NATIONAL ADVISORY COUNCIL 

FOR OFFICE PROFESSIONALS 

AND 

ORGANIZATIONAL SECRETARIAL ADVISORY COUNCILS 

ANNUAL REPORT – June 1, 2009- May 31, 2010 

Prepared By 

NATIONAL ADVISORY COUNCIL FOR OFFICE 

PROFESSIONALS 

AGRICULTURAL RESEARCH SERVICE 

U.S. DEPARTMENT OF AGRICULTURE
2

TABLE OF CONTENTS 

NATIONAL ADVISORY COUNCIL FOR OFFICE PROFESSIONALS 

 

EXECUTIVE SUMMARY OVERVIEW .....................................................................3 

2009-2010 NACOP MEMBERS ....................................................................................4 

FORMER MEMBERS ...................................................................................................5 

ANNUAL MEETING, ACCOMPLISHMENTS & GOALS ......................................7 

SECRETARIAL RECOGNITION PROGRAM .........................................................9 

ORGANIZATIONAL SECRETARIAL ADVISORY COUNCILS 

 BELTSVILLE AREA 

 Accomplishments & Goals .................................................................................10 

 HEADQUARTERS 

 Accomplishments & Goals ..................................................................................11 

 MID SOUTH AREA 

 Accomplishments & Goals .................................................................................13 

 MIDWEST AREA 

 Accomplishments & Goals .................................................................................15 

 NATIONAL AGRICULTURAL LIBRARY 

 Accomplishments & Goals .................................................................................17 

 NORTH ATLANTIC AREA 

 Accomplishments & Goals ..................................................................................19 

 NORTHERN PLAINS AREA 

 Accomplishments & Goals ....................................................................................20 

 PACIFIC WEST AREA 

 Accomplishments & Goals ....................................................................................23 

 SOUTH ATLANTIC AREA 

 Accomplishments & Goals ....................................................................................24 

 SOUTHERN PLAINS AREA 

 Accomplishments & Goals .....................................................................................26 

 
3

Executive Summary 

Overview: 

The Council was hosted by the Mid South Area in Auburn, Alabama, the week of June 

14-18, 2010. Council members were welcomed by Dr. Phil Klesius and given a tour of 

the Aquatic Animal Health Research Laboratory and the National Soil Dynamics 

Research Laboratory Research Stations. 

The Council Charter was reviewed and updated. The Council established goals for the 

coming year. 

The Council concentrated on planning for the 2010 NACOP Training Workshop to be 

held in Norman, Oklahoma, August 18-19, 2010. 

The Council conducted monthly conference calls to work on goals and priorities. 

Information was shared with local councils and office professionals through NACOP 

Notes and the Website. 

Respectfully submitted, 

Diona Austill, Senior Co-Chair 

Sandy Groneberg, Junior Co-Chair 
4

Members of the 2009-2010 National Advisory Council for Office 

Professionals 

Diona Austill, NPA, Senior Co-Chair 

Sandy Groneberg, MWA Junior Co-Chair 

Drusilla Fratesi, MSA, Ex-Officio 

Cathy Lonaberger, OA, Technical Advisor 

Rhonda Sampson, OCIO, Technical Advisor 

Jackie Kelly, HQ, Newsletter 

LaTasha Burl, NAL, Webmaster 

Diane Koch, NAA 

Sherry Dewald (filled in this spring by Barbara Hodges), SPA 

Mary Dailey, BA 

Wanda Rohrer, SAA 

Christa Meier, PWA 

Heather Lewandowski, MWA, Special Committee Member for Training 

Workshop Planning 
5

NATIONAL ADVISORY COUNCIL FOR OFFICE PROFESSIONALS 

Former members of NSAC/NACOSP/NACOP: 

