NATIONAL ADVISORY COUNCIL 

FOR OFFICE PROFESSIONALS 

AND 

ORGANIZATIONAL SECRETARIAL ADVISORY COUNCILS 

ANNUAL REPORT – June 1, 2010- May 31, 2011 

Prepared By 

NATIONAL ADVISORY COUNCIL FOR OFFICE 

PROFESSIONALS 

AGRICULTURAL RESEARCH SERVICE 

U.S. DEPARTMENT OF AGRICULTURE
2010-2011 ANNUAL REPORT

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TABLE OF CONTENTS

Executive Summary ........................................................................................................................ 4 

2010-2011 NACOP Members ......................................................................................................... 5 

Former Members of NSAC/NACOSP/NACOP .............................................................................. 6 

NACOP 

Annual Meeting .............................................................................................................. 8

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

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

Office Professional of the Year Recognition Program .................................................................. 11 

Beltsville Area Administrative Support Advisory Council (BAASAC) ....................................... 12 

Current Members .......................................................................................................... 12

Accomplishments .......................................................................................................... 12

Goals ............................................................................................................................. 13

Office Support Professional of the Year ....................................................................... 13

Headquarters Advisory Council for Administrative Professionals (HACAP) .............................. 14 

Current Members .......................................................................................................... 15

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

Goals ............................................................................................................................. 19

Mid South Area (MSA) ................................................................................................................. 21 

Current Members .......................................................................................................... 21

Accomplishments .......................................................................................................... 21

Goals ............................................................................................................................. 22

Office Professional of the Year .................................................................................... 22

Midwest Area (MWA) .................................................................................................................. 23 

Current Members .......................................................................................................... 23

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

Goals ............................................................................................................................. 24

Office Professional of the Year .................................................................................... 24

National Agricultural Library Support Staff Advisory Council (NALSSAC) .............................. 25 

Current Members .......................................................................................................... 25

Accomplishments .......................................................................................................... 25

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

North Atlantic Area ....................................................................................................................... 27 

Current Members .......................................................................................................... 27

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

Goals ............................................................................................................................. 27
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Secretary of the Year .................................................................................................... 27

Northern Plains Area (NPA) ......................................................................................................... 28 

Current Members .......................................................................................................... 28

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

Goals ............................................................................................................................. 29

Office Professional of the Year .................................................................................... 30

Pacific West Area (PWA) ............................................................................................................. 31 

Current Members .......................................................................................................... 31

Accomplishments .......................................................................................................... 31

Goals ............................................................................................................................. 32

Office Professional of the Year .................................................................................... 32

South Atlantic Area (SAA) ........................................................................................................... 33 

Current Members .......................................................................................................... 33

Accomplishments .......................................................................................................... 33

Goals ............................................................................................................................. 33

Secretary of the Year .................................................................................................... 34

Southern Plains Area (SPA) .......................................................................................................... 35 

Current Members .......................................................................................................... 35

Accomplishments .......................................................................................................... 35

Goals ............................................................................................................................. 35

 
2010-2011 ANNUAL REPORT

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Executive Summary 

Overview 

The Mid South Area hosted the National Advisory Council for Office Professionals 

(NACOP) in Auburn, Alabama, the week of June 14-18, 2010. Dr. Phil Klesius 

welcomed Council members, who enjoyed a tour of the Aquatic Animal Health Research 

Laboratory and the National Soil Dynamics Research Laboratory. The Council reviewed 

and updated the Charter, and established goals for the coming year. Council members 

focused most of their time planning the 2010 NACOP Training Workshop. 

The training workshop, Rising to the Challenge – Soaring to New Heights, was held in 

Norman, Oklahoma, August 18-19, 2010, with 123 participants. General Sessions were 

as follows ARS Making a Difference, How to Say "No," and look Good Doing It, The 

Future is Now, Self Development How to Help Yourself and ARS, and Collaborative 

Conversations. Participants had an opportunity to attend breakout sessions ranging from 

Correspondence, Grants, and Records Management, to Partnership Initiatives, 

Procurement, Travel, T&As, and Hosting Foreign Nationals in ARS Facilities. 

