5005

16 September 2002

NYGD 5005 OFFICE PROCEDURES - NYGD 5005 PREFACE

FOR THE COMMANDER THOMAS G. CLELAND Brigadier General, New York Guard Commander

OFFICIAL:

Digitally signed by Michael J. Stenzel cn=Michael J. Stenzel, ou=JS, o=NYG, c=US Date: 2002.09.16 10:14:23 -05'00' Reason: FOR THE COMMANDER Headquarters NYG, Latham

MICHAEL J. STENZEL COL, GS, NYG Chief of Staff

1. Purpose. This publication sets forth format and procedures to govern the operations and functions of the New York Guard Full Time Staff in the Latham, NY Office. 2. Application a. Format and procedures established in this publication apply to Full Time Staff and Headquarters Staff. b. This publication is directive in nature. These formats, and procedures will be followed, except when, in the judgment of the commander, exceptional circumstances dictate otherwise. 3. Scope. This publication describes the operations and functions of the New York Guard Full Time Staff and their relationship with drill status personnel. 4. Basis. DMNA Pamphlets and Regulations, New York Guard Directives.

1

NYGD 5005

16 September 2002

OFFICE PROCEDURES - NYGD 5005 TABLE OF CONTENTS CHAPTER

PAGE

I POLICY……………………………………………………………….………….. I-1 II RESPONSIBILITIES……………………………………………………………… 1. Command Group New York Guard..……………….…………………….. 2. Members of the Joint Staff………………………………………….…….. 3. The Administrative Officer ……………………………………………….. 4. The Administrative Clerk ………………………..………………………..

II-1 II-1 II-1 II-1 II-2

III. PROCEDURES……..………….………………..……………………………… 1. Staffing ………………………………………………………….……….. 2. Command Relationships .……………………………………….……….. 3. Office Support Activities ……………………………………….……….. 4. Financial Activities .…………………………………………….……….. 5. Property Activities ..…………………………………………….……….. 6. Military personnel Records .…………………………………….……….. 7. Command Group Services ..…………………………………….………..

III-1 III-1 III-1 III-1 III-3 III-5 III-5 III-7

2

16 September 2002

NYGD 5005 CHAPTER I POLICY

Working under the general supervision of the Command Group, the full time personnel provide professional administrative and staff support to executives, staff, and units of the New York Guard by managing budgeting, personnel, and business services for the New York Guard, conducting special studies and research projects, and managing office and support activities.

I-1

NYGD 5005

16 September 2002

THIS PAGE INTENTIONALLY LEFT BLANK

I-2

16 September 2002

NYGD 5005 CHAPTER II RESPONSIBILITIES

1. Command Group New York Guard. The Command Group consists of the Commander, Deputy Commander, NYG Adjutant General, and NYG Chief of Staff. a. The Commander is responsible to provide guidance on command issues and communications concerning The Adjutant General, Commanders of other Military Components, and subordinate Commanders of the Major NYG Commands. b. The Deputy Commander is responsible to provide guidance on staffing and day to day operations of the office, to include financial and budget approvals. c. The Adjutant General is responsible to provide guidance on all military personnel issues, database, record keeping, and publications. d. The Chief of Staff is responsible to provide coordination and assignment of issues or tasking to the Headquarters Staff, and routine correspondence to subordinate units for required actions. 2. Members of the Joint Staff will; a. Provide input to administrative staff, as tasked by the NYG Chief of Staff, to allow response to tasking from DMNA or other. b. Perform office functions, in drill status, to maintain staff areas of responsibility. 3. The Administrative Officer will; a. Assist in preparation and administration of the annual budget and financial plan. b. Manage the purchase of and payment for goods and services. c. Manage office support activities. d. Manage Military Personnel Records. e. Manage full time office staffing. f. Perform staff services for executive staff and program managers. g. Manage property accountability. II-1

NYGD 5005

16 September 2002

4. The Administrative Clerk will; a. Perform clerical transactions for the NYG Program governed by multiple procedures, rules, and regulations. b. Maintain manual and automated records. c. Gather and compile data for reports. d. Review input data for action determinations. e. Operate and maintain office equipment.