KATHY ARAGON, NPA 

MARIA ARCHER, NAL 

BRENDA AYSENNE, MSA 

BARBIE BALLENGEE, PWA 

SANDRA BALL, NAL 

PAT BERRY, HQ 

PRUNELLA BRANISH, NAA 

SHERRI BUXTON, MWA 

KAY CARR, SAA 

CARMELA CARRICK, HQ 

CLARICE CARTER, TECHNICAL ADVISOR 

PATTY COYLE, NAA 

JOYCE CRAIG, HQ 

LOUISE DALTON, NPA

PHYLLIS DAVIS, NAA 

DEBRA DUCKWORTH, SAA 

TAMMY DURFEE BLAIR, PWA 

BRENDA ELSTON, HQ 

JANET FERST, HQ 

LIBBY FOUSE, PWA 

RHEA FRYAR-CALVERT, SPA 

MADELINE HALL, MSA

NADINE HEIRS, BA 

TERRY HENRICHS, NAL 

BARBARA HODGES, SPA

SUE HURD, NPA 

BONNIE INGRAM, MWA 

MARCIA JENKINS, MWA 

CODY JENSEN, NPA 

VERONICA LAIRD, PWA 

OLGA LEE, NPA 

HEATHER LEWANDOWSKI, MWA 
6

ANGIE MARCHETTI, HQ 

ELAINE, MCGUIRE, BA 

SHEILA MESSINEO, BA

LINDA NEUENHAHN, HQ 

OLIVIA PEDRAZA, SPA 

ROSETTA PROCTOR, HQ

JANNETTE SHUFORD-REEVES, NAL 

BETTY SIGLER, NPA 

MARY SILVA, NAL 

FRANKEE SIMPSON, SAA 

JOYCE SMITH, NAA 

MICHELLE SNOWDEN, HQ 

KRISTEN SOTER, BA 

QUEEN SPRIGGS, HQ 

ANNE STELLE, SPA 

CECELIA STORTZUM, TECHNICAL ADVISOR 

STEPHANIE LIVELY SULLIVAN, NAA 

GENEVIEVE SWARTZBERG, MSA 

KATHY TOWNSON, BA 

SUE THORNBURG, NPA 

RUTH TREAT, SPA 

LORI WILSON-VOSS, MWA 

TONI WALLS, TECHNICAL ADVISOR 

SANDRA WARREN, MSA 

SABRINA WHITLEY-FERRELL, SAA 
7

2008-2009 ANNUAL REPORT

NATIONAL ADVISORY COUNCIL FOR 

OFFICE PROFESSIONALS 

ANNUAL MEETING 

Date: June 14-18, 2010 

Location: Auburn, Alabama 

Host: Mid South Area 

FY-09/10 ACCOMPLISHMENTS

 Useful and informative documents from Area councils were highlighted 

in NACOP Notes. 

 NACOP exhibit was displayed at SPA leadership conference in Dallas, 

Texas. NACOP brochure was updated at the 2009 annual meeting in 

Miami, Florida, and distributed to local councils. 

 NACOP annual meeting minutes were provided to Sponsor and 

Administrator. 

 Updates have been made to NACOP web site and historical record. 

 A committee was formed to review and update the Resource Assistance 

list including topics and subject matter experts. 

 Cost comparison and proposal for training workshop was approved by 

Dr. Knipling, Dr. Jahn, and OSEC in 2010. Planning and preparations 

are underway. 

 Shared information regarding local council operations. Topics included 

structure, terms of appointment, recruitment of members, and degree of 

council support from Area Directors. 

 Prepared a letter to NACOP Sponsor on concerns of local council support 

and participation. 

 Timely preparation of annual reports was discussed. Annual reports will 

now run from June 1 to May 31 in order to be finalized at annual 

meeting. The charter was revised to reflect this change. 

 Recognized Anne Steele, original task force member, on the occasion of 

her retirement with a letter from NACOP. 
8

FY-10/11 GOALS

 Keep all office professionals informed of new web site links. 

 Increase awareness of NACOP through use of displays and brochures. 

 Investigate relocating web site to Site Publisher for more efficient 

updating. 

 Continue to review and update web site, resource assistance list, 

brochure, and historical record as necessary. 

 Plan and implement a dynamic training workshop for office 

professionals. 

 Prepare special edition of NACOP Notes to promote training workshop 

and indicate support from the Administrator. 

 Evaluate training workshop and develop planning guide for future 

workshops. 

 Provide NACOP members with support and resources to take back to 

local councils to encourage participation. 

