COMPOSITE OF OFFICE OF COMMUNICATIONS' COMMENTS RE PROPOSED SECRETARIAL PAY PLAN/TRAINING REQUIREMENTS

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP90G00993R000300020002-0
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 16
• Document Creation Date: December 23, 2016
• Document Release Date: August 20, 2012
• Sequence Number: 2
• Publication Date: February 28, 1986
• Content Type: MISC

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STAT
JI/AI
STAT
STAT
STAT
STAT
STAT
STAT
STAT
ROUTING AND RECORD SHEET
SUOJECT: (Optional)
FROM:
Secretarial Training Requirements
O/D/CO
TO: (Officer designation, MOT numbor, and
building)
DATE
NO.
DATE
10 March 1986
REalvto
FORWARDED
OFFICER'S COMMENTS (Number each comment to show from whom
INMALS to whom. Draw a liner across column after each comma)
O/D/OF
1212 Key Bldg.
0/D/OIT
2D02 HQS
0/D/OL
O/D/OTE
936 CoC
10.
12.
13.
14.
15.
Thank you for soliciting and
compiling your Office's response
to the call for comments regarding
training requirements for your
Office.
The responses from OC, OF, OIT,
OL and OTE were forwarded to. the
Secretary to the Executive Ditectol
on 27 February. I have not heard
any feedback since the package's
submission. If there is indeed
feedback, I will pass it along to
you.
Thanks again for your support!
FORM 6i1% USE PREVIOUS
1-79 v EDITIONS
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STAT
I DATE
3/10/86
TRANSMITTAL SLIP
TO: o/D/OIT ATTN: Nancy
ROOM NO. 1 BUILDING
REMARKS:
Nancy,
As we discussed attached is a copy
of the OC input regarding secretarial
training requirements. Sorry to be
so slow in getting it to you. There
always seems to be other priorities
to handle. I'd be interested in your
comments. Thanks.
FROM: Becky O/D/CO
ROOM NO.
BUILDING
res1,111 REPLACES FORM 36-8
(47)
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ADMINISTRATIVE- RNAL USE ONLY
28 FEB 1986
Composite of Office of Communications' Comments
Re Proposed Secretarial Pay Plan/Training Requirements
"The training that has been identified for the various levels
generally seems appropriate, however, more attention needs to be
given to the basic skills that EOD'ers should possess. My
experience has been that too many of our new (and some times old)
secretaries lack the necessary spelling, grammar, and proof
reading skills to effectively handle the preparation of
correspondence. Unfortunately these individuals are assigned to
positions that require these skills without the benefit of
testing or training to verify their existence. I am of the
opinion that these skills are essential for all secretaries and
that our entry testing should be designed to. detect deficiencies
in these areas."
"Based on my experience throughout the Agency, I believe
Proofreading should be required."
"Is telephone courtesy included in one of the required
courses? If not, it should be?"
"A suggestion was made, based on past experience, that
certain courses should be made available to all EOD secretaries.
Training should begin approximately 3-5 months subsequent to
on-the-job in order to allow the secretary to adjust and be able
to relate to the office. The courses suggested are: 1). Agency
Procedures, 2). Telephone Etiquette, 3). WANG courses, and
4) Office of Communications procedures and formats."
"It states several places that secretaries will be asked to
demonstrate certain skills. How will this be demonstrated? Will
it be an exam or will the person's supervisor provide
certification or what. It seems like these things should be
spelled out."
"Some of the courses listed are restricted. Not all of the
secretaries currently would be able to take them."
"Am interested in knowing how the secretaries in the field
will get the training that will be/is needed for advancement into
the next level? How will the secretaries in the field be rated
along with HQS secretaries?"
