DS&T SECRETARIAL POSITION UPGRADE WORKSHEET (IN PRIORITY ORDER BY LEVEL REQUESTED)

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP92-01361R000100090037-2
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 6
• Document Creation Date: December 23, 2016
• Document Release Date: September 25, 2013
• Sequence Number: 37
• Publication Date: September 2, 1988
• Content Type: MISC

Declassified in Part- Sanitized Copy Approved forRelease2013/09/25 : CIA-RDP92-01361R000100090037-2
LUNnDLNiaAL
DS&T SECRETARIAL POSITION UPGRADE WORKSHEET
(IN PRIORITY ORDER BY LEVEL REQUESTED)
FOREIGN BROADCAST INFORMATION SERVICE
POSITION
POSITION
INCUMBENT CURRENT POSITION
REQUESTED POSITION
NUMBER
LCCATION
LEVEL INCUMBENT LEVEL
LEVEL
2,5X1
Nor 098
Prod/NEAD
IS-02
IS-02
IS-03
2. DK 046
0/C/DRD
IS-02
IS-02
IS-03
?
CONFIDENTIAL
Declassified in Part - Sanitized Copy Approved for Release 2013/09/25: CIA-RDP92-01361R000100090037-2
Declassified in Part - Sanitized Copy Approved for Release 2013/09/25: CIA-RDP92-01361R000100090037-2
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General
? ? Sl?-.F 19'33
Incumbent is the Production Group Senior Secretary, serving as the
designated backup for the executive secretary (IS-04) to the
chief/Production,Group (SIS-03), independently performing certain tasks
permanently delegated to her bi.the Group secretary, and otherwise
assisting the Group secretary as required. Except when actually filling
in for the Group executive secretary, incumbent is assigned to that
division of Production Group (which may change over time) where
administration is most complex and in which management must involve
itself most fully in substantive and policy matters. Incumbent thus
bears substantial responsibility for day-to-day administration of the
division, independently executes management decisions regarding training,
travel, pay, and other personnel matters, and participates actively in
management deliberations and meetings. Incumbent's technical skills and
judgment also are brought to bear in direct support of the division's
substantive mission.
The division front office consists of a division chief (GS-15), deputy
division chief (GS-14), and the Coordination and Review Staff (CRS); the
division has no training officer nor other assistants. The division
encompasses 2-3 branches, has a T/O of 40, and manages some 250
independent contractors. Much of the division's work and the majority of
mail is in a variety of foreign languages, so that even routine office
tasks require an unusual level of perspicacity, attentiveness, and
judgment.
Primary Duties:
For the Group:
Assists the Group's executive secretary as required and serves as Group
executive secretary in latter's absence. (Currently-assigned Group-wide
tasks include serving as referant for division secretaries regarding the
automated T&A system, the automated training scheduling system, and the
automated foreign travel approval system.)
For the Division:
Shares with chief/CRS the supervision of one clerical employee, GS-06,
who handles routine clerical/secretarial tasks and serves as division
secretary in the senior secretary's absence.
Tracks division non-programs budget (travel, training, ett) throughout
budget year and keeps division management apprised of level of funds
available/obligated as input to personnel decisions and planning.
Serves as intake point for work submitted by independent contractors;
ensures that contractors' statements of services accurately reflect work
performed in quantitative terms and that contractor claims for related
expenses are properly documented; certifies the statements of services,
uses IBM PC to credit the work to the contractors' accounts, and forwards
work to appropriate desk for qualitative review.
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Maintains and updall, division training records (el tronic and hard
copy), including three-year training plans and suspense files of internal
and external training requests; using Delta Data terminal, serves as
interface between OTE automated course scheduling system and division
personnel to ensure compatible scheduling of training.
Monitors branch and division monthly reports, personnel actions, and
other document flow to maintain current career profiles on division
personnel reflecting assignments, training, grade, language abilities,
special access clearances held, etc.
Serves as logistics officer for the division, maintaining records on and
arranging replacement, purchase, and maintenance of division equipment,
furnishings, and other plant.
Using division files and personal contacts in the division and elsewhere,
independently conducts research and prepares reports on division
financial, logistical, and personnel status in response to requests
levied on the division for such data and in support of division
planning. Coordinates and responds to FOIA requests.
Assists the FBIS Focal Point Officer assigned responsibility for
coordination and publication of a JPRS "worldwide" report series
(terrorism, narcotics, arms control, or nuclear developments), using the
FBIS automated publication system to call up and collate responsive items
from the FBIS-wide data base and to code and compile the reports for
final editing and publication.
Assists in collation and final typing of classified translations done
in-house and by cleared contractors, working from rough-edited drafts and
general format guidance to prepare final proof copy.