 Inform sponsor of local council issues. 
9

NATIONAL ADVISORY COUNCIL FOR OFFICE PROFESSIONALS 

SECRETARIAL RECOGNITION PROGRAM 

2009 ARS Secretary of the Year: 

Nina Ahmad, Office Automation Assistant at the National Agricultural 

Library (NAL) in Beltsville, MD 

Mid South Area: 

GS-06 and above 

Telecia Burton, Program Assistant 

Water Quality & Ecology Research Unit, Oxford, MS 

GS-05 and below 

Peggy Tubertini, Office Automation Assistant 

Natural Products Utilization Research Unit, Oxford, MS 

Midwest Area:

Kim Meyers, Program Support Assistant 

Vegetable Crops Research Unit, Madison, Wisconsin 

South Atlantic Area:

Shelia Jackson, Program Support Assistant 

Bacterial Epidemiology and Antimicrobial Resistance Research Unit, Athens, GA 
10

Area: The Beltsville Area 

Administrative Support Advisory 

Council (BAASAC) 

Current Members:

Catherine Senior Co-Chair (replaced Linda Nix), Mary Daily 

NACOP representative, Cynthia Reed, Dallas Rood, Amy Hopkins, Wanda Mallory, 

Linda Reynolds, Kathy Sciannella, and Melissa Seibert. 

Two Junior Co-Chairs stepped down (Kisha Shelton and Stephanie Lahocki). 

Accomplishments:

We have accomplished 2 newsletters (the BAASAC Basics Newsletter spearheaded by 

Kimberlee Watson and Amy Hopkins). We have had monthly meetings on training for 

present and future, identifying and coordinating training within the Beltsville Area, 

updating the charter, implementing and maintaining a new and useful Council website, 

mentoring newly-hired office support personnel, and organizing an annual workshop for 

administrative support personnel. We now have a BAASAC SharePoint site. BAASAC 

members have access to the BAASAC SharePoint site which will be used to enter 

PowerPoint presentations of BAASAC trainings, Newsletters, Resource Assistant List 

(working on a new list), Flyers, and et cetera. 

September 23, 2009 New Performance and Standards Procedures: The Beltsville Area 

Administrative Support Advisory Council (BAASAC) partnered with the Human 

Resources Division, Performance & Award Staff, to host training on changes to the 

performance appraisal process and standards system. Presentation included employee 

recognition (monetary and non-monetary). It had been several years the office supports 

had training in performance and standards. The office supports suggested training before 

the evaluations and new standards took placed. 

April 21, 2010 Integrated Acquisition System (IAS) 

In support of Administrative Professionals, the Beltsville Area Administrative Support 

Advisory Council (BAASAC) partnered with the Acquisition and Property Division 

(APD) to host training on IAS. Angelia G. Fleming Loggie, Acquisition Program 

Manager, ARS, AFM, REE IAS Agency Lead and Katrina Washington, Administrative 

Office, Beltsville Area presented the training. Some of topics included: 

Policies and Procedures 

How to Enter and Receive a Requisition 

The Correct Documentation 

How to Enter Accounts 

IAS Payments 

Error Messages/How to Fix the Error 

What to do if the Invoice is Missing Information 

FMMI 

Prompt Payment 

Submitting Invoices to NFC 
11

Area: Headquarters Advisory 

Council for Administrative 

Professionals (HACAP)

Current Members 

Claudette Shields – Chairperson 

Cozette Talib – Co-Chairperson/Membership Chairperson 

Salma Malik – Webmaster 

Heather Lee 

Crystal Lewis 

Tiffany Jackson 

Stephanie Young 

Paula Reed 

Glendora Stevens 

Aileen O’Hara 

Kim Melton 

Jackie Kelly – NACOP Technical Advisor 

HACAP represents everyone in the GS-318, GS-326, and GS-303 series from the 

following areas: Office of the Administrator which includes: National Program Staff 

(NPS); Office of International Research Programs; Office of Technology Transfer; 

Budget and Program Management Staff; Homeland Security; Civil Rights; Information 

Staff; Office of the Chief Information Officer; Office of Scientific Quality Review; 

Legislative Office; and Administrative and Financial Management (AFM). 

All administrative professionals in those series are invited and encourage to attend all 

meetings and events sponsored by HACAP. 

HACAP has a representative on the National Advisory Council for Office Professionals 

(NACOP). 

Accomplishments

HACAP was reestablished in 2006. We revised the charter, changed the name, and 

increased the membership. 

Accomplishments include: 

 Surveyed administrative professionals to determine how HACAP could be of 

help, i.e., training needs, and to discover what would make them want to 

participate. 