ADMINIST -INTERNAL USE ONLY
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ADMINISTRA NTERNAL USE ONLY
STAT
STAT
TO:
FROM:
0/EXDIR
U/D/UU
28 FEB Ises
SUBJECT: Thoughts and Comments Re Secretarial Training
It would seem logical that a determination would be made upon
entry on duty as to what level/degree of training an individual
would need before placing him/her into an Agency work
environment. Factors to be taken into consideration in making
this determination might include: a review of the person's
employment history--are they changing career fields or do they
have any secretarial work experience; review of his/her
educational background--did they take secretarial courses in high
school or attend a secretarial school; or how did they fair on
the SET test--did they do well on the grammar test.
There seems to be a general consensus that the entry level
secretaries need to receive refresher training in the very basic
skills--typing, shorthand, grammar/punctuation, etc. Upon
reviewing an Agency Orientation and Office Procedures Course
Schedule, I noted that Proofreading, Classification System,
Grammar and Punctuation, Correspondence, Interpersonal Skills,
Office Automation and Telephone Operating Procedures are
covered. A session on Office Practice Skills might also be
considered. Subjects that really need to be covered are how to
take a telephone message--what information do I need to obtain
when I take a telephone message, office and telephone
etiquette--how to present a professional image; appointment
making--do not write in ink on appointment calendars, what info
do I need to obtain--who, what, when, where and why; and
prioritizing work--what work needs to be completed first, second,
etc. The Agency phone book should also be covered. The phone
book is a valuable source of information to the secretary. It is
used not only to find telephone numbers but also provides you
with a protocol list, locations of offices, titles of
officers/offices and names can be written in beside the-specific
offices.
ADMINISTRATIVE- ERNAL USE ONLY
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ADMINISTRATIVE-INTERNAL USE ONLY
SUBJECT: Thoughts and Comments Re Secretarial Training
I also noticed that the Agency Orientation and Office
Procedures course does not have any guest speakers who are
presently working in the clerical profession. One section on the
schedule was titled "A Framework for Success in CIA" this seems
like an ideal time to have a senior secretary tell her story as
to how her career has been "successful and rewarding in the
Agency".
Each Office needs to provide the secretary with a tailored
version of some of the topics that are covered in the clerical
orieqtation course. Such topics include: an overview of the
Office--missions and functions, chain of command, etc.;
informational Office mechanisms--staff meetings, Office notices,
newsletters; Office uniqueness in preparing correspondence--
internal distribution, suspense systems, glossaries in preparing
electrical correspondence, etc.; filing procedures, special
jargon used in your Office and how the clerical panel functions
to name a few.
The training courses to be offered to the mid-level
secretaries need to be instructional as well as broadening.
These would include courses on Time Management, Stress
Management, shorthand, word processing (glossaries and visual
memory) and computer training. The knowledge obtained from these
types of courses will encourage the secretary to contribute more
to the office team effort. The word processing and computer
training will enhance their efforts in making a contribution by
creating mechanisms for tracking and maintaining information.
Courses such as Getting Your Ideas Across, Supervisory Skills
for Secretaries, Management Skills for Secretaries and Advanced
Writing seem like a good basis for preparing secretaries for the
senior secretarial positions. As senior secretaries, the talents
of interpersonal relationships and interacting amongst your peers
are honed. The guidance supplied in the above mentioned courses
should provide a gateway to success.
With the enhancement of duties of the executive secretary
such as preparing statistical reports and providing briefings, a
new dimension is added to this position These individuals will
need training along the lines of how to prepare such reports and
how to prepare for a briefing and make the presentation.
2
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ADMINISTRATIVE-INTERNAL USE ONLY
SUBJECT: Thoughts and Comments Re Secretarial Training
Secretaries need to be prepared for movement into such
positions. If they are not aware of what can be expected of
them, there may be even more secretaries leaving this profession.
To give you an idea of what types of courses OC secretaries
need, a copy of a proposed Training Profile for clerical
personnel is attached. This profile was prepared by the OC
clerical Career Management Officer and is based upon the training
courses that are available in OTE today.
