SECRETARIAL AND CLERICAL SUPPORT STAFF HUMAN RESOURCES REPORT DECEMBER, 1987 SPECIAL EDITION KEY PEOPLE WHO PRODUCE RESULTS As the chart above shows, one out of every five people in EPA works in a secretarial or clerical support position. That's a significant portion of our total workforce, second in numbers only to scientific jobs. Our support employees make a vital contribution to EPA, by producing quality work for the agency, managing our increasing flow of information, and making sure administrative processes work smoothly. EPA has recognized the need to attract and retain the best people in our support positions. In May 1985 the Support Careers Advisory Committee (SCAC) was established to advise and assist the Administrator, Deputy Administrator and the Office of Human Resources Management (OHRM) in improv- ing career opportunities for secretarial and clerical occupations at EPA. In announcing the creation of SCAC, Administrator Lee Thomas stated that the work of the support staff is critical to the success of the Agency's operation. Therefore, SCAC was challenged to involve support staff across EPA in generat- ing innovative approaches and proposing pilot programs aimed at greater personal and professional growth for individuals in their career field. TOTAlN EPA MPLOYMENT m SCAC ACCOMPLISHMENTS Within the past year, SCAC has proposed a major* agancy training effort aimed at support staff. This Spring, the Headquarters Training Office implemented a program entitled, "Core Training for New Secretarial/ Clerical Staff. So far, 50 employees have graduated from the four sessions of this course. The centerpiece of this program is "Perfecting Admin- istrative Skills," a two-and-a-half day course designed to orient new secretarial/clerical employees to EPA- specific procedures. The course provides an overview of the following topics: standard and controlled corre- spondence, travel, obtaining office supplies, mail room services, printing, graphics, procurement, and time- keeping. The course is conducted by EPA secretaries with the assistance of subject matter experts. The curriculum, which contains Headquarters-specific in- formation, can be adapted for use at regional and field locations. Efforts to expand this in-house program have been completed. The expanded program entitled, "Survival Skills for Support Staff," will include a half-day ses- sion on telephone techniques and a full- day session called "Managing Office Relationships". Additional secretaries will be trained to serve as instructors in tf program. ------- Human Resources Management SCAC submitted several competi- tive proposals to the EPA Produc- tivity Improvement Investment Fund, and two were selected for funding in the first round of the program. A Clerical Suggestions Program received $10,000, and a course called "Working Partner- ships: Manager and Secretary" received $15,000. An Electronic Job Bank, a "JOBS" board maintained by the Personnel Operations Branch, lists all available jobs for support staff in Headquarters. This system is easily accessible via E-Mail under the ad- dress PRPOST. The program was piloted at Headquarters and has received favor- able response. Clerical Suggestions Program The Clerical Suggestions Program (an incentive awards program) has already been implemented by -OHRM and PMD. Secretaries and clericals have "hands-on" knowledge of agency administrative systems, however, they arejarsjy consulted about system weaknesses ( >. which they understand very well. ( J Changes in the use of office supplies, \^__^/ administrative forms, mail, etc. can result in significant cost reduc- tions. The Clerical Sugges- serve as a vehicle whereby cals will be rewarded top ten implementable sug- will join the "Top Ten ticipate in judging next tions Program will secretaries and cleri- $1,000 each for the gestions. The winners Club", and will par- submissions. "Managing Office Relationships" was designed and is being taught by EPA senior secretaries. The course addresses the rela- tionship between a secretary and a supervisor or technical staff, as well as the relationship between secretaries and other clerical staff. The session provides practical strategies for dealing with these key office relationships. SECRETARIAL ADVISORY COUNCIL (SAC) The SCAC works very closely with another group which deals with secretarial issues, the National Secretarial Ad- visory Council (SAC). SAC functions as a subcommittee of the Agencywide Federal Women's Program (FWP). As a subcommittee of FWP, SAC addresses employment issues affecting secretarial and clerical employees throughout the Agency. The National SAC is comprised of a representative from each Region, Laboratory and Headquarters. The SAC chairperson represents the SAC and reports to the FWP Council. January 4 8.00- 9:00^ 10:00- 11:00 - 12:00 ! Appts. 