 Sponsored two Resume/KSA Trainings and added Accomplishment Training to 

the second Seminar. 
12

 Participated in a meeting with individuals that wanted to start an “Administrative 

Council” at Animal and Plant Health Inspection Service (APHIS). This meeting 

resulted in sponsoring an All Hands “Internal Interview Seminar.” 

 Updated our website and place a SharePoint link. 

 Participated in a CFC Food day, earning $92 in a bake sale. (See Attached Letter) 

 Brought to the attention of management the need for specific training. 

Since our last report, we have been working with the Membership Chairperson, making 

personal visits to new and existing employees, inviting them to sit in on our board 

meetings, and encouraging them to give input. This has resulted in some new and 

previous members rejoining us. As a product of this collaboration, we have had Three-All 

Hands Workshops/Seminars with all administrative professionals in AFM and 

Headquarters starting with the “Everything you wanted to know about an internal 

interview, but were afraid to ask,” training seminar. This involved the interview process 

in eight segments. We invited several supervisors and directors to participate as a mock 

interview panel, and then ended the seminar with a question and answer session. Even the 

electronic version of the seminar was made available to those who were unable to attend. 

The second seminar, was entitled “KSA’s, Resumes, Accomplishments...Oh MY!!” 

Interestingly, this title was the suggestion of a young person who attended our meeting 

during “Bring Your Children to Work Day.” With the accomplishment piece of the 

training and hands-on training using your resume on USAjobs.gov, we are assisting our 

members to reach out for future opportunities. 

Goals

 Continue to provide training and information to all administrative professionals. 

 Update the SharePoint HACAP site. 

 Continue to try to get more people involved in HACAP (By updating the 

SharePoint; welcome letters to new employees, and personal visits to new and 

existing employees, and holding more All Hands Meetings). To “brand” our name 

“HACAP” by participating in future agency events like CGC and Feds Feed 

Families. To work toward establishing a mentoring program for all administrative 

professionals. 

 Support NACOP as needed with their tentatively scheduled conference. 

 Elect new officers and recruit new members. 

HACAP will continue its objective to serve the Office of the Administrator and Deputy 

Administrator, AFM, in an advisory capacity on new initiatives that impact AFM and 

Headquarters administrative professionals. We will encourage on-going communication 

among administrative professionals, NACOP, and the administration, and advise the 

Office of the Administrator and Deputy Administrator, AFM, on matters relating to 

development, advancement, and recognition of Headquarters office support personnel. 
13

Area: Mid South Area (MSA) 

Current Members:

Lynda Taylor, Senior Chair, Stoneville, MS 

Kelli Greene, Junior Chair, Lexington, KY 

Virginia Kelley, Recorder, Stoneville, MS 

Sydney Beaumont, New Orleans, LA 

Althea Hunt, New Orleans, LA 

Peggy Tubertini, Oxford, MS 

Dawn Reed, New Orleans, LA 

Marlene Coley, Sponsor’s Assistant, Stoneville, MS

Ann McGee, Ex-Officio Member, Stoneville, MS 

Drusilla Fratesi, Technical Advisor, Stoneville, MS 

Ginger Carden, Mississippi State, MS 

Deborah Brennan, MSACOP Sponsor, Associate Area Director, Stoneville, MS until 

January 

Archie Tucker, MSACOP Sponsor, Deputy Area Director, Stoneville, MS replacing Dr. 

Brennan 

Accomplishments for June 2009 to May 2010:

The Mid South Area Council for Office Professionals held their annual meeting April 22, 

2009, at the National Biological Control Laboratory in Stoneville, MS. The Charter was 

revised and approved by all Council members. During the year MSACOP information 

posters and brochures were updated and distributed to each location for display. The 

MSA Council’s website (http://msa.ars.usda.gov/osp) and the MSAOP SharePoint site 

are being revamped. This major undertaking should be completed soon. Specific goals 

and related accomplishments for the year included: 

1. Through the Advocacy Committee, the Council continued to work on comparison 

of GS-303 and other series to identifying the differences and duties that are shared 

in the other series. They looked at how this position may/will evolve in the near 

future, especially with an upcoming focus on writing and handling grants. 

2. Permission was requested for New Council members to attend and participate in 

the New SY Training. Permission was granted and the two newest members 

attended. At the Council’s annual meeting in May 2010, the two members who 

participated in the training, along with two Council members who work in the 

Area Office, distributed a copy of the manual to each Council member and gave a 

brief overview of the training that is provided to new scientists. 