What courses are mobile? What and how do we take courses to
the field. Basically, all courses are mobile. Their
presentation may be in person or through the audio or video
medium. The video taping of a number of the OTE courses would
definitely be apropos. At this writing, OC provides the field
with the following handbooks: Office of Communications Catalog
of Self-Administered Courses and Office of Communications
Correspondence Course Handbook. Some of the courses in the
self-administered handbook provide the employee in the field the
opportunity to meet training requirements in their respective
occupation. A Program Completion certificate is completed by the
supervisor for some of the courses and returned to Headquarters.
OC is also in the process of taking two courses to the field.
Part of the OC training team will be TDYing to the field to
provide this instruction.
Everyone needs to be made aware and encouraged to use the
self study libraries that are available. Some of the outer
buildings should check into starting self study centers. OTE
might want to take a closer check into what is available on the
market in the audio and visual cassette area. Some of the audio
cassette programs that I have listened to and found to be very
informative are: Beyond the Typewriter, The Seminar for Senior
and Executive Secretaries and Effective Speaking for Managers.
People need to be made aware that they should make the completion
of these programs a matter of record by updating Form 444n
(Qualifications Update). I am attaching information on a
workbook and audio cassette course (The Professional Secretary)
that may be of interest to OTE. I have not had an opportunity to
review this course.
3
ADMINISTRATIVE-INTERNAL USE ONLY
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ADMINISTRATIVE-INTERNAL USE ONLY
STAT
SUBJECT: Thoughts and Comments Re Secretarial Training
Another route in training secretaries might want to look into
are the workshops that are offered in the secretarial field.
I've attached a copy of a brochure that is reasonably priced and
seems to offer an individual a variety of information.
Of course, the formal academic world should not be
forgotten. With the opportunity of having the Agency reimburse
individuals for courses that are work related and even the
possibility of full academic sponsorship, individuals should be
encouraged to pursue formal academic training.
How do we implement the training? A possible suggestion is
that when an Office begins the conversion process under the new
Secretarial Pay Plan a team be formed within that Office which is
comprised of at least a personnel officer, clerical panel chief
or career management officer and Office training officer. The
training officer would be in the loop from the beginning and
would be the Office focal point with OTE and the secretarial
population within that particular Office. The Office training
officer needs to work closely with the Office clerical advisor to
ensure a smooth transition into the new training program.
Attachments:
A. OC Proposed Clerical
Training Profile
B. Info on "The
Professional Secretary"
Cassette Package
C. "The Secretary Who
Makes a Difference"
Brochure
4
ADMINISTRATIVE-INTERNAL USE ONLY
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ADMINISTRAT ERNAL USE ONLY
PANEL A
CAREER_DEVELOPMENT PROFILE
POSITION LEVEL ANTERNAL TRAINING
GS-04
GS-05
Agency Orientation & Office
Procedures
(Required of all EOD Clericals)
Introduction to OC
T&A Workshop (given on request for
groups by OF)
Computer Training (as required for
job)
Proofreading
Shorthand Refresher (to assist in
qualifying in shorthand)
Typing for Speed & Accuracy ( to
assist in qualifying in typing
skill)
OC Secretarial Conference
EXTERNAL TRAINING
WAND Training Course as required
for jpb)
Basic Skill Courses !-
GS-06 Role of the Secretary in the Auto- WANG Training Course
mated Office for job)
Stress Management Basic Skill Courses
Time Management
Employee Development
Locator Card Briefing (special
briefing on request)
Field Administration (if required
for Admin. Asst. position overseas.)
Trends & Highlights (recommended for
secys. & A/A returning from overseas)
GS-07 Management Skills for Secretaries/
Admin. Assistants
Getting Your Ideas Across
Women in the Workforce
as required
Skills Courses
Job Related External Courses
that are not given internally.
