SECRETARIAL-CLERICAL CONCERNS

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP05T00644R000200650012-9
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 9
• Document Creation Date: December 22, 2016
• Document Release Date: August 12, 2009
• Sequence Number: 12
• Publication Date: July 25, 1978
• Content Type: MEMO

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SENDER WILI.t!CHECiC CLASSIFICATION TOP AND BOTTOM
"UNCLASSIFIED CONFIIDENTIAL SECRET
OFFICIAL ROUTING SLIP
TO NAME AND ADDRESS
DATE
I
NA
1 Executive Officer, DD/A
`3
Z
2 Associate DD/A
PhA 1978
Deputy Director or
s Administration
X97
9.M~';R 1
6 '\ n-~
5
These new drafts (Tabs B, C, and E)
reflect changes which you have
requested. Since this package has
already been through the DDA Registry
and the Executive Registry, we did
not feel the covering memo should be
redone. Presume it can be put back
into the system.
The tabs are keyed to items in
reference.
Items a. and d are subject of separa
memos. Item'h?will be handled by Ex Se
FOLD HERE TO RETURN TO SENDER
FROM: NAME. ADDRESS AND PHONE NO.
Acting Director of Personnel
6 Mar 78
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I
STAT
STAT
STAT
STAT
STAT
TO: - (Officer
building) '
Acting : Deputy,Director
for Administration'.'
dg arte s ';
7D 19" 14
Acting Deputy Director'
of Centrali.Intelligence
7E 12 Headquarters.
RECEIVED
EXTENSION
OFFICER'S.'
INITIALS
COMMENTS -(Number 1: each ecomment ?to?: show from whom
to whom.... Draw o lino across column after each comment.)
^F Assyou wi11 ote`"from the-.DDAV
routi_.ng,, sl ip-I have.._left:.attached,
certain -items in'your 'memoof
22;.'Novem'ber are being. hand.l ed Y ,p=?.
? 7E 12 Headquarters
FORM
3-62
separately.,.,--=--,
As it 'pertains to item A, we
have forwarded to the . Director. this
date;- i . e. , 9 March;' what J1: consider
to.be.an extremely.jmpressive study
on'the matter of-the day care._cente
610 USEDITPREV IO S ^ SECRET ^ CONFIDENTIAL ^ USE E ONLY
UNCLASSIFIED
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 e-P stry
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STAT
MEMORANDUM FOR:
Special Assistant the DCI
STAT
VIA , Acting Deputy Director for Administration
FROM
J%LL111~' L11 Gl.l.Vi Vl LGIJV1LLGL
SUBJECT : Secretarial-Clerical Concerns
REFERENCE : Yotsmemo for A/DDA dtd 22 Nov 77, same subject
1. In accordance with your request, we are forwarding our
responses to several of the items raised by a representative group
of secretarial-clerical employees in their meeting with the Director
in October 1977.
2. The items included in this response concern the subjects
of: Vacancy Notices, Training, Operational Support Assistants,
Contract Wives and Secretarial-Clerical Career Service. The
remaining subjects are undergoing further study and will be
forwarded as soon as they are completed.
STAT
-~ ii!)Sfctii'1
?riif!'3
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ITEM B:
Secretarial-Clerical Career Service. The Director has received
additional continents on this topic from a group of Agency women with
whom he met recently. Support appears to be mixed, but would such a
career service ensure more evenhanded treatment of all employees in
this category and promote inter-Directorate transfers contributing
to better utilization of personnel?
RESPONSE:
The establishment of formal Career Service, i.e. Directorates,
and Career Sub-group, i.e. components within the Directorates,
secretarial and clerical panels is an important step toward
improving the effectiveness of career development and management of
a significant and essential element of the Agency's work force. The
Director has raised this topic directly with the Director of
Personnel, who'has prepared an action paper in response.
On the basis of consideration of the several occupational
specialities within the secretarial/clerical area and the particular
needs of employees within these groups, it would appear that the
career management of the senior secretarial group (GS-08, and above)
can best be administered by centralization at the Career Service
level. In those Career Services which have established Career Sub-
groups (i.e., office level) the career management of secretaries
GS-07 and below and all other categories of clericals regardless of
grade can more effectively be handled at the Career Sub-group level.
The guidelines relative to establishing such panels. will include
,a uniform policy statement that would limit senior executive offices
to a choice of secretaries at the grade or not more than one grade
level below that of the position to be filled.
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ITEM C:
Vacancy Notices. Several of the groups meeting with the
Director have complained about the ineffectiveness of the vacancy
notice system. Many individuals said they had never seen such a
notice. The Director would appreciate a summary of how the system
is supposed to work, as well as suggestions on its improvement.
Would a mandatory distribution of vacancy notices be practical and
ensure that all employees have the opportunity to see such
information?
The Vacancy Notice system is an Agency-wide program available
to all components that elect, within the guidelines provided by
their Directorate, to advertise vacancies. The components establish
.the deadline date for applications, usually two weeks from the
publication date, but they may be longer or "open". All Notices are
submitted to the Staff Personnel Division, Office of Personnel, for
review, reproduction and distribution, usually within 24 hours of
their receipt, to approximately 75 mailing points in the Agency.
Employees interested in the vacancies advertised submit their
applications, through command channels established by their
component, to the Staff Personnel Divison for professional/technical
notices or directly to the advertiser for clerical notices.
Advertisers deal directly with the applicants' components to arrange
interviews if desired, testing, etc., and release dates for those
selected. Employees not selected are notified in writing by the
component or Staff Personnel Division.
Components either circulate the Vacancy Notices or post them
in central locations. Many do both. In addition, the Support,
Office for each component maintains a formal file of Vacancy
Notices and additional copies of the file are maintained in the
main Library and OP/SPD offices in Ames Building. There is also a
summary list of all Vacancy Notices posted monthly on the official
bulletin boards in seven Agency buildings. The locations of the
formal files are normally noted on the Vacancy Notices and on the
monthly summary.
Numerous suggestions concerning wider circulation, including
"mandatory distribution", (e.g. monitor that every employee sees a
copy) have been considered but found to be too costly either in
time or equipment to warrant their adoption. The positions
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advertised generally apply to a relatively small portion of the
Agency population: approximately 63o are for clerical positions,
with about 45% of these for positions GS-06 and below. Thus, most
of the notices would be of interest to approximately 15% to 25%
of the Agency. The almost 2000 responses during 1977 from employees
applying for the positions advertised attests to the breadth of the
distribution of the Notices. It is possible this number could be
increased if the deadline period were lengthened and consideration
will be given to this change. Senior management endorsement of the
system would also help to insure prompt circulation and/or posting
of notices within components.
The Vacancy Notice system is under constant review and analysis
to insure it is serving the purpose for which it was designed and to
make it responsive to the needs of the employee and of the Agency.
As it is now structured, we believe the procedures provide a system
which works well within the decentralized authorities of the
Directorates, the size of the Agency, the numerous different physical
locations of the employees and the levels of the positions advertised.
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