II-2

16 September 2002

NYGD 5005 CHAPTER III PROCEDURES

1. Staffing. a. Administrative Officer. The Administrative Officer is the senior DMNA State Employee assigned to the New York Guard Office, regardless of official state job title or grade. b. Administrative Clerk. The Administrative Clerk is the junior DMNA State Employee assigned to the New York Guard Office, regardless of official state job title or grade. c. Office Manning. The NYG Office will be manned from 0800 to 1700 hours Monday through Friday. The full time staff will coordinate hours and leave to ensure there is coverage. Full Time personnel will be evaluated on both general absenteeism (not being at work) and excessive absence from the office when at work. DMNA Reg 690-1 Civilian Personnel. d. Interpersonal Relations. Full time personnel will be evaluated on the following areas; (1) Social Awareness. Involves common courtesies, awareness of proper conduct standards. (2) Ability to work with others. Involves participation and encouragement of a team environment. (3) Chain of Command. Understanding and use of proper Chain-of-Command. e. Drill Attendance. Full time personnel should make every effort to attend the regular scheduled drill and administrative nights of the Headquarters, however this is not a mandatory requirement. This is to provide continuity and coordination of ongoing efforts. Compensatory or adjusted work schedules should be requested if the employee is not a drilling member of the NYG. 2. Command Relationships. a. Staff and Commands authorized contact to/from NYG Office. Primary contact with NYG Office is by Commander, Deputy Commander, NYG Adjutant General, and NYG Chief of Staff. b. Secondary contacts are members of the Joint Staff; and MACOM Commanders, Assistant Commanders, Chiefs of Staff, and Personnel Officers. c. NYG Staff authorized contact with DMNA Directorates. ONLY HQ NYG Joint Staff Personnel may contact their counterparts at DMNA. d. Chain of Command. Advise all other MACOM Staff and Major Subordinate Commands to contact their counterparts at their next higher headquarters or use their Chain of Command. III-1

NYGD 5005

16 September 2002

3. Office Support Activities. a. Duty Statement. Manages office support activities. (1) Reviews equipment and space needs and prepares space utilization plans. Arranges for construction and/or modification of offices. Assures that all equipment is properly installed and operating and arranges for vendor repairs and replacements. (DMNA Reg 420-1) (2) Manages telecommunications programs by arranging for installation, maintenance and modification of telephone and communication systems. (DMNA Reg 25-1) (3) Assists in analyzing, developing, and implementing computer systems to meet office and program needs by conducting assessments, meeting with system analysts to assist in defining, selecting, and installing hardware and software, and coordinating purchase and installation of equipment and systems. (DMNA Reg 25-1) (4) Develops maintenance plans and programs for equipment and facilities. (DMNA Reg 420-1 and 25-1) (5) Administers the Freedom of Information Law by reviewing requests for information, locating material requested and determining if it is available to the public in accordance with the law, and forwarding the material to the requestor. (6) Manages central files, printing, inventory (supplies), mail, forms, and other support operations. (7) Prepares and revises work methods and procedures. (a) Conducts studies to determine the efficiency and effectiveness of staffing patterns, work methods, and procedures and recommends revisions. Prepares procedures to describe, revise, and control work activities. (b) Designs, revises, and controls the use of forms. (c) Develops and implements record-keeping systems and controls. (8) Operate office equipment such as photocopiers, calculators, computers, printers, typewriters, audiovisual equipment, etc., as necessary to complete assigned tasks. Perform simple maintenance tasks such as adding toner and paper, and changing ribbons. b. Actions. (1) Central Files (NYGD 5015). General functional files will be organized and maintained IAW NYGD 5015 RECORDS MANAGEMENT. This function may be delegated to AC. III-2

16 September 2002

NYGD 5005

(2) Printing (DMNA Pam 25-31). the Administrative Support Directorate does this work. Requests may be made to the Administrative Support Directorate for large reproduction projects utilizing DMNA Form 114. Allow at least 10 days for completion. This function may be delegated to AC. (3) Mail and Distribution. Receives incoming or outgoing mail. Identified incoming mail is put in distribution files and outgoing mail is mailed as required. (4) Supplies. (a) Office Supplies (DMNA Reg 25-1). Request is made to the Administrative Support Directorate utilizing current DMNA Supply Requisition forms. Do not keep more than one month supplies on hand. Request for the following month's office supplies should be made two weeks prior to the end of each month. The NYG provides a BPA funding to DMNA to cover supplies for units. The primary item will be copier and print cartridges for state stickered machines. (b) Unit Operational Supplies. Large quantities of supplies, such as for Annual Training, will not be drawn from DMNA Supply. Supplies will be documented using NYG Form 800 procedures, and acquired from local sources for pick-up to save shipping costs. (c) Postage. MACOMs are provided stamps for issue through the chain of command purchased with NYG funds. Fill requests as received, obtain voucher for acquisition and mail supplies through the chain of command. (d) TAG 9 and TBTAs. MACOMs are provided TAG9s and TBTAs for issue through the Chain-of-Command. Provide blocks of documents by requisition from DMNA and issue to MACOM by documentation IAW DMNA Reg 55-1 & NYGD 4510. (5) Forms. The NYG does not stock any forms with the the Administrative Support Directorate Publication Activity. Request forms as needed for internal DMNA use. All NYG Forms are on the Internet and may be printed out by users. Sets of recruit packages may be required from time to time, follow above procedures for printing. (6) Inquiries. (a) From the Public. Do not reveal any personal information about any New York Guard Member, such as home/business address, telephone number, social security number, etc. Inform inquirer that a request for personal information must be made in writing, addressed to the commander, NYG, ATTN: NYSG-J1. (b) From the News Media. If inquiry concerns the NYG refer the individual to the NYG PAO. If it concerns the NYARNG or DMNA refer the caller to the Public Affairs Directorate. The NYG PAO will release all NYG press releases after approval by the Public III-3