NACOP conducted monthly conference calls to work on goals and priorities. 

The NACOP webmaster created a new website using SitePublisher. Office Professionals 

across the nation received bookmarks in recognition of Administrative Professionals Day, 

April 27, 2011. The bookmark publicized our new website, which provides access to all 

the resources received at the training workshop, as well as a training guide, orientation 

plan and other helpful links and resources. 

 “NACOP Notes” highlighted presentations from the training workshop and provided 

other helpful information used by office professionals in their day-to-day work. 

Plans are to meet in Oklahoma City, Oklahoma, the week of September 12-16, 2011, with 

the Southern Plains Area hosting this Council meeting. 

Respectfully submitted, 

Sandy Groneberg, Senior Co-Chair 

Jackie Kelly, Junior Co-Chair 
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2010-2011 NACOP Members 

Sandy Groneberg, MWA Senior Co-Chair 

Jackie Kelly, HQ, Junior Co-Chair 

Diona Austill, NPA, Ex-Officio 

LaTasha Burl, NAL, Webmaster 

Mary Dailey, BA, NACOP Notes Editor 

Sherry Dewald, SPA, Historian 

Linda Fulton, MSA 

Diane Koch, NAA 

Christa Meier, PWA 

Wanda Rohrer, SAA, Recorder 

Cathy Lonaberger, OA, Technical Advisor 

Patricia Berry, HQ, Technical Advisor 

Special Committee Members for Training Workshop 

Drusilla Fratesi, MSA 

Barbara Hodges, SPA 

Heather Lewandowski, MWA
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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 

DRUSILLA FRATESI, MSA 

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 

ANGIE MARCHETTI, HQ 

ELAINE, MCGUIRE, BA 

SHEILA MESSINEO, BA
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LINDA NEUENHAHN, HQ 

OLIVIA PEDRAZA, SPA 

ROSETTA PROCTOR, HQ

RHONDA SAMPSON, OCIO, TECHNICAL ADVISOR 

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 
2010-2011 ANNUAL REPORT

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NATIONAL ADVISORY COUNCIL FOR 

OFFICE PROFESSIONALS 

Annual Meeting

Date September 12-16, 2011 

Location Oklahoma City, Oklahoma 

Host Southern Plains Area 

FY-10/11 Accomplishments

 NACOP sponsored a successful training workshop, “Rising to the 

Challenge-Soaring to New Heights,” in Norman, Oklahoma, August 18-

19, 2010, with 123 participants. Deliverables are 

a. Prepared a Special Edition of NACOP Notes to indicate support 

from the Administrator and promote the training workshop. 

b. Training workshop registration website was streamlined with 

AgLearn and allowed NACOP to capture significant 

registration data and attendees to receive proper AgLearn credit 

– this registration website can be utilized for future training 

opportunities. 

c. Training materials made available to all office professionals via 

upload to website. 

d. Facilitated and extended networking with office professionals 

from across the Agency. 

e. Provided venue to interact with HQ’s and area specialists. 

f. An SOP has been created for planning future training 

workshops. 

 NACOP webmaster designed and created a new website using 

SitePublisher, allowing NACOP members to update the website in a 

timely manner. 

 NACOP sent bookmarks to all employees in the 0303, 0318 and 0326 job 

series as a non-monetary recognition for their work on Administrative 

Professionals Day, April 27, 2011. The bookmark announced NACOP’s 

new website. 
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 Members of the NACOP Council represented office professionals on 

“Your Two Cents” focus group and served on the “Office Professional of 

the Year” Award Panel. 

 NACOP Notes highlighted information from the training workshop and 

continues to provide useful and informative documents from Area 

councils. 

 The Council updated the NACOP brochure in June 2010 and distributed 

the brochure at the training workshop. 

 Co-Chairs distributed NACOP annual meeting minutes to Sponsor and 

Administrator.

 NACOP updated the historical record with assistance from the 

participants visiting the NACOP display at the training workshop. 