Serves as control officer for compartmented information arriving in the
division, ensuring proper dissemination and storage.
Maintains and updates division secretarial SOP handbook; serves as
referant for division personnel on questions of administrative procedure
and formatting.
Using shorthand, prepares reports, electronic messages, memoranda, and
other correspondence and forms for division chief and deputy chief.
Serves as receptionist for the division, screening calls and visitors,
arranging access for non-Agency visitors, and scheduling meeting rooms.
Keeps calendar for division chief and deputy chief, scheduling,
rescheduling, and canceling meetings, appointments, and other activities
as appropriate given general guidlines.
Records and reports division T&A, manually or using automated system, for
division personnel in headquarters and on foreign or domestic TDY.
Responsible for tracking of all division PAR's and personnel planning
questionnaires to ensure timely completion and proper review and
disposition.
Declassified in Part - Sanitized Copy Approved for Release 2013/09/25: CIA-RDP92-01361R000100090037-2
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Organizes and maintains division files; independently creates, retires,
purges, and archives files as appropriate.
Declassified in Part - Sanitized Copy Approved for Release 2013/09/25: CIA-RDP92-01361R000100090037-2
Declassified in Part - Sanitized Copy Approved for Release 2013/09/25: CIA-RDP92-01361R000100090037-2
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2 September 1988
POSITION DESCRIPTION
Position Number: DK046
Position Title and Grade: Is-03 Senior Secretary
Location: DST/FBIS/Daily Reporting Division
GENERAL
Position is located in Daily Reporting Division, Operations Group,
FBIS. Incumbent supports the Chief, Deputy Chief and principal Division
officers. Office cf the Chief, DRD, in addition to incumbent, consists
of Chief, Deputy Chef, Mana6ing Editor, Special Assistant, and Training
Officer. DRD is the largest division within FBIS and encompasses the
Division Chief's staff, four Daily Report branches, the Wire Services
Staff, and the Reference Staff, with an overall Tb O of 63. The Division
is responsible for dissemination by various means of the output of 14
overseas and domestic field bureaus which are tasked with the collection
of intelligence information from overt foreign media sources (television,
radio, press agency, and publications), and fol recruiting, training and
assigning U.S. staff employees to serve at the field bureaus on two-year
rotating assignments. The incumbent is the only secretriry in the
division.
PRIMARY DUTIES
1. Serves as office manager for Chief, Daily Reporting Division:
a. Maintains calendar and suspense files for Chief and Deputy
Chief, with full authority to schedule/reschedule meetings and
appointments.
b. Receives and screens telephone calls, visitors and incoming
and outgoing correspondence dealing with operational and
administrative matters concerning the Division, refers matters to
appropriate staff officer for action, drafts responses for Chief,
DRD signature, ensures that all outgoing correspondence is properly
classified and in conformity with Agency formats.
2. Coordinates the preparation and updating of the Division's
portion of the biweekly Operations Group Status Report, which indicates
project, action officers and current status of significant Division
activities.
3. Prepares and disseminates monthly Division "snapshot,"
indicating overall staffing strength in component branches, identifying
officers on duty, on annual or sick leave, in training, on TDY, or on
rotation.
Declassified in Part - Sanitized Copy Approved for Release 2013/09/25: CIA-RDP92-01361R000100090037-2
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4. Provides secretarial ahd clerical support to Division Chief and
chief's staff and to component chiefs as workload demands.
5. Maintains basic biographic information on all Division personnel
assigned to Headquarters, ensuring that PAR's are completed on time and
in conformity with established formats; maintains Personal Planning
Questionnaire files on all Division personnel and Operations Group
officers assigned overseas.
6. Maintains Division time and attendance records (ELECTAS) and
serves as Division records control officer.
SECONDARY DUTIES
1. Arranges security approvals and escorts Division visitors as
necessary.
2. Based on in-depth knowledge of Wang automated system, assists
Division personnel in utilization of Wang.
3. Advises Division personnel in preparing outside activity
approval requests, training requests, travel approval and itineraries,
etc; ensures that Agency employee bulletins and notices are disseminated
to each Division employee, and that each employee is aware of significant
Agency and Directorate activities.
4. Supervises summer only hires.
DUTIES THAT WOULD ENHANCE POSITION
1. Has responsibility within DRD front office for tracking
obligations and expenditures in Division budget.
2. Coordinates periodic briefings on Division activities for
interested components and consumers within FBIS and the Directorate;
coordinates visits by Division personnel to Intelligence Community
offices as requested, ensuring the passing of security clearances and
other administrative matters as necessary.
3. Has responsibility for electronic tracking of incoming and
outgoing Division correspondence.
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Declassified in Part - Sanitized Copy Approved for Release 2013/09/25: CIA-RDP92-01361R000100090037-2