EXECUTIVE SUMMARY

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EXECUTIVE SUMMARY

The Year 2000 was a milestone for the ARS National Advisory Council for

Office Support Professionals (NACOSP). Not only did the Council facilitate the

first-ever National Conference for Office Support Staff, but members were

highlighted in a video that aired agency-wide on National Secretaries Day. 

These two efforts served to personalize the members of the Council and the work

we are doing for ARS OSPs. With a new level of interaction with OSPs

throughout the agency, we feel that the National Council can better facilitate the

mutual needs of ARS management and the OSPs with new perspectives,

broader goals, and fresh opportunities for the future. The main focus remains--to

maintain excellence in program development, career enhancement, and

employee dedication to the mission of ARS. 

NACOSP projects which extend year to year include: the Home Page,

Newsletter, Updates to the Quick Reference Guide, Quarterly Teleconferences,

and responses to specific requests of the Agency. The NACOSP HomePage

(http://www.ars.usda.gov/afm/nsac/) details much of the work of the Council, as

well as listing the bios of all members involved. The Home Page also provides a

wealth of other information useful to ARS employees and other USDA agencies. 

The following report includes the activities, past accomplishments, and current

and future goals of the National Council and of ARS Organizational Councils as

well. 

The National Advisory Council for Office Support Professionals delayed

holding its annual meeting until fall in order to accommodate the first ever

National Conference for Office Support Staff...”Odyssey 2000: Meeting the

Challenge.” On October 17-19, 2000, the group met in Peoria, IL, at the National

Center for Agricultural Utilization Research, which houses the Midwest Area

Office as well. While many housekeeping items topped our agenda, several new

projects were planned, as well as follow-up on some previous projects. 

This Council continues to move forward with energy and enthusiasm for

the mission of ARS and the role all support staff play in the Agency. All members

are open to new challenges and experiences to enhance their careers and

personal development. We must work collectively in identifying, sharing, and

implementing the very best ideas and approaches available to efficiently meet

the challenge brought on by changes as we look to the next century. 
NATIONAL ADVISORY COUNCIL FOR OFFICE SUPPORT PROFESSIONALS

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Members of the 1999-2000 Council were:

PHYLLIS DAVIS, NAA

TAMMY DURFEE, PWA

CLARICE FLEMING, AFM

OLGA LEE, NPA

CATHY LONABERGER, OA

LINDA NEUNHAHN, NPS

JANNETTE SHUFORD-REEVES, NAL

KATHY TOWNSON, BA

RUTH TREAT, SPA

TONI WALLS, HRD

SANDRA WARREN, MSA

SABRINA WHITLEY-FERRELL, SAA

LORI WILSON-VOSS, MWA

Former members of the NSAC/NACOSP are:

MARIA ARCHER, NAL

KAY CARR, SAA

CARMELA CARRICK, NPS

JOYCE CRAIG, AFM

JANET FERST,OA

LIBBY FOUSE, PWA

NADINE HIERS, BA

MARCIA JENKINS, MWA

ANGIE MARCHETTI, AFM

ELAINE MCGUIRE, BA

MARY SILVA, NAL

FRANKEE SIMPSON, SAA

JOYCE SMITH, NAA

MICHELLE SNOWDEN, OA

QUEEN SPRIGGS, OA

ANNE STEELE, SPA

CECELIA STORTZUM, HRD

GENEVIEVE SWARTZBERG, MSA

SUE THORNBURG, NPA
TABLE OF CONTENTS

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TABLE OF CONTENTS

NATIONAL ADVISORY COUNCIL FOR OFFICE SUPPORT PROFESSIONALS

ANNUAL MEETING . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1

ACCOMPLISHMENTS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2

FY-01 GOALS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4

SECRETARIAL RECOGNITION PROGRAM . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4

REE SECRETARIAL AND CLERICAL COORDINATING COUNCIL . . . . . . . . . . . . . 5

ORGANIZATIONAL SECRETARIAL ADVISORY COUNCILS

ADMINISTRATIVE AND FINANCIAL MANAGEMENT . . . . . . . . . . . . . . . . . . . . . . 6

Accomplishments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6

Goals . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

BELTSVILLE AREA . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

Accomplishments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

Goals . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

MID SOUTH AREA . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10

Accomplishments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10

Goals . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10

MIDWEST AREA . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12

Accomplishments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13

Goals . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

NATIONAL AGRICULTURAL LIBRARY . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15

Accomplishments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15

Goals . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16

NATIONAL PROGRAM STAFF/OFFICE OF THE ADMINISTRATOR . . . . . . . . . . 17

Accomplishments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17

Goals . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17

NORTH ATLANTIC AREA . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18

Accomplishments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18

Goals . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21

NORTHERN PLAINS AREA . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23

Accomplishments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23

Goals . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
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PACIFIC WEST AREA . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26

Accomplishments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26

Goals . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26

SOUTH ATLANTIC AREA . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27

Accomplishments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27

Goals . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27

SOUTHERN PLAINS AREA . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28

Accomplishments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28

Goals . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28
2000 ANNUAL REPORT

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NATIONAL ADVISORY COUNCIL FOR

OFFICE SUPPORT PROFESSIONALS

ANNUAL MEETING

Because of activities surrounding the NACOSP-sponsored National Conference

for Office Support Staff, “Odyssey 2000: Meeting the Challenge,” the annual meeting

normally held in May had to be postponed until October 2000. 