 Committee members reviewed and updated the Resource Assistance list 

including topics and subject matter experts and posted to our website as a 

resource for office professionals. 
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FY-11/12 Goals

 Increase outreach to all office professionals through 

 Webinars, 

 Blogs, 

 Book Club, 

 NACOP Notes, 

 NACOP Website, 

 Displays and Brochures, and 

 2013 Training workshop. 

 Modernize displays and update brochure. 

 Update resource assistance list and historical scrapbook. 

 Promote awareness by providing NACOP members with support and 

resources to take back to local councils. 

 Establish Outreach Coordinator position and identify duties. 
2010-2011 ANNUAL REPORT

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Office Professional of the Year Recognition Program 

2010 ARS Office Professional of the Year

Beth Holt, Program Support Assistant 

Conservation and Production Research Laboratory (CPRL) 

Bushland, Texas

Beltsville Area 

Michele Shaw 

Plant Sciences Institute Office 

Beltsville, Maryland 

Mid South Area 

Drusilla Fratesi, Executive Assistant 

Mid South Area Office 

Stoneville, Mississippi 

Midwest Area

Melissa Stiefel, Program Support Assistant, OA, East Lansing, Michigan 

Melissa supports two research units in the Midwest Area, the Sugar Beet & Bean 

Research Unit in East Lansing, Michigan, and the Global Change and Photosynthesis 

Research Unit in Urbana, Illinois. 

Northern Plains Area

Louise Dalton, Secretary 

Northern Plains Area Office 

Fort Collins, Colorado 

Pacific West Area 

Barbara D. Ballengee, Program Support Assistant 

Western Integrated Cropping Systems Research Unit 

Shafter, California 

South Atlantic Area

Margaret Martin, Program Assistant 

Chemistry Unit, Center for Medical, Agricultural & Veterinary Entomology 

Gainesville, Florida 
2010-2011 ANNUAL REPORT

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Beltsville Area Administrative Support 

Advisory Council (BAASAC) 

Current Members 

Mary Dailey, PSI, MPPL (NACOP Technical Advisor) 

Travis Finkle, ANRI, ABBL 

Amy Hopkins, ANRI, Institute Office 

Rose McIntosh, ANRI, EMFSL 

Carole Miller, BHNRC, NDL 

Catherine Parsons, PSI, FQL (Senior Co-Chair) 

Dallas Rausch, PSI, GIFVL 

Linda Reynolds, BHNRC, Institute Office 

Melissa Seibert, BA Office 

Kimberlee Watson, ANRI, HRSL (Junior Co-Chair) 

Roslyn Williams, USNA, GU 

2011 Accomplishments 

Partnered with Human Resources Division (HRD), to sponsor an AgLearn workshop 

entitled "Crucial Conversations for BAASAC," presented by Caroline Ingles (Head of 

Employee Leadership Development Staff) and Kim McGregor (HR Specialist, Employee 

Development). The objectives of the training were 

1) The participants will be able to identify the three elements of a crucial 

conversation and recognize when they need to have one (or if they are in the 

middle of one). 

2) Participants will learn two very specific skills to help them be successful in 

getting the results they want from their crucial conversations. 

Those skills are 

a. Mastering My Stories Participants will learn how their emotions drive their 

reactions and that they can learn how to control their reactions, thus improving 

their chances for successful communications. 

b. Make It Safe Participants will learn to recognize when others feel unsafe and help 

restore safety to the conversation so that the other person stays in the dialogue, 

thus improving their chances for success. 

Hosted an AgLearn, BAASCAC workshop entitled "Introduction to Stress Management," 

presented by Josh Rothschild, stress management consultant, from Baltimore, Maryland. 

The workshop included an overview of stress management, stress exercise- work and 

personal benefits, personal inventory-what causes stress/where does stress exist. 
2010-2011 ANNUAL REPORT

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2012 Goals 

 Keep the Website current, update BAASAC charter and resources list, and CD to 

hand to new employees. 

 Meet with BA Management to discuss how BAASAC can serve in a more 

advisory capacity on new initiatives that impact employees at BARC. 