 

3. For training offered by the Council, the Mid South Area SYs were encouraged to 

attend as well as Office Professionals. An invitation was sent to all Scientists and 

all Office Professionals to participate. At larger locations rooms were committed 
14

where groups could gather to participate in the Webinar. According to the sign-in 

sheets both SYs and OPs attended. 

4. Mid South Area Office Professional 2009 Training Workshop was held 

November 4-5, 2009, Gulfport, MS at Courtyard by Marriott. Attendance was at 

90%+ of the eligible Office Professionals. Information was presented from the 

OP’s perspective by both Office Professionals and individuals from the Area 

Office Staff. The training was successful, with at least 75% of the evaluations 

completed indicating favorable comments. 

5. Two vacancies were filled for the term beginning June 2011 with plans to reevaluate Council numbers at the Annual Meeting. 

Goals set for June 2010 to May 2011: 

1. Fill vacancies for 2011-2012. 

2. Plan and execute a Round Table discussion with Research Leader and Administrative 

 Officer representatives (November 2010 at Stoneville, MS) 

3. Evaluate and determine future action from Round Table Discussion 

4. Establish committee for pre-planning of the 2011 Office Professional Training 

 Workshop 

5. Promote recognition of Office Professionals 

Office Professionals of the Year:

GS-06 and above 

Telecia Burton, Program Assistant 

Water Quality & Ecology Research Unit 

Oxford, MS 

GS-05 and below 

Peggy Tubertini, Office Automation Assistant 

Natural Products Utilization Research Unit 

Oxford, MS
15

 Area: Midwest Area (MWA) 

Current Members:

Sherri Buxton, Co-Chair 

Kim Meyers, Co-Chair 

Stacey Carlson 

Sandy Groneberg, Ex-Officio, NACOP Representative 

Ann Houser, Web Master 

Heather Lewandowski, SOP Co-Editor 

Danielle Sapp (June 2009 – February 2010), Recorder/Information Coordinator 

Nancy Sanders, News Notes Editor 

Diane Strub, PASTG Sponsor 

Accomplishments 

 The PASTG has taken a leadership role in creating and maintaining an on-line 

Standard Operating Procedures (SOP) manual, a compendium of approved Agency 

procedures with examples, to assist the Midwest Area secretarial and administrative 

support staff. The manual is an excellent training tool for recently hired and seasoned 

support staff, as well as an invaluable resource of new, revised, and current 

procedures. Other ARS areas regularly use the MWA SOP as a reference tool and 

have also used it to assist them in developing their own manuals. 

 The MWA Mentoring Program: All new MWA secretaries are assigned a mentor for 

a minimum of one year, although the relationships usually continue beyond that time 

creating lasting support networks among MWA secretaries. All new support staff are 

brought into Peoria for training. Key Area personnel also meet with the group to 

provide additional specialized training. Three mentees were trained this year. 

 Desk Reference Guide: The creation of an Office Professional’s desk reference guide 

has begun. The main objective of the desk reference guide is to explain the roles and 

responsibilities of Office Professionals, not a "how to" guide. 

 Temporary Assistance Program: The PASTG temporary support program has 

continued to provide support to units with secretarial vacancies. This program ensures 

that management unit offices operate smoothly when a permanent support position is 

vacated. The PASTG recruits volunteers from the secretarial team in the Area to serve 

in administrative assistance roles in the interim. This service has been recognized 

within the Area as essential to maintaining administrative workflow and research 

progress. 

 We continue to disseminate noteworthy news items in the PASTG News Notes to all 

office support personnel in the Midwest Area. 
16

 2009 marked the fourteenth year of the MWA Secretary of the Year program. Kim 

Meyers of the Vegetable Crops Research Unit in Madison, Wisconsin was selected as 

the 2008 MWA Secretary of the Year and was recognized for her exemplary 

leadership at the Madison location. 

Goals 

 Continue to update the Midwest Area PASTG web site and make it more userfriendly. 

 Update the SOP Manual. 

 Continue quarterly newsletter. 

 Work on a Foreign Visitors Brochure. 

 Continue Temporary Assistance Program, as needed. 

 Continue to offer training to new MWA office support personnel. 

 Address initiatives as directed by the MWA Senior Management Team. 

