MOA/contract and annexes 30mins Manager /validation by
reviewing officer of
citations /authorities

Revise / Department
Approve?
amend Manager
NO
YES

24
 PROCEDURES FLOWCHART TIMETABLE RESPONSIBLE BUILT IN
TRANSACTIONS PERSON AUDIT RECOMMENDATION

Receiving clerk’s
2 minutes Secretary II initials, printed
name and date on
Recording of MOA/Contract
Legal Department’s
outgoing logbook or
file copy of
document

Releases MOA/contract 2 minutes Clerk IV

END

25
 PROCEDURES FLOWCHART TIMETABLE RESPONSIBLE BUILT IN
TRANSACTIONS PERSON AUDIT RECOMMENDATION
C.
Preparation START
of Position
Papers

Receives documents containing Secretary Rubber stamping

endorsement/request for 1 minute “RECEIVED”,
preparation of position paper indicating initials of
and date and time
received by receiving
Secretary of Legal
Department; check
Working
completeness of
Papers
documents;
designation of
receiving clerk/s.

Evaluates documents, Entry in the logbook

writes notation and assigns 10 minutes Dept. Manager of all assigned tasks
to lawyer or legal assistants on per project basis

Acknowledgement by
assigned lawyer/legal
assistant

Prepares Position Paper 1 to 3 days Assigned Lawyer Compare with similar

contracts on file duly
reviewed by Legal
Department or OGCC.
Submits draft to the 1 min Assigned Lawyer
Manager

Department
10 mins- Manager
Evaluates position paper 30mins

Approve? Revise /
amend
2 minutes Department
NO Manager
YES

Recording of Position Paper 2 minutes Secretary II

Clerk IV
Releases MOA/contract 2 minutes Receiving clerk’s
initials, printed
name and date on
Legal Department’s
END outgoing logbook or
file copy of
document.

26
 PROCEDURES FLOWCHART TIMETABLE RESPONSIBLE BUILT IN
TRANSACTIONS PERSON AUDIT RECOMMENDATION
D.
Preparation START
of Written
Legal Opinion
/ Comment
Receives documents containing Secretary Rubber stamping
endorsement/request for 1 minute “RECEIVED”,
preparation of legal indicating initials of
opinion/comment and date and time
received by receiving
Secretary of Legal
Department; check
Working
completeness of
Papers
documents;
designation of
receiving clerk/s.

Evaluates documents,
writes notation and assigns
to lawyer or legal assistants
10 minutes Dept. Manager Acknowledgement by
assigned lawyer/legal
assistant

Prepares Legal
Opinion/Comment
1 to 7 days Assigned Lawyer Gathering of data
(for complete through comment
documents
and no
by concerned office,
additional department / unit;
data gathering
needed) Applicable exisiting
laws, rules,
15 days regulations and
(data
gathering and jurisprudence.
extensive
research
needed,
including
request for
other depts.
to comment
Submits draft to the on the issue)
Manager

1 min Assigned Lawyer

Evaluates position paper

5 to 30
Department
mins.
Manager

Approve? Revise /
2 minutes Department
amend
Manager
NO
YES

2 minutes Secretary II
Recording of Position Paper

Releases MOA/contract Clerk IV Receiving clerk’s

2 minutes
initials, printed
name and date on
Legal Department’s
END outgoing logbook or
file copy of
document.

27
 PROCEDURES FLOWCHART TIMETABLE RESPONSIBLE BUILT IN
TRANSACTIONS PERSON AUDIT RECOMMENDATION
E. Complaints
/ Criminal START
Cases and Civil
Cases initiated
by the PCSO
thru the Legal Assigns cases to Final review and
Department lawyer/Legal Assistant for approval of the
preparation of initiatory Manager, Legal
pleading and those 10 minutes Dept. Manager Department
subsequent to the filing of
the Civil and/or Criminal Acknowledgement by
Case assigned lawyer/legal
assistant

Researches applicable laws, Assigned Lawyer /

jurisprudence and PCSO’s Legal Assistant
rules and regulations and
verification of material facts

Prepares initiatory pleading

Attorney V –
Initial review of the
2 hours Litigation and
pleading
Investigation
Division

Attorney V, Office
Final review of the of the Dept.
pleading 2 hours Manager

Assigned Lawyer /
Submission of the draft Legal Assistant
pleading to the Dept.
Manager for approval

