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.
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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. '
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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.
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