Secretary of the Year 

 Kim Meyers (Vegetable Crops Research Unit, Madison, Wisconsin) 

Midwest Area Secretary of the Year 
17

Area: National Agricultural Library 

Support Staff Advisory Council 

(NALSSAC) 

Current Members: 

Iris Rosa-Office of the Director 

Nancy Day- Office of the Director 

Sharon Middleton, Public Services Division 

LaTasha Burl, Technical Services Division, NACOP representative 

Vacant- Information Systems Division 

Terry Brooks, Public Services Division 

Nina Ahmad, Public Services Division 

Carmel Owens- Technical Services Division 

Frederick Smith- Public Services Division 

Rita Todaro- Office of the Director 

Sierra Ferguson- Office of the Director 

Michelle Rankin, Office of the Director 

Accomplishments:

 Continued to update the NAL Administrative Procedures Handbook on NAL’s 

Intranet. This handbook serves as a resource to not only the support staff but other 

employees at the Library as a Standard Operating Procedure for electronic 

resources, emergency procedures, correspondence, forms, procurement, 

personnel, awards, time and attendance, travel, and mail and is continually 

updated as needed. 

 Held welcome luncheon for new council members in order to get them involved 

and understand the functions of NALSSAC and discuss any training needs. 

 Obtained space for the future NALSSAC website and created web layout and 

content drafts. 

 Increased NALSSAC membership through recruitment of newly hired 

administrative personnel within the OS-318, OS-326 and OS-303 series. 

 Member of NALSSAC awarded Office Professional of the Year for 2009 (Nina 

Ahmad, Public Services Division,[PSD]) 

 Contributed story on Nina Ahmad for NACOP quarterly newsletter. 

Goals:

 Continue development of the NALSSAC website that will link to the NAL and 

ARS websites to encourage better communication between the councils. 

 Continue to update the NAL Administrative Procedures Handbook and transfer 

content from intranet to new NALSSAC website. 

 Continue the quarterly working luncheons 

 Continue to work with the NAL Management Team to help initiate some of the 

recommendations from the Support Staff Workforce Study, i.e., Training and 

Mentoring and Succession Planning. Mentor and create more training workshops 
18

for new support staff which have just come on board to encourage participation in 

NALSAAC. 

 Send three (3) representatives to the upcoming NACOP training conference in 

Norman, OK. 

 Hold training among NALSSAC members for Office 2007 so members are better 

prepared for the library-wide conversion. 

 Elect new officers for NALSSAC and assign responsibilities to new members. 

 Create NALSSAC newsletter to create a presence within NAL and keep the 

library aware of noteworthy activities. 
19

Area: North Atlantic Area

Current Members:

Proposed restructuring and membership for the North Atlantic Area Council of Office 

Professionals is in process due to the resignation of the two lead people from ARS. 

It is anticipated that the new structure will be in place by August 1, 2010. 

Accomplishments:

A new charter, mission statements, projects, etc., has been prepared, reviewed, and 

approved. 

Goals:

Once the membership of the new Council is decided, a meeting will take place to revisit 

the mission, goals, projects, etc. and work will start on a SharePoint site devoted to the 

Office Professionals. 

Secretary of the Year:

The North Atlantic Area Office Staff Recognition Program did not recognize a winner for 

2009.
20

Area: Northern Plains Area (NPA)

Current Members: 

Diona Austill, Miles City, Montana - Webmaster, Technical 

Advisor 

Louise Dalton, Fort Collins, Colorado - Ex-Officio Member 

Olga Lee, Fort Collins, Colorado - Ex-Officio Member 

Elaine Liddell, Manhattan, Kansas - Secretary Welcome 

Packet Coordinator 

Marianne McCaulay, Fort Collins, Colorado - Recorder 

Linda Parnell, Clay Center, Nebraska - Chair 

Kim Swanson, Fargo, North Dakota - Media/PR 

Accomplishments

 The Resource Assistant List was updated. This listing of secretaries, who 

voluntarily serve as mentors to other secretaries in specialized areas, is included 

in the Welcome Packet and is available to everyone on our Web site. 

 Provided NACOP with information for their quarterly newsletter. 

 Kim Swanson assumed the Media Public Relations responsibilities. 

 The NPACOP revised the informational brochure about the Council. 

 The NPACOP Web site was maintained on the ARS web site using SitePublisher. 