Department
4 hours Manager
Evaluation of the draft Review of the OGCC
pleading

Department
Revision, amendment or 2 hours Manager
approval of the draft pleading;
additional instructions to the
handling lawyer/legal
assistant

28
 PROCEDURES FLOWCHART TIMETABLE RESPONSIBLE BUILT IN
TRANSACTIONS PERSON AUDIT RECOMMENDATION

Dept. Manager
Endorsement to the 3 hours (in his absence /
Office of the Government unavailability,
Corporate Counsel Attorney V)
(OGCC) for handling

OGCC Lawyer /
Filing of Civil and/or 1 hour Assigned In-House Authority to file
Criminal Case Counsel or Legal case obtained from
Assistant the Office of the
Board of Directors
OGCC Lawyer /
Assigned In-House
Hearing 1 hour Counsel

Assigned In-House
Counsel / Legal
Monitoring of the case and
1 hour Assistant
coordination with the
Handling Prosecutor or
OGCC Lawyer
Assigned In-House
Counsel / Legal
Update/status report on Assistant thru
the case and of any 1 hour Attorney V,
development thereon from Litigation and ,
time to time submitted to Investigation
the Department Manager Division

END

29
 PROCEDURES FLOWCHART TIMETABLE RESPONSIBLE BUILT IN
TRANSACTIONS PERSON AUDIT RECOMMENDATION
F. Rubber stamping
Other START “RECEIVED”,
Complaints / indicating initials of
Criminal or and date and time
Civil Cases Secretary (in her received by
endorsed to Receives documents 2 minutes absence, Clerk IV) Receiving Clerk of
Legal containing Legal Department;
Department endorsement/request for check completeness
by other appropriate legal action of documents;
departments designation of
or units receiving clerk/s.
Evaluates document,
notation and assignment to
10 minutes Dept. Manager (in Final review and
lawyer or legal assistants
his absence / approval of the
unavailability, Manager, Legal
Attorney V)) Department

Acknowledgement by
Endorsement of the case to assigned lawyer/legal
OGCC for handling assistant
Dept. Manager

 Prepares endorsement 10 minutes Assigned In-House

letter Counsel / Legal
Assistant

 Transmits through 2 hours Legal Assistant

personal delivery and 40 or Records
minutes Division, General
Services Dept.

Coordinates with handling

Prosecutor/OGCC Lawyer re
prosecution of case, hearing 30 minutes Assigned In-House
schedules, attendance of Counsel/ Legal
witness Assistant

Updates status report on 1 hour Assigned In-House

the case and of any Counsel/ Legal
development thereon from Assistant
time to time submitted to
the Department Manager

END

30
 PROCEDURES FLOWCHART TIMETABLE RESPONSIBLE BUILT IN
TRANSACTIONS PERSON AUDIT RECOMMENDATION
G.
Complaints START
(text scam,
ambulance
scam) Obtain identification
Assists complainant to and contact number
secure and fill-up the Legal 1 minute Secretary of complainant.
Dept.’s Appointment /
Visitor’s Slip form

Assists complainant against

erring employees and 7 minutes Legal Assistant Documentation of the
advice with the proper complaint
action/s to be taken

END

31
 PROCEDURES FLOWCHART TIMETABLE RESPONSIBLE BUILT IN
TRANSACTIONS PERSON AUDIT RECOMMENDATION
H.
Legal START
Assistance /
free legal
counseling
(lotto and Assists private individual to 1 minute Secretary (in her Obtain identification
sweepstakes secure and fill-up the absence / and contact number;
matters) Dept.’s Visitor’s Slip/Form unavailability, Visitor’s Slip Form
Clerk IV)
Visitor’s Slip Form will
be included in the
departmental
accomplishments

Assists and advice with the 7 minutes Legal Assistant /

proper action to be taken Lawyer

END

32
 PROCEDURES FLOWCHART TIMETABLE RESPONSIBLE BUILT IN
TRANSACTIONS PERSON AUDIT RECOMMENDATION
I
I. Free legal
assistance to START
employees
with legal
concerns
involving Assists individual to secure 1 minute Secretary Request documents
official and fill-up the Legal Dept.’s subject of
function Appointment / Visitor’s Slip consultation
/transactions /Form

Assists and advice with the 15 to 20 Lawyer / Legal Initial interview by

proper action to be taken minutes Asst. legal assistant/staff
is documented.