NYGD 5005

16 September 2002

Affairs Directorate. Do not volunteer any information or give any opinion to the news media, as you may be quoted or misquoted as an “Official Representative” of the NYG. (c) Former NYG Members. Regardless of rank or former position, individuals may not be provided any personal information about any NYG member. Inform inquirer that a request for personal information must be made in writing, addressed to the commander, NYG, ATTN: NYSG-J1, or suggest you contact the individual and have them get back to the interested party. (d) Active NYG Personnel. Do not reveal any information to any NYG personnel unless you know this individual to be authorized to receive this information, such as home/business address, telephone number, etc. (Exception: You may disclose an individuals SSN to a unit Personnel Officer if you know this person to be in that position.) 4. Financial Activities (NYGD 7040, DMNA Reg 37-2). a. Duty Statement. Assists in preparing and administering the annual budget and financial plan and may prepare and manage the plan for a program. (1) Assesses annual financial needs and proposals and discusses and clarifies proposals with Executive Group. (2) Obtains and develops information to plan, prepare, and justify proposed and projected expenditures. (3) Prepares recommendations, summaries, and justifications for submission to the Finance Office. Prepares an expenditure plan after the budget has been approved and modifies the plan, as program needs change. (4) Answers questions and provides information to financial administrators, the Division of the Budget, and the Legislature. (5) Maintains financial records to monitor and control expenditures. Prepares and evaluates expenditures and other financial reports. b. Actions. (1) Balances. Utilizing standard accounting practices, each reservation (approved NYG Form 800) is documented and adjusted upon receipt of billing and again upon Comptroller payment if applicable. Billings for subsistence (when authorized), telephone charges, and other routine expenditures not documented by a NYG 800 will be entered into the ledger upon receipt. (2) Goods and Services Acquisition (NYGD 7050, DMNA Reg 37-2). Fiscal accounts; processing vouchers for payment, verification of supporting documentation, maintenance of account balances. III-4

16 September 2002

NYGD 5005

(a) Approved NYG Form 800. Each major purchase of supplies or non-expendable equipment must be documented by a NYG Form 800 and approved by the designated officer prior to purchase actions. Document estimated cost in budget to certify funds availability. (b) Acquisition. Units should specify sources for acquisition. AO may need to verify if state vendor is applicable, or research sources for the item. Items over specific cost levels may require multiple cost bids, in accordance with state finance rules and NYGD 7050. (c) Inventory/tag equipment (NYGD 4140, DMNA Reg 700-1). IAW 5.b. below. (d) Deliver (hand receipt/property book). Delivery to intended unit will include hand receipts and modification of unit property books. When possible this will be accomplished by Deputy Chief of Staff for Logistics, in accordance with NYGD 4140 & DMNA Reg 700-1. (3) Subsistence (NYGD 1338.1). Fiscal accounts; processing vouchers for payment, verification of supporting documentation, maintenance of account balances. (a) Documentation. Subsistence of units is authorized per NYGD 1338.1 unless funds are not available. Documentation will comply with requirements of directive. (b) AC92. An AC92 is prepared for payment to vendor, and with documentation is submitted to the Budget and Finance Directorate for payment. (c) Process. Submit to the Budget and Finance Directorate for payment. Cost is documented in Budget balance. (4) Telephone Bills (DMNA Reg 25-1 Ch 8 & NYGD 4640). (a) Documentation. Review the billings for any sign of abuse or exceptionally high charges. Report possible misuse to Chief of Staff for action. (b) AC92. An AC92 is prepared for payment to vendor, and with documentation is submitted to the Budget and Finance Directorate for payment. (c) Process. Submit to the Budget and Finance Directorate for payment. Cost is documented in Budget balance. 5. Property Activities. a. Duty Statement. (1) Process clerical transactions for the property accountability program governed by multiple procedures, rules, and regulations. Use knowledge of program as the basis to make decisions and resolve problems. Must understand the purpose of the transaction, not just the clerical process. III-5