 The NPACOP Quick Reference Guide was reviewed and updated for NPACOP’s 

Web site. 

 The ARS Files Management Guidebook needed updating so the Area Director 

formed a taskforce including three council members to create an NPA Files 

Management and Retention plan. The plan was finalized and approved by the 

Area Director. It will be distributed to all NPA employees at ARMPS reviews. 

 Two council members wrote a formal mentoring guide to assist in mentoring 

efforts. NPACOP members or past members have been asked to volunteer to 

serve as mentors to new NPA office professionals. The Area Director’s Executive 

Assistant will oversee the program. 

 In January 2010, a New Secretary Orientation was held in conjunction with the 

New Scientist Orientation. 

 The NPACOP met in October 2009. One council person, Elaine Liddell, finished 

her term on the council and was replaced by Nikki Mullin, Sidney, Montana. 
21

Linda Parnell continued duties as Chair, Kim Swanson continued the PR duties, 

Marianne McCaulay assumed the Welcome Packet coordinator duties, and Nikki 

Mullin assumed the Recorder duties. 

 Marianne McCaulay maintains and distributes the Welcome Packet to new NPA 

secretaries. On behalf of the Council, Marianne calls new secretaries to welcome 

them after sending the Welcome Packet and Linda Parnell, Chair, follows up with 

a welcome call. 

 The NPACOP charter was revised and signed by council members. 

 NPACOP goals and action items were reviewed and revised. 

Goals

 Maintain the Resource Assistant List. This listing of secretaries, who voluntarily 

serve as mentors to other secretaries in specialized areas, is included in the 

Welcome Packet and is available to everyone on our Webpage. 

 Increase awareness of NPACOP activities by making personal contact with all 

new NPA office professionals. 

 Maintain/update office professional resources (i.e., the Quick Reference Guide, 

Brochure, and Web site) provided by the NPACOP and send a Welcome Packet to 

each new NPA office professional. 

 Address requirements and requests from NACOP. 

 Provide NACOP with information for their semi-annual newsletter. 

 New office professional orientation will be conducted in January 2010. 

 The PR member will periodically submit helpful “did you know” hints to all 

office professionals through e-mail. 

 A committee will develop a reference guide for the ARIS Annual Report to 

streamline the process for other office professionals. Once completed, this guide 

will be placed on the NPA ARIS website. 

 Assist the NPA with transitioning the use of the Grants.gov website to the 

secretaries. 

 Promote the use of the ARS Correspondence Manual for proper format both 

formal and informal. 
22

 Develop and promote training scholarships for office professionals. 

Secretary of the Year

 This award is presented biannually; therefore, no award was presented in 2009. 
23

AREA: Pacific West Area (PWA) 

Current Members: 

Melanie Wilson, Senior Co-Chair 

Lorraine Sonoda, Junior Co-Chair 

Deborah Penick, NACOP Technical Advisor; Information Coordinator 

Megan Harrison, Recorder 

Stefani Morgan, Reference Guide Coordinator 

Veronica Laird, Area Office Representative 

Shelby Beckner, Website Coordinator 

  

NOTE: During the last year, the majority of the PWA Council of Office Professionals 

members retired, resigned, changed positions, etc., leaving only one member on the 

original Council. The council was, therefore, unable to carry out the mission of the 

Council as it was structured. The Pacific West Area is currently in the process of reestablishing the Council of Office Professionals with new members. 

Accomplishments: 

 Established monthly PWA support staff conference calls; strengthened and 

improved the knowledge and skills of all PWA office support staff through 

networking. 

 Reassessed Reference Guide, i.e. FAQs; additional information for foreign 

nationals 

 We are in the process of selecting members for the Council so that we can get the 

Council up and running again. 

Goals: 

 Re-establish the Council of Office Professionals with new members. 

 Once the membership of the new Council is decided, hold a meeting to establish 

the mission, goals, projects, etc. 

 Website Maintenance: Provide up-to-date, informative website to assist area 

office support personnel to enhance skills and abilities with current Agency 

processes and programs. 

 Design a Welcome Packet, which is sent to PWA new hires to introduce the 

Council and to provide initial resource assistance. 

 Recognize PWA office professionals on Administrative Professionals Day. 
24

Area: South Atlantic Area (SAA)

Our vision is to serve as a foundation to the South Atlantic 

Area office professionals to enhance self awareness, 

strengthen skills and provide leadership. 