NACOSP met October 17-19, 2000, at the National Center for Agricultural

Utilization Research, Peoria, IL. NCAUR also houses the Midwest Area Office, and we

were pleased to meet with Dr. Adrianna Hewing, Director, Midwest Area and Dr.

Nelson, Associate Director, Midwest Area. Dr. Hewing and Dr. Nelson gave the

council an overview of the Midwest Area (MWA) and their programs.

The Council spent a large portion of the meeting revising the charter to

address several issues that have arisen concerning length of terms, membership,

and leadership duties. One major change is that the Secretary to the Administrator

would serve as a permanent ex-officio to the NACOSP, with voting and attendance

rights. This will maintain the vital link between the Council and the Office of the

Administrator. At the same time, we received a suggestion from the respective

organizational councils that the AFM, the NPS, and the personnel from the

Administrators Headquarters Council located in Beltsville combine to form a new

council with two representatives on the NACOSP. The charter was revised to

accommodate this request, pending approval by the leadership of the affected

organizational units. 

Other discussion centered on the ARS Secretarial Videos Training,

development of a NACOSP brochure, updating of the Quick Reference Guide, and a

project for National Secretaries Day. 

NACOSP meet briefly with the NCAUR secretaries for an informal discussion

session, and we were provided with a tour of the NCAUR facilities. 

The next annual meeting will be hosted by Sabrina Whitley-Ferrell and the SAA

Council, in Athens, GA, in early May.
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Outgoing members were presented with tokens of appreciation. Leaving us

are Olga Lee, NPA, and Sandra Warren, MSA. Olga is being replaced by Kathleen

Aragon, Laramie, WY; Sandra’s replacement is Brenda Aysenne, Houma, LA.

 The group met briefly following the Conference, and some interim goals were

developed.

ACCOMPLISHMENTS

Priority Training Guide

The Priority Training Guide developed during the previous year is still

undergoing review by the staff of HRD. Future efforts will focus on working with HRD

to accomplish a portion of these identified training goals.

The NACOSP objective for this project was to establish standard secretarial

training on some issues for use across the board in ARS. Such a program will enable

ARS secretaries to increase their knowledge and make them more effective.

In developing this list of training issues, we took the perspective of a new

secretary, i.e. what information is most important to quickly become familiar with

routine functions and what tasks are likely to be encountered next? Where possible,

we have utilized or made reference to existing training materials. We have

specifically avoided systems software training that should be developed and provided

by other persons or groups. The majority of these training issues have been

recommended for video presentations -- this will allow the information to be available

at locations whenever needed. 

Home Page

The Home Page is constantly being reinvented and reorganized. Updates and

additional changes to be included for the future are:

Directives to Policies & Procedures

Linking throughout the Page

Color Changes

Bios for Members

Quick Reference Manual
2000 ANNUAL REPORT

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Newsletter

The NACOSP Newsletter is published on a nonrecurring basis as information is

disseminated. Suggested articles for upcoming newsletters include:

Computer Tips

Annual Meeting Highlights

News from Organizational Councils

“Headquarters Secretary of the Year Award” winner

Teleconference Calls

Quarterly calls were held to discuss issues and plan methods and processes

towards achieving the goals set. 

Secretaries Day 2000 Video

“We’re Here for You” was the title and theme of the NACOSP video the aired

Agency-wide on National Secretaries Day, April 26, 2000. ARS Administrator Dr.

Floyd Horn introduced the segment, HRD Director Jim Bradley lent his support in a

follow-up. The video used members of the Council to highlight four basic areas where

NACOSP has worked to help the ARS Office Support Professionals: new employee

orientation, career satisfaction, recognition, and networking. Thus the video served

to recognize ARS secretaries and office support staff on their special day, as well as

giving visibility to the individuals making up the Council and the work they are doing. 

Year 2000 National Conference for ARS Office

Support Staff

The first-ever National Conference for ARS Office Support Staff was held May

1-4, in Hunt Valley, MD. The Conference was entitled “Odyssey 2000: Meeting the

Challenge,” and was charged with providing participants an opportunity to: 1) share

information, including how to work together to support the ARS mission; 2) learn ARS’

vision for the next century and the role of the support staff in that vision; 3) network

with peers, and 4) participate in appropriate training to ready ourselves in the

changing technical environment.

The 150 attendees were selected from within the twelve organizational units

through a quota system, thus all sectors of field, area, and headquarter offices were

represented. The Conference format offered both general sessions and breakout

sessions in which participants were allowed to select the topics that most interested
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them. Handout materials from all sessions were provided to all participants. The

opening reception and both the luncheon and banquet were designed to encourage

the maximum opportunity for interactions with attendees from diverse backgrounds. 

In addition, several organizational councils sponsored booths highlighting their

council activities; additional booths were sponsored by HRD, Information Division,

and the National Agricultural Library. Immediately following the Conference, an

optional tour of BARC, NAL, and GWCC was available, and about a third of the

attendees participated.

Participants were asked to complete an evaluation of the individual

sessions/events and the conference overall. This provided us with positive feedback

for our presenters, for the Administrator, and for NACOSP to use in planning future

conferences. In all, responses were enthusiastic and highly favorable. Participants

felt the conference was timely, well-done, and provided valuable information that will

help them perform their duties. They especially noted the quality and stature of the

presenters, and were encouraged about their roles within ARS because these people

were willing to take the time to both present information and be available for

interactions with the group.

NACOSP will begin work on a second conference, to be held in about three

years.

FY-01 GOALS

• Follow up on issues expressed during the National Conference.

• Update the NACOSP Home Page, Newsletter, and Quick Reference Guide.