 Other future training 

 Microsoft Office 2007 Training, Adobe Training, 2012 Administrative 

Professionals Day Training 

 AgLearn Training, IntraMalls Training, and other spontaneous training. 

2011 Office Support Professional of the Year 

Michele Shaw 

Plant Sciences Institute Office 
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Headquarters Advisory Council for 

Administrative Professionals 

(HACAP) 

Mission and Goal 

The mission of the Headquarters Advisory Council for 

Administrative Professionals (HACAP) is to serve the Office of the Administrator (OA) 

and Deputy Administrator, Administrative and Financial Management (DAAFM) in an 

advisory capacity on new initiatives that impact Headquarters administrative personnel; 

to act as a liaison to the National Advisory Council for Office Professionals (NACOP) on 

matters that impact administrative personnel Agency-wide; and to enhance the office 

administrative profession through training, mentoring, and recognition. The Council’s 

goal is to ensure that ARS Headquarters has highly skilled office administrative 

professionals working in partnership with management to meet the needs of the Agency. 

 

Objectives 

The objectives of the Council include 

 Serve the OA and DAAFM in an advisory capacity on new initiatives that impact 

Headquarters administrative professionals. 

 Encourage ongoing communication among administrative professionals, HACAP 

and the administration. 

 Act as liaison and support for NACOP. 

 Advise the OA and DAAFM on matters relating to development, advancement, 

and recognition of Headquarters administrative professionals. 

 Encourage networking among administrative personnel for effective 

communications and efficient working relationships. 

 Assist in the development and presentation of required and appropriate training 

and mentoring for administrative professionals. 

Scope 

HACAP represents administrative personnel who support the Headquarters staff listed 

below. This includes employees in the Secretarial Series, GS-318; Office Automation 

Series, GS-326; and Miscellaneous Clerk, Assistance or Program Support Assistant 

Series, GS-303. 
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Current Members 

HACAP represents over 70 employees in the GS-318, GS-326, and GS-303 series from 

the Office of the Administrator which includes Office of National Programs 

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

(OTT); 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). Administrative professionals in those series are invited and encouraged to attend 

all meetings and events sponsored by HACAP. 

The roles and responsibilities of each council member are listed below. 

Cozette Talib – Chairperson

Vacant – Vice - Chairperson 

Diane Grady – Membership Chairperson

Tiffany Jackson – Publicity Chairperson 

Jackie Kelly - NACOP - Technical Advisor 

Salma Malik - Webmaster 

Kim Melton – Publicity Chairperson 

Paula Reed 

Kisha Shelton – Newsletter Chairperson (Editor) 

Glendora Stevens - Webmaster 

Stephanie Young - Recorder 

Cozette Talib, Program Support Assistant, Cybersecurity, Chairperson 

 Organized meetings and issued agendas. 

 Presided at all meetings and conference calls. 

 Advised and worked with management on implementing policies and programs 

affecting the Headquarters Offices and AFM. 

 Developed correspondence from the Council and obtain appropriate approvals 

prior to dissemination. 

 Informed Council Members of future meeting arrangements. 

 Prepared annual progress report for NACOP, OA, and DAAFM. 

 Perform other duties as customarily pertain to the office of chair including but not 

limited to serving in other vacant positions. 

 Meet quarterly with HACAP Champion to discuss upcoming events. 

Vacant, Chairperson 

 Serve as backup and support to the Chairperson. 

 Preside as Chair in absence of the Chair. 

 Keep Headquarters staff office personnel aware of information and activities of 

the Council and related programs. 
2010-2011 ANNUAL REPORT

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 Coordinate with the Chairperson on all correspondence and the NACOP annual 

report. 

Stephanie Young, Secretary, ONP, Recorder 

 Recorded and distributed highlights and action items of meetings. 

 Maintained current Council records. 

 Disseminated all correspondence after approval has been obtained from the 

Chairperson. 

Jackie Kelly, Secretary, OA, Technical Advisor 

 Ensured all Council meetings are conducted in accordance with the established 

charter and that appropriate issues are addressed. 

 Ensured that all recommendations from the Council are consistent with rules and 

regulations. 

