Policy Text
Training Page 1 of 4 1/04.0 (REV 3/91)
DIVISION SECRETARY
The purpose of this order is to describe the duties and respons ibilities of the secretary
of the division of Training and Reserve Forces. I. Academy Component
The secretary performs the follo wing duties and responsibiliti es under the direct
supervision of the commander:
A. Act as liaison for recruits between the academy and Administ rative
Division regarding timesheets, m edical and dental benefits, and
paperwork required for the conver sion from trainee to deputy.
B. Prepare requests to purchase f ood items required for practic al exercises
together with menu planning, shoppi ng, and preparation of lunch during
three-day exercise periods.
C. Prepare request to purchase and letter of explanation for fo od items,
paper products, invitations and pr ograms, reservation of hall, guest
speaker, sign language interpre ter, band, and the assistance of the
Explorer Post for the recepti on after academy graduation ceremo nies.
D. Mail invitations to dignita ries for academy graduations and prepare a list of
attending dignitaries to be intr oduced during the ceremonies.
E. Prepare graduation ce rtificates and place copies into class files, academy
files, and in manila envelopes w ith copies of the program and i nvitation for
a keepsake to each graduate.
F. Prepare recruit files for plac ement in the file storage room .
II. Administrative Component
A. Type correspondence from staff for signature.
B. Gather and prepare statistics fo r biweekly breakdown of call -in payroll
reports and discrepancies, and r oute reports to the appropriate person in
the Administrative Division.
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C. Maintain a master calendar and schedule appointments, meetin gs, and
classes at the main training site.
D. Serve as receptionist/offi ce manager; receive, route, and di stribute
incoming and outgoing mail; answe r, screen, and direct incoming calls and
place outgoing calls; provide information and assistance to vis itors.
E. Maintain all office files and ensure all files are secured a nd locked daily.
Notify appropriate supervisor wh en evaluations are due for empl oyees and
type the evaluations.
F. Prepare printing orders, reques ts to purchase, supply reques ts, and
maintain and inventory office supplies.
G. Prepare biweekly payroll for divisional staff and call-in re serve deputies,
subpoena payroll, and uniform allo wance for call-in and volunte er reserve
deputies.
H. Assist in preparing and co mpiling budget materials and docum ents for
annual budget request.
I. Update employee budget and lo cation code on payroll computer system to
transfer call-in deputies and notif y the Administrative Divisio n of changes.
J. Prepare Safety Committee meet ing minutes, accident summary r eports
with dispositions, and update acci dent injury cards for all dep artment
employees.
K. Notify Safety Committee member s by inter-office mail of date , time, and
location of the next meeting and en sure that each member receiv es the
accident injury report and minutes from the previous meeting.
L. Prepare travel requests for a ll division employees and train ing instructors,
and make reservations for trai ning courses and hotel accommodat ions (if
out of town). Notify employees if their request has been grante d (or if the
class has been cancell ed) and when to obtain travel allowance, as
appropriate. Forward completed tr avel requests to the travel co ordinator in
the Administrative Division.
M. Create files, type, and di stribute training bulletins.
N. Notify deputies when they are e ligible for the Basic POST ce rtificate.
O. Update sworn employee training files and POST certificate nu mbers.
P. Supervise on-call clerical employees.
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III. In-Service and Reserve Component
A. Complete preliminary evaluat ions of POST certificate and edu cational
incentive applications and prepare them for submission.
B. Determine replacement costs f or deputies; type quarterly and annual
reports for STC.
C. Type all certificates of co mpletion for specialized departme nt training.
D. Type class certification requests for STC and POST.
E. Assist in the coordination and registration functions for th e various
courses.
F. Compile and distribut e POST and STC rosters.
IV. Reserve Component
A. Process paperwork for newly hir ed call-ins, resignations, te rminations, and
reinstatements.
B. Prepare notices of appointmen t or termination for submission to POST.
C. Prepare the oath of office for newly sworn reserves.
D. Maintain personnel and backgro und files of reserves and rese rve roster.
Update address and phone numbers of divisional staff and reserv e
officers. Maintain mailing list.
E. Schedule written examinations , oral interviews, and psycholo gical
examinations; prepare test notifications and letters of accepta nce/rejection
for the extended academy.
F. Responsible for printing reserve reports as required. G. Distribute reserve addre ss and phone lists to departmental p ersonnel.
H. Assist in preparing the Reservist newsletter.
I. Notify reserve officers of subpoenas.
J. Provide assistance at reserve functions, as required.
V. Range Component
A. Type and distribut e Range schedule.
B. Type correspondence as required.