• Monitor the Trademark Project and provide Dr. Horn feedback on its

implementation.

• Continue with review and implementation of the Priority Training Guide, and

expand on newly identified areas for training.

Contact: Ruth Treat, or Lori Wilson-Voss, Co-Chairs, ARS NACOSP.

 Internet: Rtreat@pswcrl.ars.usda.gov // LWVoss@iastate.edu
2000 ANNUAL REPORT

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SECRETARIAL RECOGNITION PROGRAM

Winners for 1999/2000 are: 

Headquarters Secretary of the Year, Sherri Buxton, Office of the Area Director

Peoria, IL. 

AFM Secretary of the Year, 1999, Kathleen M. Dowell, Secretary for the Branc

Chief, Employee Relations Branch, HRD, AFM, Beltsville, MD.

Midwest Area Secretary of the Year, 2000, Georgetta Stonewall, Peoria, IL

Pacific West Area Secretary of the Year, 2000, Barbara “Barbie” Ballengee,

Shafter Research Station, Shafter, CA.

South Atlantic Area Secretary of the Year, 2000 was Rhonda Harper, Office of

Area Director, Athens, GA.

Southern Plains Area Secretary of the Year, 2000, was Lola Albright, Dale

Bumpers Small Farms Research Center, Booneville, AR.

REE SECRETARIAL AND CLERICAL COORDINATING

COUNCIL

The REE-SCCC continued efforts for sharing information and improving

communication among the secretarial and clerical employees throughout the REE

mission area. 
NATIONAL ADVISORY COUNCIL FOR OFFICE SUPPORT PROFESSIONALS

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ORGANIZATIONAL SECRETARIAL

ADVISORY COUNCILS

ADMINISTRATIVE AND FINANCIAL

MANAGEMENT

Members of the 1999-2000 Council included:

Melissa Goodloe – Chair

Ann Bykowski 

Dorothy Marshall

Deadra Perry

Linda Simpson

Clarice Fleming - Technical Advisor

Accomplishments

• Participated in the National Secretarial Advisory Council Odyssey 2000

Conference in Hunt Valley, Maryland. 

• Provided a display booth at the National Secretarial Advisory Council

Conference.

• Hosted a reception and a tour of George Washington Carver Center for the

Odyssey 2000 Conference participants.

• Participated in procuring the NACOSP conference site.

• Held a viewing of the National Secretarial Advisory Council video “We’re Here

for you” on April 26, 2000.

• Made changes in officers due to staff changes.
2000 ANNUAL REPORT

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Goals

• Currently have a team working on updating the AFM Correspondence Samples

and Reference Manual “The Pink Book”.

• Currently working in conjunction with Mary Haley to design a sample

congressional letter.

• Continue holding bi-monthly Brown Bag Lunches for AFM secretaries.

• Design a council Web-Site.

• Recruit for new members.

• Hold election of officers.

• Restructure the council format.

• Recommend that AFM Secretarial Council participate in the New Employees

Orientation Program. This would allow the council to provide information to

incoming secretaries.

• Obtain approval to be included in the rotation schedule on the AFM Deputy

Administrator’s bulletin board to feature Council information. 

• Recommend having a daily start-up running reminder notice to update your

voice-mail message.

• Recommend designing a proto type such as “Ask Jeeves” web-link to help

locate information faster.

• Recommend designing an AFM Division E-Mail suggestion box.
NATIONAL ADVISORY COUNCIL FOR OFFICE SUPPORT PROFESSIONALS

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BELTSVILLE AREA

The Beltsville Area Secretarial Advisory Council (BASAC) was established by

Dr. K. D. Murrell, Area Director, in March 1995. Presently, BASAC has six council

members, six alternate members, and one representative to the National Advisory

Council for Office Support Professionals. The Council holds two semi-annual

seminar/workshops for the Beltsville Area Office Support personnel and meetings of

the Council are held monthly. Current members of the Council are:

BASAC Voting Members:

Sheila Messineo, Beltsville Human Nutrition Research Center (BHNRC), Senior

Co-Chair

Cindy Hanna, Livestock and Poultry Sciences Institute (LPSI), Junior Co-Chair

Carol Appelbaum, Facilities Management and Operations Division (FMOD)

Mary Dailey, Plant Science Institute (PSI)

Jenny Mothershead, Natural Resources Institute (NRI)

Sylvia Stephens, U.S. National Arboretum (USNA)

Lora Tanner, Beltsville Area Director's Office

Kathleen Townson, FMOD, Technical Advisor

Alternate Members:

Janice Bradsher, USNA

Sherry Cohen, Beltsville Area Director's Office

Helen Fleshman, BHNRC

Stephanie Lahocki, LPSI

Kristen Sorter, NRI

Vacant, PSI

Accomplishments

• The BASAC Council invited Mr. Dave Carter, Administrative Financial

Management, to present a talk on "The Seven Habits of Highly Effective

People." The presentation was held at the National Wildlife Center,

November, 1999. A self-guided tour of the center was available.

• Revised BASAC Charter in February, 2000, to add alternate members.

• Coordinated, in May, with the Beltsville Area National Representative the

travel of 24 Beltsville Area attendees for the first National Conference of ARS

Office Support Professionals, "Odyssey 2000: Meeting the Challenge.” 
2000 ANNUAL REPORT

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• A poster about BASAC was presented at the Annual BARC Field Day held in

June.