NYGD 5005

16 September 2002

(2) Maintain manual and automated records for the property accountability program. Set up records maintenance systems and develop procedures for their use. (3) Design clerical processing procedures. Regularly evaluate procedures and initiate or recommend modifications to improve operations. (4) Gather, compile and prepare data from manual or automated files and other sources for various reports, publications, records, etc. Design formats for various reports and forms. (5) Respond to questions from units, and directorates or the public concerning the operation of the property accountability program. b. Actions (NYGD 4140 and DMNA Reg 700-1). Logistical/Property accountability; Acquisition, Distribution to units with hand receipt actions, inventory/property book actions. If item is non-expendable equipment, AO will ensure item is added to NYG inventory and acquire a state property sticker. Deputy Chief of Staff for Logistics will be coordinated with for proper issue to unit. State property files are updated to current status upon receipt of information, and are maintained in an accountable manner with supporting hand-receipts. 6. Military Personnel Records. a. Duty Statement. (1) Process clerical transactions for the personnel records maintenance program governed by multiple procedures, rules, and regulations. Use knowledge of program as the basis to make decisions and resolve problems. Must understand the purpose of the transaction, not just the clerical process. (2) Maintain manual and automated records for the personnel management system. Set up records maintenance systems and develop procedures for their use. (3) Design clerical processing procedures. Regularly evaluate procedures and initiate or recommend modifications to improve operations. (4) Gather, compile and prepare data from manual or automated files and other sources for various reports, publications, records, etc. Design formats for various reports and forms. (5) Respond to questions from units, and directorates or the public concerning the operation of the personnel management area. (6) Review forms or applications for subject matter content, completion and accuracy within the personnel management program and make appropriate determinations or observations. Gather or request additional information as necessary. III-6

16 September 2002

NYGD 5005

b. Actions. Maintenance of paper personnel records and electronic database, processing orders, processing pay for duty. (1) Orders Publication (NYGD 1323). All orders will be accomplished at MACOM level, J1 or NYG AG IAW NYGD 1323. For orders issued by J1 or AG, AO may be responsible for distributions as required. Distribution and filing can be delegated to Administrative Clerk (AC). (2) Military Personnel Records Jackets (NYGD 1336). The Official MPRJ is maintained in Latham, IAW NYGD 1336. Copies of all Personnel Action Orders, physicals, etc., are sent to Latham from MACOMs, and will be posted in the individual files. This function may be delegated to AC. Maintenance of MPRJs is also a function of the drill status J1 section and every effort will be made to ensure their access to records and required filing. (a) Officer/Enlisted. Files are maintained alphabetically for Officer and Enlisted. Personnel discharged or retired may be removed to an inactive area. Cabinets will be locked when not in use. Only full time staff, J1 Section and NYG AG are authorized access. (b) GO Files. These files are restricted and will be locked at all times. Access is authorized to F/T staff, Commander, Deputy Commander, NYG Chief of Staff, and NYG Adjutant General only. A log of entry will be maintained. (3) Database Management (NYGD 7730). The database is in the process of being subdivided to allow input at multiple levels nearest the source of the information. These pieces of the database are remitted to Latham on a scheduled basis and are to be consolidated into a master file. CDs are then "burned" of the master and sent to specified command levels. Receipt of the database input must be accompanied by hard copy of MPRJ documents to allow quality checks of inputted data. This function may be delegated to AC. Quality check of database is also a function of the drill status AG and J1 section and every effort will be made to ensure their access to records and filing. Information is entered into the database, files and logs in a timely manner, are up to date or quality checked so that correct information is available when required by command. (4) Appointment Certificate. An automated Appointment Certificate will be prepared by the office and submitted to OTAG for TAG-NY signature at the time of appointment, unless a pre-signed document file is provided. The OTAG office or a designated DMNA Directorate will transfer the document to the Governor's Office for Signature. After the Certificate is returned from the Governor's Office, add appointment order to the Certificate and mail to the Unit Commander - DO NOT MAIL TO INDIVIDUAL. Retain copy in individual’s MPRJ in case original is lost. NYG policy is NOT to request replacement certificates from Governor's Office. This function may be delegated to AC. (5) Payroll Actions. Coordinates with the Budget and Finance Directorate to ensure payment of NYG Personnel and acquires any missing paperwork through coordination with Chief of Staff to responsible unit. III-7