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POSITION LEVEL
GS-08
GS-09
ADMINISTRATIVE INTERNAL USE ONLY
-2-
INTERNAL TRAINING
Leadership Styles & Behavior
Essentials of Writing
Effective Oral Presentations
Professional Women's Course
EXTERNAL TRAINING
Skills Courses
Job Related External Courses
that are not given internally.
Skills Courses
Job Related External Courses
that are not given &nternally.
ADMINISTRATIVE INTERNAL USE ONLY
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- PROPOSED OC TRAINING FOR PANEL A
Correspondence Workshops
Classification Workshops
Briefing on External & Internal Training
(includes completing forms for training
& handout package)
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advancement is possible. Very taw leach-
era ever become supaintsndsres of schools,
for exempla Most swamis, reach their
maximum potential in 10 years, with no
chance for promotion
"Women at home are critical of those
women who woe* and NCO MU. Each has
made the choice and should be respected
for that choice."
McCamley is vice chairman, Council for
the Status of Women and a fuli-dme Trade
Union Official with the Industrial Diwsiop-
ment Authority. She has lectured widely on
women in employment and in trade unions.
Double Standards
The presentation of Dorothy Dennis
FRSAI suggested that discrknination to-
ward the female is universal.
She hit home with the staMment: "Fe-
males are loyal, discreet, have integrity: are
expected to arrive for work wady and stay
late; be well groomed; arrange seminars;
but are not asked to 'make a Maar; they are
asked to stay sober; not steal a husband;
and look the other way wiwn a wile is moan."
Dennis is with New Ireland Assurance.
She was the first woman member of the
Council at the Insurance Institute of Ireland.
She has debated and adjudicated through-
out Ireland and England, and spoken at
meetings in Bangkok, New York, and a lot
of places in between, including China. She
is a Founder Member and Past President
of Avis Executive Secretaries Club.
PSI Membership--
A Common Bond
of Professional Peers
Sylvia Cash CPS emphasized the im-
portance of membership in a professional
organization such as PSI in piornoting the
status of secretaries among pews and
management alike.
"PSI and AESC provide opportunities for
participation in educational seminars, study
? _ courses, other activities to enhance and el-
evate the standards of the profession, and
for personal growth. PSI and affiliates pro-
vide a network for experienced secretaries
for career advancement and encourage
msritoring for novice secretaries to help them
develop expertise on the job."
"PSI membership," Cash said, "fosters a
camaraderie regardless of age, color, or re-
ligion. The common bond is the profession
and the desire to exemplify professionalism
in the wofic environment and in the com-
munity."
Secretarial Training
that Fits Your Needs
Workbook ad Audio Cassette cease
Module 1: Telephone Skills
Module 2: HandlingCorrespondence
Module 3: Writing Effective Business Letters
Module 4: Arranging Appointments, Meetings
and Teleconferences
Module 5: Filing
Module 6: Getting Along With People
Module 7: Keeping the Office Running
Module 8: Professional Attitudes
Solves Today's Problems!
? Interactive design, entertaining presentation
? Emphasizes the secretary's role as a player on the office team
? Includes innovative Build-Your-Own Office Manual in each module
Satisfied Users Say:
"The format is self-explanatory, and the situations are believable. I found
the tapes to be especially useful, as they gave me real-life applications for
the workbook material .. ."
"I found many valuable pointers in the program, new and better ways to
perform old tasks.. ."
Send us
ClUintitY
sets of The Professional Secretary course @ $92.50 ?
NY residents, add sales tax +
Shipping + 2.50
TOTAL
CI Check Enclosed
O Bill us
O Send C.O.D. (C.O.D. charge added)
Send more information.
Tell me about quantity discounts.
p I'm interested in adapted or
customized training.
Company,
Attention,
Address,
City,
Send to:
Prometheus Training Corporation s
3000 Winton Road South
State, Zip, Roe-heater, New York 14623
-J
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\OD SI'ICC aStteet
? ta.et & 13t2" '
Irts?lte it tttis DIltl?,t citsj lt?11.