• The BASAC Council invited Ms. Marva Nesbit, Assistant to the Associate

Administrator, Agricultural Research Service to be our guest speaker at the

fall BASAC Workshop. She presented a talk entitled “Mirror, Mirror.” The

presentation was held at the U.S. National Arboretum, October, 2000. 

Attendees were invited at the conclusion of the talk to view the “Big Bug”

sculpture exhibit.

• The Impact Line consisting of office support personnel with expertise,

continues to assist office support peer and new employees in the areas of

travel, RMIS, correspondence, and time and attendance preparation.

• The development of a Desk Reference Binder/Procedures Manual is in

progress for use by the entire Beltsville Area. Several institute/center binders

are being reviewed for ideas. Meetings with the Beltsville Area Management

Team proved that full support for this project exists.

• The development of a web page for the Beltsville Area Office Support Staff is

being designed and developed with the help of Sheryl Griffith, Beltsville Area

Office, and with the assistance of a web page subcommittee.

Goals

• The Council will continue to assemble a procedures manual with up-to-date,

comprehensive information to assist office support personnel in the Beltsville

Area. A workshop will be held to present the manual when it is completed. 

The target date for completion of the manual is April 2001.

• The Council will continue to hold two seminars/workshops bi-annually.

• The Council will continue to coordinate special events with the Civil Rights

Office and to pursue collaboration with other Beltsville Area organizations. By

combining resources with others, BASAC can achieve even greater goals and

accomplishments. Also, by collaborating with other established groups,

BASAC will become more visible and we will gain increased interest and

participation in the Council.

MID SOUTH AREA
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Members of the Mid South Area Council for Office Professionals for 1999-2000 are:

Vivian Collins - Stoneville, MS, Chair

Myra Shaw - Oxford, MS, Vice Chair

Linda Althen - Mississippi State, MS

Brenda Aysenne - Houma, LA

Madeline Hall - Baton Rouge, LA

Janell Becker - New Orleans, LA

Pat Hodnett - Auburn, AL

Sandra Warren, Technical Advisor - Stoneville, MS

Accomplishments

C A “Welcome Package” for new Mid South Area office support personnel was

developed. Packages were prepared and distributed to new office support

professionals in the Mid South Area.

C Our mentoring program, “Mentoring for the Millenium,” was implemented with

the designation and training of mentors for all Locations in the Mid South

Area. Vivian Collins and Madeline Hall met with Research Leaders and office

support staff at Mississippi State, MS, to introduce the mentoring program for

the Mid South Area.

C An organizational meeting was held in Stoneville, MS, in March 2000. The

name of the Mid South Area Secretarial Council was changed to the Mid

South Area Council for Office Support Professionals. The Council had a

change in membership. Cynthia Poynor and Patricia Winston became

Location Administrative Officers. Janell Becker replaced Pat Winston as the

member from New Orleans, LA, and Myra Shaw, representing Oxford, MS, was

elected as the new Vice Chair of the Council. Our Training Program Chair

distributed to RMIS users copies of the manual RMIS for Dummies developed

by the Northern Plains Area. Progress reports were presented by committee

chairpersons. Special guest, Mr. Archie Tucker, Area Administrative Officer,

participated in a round-table discussion. Plans were made for Odyssey 2000. 

The logo submitted by the Mid South Area was chosen as the logo for this

national conference!

C After months of planning, shopping, and sewing, twelve excited office support

professionals represented the Mid South Area at Odyssey 2000. Our goal was

to highlight the research of the Mid South Area and share Mardi Gras, cotton,
2000 ANNUAL REPORT

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and Southern hospitality with other office support professionals across the

nation. We attained our goal and had a great time in the process.

Goals

C Develop an Internet home page.

C Develop newsletter.

C Complete and distribute MSA Office Procedures Manual.

C Organize “share and learn” sessions at multi-locations during the year.

C Continue mentoring program and welcome packages.
NATIONAL ADVISORY COUNCIL FOR OFFICE SUPPORT PROFESSIONALS

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MIDWEST AREA

The MWA PASTG met three times in person, and held three conference calls

during the past year. Members and the locations they represent for 2000 are:

Sherri Buxton, Co-Chair, Peoria, IL

Sandy Groneberg, Co-Chair, St. Paul & Morris, MN & Madison, WI

Diane Cronk, Ames, IA

Sedina Lowe, Columbus, Coshocton & Wooster, OH & East Lansing, MI

LonaJean Strickland, Urbana, IL & West Lafayette, IN

Jean Sparks, Columbia, MO

Shirley Runge, NCAUR, Peoria, IL

Lori Wilson-Voss, Technical Advisor, Ames, IA

New membership for 2000-2001 will be as follows:

Sherri Buxton, Co-Chair, Peoria, IL

Sandy Groneberg, Co-Chair, St. Paul & Morris, MN & Madison, WI

Diane Cronk, Ames, IA 

Sedina Lowe, Columbus, Coshocton &Wooster, OH & East Lansing, MI

Heather Pace, Columbia, MO

Georgetta Stonewall, NCAUR, Peoria, IL

LonaJean Strickland, Urbana, IL & West Lafayette, IN

Lori Wilson-Voss, Technical Advisor, Ames, IA
2000 ANNUAL REPORT

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Accomplishments

• Continue to update the MWA Standard Operating Procedures Manual which

was developed and disseminated to all clerical employees. This manual

serves as a desk reference for secretarial positions in the MWA. Updates are

done during the PASTG meetings to keep the manual current. The SOP is now

online and updated at least annually. No hard copies are distributed.