END

33
 PROCEDURES FLOWCHART TIMETABLE RESPONSIBLE BUILT IN
TRANSACTIONS PERSON AUDIT RECOMMENDATION
J.
Anti-Fraud
Cases START

Receives endorsement Rubber stamping

from other depts. and 2 minutes Secretary (in her “RECEIVED”,
offices including walk-in absence / indicating initials of
complainants unavailability, and date and time
Clerk IV) received by
receiving Clerk of
Legal Department;
check completeness
of documents;
designation of
receiving clerk/s.

Evaluates document, Dept. Manager (in

notation and assigns to 10 minutes his absence /
lawyer or legal assistants unavailability,
Attorney IV,
Officeof the
Manager)

Interviews with Assigned Lawyer

complainant and/or 1 hour or Legal Asst.
person complained of

Assigned Lawyer
Prepares Report with 30 minutes or Legal Asst.
recommendation

Deliberates by
Anti-Fraud 2 hours
Committee

Dept. Manager Written follow-up In coordination

Refers to NBI/law made to law with the PCSO
2 hours
enforcement agency enforcement agency Security Force
Chief

END

34
 PROCEDURES FLOWCHART TIMETABLE RESPONSIBLE BUILT IN
TRANSACTIONS PERSON AUDIT RECOMMENDATION
K. Certificate
of
Appearance START

Assists visitor to 1 minute Secretary Presentation and

secure and fills-up photocopying of
Legal Dept.’s valid I.D. /
Appointment/Visitor’s license/Travel Order
Slip actual presence.
Certificate must be
initialed by Records
Chief.

Department
Transacts officially 5 minutes / Manager, Legal
with the visitor 10 minutes Department,or
Legal Dept.
Lawyers

Issuesf Certificate of 3 minutes Legal Assistant or Upon presentation

Appearance Clerk IV of a valid I.D./Travel
Order issued by
Mayor,
Congressman,
Governor

END

35
 PROCEDURES FLOWCHART TIMETABLE RESPONSIBLE BUILT IN
TRANSACTIONS PERSON AUDIT RECOMMENDATION
L. Purpose for which
Certified START the documents will
true/xerox be used is required
copy/copies Legal Assistant in the form
of legal 1 minute
documents Assists visitor to
secure and fills-up the Active - 15
minutes
Legal Dept.’s Request
(depending
Form for on the
Photocpy/copies of quantity of
pages)

Prepares letter Lawyer

request to the
Chairman / General
Manager

APPROVAL NO

YES

Issues Billing 1 minute Legal Assistant

Statement

Pays to the Cashier, 2 minutes Requesting Party

Treasury Department

Reproduces 1 minute / Legal Assistant / Official Receipt

documents 5 pages Clerk issued by the
(depending Treasury
on the Department as
quantity of proof of payment
pages)

Archive –
Minimum
Releases Documents of 3 days

END

36
 PROCEDURES FLOWCHART TIMETABLE RESPONSIBLE BUILT IN
TRANSACTIONS PERSON AUDIT RECOMMENDATION
M.
Notarization START
of affidavits
and other
legal
documents
Logbook for
Assists visitor to 1 minute Clerk notarization of
secure Legal dept.’s received documents
minimum with date and name
Requirements for of receiving clerk,
Notarization function as such is
by designation

Examinines
3 minutes Clerk
documents if signed
and compares
signatures from the
ID presented

~Rush~ 10 minutes Clerk

Annotates in the (Rush)
notarial register
Atty. Rosalyn C.
Stamps date and 1 to 2 days Cortes, Notary
name of notary Public or Atty.
Anna Liza P.
Inciong, Notary
Public

Affixes signature 3 minutes Clerk

END

37
 PROCEDURES FLOWCHART TIMETABLE RESPONSIBLE BUILT IN
TRANSACTIONS PERSON AUDIT RECOMMENDATION
N.
Certificate of START
No Pending
Administrativ
e Case
Assists visitor to Certificate of No
secure and fill-up the Pending Case duly
Legal Dept.’s 1 minute Secretary signed by the
Appointment / Manager, Legal
Visitor’s Slip Form Dept.