Council Members for 2009 are:

Wanda Rohrer – Chair/NACOP Technical Advisor 

Misty Stephens – Co-chair 

Rhonda Gantt – Webmaster (permanently assigned) 

Jacquie McDonald – Recorder 

Deborah Osborne – Historian 

Joyce Paist – Newsletter Editor 

Debbie Roland – Ex Officio 

2009 ACCOMPLISHMENTS 

• Designed and ordered lapel pins for SAA Office Professionals 

• Non-monetary awards for outgoing council members 

• Featured 2008 Office Professional of the Year recipient, Debbie Roland, Dawson, 

GA for inclusion in Spring Newsletter 

• Distributed welcome packets to three new SAA office professional employees 

• Developed and distributed a Training Needs Assessment form 

• Updated Website to include the signed charter and conference call minutes 

• List of nominees presented to Area Office for consideration to fill one council 

vacancy 

• Presented the “2009 Office Professional of the Year Award” – Shelia Jackson, 

Athens, GA 

• Implemented first year of Strategic Plan 

• Submitted a proposed annual budget to sponsor for the first time 

• Strengthened Mentoring Program by updating list of office professionals who 

have agreed to be Mentors; conducted spot mentoring/coaching to 30 employees 

during the year; reviewed 1996 Partnership in Excellence for needed updates; 

distributed a survey, “How Did We Do?” 

• Updated, reviewed, and signed 2009 Charter 

• Updated SAA-ACOP brochure for South Atlantic Area locations 

• Held monthly conference calls and updated minutes to our website 

GOALS: March 2010 – February 2011

• Implement second year of SAA ACOP Strategic Plan 

• Update Partnership in Excellence document to include in welcome packets 

• Continue with website (under construction) updates 

• Publish a list of current and former council members to serve as mentors 
25

• Make personal contact by council members with office professionals in SAA 

locations to improve visibility 

• Participate in planning 2011 Leadership Conference 

• Create a Presentation Board for 2011 Leadership Conference 

• Request for purchase and distribution of SAA ACOP lapel pins to be presented on 

2010 Office Professional’s Day 

• Print brochure and distribute to all SAA office professionals 

• Hold monthly conference call schedule last Thursday of every month beginning in 

May, 2009 at 10:00 

• Distribute Newsletter semi-annually 
26

Area: Southern Plains Area (SPA) 

Current Members

Whitney Adams Chair 

Michael Davis Co-chair 

Olivia Pedraza Recorder 

Trudy Pinkerton Training Coordinator 

Beverly Keller Information Coordinator 

Jaycee McKinzie Permanent Member 

Ruth Treat Permanent Member 

Sherry Dewald NACOP Representative* 

Susan Daughtry Ex-Officio 

*Due to a family emergency, Barbara Hodges, Lubbock, TX, sat in for Sherry Dewald on 

the NACOP Planning Committee. 

Accomplishments

 Started a monthly OP Teleconference to improve our communication with office 

professionals and our visibility and have gained participation. 

 Displayed SPA ACOP poster/board at SPA Leadership Conference in November 

2009 as well as coordinated a game night for OPs. 

 SPA ACOP New Employee Packets were sent out to all new office professionals 

and they included business cards of current members; started back following up 

with them two weeks later. 

 Continued sending the newsletter to all of SPA. 

 Held our quarterly teleconferences. 

 Revised the SPA ACOP Charter and obtained signatures. 

 Updating SPA Office Professionals handbook. 

 Send out teleconference minutes 

 Updated SPA ACOP website 

Goals

1) Continue to improve our communication with the office professionals and 

supervisors as well as our visibility via the monthly teleconferences, group e-mails, 

new employee packets and 

2) Develop a break-out session for the next SPA Leadership Conference 

3) Continue writing and distributing the ACOP newsletter. 

4) Distribute, at the NACOP Conference, the newly developed SPA ARS-115 

brochure. 
27

5) Continue to improve awareness of and encourage participation in the National 

ACOP Conference to be held in this year. 

6) Continue to display the NACOP and SPA ACOP boards at various meetings which 

began with the New SY Orientation Workshop that was held at the Area Office in 

October 2008. 

7) Continue to update SPA Office Professional Handbook and eventually link it to 

website. 

8) Provide link on website for 115 brochure.