• 2000 marked the fourth year of the MWA Secretary of Year program. Seven

highly qualified secretaries were submitted for consideration. A panel

unanimously selected Georgetta Stonewall, Peoria, IL. She was honored on

July 6, 2000, at National Center for Agricultural Utilization Research.

• The PASTG continued to utilize the mentoring program and all new secretaries

are given a mentor for a minimum of one year. This program is having

continual success with three mentees and mentors currently working

together. 

• We continue to disseminate newsletters to all the secretaries in MWA.

• We continue to receive Issues Sheets from MWA personnel. This issues sheet

was designed a forum to relay to the Area Directors any concerns or issues

that secretarial and support staff have. The issues sheets are available on

the PASTG home page.

• The Midwest Area PASTG Home Page has been developed and is updated

continuously. 

• A training scholarship program has been implemented for use by all

employees in the MWA with the exception of Cat I scientists. This program

provides funding for training from the Area Office allowing employees to

benefit from training that may not be possible due to financial constraints

within their units. Twelve people benefitted from this program including a

secretary, a computer specialist, 3 technicians, 2 support scientists and an

administrative team of 5 people for a total of $6484. The scholarship

application and information is available on the PASTG homepage.
NATIONAL ADVISORY COUNCIL FOR OFFICE SUPPORT PROFESSIONALS

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Goals 

• Plan and host a meeting for all MWA program administrative support

personnel at Peoria in the spring of 2001.

• Assist and mentor through the next year the new MWA Scientific Support Task

Group which has been established by the MWA director. This group will

consist of MWA Cat III scientist and technicians.

C Continue to update the Midwest Area PASTG Home Page.

C Continue to visit the MWA Research sites and interact with location

secretaries.

C Develop training sessions on various components of RMIS (425s, 416/417,

421s etc.)
2000 ANNUAL REPORT

15

NATIONAL AGRICULTURAL LIBRARY

The National Agricultural Library (NAL) Support Staff Advisory Council

(NALSSAC) continues to work toward its goal of ensuring that NAL has highly skilled

professionals working in partnership with management to meet its secretarial clerical

and administrative needs.

Council members for 2000:

Penny Seaman, Public Services Division--Chair

Helen Maroulakis, Technical Services Division

Cruz Angelo, Information Systems Division--Recorder

 Jannette Shuford-Reeves, Office of Director

Maria Archer, Office of Director, Technical Advisor, REE Council

Departing Members:

Nelsie Jameson, Public Services Division -- Former Chair--Retired 

Terry Brady, Information Systems Division - Former Recorder

Accepted a position at the National Institutes of Health

Accomplishments

C Continued to update the NAL Secretarial Handbook with pertinent

information.

C A new travel request and planning worksheet was developed and

approved by NAL Management for the purpose of expediting travel

arrangements for official travel for NAL Staff.

C The name change from National Agricultural Library Secretarial

Advisory Council (NALSAC) to National Agricultural Library Support Staff

Advisory Council (NALSSAC) was approved. This change will better

reflect the members of the NAL support staff. 

C Continue our tradition of convening quarterly ‘working’ luncheons to

share information with the NAL support staff.

 
NATIONAL ADVISORY COUNCIL FOR OFFICE SUPPORT PROFESSIONALS

16

C The recommendation that departing members of NALSSAC receive

award recognition for their work on the council was approved. This

was in line with the National Council charter, among others. 

C The NALSSAC and the Professional Leadership Development Group

(PLDG) co-sponsored an informative and interesting video presentation

on “Humoring your Stress.”

C Three office support professionals from NAL were chosen to attend the

National Advisory Council for Office Support Professionals Year 2000

Conference held May 1-4, in Hunt Valley, MD. NALSSAC had an exhibit

booth at the conference.

C A NALSSAC logo and brochure were developed.

2001 Goals

C Continue to update the NALSSAC Handbook, to include information

developed for the building renovation, such as new floor plans and

enhanced safety and security implementations.

C Create a NALSSAC website linked to the NAL and ARS websites to

encourage better communication between councils.

C Establish a shadowing/mentoring program for new office support

professionals at NAL to review in-depth activities at NAL, such as

budget procedures, programs and services, etc.
2000 ANNUAL REPORT

17

NATIONAL PROGRAM STAFF/OFFICE OF THE

ADMINISTRATOR

Accomplishments

C The National Program Staff Support Personnel Handbook was developed and

distributed to NPS support staff.
NATIONAL ADVISORY COUNCIL FOR OFFICE SUPPORT PROFESSIONALS

18

NORTH ATLANTIC AREA

The 1999-2000 Council of Office Professionals (formerly the Secretarial

Advisory Council) for NAA is composed of the secretaries to the Area and Associate

Area Directors, the Administrative Officer, the Center Directors at Plum Island Animal

Disease Center and the Eastern Regional Research Center as permanent members

and four rotating members selected from field locations. Current members are:

Diane Koch, Wyndmoor, Pennsylvania -- Chair

Joyce Smith, Wyndmoor, Pennsylvania

Prunella Brashich, Plum Island, New York

Phyllis Davis, Wyndmoor, Pennsylvania -- Technical Advisor

Denise Madden, Wyndmoor, Pennsylvania

Stephanie Lively, Beaver, West Virginia -- Rotating Member

Patricia Coyle, Wyndmoor, Pennsylvania -- Rotating Member

Martha Rose, Frederick, Maryland -- Rotating Member

Linda Hopp, Wyndmoor, Pennsylvania -- Rotating Member

Accomplishments

• The Secretarial Advisory Council has changed its name to the Council of Office

Professionals (COP) to better reflect the nature of the jobs of

secretarial/administrative community of NAA.