1:00 2:00 '. 3:00 4:00 5:00 i The "Working Partnerships" course will focus on enabling EPA managers to: '• work effectively with EPA secre- taries as partners; • delegate more responsibility to the secretaries; and • use support staff time more effi- ciently. The course benefits would include increased productivity, job satisfac- tion from working together as a team, and a continuing open dialogue between manager and secretary. This course is scheduled for implementa- tion by late Winter '87 or early Spring '88. ' ------- FOR MORE INFORMATION ABOUT SCAC, CONTACT SCAC ANN JOHNSON, COMMITTEE CHAIR AT 382-3311 AROIMD EPA r Recruitment of quality support staff in Headquarters is a critical area of concern for SCAC. Recommendations for im- proving recruitment efforts at Headquarters address three main areas: Direct Testing Authority would have several advan- tages. It would enable EPA to make immediate qualification and eligibility determinations, followed by on-the-spot employ- ment offers to qualified candidates. For applicants of higher quality, those most likely to be made job offers, EPA could offer a job within 24 hours of being interviewed. EPA's efforts at formal recruitment events, such as the Federal Job Fair, would be more successful. The Secretarial Intern Program (secretarial pool concept) would function as a feeder group of qualified candi- dates for vacancies as well as provide a training ground for entry-level clerical personnel. The program design also features senior secretaries functioning as mentors to our future secretar- ies. The Applicant Referral System would assist managers in meeting their hiring needs for qualified support personnel. The automated system, which would parallel the Headquarters Applicant Referral System for Scientists and Engineers, would afford managers the opportunity to consult a data base of qualified applicants. The data base would include qualified outside applicants as well as EPA support staff who qualify for their next promotion and/or receive performance ratings of "Exceeds Expectations" or "Outstanding." "Certified Professional Secretaries" (CPS) in Cincinnati is a new training program that will enhance support staff profi- ciency on the job. The Cincinnati Lab is the first EPA Govern- ment office to offer the training to secretaries, clericals, admin- istrative officers, etc. Those who complete the three year program will receive a certificate and college credits that will transfer to most of the surrounding colleges. The courses are given once a week from 3:00 - 6:00 p.m. on-site and are conducted by local professors from the Cincinnati Technical College. Funding is provided by each individual's program office. "Face to Face" in Ann Arbor is a new developmental program. Recently, six Branch/Division Secretaries were given the opportu- nity to travel to Headquarters to meet with people they deal with over the phone on a daily basis. So far, this has been well accepted and very useful in helping support staff learn and share the best possible ways to organize their offices. The orginator of this program should be given credit for such an effective and well received program: Vanessa Bowie, Secretary, Office of Comptrol- ler, HQ. Region IV has been focusing on a survey of their secretarial/ clerical staff. The survey addresses training issues; administrative issues; awards/incentives; career/ ladder promotions and statistics concerning grades, positions, turn- overs, etc. The local Secretarial Advisory Council (SAC) Chapter is compiling the responses in a package that will be presented to Senior Staff with recommenda- tions. Atlanta's SAC has also sponsored a "Career Development Seminar , which has already produced 75 graduates. Team Building in Denver; The Human Resources Council in Region VIII funded a teambuilding session for branch, section and senior secretaries. This two-day session, "Professionalism in the Office", was conducted off-site. Micheline Ward of Region 10 served as the facilitator. Some of the topics covered were: understanding the organization and identifying your role; professional behavior; communication; time management and personal organization; and dealing with change. With such an excellent response to the course, the Region decided to offer repeat sessions for those who did not have the op- portunity to attend the first teambuilding session. ------- |