 Represented HACAP on the NACOP. 

 Provided information to HACAP members on NACOP relevant issues. 

Salim Malik, Program Support Assistant, Web Design Branch, 

Webmaster 

Glendora Stevens, Secretary, Office of National Programs, Webmaster 

 Maintained HACAP SharePoint site updated and functioning. 

 Coordinated with the Membership Chairperson to ensure the e-mail address list 

for administrative professionals (Series 318, 326, and 303) is updated. 

Diane Grady, Secretary, Financial Management, Membership 

Chairperson 

 Maintained an accurate roster and e-mail list of all administrative professionals. 

 Prepared sign in sheets for all general, board, and special meetings. 

 Followed up with a phone call to any new eligible administrative professional and 

notified board members that contact was made. 

 Requested volunteers for new council board members when a HACAP member 

resigns. 
2010-2011 ANNUAL REPORT

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Tiffany Jackson, Secretary, Office of National Programs, Publicity 

Chairperson 

Kim Melton, License Assistant, Office of Technical Transfer, Publicity 

Chairperson 

Kisha Shelton, Executive Assistant, ODEO, Publicity and Newsletter 

Editor/Chairperson 

 Advertised quarterly HACAP general membership meetings. 

 Updated and maintained HACAP brochure. 

 Gathered information to be published in the HACAP News newsletter. 

 Arranged quarterly newsletters for publication. 

 Distributed copies of newsletter to the membership. 

 Advertised the annual Administrative Professionals Day event. 

 Advertised the Combined Federal Campaign Bake Sale Fundraiser. 

 Advertised the SharePoint Training. 

Accomplishments

On Thursday, April 21, 2011, HACAP observed Administrative Professional Day 

with an All Hands Meeting. “Reaching Each Goal-One Step at a Time” 

Administrative Professionals Day (APD) was held at GWCC in Conference Room 4-

2223. Refreshments were provided by Associate Administrator, Dr. Judy St. John. 

Two sign language interpreters were provided for our hearing-impaired employees. 

The APD had exceptional dynamic speakers such as 

 Angie French-Bell, Toastmasters 

 Kit Hoyle, Human Resources 

 Diane Leslie, Retirement 

 Janis Lewis, Cooperative Resolution 

 Kim McGregor, Career Development 

The All Hands Meeting received outstanding commentaries regarding the success of 

the Administrative Professional Day. 

 

On Wednesday, April 20, 2011, the HACAP Council honored Mr. James Bradley, 

Deputy Administrator, with the HACAP Lifetime Champion Award for his 

commitment, dedication, and service to HACAP’s vision. 

On Wednesday, December 1, 2010, HACAP sponsored a bake sale in support of the 

Combined Federal Campaign raising over $175 for the non-profit organization to help 

those less fortunate. 

HACAP contributed to the success of USDA’s donation of over 44,000 lbs of food to 

the 2010 Feds, Farmers, and Friends Feed Families Food Drive. USDA donated the 
2010-2011 ANNUAL REPORT

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most of all the Federal Departments with over 430,000 lbs. Internal records, illustrate 

ARS donation in excess of 2,300 lbs due to the 2010 campaign success. 

August 18-19, 2010, four HACAP Council members attended the NACOP training 

“Rising to the Challenge – Soaring to New Heights” in Norman, Oklahoma. A 

number of office professionals attended. Some of the topics discussed included 

 Correspondence 

 Records Management 

 GovTrip 

 And other topics 

Fall 2010, HACAP presented the first quarterly issue of the HACAP Newsletter 

“HACAP News” by Editor, Kisha Shelton-Publicity Chairwoman, covering topics 

such as Microsoft Tips, What’s to Come, Inspiration, 2010 NACOP Conference, 

Upcoming Training, the new HACAP Council, and a host of other topics. 

The NACOP attendance was limited to 115 participants. Each of the eight Areas, 

Headquarters (including OA, AFM, and NPS), and National Agricultural Library 

(hereinafter referred to as organizational units) were invited to send a select number 

of participants. The number, listed below, is based on the percentage of office 

professionals (GS-303, 318, and 326) within each of the organizational units. The 

NACOP members and planning committee were not counted in the total for each 

Area. 