• Mentoring, shadowing and orientation was conducted twice this past year and

continues to be an important part of the NAA Council of Office Professional’s

activities. Orientation has been expanded to include not only secretaries, but

other office support staff at our various locations. The orientation includes a

session with the Area and Associate Area Directors’ secretaries to acquaint

new secretaries with the NAA Secretarial Handbook and other available

resource materials. This includes an in-depth review of formal and informal

correspondence, foreign correspondence and RPES case writeups along with

general information and Ethics Orientation for New Employees. Sessions are

also scheduled with the Area Administrative Officer and each of the sections

of the Area Administrative Office which gives the participants an overview of

the different operations within the Area, i.e., Travel, ARMP, Contracts, etc. 

Training in RMIS is provided with hands-on experience followed by a day of 

“Shadowing” a secretary in the daily operations of an office. A session on

Technology Transfer is also on the agenda to provide background on this

important area of ARS Research. 
2000 ANNUAL REPORT

19

• New secretaries in the North Atlantic Area receive a call from either the Area

Director’s or Associate Area Director’s secretary welcoming them to ARS. This

call is made as soon as the Area Office is advised of their reporting dates and

serves to advise new secretaries that we have a Council of Office

Professionals and that a Member of the Council will be contacting them to

assist them in getting acquainted with their jobs. The appointed Member is

advised of new secretaries arrival by the Area Director’s office and contacts

the secretaries to offer assistance in getting started. 

• A “New Employee Welcoming Packet” containing a letter from the Area

Director, a listing of the NAA Secretarial Advisory Council Members, a brief

explanation of the North Atlantic Area along with a list of contact people to

enable new secretaries and clerical employees to feel more comfortable in the

early days on the job has been implemented and will be continuously looked

at for updating and the addition of vital information. In addition, the

information in the packet will be reviewed at orientation.

• Planning is underway for the NAA Leadership Meeting which will be held in

March/April of 2001. The Council of Office Professionals will be involved in

the preparation of a session directly aimed at the secretarial audience.

• Selected members of the Council of Office Professionals, along with

secretaries from the various NAA locations, attended the National Secretarial

Meeting, “Odyssey 2000 - Meeting the Challenge” in Hunt Valley, MD, May 3-

5, 2000. NAA COP prepared a booth showcasing the Council members and

the Office Staff Recognition Award from 1999, as posters. Handouts included

the announcement of the 2000 Office Staff Recognition Award, brochures on

the Council, Resource Personnel, bookmarks listing the Council members,

copies of the NAA Orientation Materials and Secretarial Handbook and

miscellaneous “goodies”. 

• The NAA COP is currently revising, for the Area Director’s approval, a

newsletter which will initially be put out in print, with future editions being put

on the NAA COP Home Page (under construction). The newsletter is

considered to be a good source of communicating new ideas and changes

quickly to the secretarial community. With the ability to communicate

electronically with all locations within NAA, the newsletter will now be

considered a vital aspect for improved communication.
NATIONAL ADVISORY COUNCIL FOR OFFICE SUPPORT PROFESSIONALS

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• The NAA COP made and distributed packets calling for nominations for the

“Office Staff Recognition Program” (called Secretary of the Year in other

Areas.) The packet contained the announcement of the award, the criteria

and nominating procedures, along with colored flyers to be posted at each

and every NAA location. Nominations were due to the Area Administrative

Officer by June 1. A committee reviewed the nominations and a

recommendation was made to the Area Director. Donita Gibboney of the

Pasture Systems Watershed Management Research Unit in University Park,

PA was selected as the 2000 award winner.

• A brochure describing the North Atlantic Area Council of Office Professionals

was prepared and displayed at the May meeting. This brochure details the

mission and goals of the NAA COP, along with its guidelines and membership;

this brochure will be distributed to all secretarial and clerical employees and

their supervisors. It will also be included in the “New Employee Welcoming

Packet.”

• Minutes from conference calls/meetings held by the National Secretarial

Advisory Council are distributed to all secretarial and clerical employees.

• Minutes from the North Atlantic Area Council of Office Professionals (NAA

COP) are shared with all NAA secretaries, clerks, research leaders, and the

National Secretarial Advisory Council.
2000 ANNUAL REPORT

21

Goals

• Continue to improve and expand the mentoring, shadowing and orientation for

new secretarial and clerical employees.

• Set up a subcommittee to review a “draft” of a Home Page for the North

Atlantic Area Council of Office Professionals. Initially this Home Page will be

part of the NAA Home Page with the expectation that a separate site will be

set up in the not too distant future. The Home Page will contain the mission,

goals, guidelines, membership, Council Members bios, electronic

communications, and valuable links to answer everyday questions.

• Meet and plan for the upcoming NAA Leadership Meeting to be held in

March/April 2001. NAA COP will have a face-to-face meeting as well as a joint

meeting with the Area’s secretarial staff during this meeting. 

• Investigate availability of training opportunities via satellite downlink. There

are many organizations that have presentations available which could greatly

enhance the role of the secretary.

• An updated listing of Resource Personnel will be distribute to all

secretarial/clerical employees in NAA. The brochure that was prepared and

distributed at the National meeting in May 2000 needs to be updated to

include additional topics and resource personnel.

• A subcommittee is working on a major revision of the NAA Secretarial

Handbook. It is expected that this will be distributed some time in January

2001.