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Coming to these cities:
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0 Richmond, Virginia Holiday Inn-Tysons Corner
March 27, 1986
Richmond Marriott Hotel
March 14, 1986
Sheraton Brandywine Inn
March 24, 1986
See inside for program guarantee
and valuable extras .........???.,..+
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L1%...1.1111 141 .G.2ku-a45
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Secretaries! Think about this. . .
The good secretary
? does everything she's asked
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? gets the job done on time
? gathers information the boss
asks for
? keeps track of the details
The difference-maker
? does more
? gets the Job done ahead of
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? provides the boss with what
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? makes sure every project
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Turn this flap over to see how you can be a difference-maker
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The
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Tips and
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Seminar Fee
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Fee ctners seminar instruction, the workbooW
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Space is limited and reservations are accepted
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C.E.U. Certificates
Conforming to guidelines of the National Task
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? Dun &.Bradstreet's one-day workshop
The Secretary Who Makes a Differ
What's a difference-maker?
A difference-maker is a person
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? Project greater self-confidence
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? Convey the professional image
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? Communicate better with dif-
ficult people without losing
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? Actively listen to build rapport
with supervisors, peers and
customers
? Develop a polished personal
style that helps you present
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handling everyday situations so
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Below are Just some of the
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What your
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A secretary who
? Is a team player and recognizes
the boss's priorities
? Assumes responsibility without
reluctance or fear
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? Keeps alive a "can-do" attitude
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? Performs at a level that wins
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All D&B seminars are backed by a promise of your satisfaction:
1 14 1 41 iliiiii1,41,114 1 ,1 ?16144444144 1,1 1 1 1,1
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Workshop outlit
1 Building blocks to professionalisr
a. unlock your hidden abilities a
b. develop a "can-do" attitude d
? self-esteem and productivity
c. improve working relations*
yourself as a professional
2 Tools for becoming a difference-
3
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a.
b.
C.
d.
go beyond the stereotype of'
apply improved communicati
cooperation and respect
present yourself and your wo
eliminate negative approache
situations
Your "winning" personality:.
building rapport with others
a. techniques for remembering:
? b. how to develop the power of
c. becoming an effective listene
d. why you don't hear everythir
e. reading "between-the-lines":
f. how to communicate in a prc
over the telethone
time-saving techniques for co
directing conversation
Working together: you and your
a. techniques for assisting your
accomplishing more
? b. the secrets of "timing": when
approach your manager
c. persuading others to help you
d. identifying the office "games''
to side-step them
e. when to assume responsibilip
f. how to work for more than o
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Workshop starts at 9:00 a.m.: and ends at
Here's another way you can ber
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- or ask your mr
director to call t.
Declassified in Part - Sanitized Copy Approved for Release 2012/08/20: CIA-RDP90G00993R000300020002-0
Declassified in Part - Sanitized Copy Approved for Release 2012/08/20: CIA-RDP90G00993R000300020002-0
Dun & Bra
The
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Mall tO:
Dun & Brads
Business Edu
P.O. Box 80
New York, N
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The Secre
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Participants: (i
NANIF
NAME
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COMPANY
STREET
Makes a Difference
Workshop outline
C11 Y
PHONE (
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Dun & Bra
Business
BBPell./.1114kalree(ffle
P.O. Box R03,
New York, Nei
1 Building blocks to professionalism
a. unlock your hidden abilities and talents
b. develop a "can-do" attitude that builds
? self-esteem and productivity
c. improve working relationships by projecting
- yourself 23 a professional
Tools for becoming a difference-maker
a. go beyond the stereotype of "secretary"
b. apply improved communication skills to gain
? cooperation and respect
c. present yourself and your work most effectively
d. eliminate negative approaches to everyday
situation.,
Your "winning" personality:.
building rapport with others
a. techniques for remembering names
b. how to develop the power of your voice
c. becoming an effective listener
d. why you don't hear everything you should
e. reading "between-the-lines": non-verbal messages
f. how to communicate in a professional way
over the telephone
time-saving techniques for controlling/
directing conversation
3
4 Working together: you and your boss as a team
a. techniques for assisting your boss in
accomplishing more
b. the secrets of "timing": when, where and why to
approach your manager
c. persuading others to help you help your boss
d. identifying the office "games" and learning
to side-step them
e. when to assume responsibility and show initiative
f. how to work for more than one boss
?
g.