Verifies of records 5 minutes Legal Assistant CNPAC system

monitors issuances
to requesting
Prepares Certificate parties at a given
period

Affixes initials
attesting that the 1 minute Attorney V
records were verified

Affixes signature on 1 minute Department

the certificate Manager

30 seconds Legal Assistant Duplicate / file copy

Issues Certificate
is acknowledged by
the recipient and
kept and
maintained by the
department. CNPAC
System
automatically
END records issuances.

38
 PROCEDURES FLOWCHART TIMETABLE RESPONSIBLE BUILT IN
TRANSACTIONS PERSON AUDIT RECOMMENDATION
O. Transcript PhP2.00 per
of copy/page - Fee
START
Stenographic for the
Notes (TSN) reproduciton of
documents,
Transcript of
Transcript of Stenographic
Assists visitor to Clerk Stenographic Notes Notes (TSN) or
secure and fill-up the duly certified as true certified true
Legal Dept.’s form for 1 minute copy by the copies of
Request for Investigating documents/papers
Photocopy/Copies of Committee
Documents Stenographer or her
representative

Complies with Requesting Party

checklist of
information in
obtaining photocopy
of TSN

Payment to be
1 minute / Administrative Photocopying done remitted to the
Reproduce 5 pages Aide within the Treasury Dept.
documents (depending department and by Original copy of
on the a legal personnel the PCSO O.R. is
quantity of shown and
pages) photocopy of the
same O.R. is
Minimum submitted to the
of 3 days – Legal Department
Archive / Jennie Nabong,
Casual Records
1 minute Officer
Issues Billing
Legal Assistant
statement

Pays to Cashier,
2 minutes Requesting Party Official Receipt
Treasury Department
issued by the
Treasury
Department as
Releases Documents
2 minutes Legal Assistant proof of payment

END

39
 PROCEDURES FLOWCHART TIMETABLE RESPONSIBLE BUILT IN
TRANSACTIONS PERSON AUDIT RECOMMENDATION
P. Fidelity
Bond Special Order of This function
Application START Accountable Officer; should be
Legal Department transferred to the
Fidelity Bond Budget and
System monitors by Accounting
aging of bonds Department
Receives Accountable because of
accomplished Bond Officer and Legal Administrative
Application Forms Assistant Order is furnished
and required to them.
documents

Prepares voucher and

process application 1 week Legal Assistant
for Fidelity Bond or
renewal, increase of
Fidelity Bond of PCSO
accountable officers
based on existing
PCSO procedure
/system

Issues certificate of 2 minutes Department Guaranteed / signed

actual processing Manager by officer-in-charge
of Fidelity Bonds

Pays Premium to Land

Bank of the 1 day Liaison Officer of
Philippines-Bureau of General Services
Treasury Branch Department

Compiles processed 2 minutes

Fidelity Bonds Legal Assistant

END

40
 PROCEDURES FLOWCHART TIMETABLE RESPONSIBLE BUILT IN
TRANSACTIONS PERSON AUDIT RECOMMENDATION

Q. Borrowing Filling-up of request

and START form, all PCSO books
Returning of are duly marked
Books conspicuously

Accomplishment of
logbook for borrowed
Assists visitor to 1 minute Clerk and returned books
secure and fill-up
Library Division
Request Form

Records book details 1 minute Clerk

in the logbook

Issues borrowed 3 minutes Clerk

book/s

Checks Logbook for 5 minutes

unreturned books every Clerk
Friday

Return of borrowed 3 minutes Clerk

book/s

END

41
 PROCEDURES FLOWCHART TIMETABLE RESPONSIBLE BUILT IN
TRANSACTIONS PERSON AUDIT RECOMMENDATION

R. Clearance
for Vacation/ Verification from the
Sick/ START Alpha List by Chief of
Retirement Records Division or
and her representative on
Maternity existence of
Leave administrative case
Secures and fill-up
forms at the Concerned
employee /
Administrative
officer
Department

Verifies from the 3 minutes

records

Annotates the 3 minutes Attorney V,

details with or Business and
without pending Advisory Division
Administrative Case

1 minute Attorney V,
Affixes initials Business and
below the name of Advisory Division
the Manager

Signs Clearance 1 minute Department

Manager

Issues clearance 1 minute Secretary

END

42