• The COP will be setting up a subcommittee to draft a generic position

description, for Area Director action, which more accurately reflects the

secretarial involvement in both the program and administrative functions of

their location. Position descriptions on file now reflect the “secretarial duties”

of the position and not the support provided to a Research Unit, etc.

• A Standard Operating Procedures (SOP) guidebook is planned for 2001. The

Council will work on providing a guide to supplement the NAA Secretarial

Handbook to address some critical, need-to-know information for not only new

secretarial employees but to assist others filling in during the absence in

these vital jobs.
NATIONAL ADVISORY COUNCIL FOR OFFICE SUPPORT PROFESSIONALS

22

• An idea previously presented - - to expand our “new” employee orientation - -

will be further explored. The basis for the expansion is to assist “new

employees” during the initial days on the job, in addition to the formal

orientation program now in place.
2000 ANNUAL REPORT

23

NORTHERN PLAINS AREA

The Northern Plains Area Secretarial Council (NPASAC) consists of the following

members:

Kathleen Aragon, Laramie, Wyoming

Louise Dalton, Fort Collins, Colorado - Chair

Sandy Mathewson, Manhattan, Kansas

Sharon Peterson, Grand Forks, North Dakota - Recorder

Jan Preston, Lincoln, Nebraska

Olga Lee, Fort Collins, Colorado - Technical Advisor

At the end of the fiscal year Kathy Aragon will become our Technical Advisor and new

representative for the National Advisory Council for Support Professionals (NACOSP)

in place of Olga Lee whose term is ending. Olga will remain on as an ex-officio

member. Two other members whose terms are ending will be replaced. The chair

and recording duties will be rotated at this time also. The charter was revised April

19. A meeting is planned for early November. 

ACCOMPLISHMENTS

• Continued to provide mentoring, orientation, and basic in-house training for all

newly hired secretaries and refreshers for those already on board. Through

the Colorado-Wyoming Secretaries Meetings at the Ft. Collins location, other

locations in the NPA have been encouraged to form similar type groups in

order to disseminate information and share work related issues that would

benefit all. Sharon Peterson, Grand Forks, has been working with the

secretaries at the Fargo location to try and set up a North Dakota Secretarial

Council with a goal of sponsoring two training sessions a year. They have

already had one training session on Extramural Agreements that was received

very well and subjects are being discussed for a future training session.

• Members of NPASAC and other secretaries (16 total) from the NPA attended

and participated in activities at the National Conference for ARS Office

Support Staff which was held May 1-4 at Hunt Valley, MD. The meeting was

extremely well-organized and attendees came away with invaluable

information. All speakers were excellent and addressed relevant subjects.
NATIONAL ADVISORY COUNCIL FOR OFFICE SUPPORT PROFESSIONALS

24

• Through our Technical Advisor and NACOSP member, Olga Lee, we continue to

provide support to and receive support from them. Olga will be replaced by

Kathy Aragon at the end of the FY.

• The NPASAC members are in the process of updating the NPA Quick

Reference Guide. It will be completed by the end of the year and be ready to

hand out to the secretaries at the NPA Leadership Meeting in January, 2001.

• The NPASAC members, 3 of whom are on the Committee for planning the NPA

Leadership Meeting that will be held in January, 2001, have had direct input

to planning the agenda for the secretaries portion of the Meeting.

• The Guidebook, “RMIS for Dummies,” that was distributed to secretaries at

the NPA Leadership Meeting in January, 1999, continues to be used

throughout our Area (and other Areas). It has proven to be an excellent tool,

in part because it was developed by users. Marcie Currie-Gross and Peggy

Matti of the National Seed Storage Lab in Ft. Collins are still receiving raves

for their efforts that have helped many secretaries make sense out of the

sometimes puzzling RMIS system. 

GOALS

• Continue to provide mentoring, orientation, and basic in-house training for all

newly hired secretaries in addition to refresher sessions for those already on

board. Refresher sessions will be organized and presented on specific

subjects that come up once a year, i.e., ARMPS, or on the RMIS system which

is ongoing.

• Continue to provide assistance to the National Advisory Council for Office

Support Professionals (NACOSP).

• Promote programs in support of professionalism in the secretarial field.

• Identify and provide outside training courses of particular value to secretaries

and continue to encourage networking with peers.

• Review the NPA Quick Reference Guide and issue additions and revisions on a

periodic basis.

• Continue to set realistic goals agreed on by the members and rely on

feedback for furthering the goals.
2000 ANNUAL REPORT

25

• Continue to encourage formation of local secretarial groups.

• Plan and prepare for the Secretarial Session of the NPA Leadership Meeting in

January, 2001.
NATIONAL ADVISORY COUNCIL FOR OFFICE SUPPORT PROFESSIONALS

26

PACIFIC WEST AREA 

The PWA Secretarial/Program Support Advisory Council continues to work toward

their goal of ensuring that PWA has highly skilled professional office support staff

working as part of the location leadership team to meet the program/administrative

goals of the Agency. The PWA Council conducted its 2000 annual meeting at the ARS

Riverside, California location March 8-9. Previous Council meetings have been held

at the following ARS locations: Albany, California; Corvallis, Oregon; Phoenix, Arizona;

and Pullman, Washington.