Workshop starts at 9:00 a.m. and ends at 4:30 p.m.
Here's another way you can benefit
from this exciting workshop. . .
At significant savings per partic-
ipant. D&B will bring this pro-
gram to your premises for groups
of 15 or more, and will tailor its
content to your company's needs.
It's a comenient way to take
advantage of the workshop's con-
tent and leader without ever leaving
the office.
Call tarry Winters at 212-312-6869
- or ask your manager or training
director to call today
Mail this
Please incl
'Declassified in Part - Sanitized Copy Approved for Release 2012/08/20: CIA-RDP90G00993R000300020002-0
Declassified in Part - Sanitized Copy Approved for Release 2012/08/20: CIA-RDP90G00993R000300020002-0
Seminar Extras
EXTRA #1
Personalized
Problem-solving
Session
As an integral part of this workshop,
a directed problem-solving session
will take place during the afternoon.
?
EXTRA #2
Specially
Designed
Handbook
To help you put the workshop's
many techniques into day-to-day
The
Secretary
Who Makes a
Difference
EXTRA #3
Tips and
Techniques
for
Secretaries
Tips and
Techniques
for
Secretaries
It's designed to help you and your
colleagues solve some of your most
pressing job difficulties.
In small groups, you and your
peers will decide which areas are
most crucial, and then together with
your workshop leader, you'll find
ways to reduce conflict, improve
communication or develop your
own professional style.
practice, this handbook has been
developed for use during the pro-
gram and after.
Specially created questionnaires,
checklists and exercises take you
easily through the four basic sec-
tions of the seminar. Summaries of
key points keep your memory
refreshed even months later when
you're looking for guidance on how
to continue to grow in your job.
At the back of your workshop hand-
book, you'll find a special section of
Tips and Techniques for Becoming
A Difference-Maker.
It outlines in quick-scan format,
ways to increase your confidence,
project the image you want, handle
confrontations, become a better
listener and increase your overall ef-
fectiveness at work.
Two ways to register
? Call the D&11 registrar at 212-312-6880.
? Use the mail-in registration form on the back of this flap.
Seminar Fee
197 per person
Fee covers seminar instruction, the workinxik/
rekrence manual and refreshment breaks.
Reservations/Daily Schedule
Space is limited and reservations are accepted
In the order received. The seminar starts
promptly at 9:00 2.M. and closes at 4:30 p.m.
C.E.U. Certificates
Conforming to guidelines of the National i*
Force on Continuing Education Units,
one-day seminar is authorized for .6 CEU's.
Cancellations
Confirmed registrations niay be cancelled up
to 5 working days prior to the seminar date.
Thereafter, cancellations are subject to a 125
service charge, except that cancellations
within 3 working days prior to the seminar
are subject to the entire fee. However,
substitutions can be made at any time.
Ilotel Accommodations
For out-of-town registrants, a number of
(001113 have been reserved with the seminar
hotels. Make reservations directly with the
hotel at least two weeks prior to the meeting.
(The seminar fee does not include this cost.)
Tax Deduction
Education expenses (fees, trawl, meals, lodg-
ing) undertaken to maintain or imprint
business or professional skills are deductible.
(nuts Reg. 1.162-5, Coughlin vs. Commis-
sioner, 203 F 2d. 307)
See registration form on back
SOPA 1C05
rD
Declassified in Part - Sanitized Copy Approved for Release 2012/08/20: CIA-RDP90G00993R000300020002-0