NYGD 5005

16 September 2002

(6) Line of Duty Actions (NYGD 1331). Coordinates with DMNA on Line of Duty actions. Acquires any missing paperwork through coordination with Chief of Staff to responsible units. (7) Awards (NYGD 1348, DMNA Reg 672-1). Coordinates with DMNA Awards Section on State Awards actions. 7. Executive Staff Services. a. Duty Statement. Performs staff services for executive staff and program managers. (1) Conducts special studies and researches about issues and programs and prepares reports and recommendations. Evaluates proposed policies, legislation, position papers, and management proposals and prepares written analysis and recommendations describing impact and potential benefits and problems. (2) Administers communications by preparing and keeping track of correspondence and answering questions from staff, the public, and elected and appointed officials. (3) Represents executive and management staff at meetings, hearings, and conferences and on committees. (4) Prepares reports about program activities. Prepares speeches and supporting material for executive staff. Prepares written materials, including brochures, reports, and other material, about the New York Guard program. (5) Clarifies and interprets policies and procedures and assures policies and procedures a re available for and sent to affected individuals and programs. b. Actions. (1) Correspondence (NYGD 5020 and DMNA Reg 1-1). Initial Point of Contact for requests from DMNA and other sources; Receives initial request or correspondence, notifies Command/Staff as appropriate, performs or assists in actions necessary to respond to request. (a) INCOMING: Date stamp all correspondence on the back of documents and log in a correspondence book. Distribute to the appropriate office of responsibility. Deputy Commander or Chief of Staff will advise on action officer if uncertain. In case correspondence is addressed to an individual or when you are aware that an action officer has been assigned to a particular project, route to the responsible individual.

III-8

16 September 2002

NYGD 5005

Suspense Dates: If correspondence does not have a suspense date and requires a response, assign a suspense date IAW DMNA Reg 1-1, make a suspense copy and place in a suspense tickler file under “due date.” Suspense date follow-up. Check the tickler file every day for suspense dates coming due the next day or so. Call the action officer to determine status of reply. Every month prior to drill make a report to the Chief of Staff on missed and due suspense dates in the following format; SUBJECT:

ACTION OFFICER:

SUSPENSE DATE:

COMPLETION DATE:

If incomplete as of date of report, indicate reason or “pending” under completion date. (b) OUTGOING: Log outgoing correspondence in correspondence log for tracking purposes. Retain file copies of all outgoing correspondence. (2) DMNA Staff Meetings. Distribution of Information on behalf of the NYG to DMNA; Maintains currency on NYG matters and actions as provided by Command/Staff inputs, presents NYG activities at regular DMNA staff meetings, responds to inquiries by coordinating with Command/Staff as necessary to develop informed response. (3) OTAG Taskings. Coordinates, Staffs, and prepares Response to DMNA Taskings and Staffing Coordination's; Receives, Staffs, Maintains Suspense File, Prepares Response, Distributes actions taken to Command/Staff as appropriate. All OTAG taskings will be referred to Deputy Commander or Chief of Staff for assignment of a response. The Administrative Officer will mail items to designated officer and maintain a tickler file to ensure follow-up and meeting of suspense. Upon receipt of input, AO will ensure documentation is IAW OTAG policies and deliver response through necessary reviews, to OTAG. AO will coordinate with Deputy Commander, Chief of Staff, or Project Officer on any follow-up requirements. (4) Reports. Reports are submitted as required by DMNA. Obtain input from Deputy Commander or Chief of Staff. Provide copies of any report to the Command Group. Reports are due to the Command Group, by e-mail, within 3 working days of any meeting with DMNA Staff regarding NYG issues. (a) Meeting Minutes. All Staff and Coordination meeting called by OTAG will be attended and a report made to Command Groupby E-Mail as soon as practical. Contact Commander, Deputy Commander, or Chief of Staff prior to meeting to review any NYG input/briefing items. (b) Weekly Work Summary. Send an email each Friday outlining accomplishments for the previous week, open issues that are to addressed the following week and a list of issues that remaining to be addressed with their individual status. III-9

NYGD 5005

16 September 2002

THIS PAGE INTENTIONALLY LEFT BLANK

III-10