Council members and their positions for 1999-2000 are:

Marla Lawrence, Phoenix, AZ – Co-Chair

Judy Litster, Fresno, CA – Co-Chair 

Kara Vander Linden, Kimberly, ID – Recorder

Veronica Cullum, Albany, CA – Area Office Representative

Judy Flynn, Corvallis, OR – Handbook Coordinator

Barbie Ballengee, Shafter, CA – Website/Information Coordinator

Tammy Durfee, Pullman, WA – Technical Advisor

Dr. Arthur Schipper, Associate Director

Area Office Advisor/Coordinator

USDA-ARS-PWA, Albany, CA

ACCOMPLISHMENTS

• PWA Secretarial Council Website created

• Improved PWA Directory (in draft)

• Motivated interest in mentoring program

• Developed survey for “Changing Roles of Secretaries/Program Support Staff"

and distributed results electronically.

• Assisted in planning the 1999 Leadership Conference

• Continued to update handbook.

GOALS

• PWA Video Conferencing Project

• Finalize and distribute PWA directory

• Continue to update website (include handbook)

• Continue to motivate interest in the mentoring program

• Recommend implementation of PWA training program
2000 ANNUAL REPORT

27

SOUTH ATLANTIC AREA

The South Atlantic Area-Secretarial Advisory Council (SAA-SAC) strives to

maintain an urgent Agency goal – To ensure that highly skilled,

professional/secretarial support is provided for the Area. To that end, an

Orientation/Mentoring Program is in place to provide professionals working in

partnership with management to meet its secretarial and administrative needs.

Council members for 2000:

Rhonda Harper, Athens, GA - Chair (2000 Annual Meeting Hostess)

Ellen Whitesides, Florence, SC - Co-Chair

Dalma Dickens, Tifton, GA - Historian

Valeria Malcolm, Gainesville, FL - Information/Training Coordinator/Webpage

Debra Duckworth, Athens, GA - Recorder

Member - Vacant

Member - Vacant

Sabrina Whitley-Ferrell, Raleigh, NC – Technical Advisor

Accomplishments

• The annual Council meeting was held in Athens, GA. The meeting consisted of

welcoming new member; updating history, position duties, contact list and

Webpage (hot link to SOP); taking pictures and updating bios for SAC

Webpage; preparing Accomplishments and Goals for NACOSP Annual Report;

and signing charter. Our main thrust was to fill all slots for the Odyssey 2000

National Conference and to assist in manning SAA booth. We submitted

recommendations to fill vacant positions on the SAA Council and enlisted

guidance from new Area administration.

• SAA Secretary of the Year Award for 2000: Rhonda Harper, Athens, GA

Goals

• Recruit membership to SAA Council.

• Continue ongoing activities.

SOUTHERN PLAINS AREA
NATIONAL ADVISORY COUNCIL FOR OFFICE SUPPORT PROFESSIONALS

28

Our SPA Advisory Council for Office Support Professionals (ACOSP) met in San

Antonio, TX, July 10-11, 2000, for a planning session for this next year. Attending

were:

Rayma Cox, Bushland, Texas

Justine Flowers, Little Rock, Arkansas

Rhea Fryar, Lubbock, Texas

Phyllis Hoffman, Temple, Texas

Olivia Pedraza, Weslaco, Texas

Sharon Sheffield, Lane, Oklahoma

Karen Wilcox, College Station, Texas

Ruth Treat, Stillwater, Oklahoma - Technical Advisor

Accomplishments

• Council web page completion and placement on the Area Office’s server;

• Completion of a directory of SPA locations (on-line);

• Implementation of an orientation packet for new support staff;

• Implementation of the shadowing program for all support staff;

• Display representing our Council at the Odyssey 2000 National Conference in

May;

• Continuation of the ACOSP newsletter; and

• Creating a handbook for secretaries and office support professionals within

our area.

Goals

• During the next year, we will continue to fine-tune the above

accomplishments, updating information as needed so that support staff

throughout the Area are informed of all the latest and greatest changes

affecting their job responsibilities. 

• While the handbook is still in the draft stage, it is anticipated that this will be

forwarded to the Area Office by November for review prior to distribution to all

locations.
2000 ANNUAL REPORT

29

• During the planned SPA Leadership Conference in Spring 2001, host an

evening social or break-out session whereby support staff could mingle with

one another. 

• Sponsor an SPA-wide contest for design of a SPA ACOSP logo to make us

easily identifiable throughout ARS. Winner to be announced at the SPA

Leadership Conference and presented with a spot award. 

• Develop and implement a scholarship fund for instances where the location

may not be able to afford support staff participation in meeting and training

opportunities. This program would be similar to the one established by the

Midwest Area.

• Recognize the continued Area Office support of SPA ACOSP efforts and

activities.
NATIONAL ADVISORY COUNCIL

FOR OFFICE SUPPORT

PROFESSIONALS

AND

ORGANIZATIONAL SECRETARIAL

ADVISORY COUNCILS

ANNUAL REPORT — 2000

Prepared By

NATIONAL ADVISORY COUNCIL FOR 

OFFICE SUPPORT PROFESSIONALS

AGRICULTURAL RESEARCH SERVICE

U.S. DEPARTMENT OF AGRICULTURE

December 2000
The United States Department of Agriculture

(USDA) prohibits discrimination in its programs on

the basis of race, color, national origin, sex,

religion, age, disability, political beliefs, and marital

or familial status. (Not all prohibited bases apply to

all programs.) Persons with disabilities who require

alternative means for communication to program

information (Braille, large print, audio tape, etc.)

should contact the USDA Office of

Communications at (202) 720-5581 (voice) or (202)

720-7808 (TDD).

To file a complaint, write the Secretary of Agriculture, U.S. Department of Agriculture, Washington, DC, 20250, or call (202) 720-7327 (voice)

or (202) 720-1127 (TDD). USDA is an equal

employment opportunity employer.