HQS-1 NAA-7 SAA-14 BA-12 

PWA-16 SPA-13 NAL-2 MSA-12 

NPA-13 MWA-13 

In October 2010, HACAP supported the ARS Correspondence Fair held in the 

GWCC, Sundry Room. Presenters were Renee Miller and Claudette Shields from the 

Office of National Programs, Correspondence Management Unit. Two HACAP 

members were winners of the CMU Letter Proofing and Acronym Word Search 

contest. 

In 2011, HACAP initiated the Champion Program. This program requested the 

endorsement and sponsorship of Headquarters senior management staff support in the 

mission and goals of HACAP. Senior Management become advocates for HACAP, 

provide financial support for sponsored events, and speak at various HACAP events. 

The HACAP Champion serves for a minimum of one year. Sharon Drumm, Staff 

Officer, is HACAP’s first Champion for fiscal year 2011. Dr. Drumm’s vast support 

and guidance to the HACAP Council contributed to the success of the Administrative 

Professionals Day All Hands Meeting. 
2010-2011 ANNUAL REPORT

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Surveyed administrative professionals to determine how HACAP could help 

Administrative Professionals to reach their goals one step at a time, i.e., training 

needs and to discover what would make them want to participate in additional events. 

In September 2010, the NACOP Notes newsletter featured an article in relation to 

HACAP’s goals, mission and vision. 

May 20, 2010, HACAP sponsored the Resume/KSA Training and Accomplishment 

Training. 

Converted and updated HACAP’s website to a SharePoint link. 

HACAP is proud to announce that several of our council members have rose to the 

challenge and soared to new heights 

 An Administrative and Financial Management employee promoted to Human 

Resources Specialist, 

 The preceding HACAP Chair was promoted to a Management Assistant position 

in the Office of National Programs, and 

 An Office of International Research Programs employee has accepted a new 

position with Food and Drug Administration. 

November 4, 2010, Sponsored SharePoint 101 hands-on training “Order your steps to 

success. Looking Toward the Future” theme.

Chairperson and Membership Chairperson collaborated personal visits to new and 

existing Administrative Professionals in the series, invited to attend a HACAP board 

meeting, and encouraged the invitees to provide input. The participation resulted in 

new and previous members rejoining us. 

Goals

 To continue to provide training and information to all administrative 

professionals. 

 To update the Share Point HACAP site. 

 To continue to try to get more people involved in HACAP (by updating the Share 

Point site; 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 CFC and Feds Feed 

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

professionals. 

 To support NACOP as needed with their tentatively scheduled conference. 

 To elect new officers and recruit new members. 
2010-2011 ANNUAL REPORT

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 To continue 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. 

 To encourage ongoing communication among administrative professionals, 

NACOP, and the administration, and 

 To advise the Office of the Administrator and Deputy Administrator, AFM on 

matters relating to development, advancement, and recognition of Headquarters 

office support personnel. 
2010-2011 ANNUAL REPORT

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Mid South Area (MSA) 

Current Members

Kelli Adkins, Senior Chair, Lexington, KY 

Virginia Kelley, Junior Chair, Stoneville, MS 

Dawn Reed, Recorder, New Orleans, LA 

Althea Hunt, New Orleans, LA 

Tammy Dorman, Auburn, AL 

Ginger Carden, Mississippi State, MS (retired from Government service January 2011) 

Linda Fulton, Technical Advisor, Mississippi State, MS 

Lynda Taylor, Ex-Officio Member, Stoneville, MS 

Marlene Coley, Assistant to the Associate Area Director, Stoneville, MS

Drusilla Fratesi, Area Director’s Administrative Assistant, Stoneville, MS 

Archie Tucker, MSACOP Sponsor, Deputy Area Director, Stoneville, MS 

Accomplishments for June 2010 to May 2011

The Mid South Area Council for Office Professionals (MSACOP) held its annual 

meeting (via conference calls) May 10-12, 2011. 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. Specific goals and related 

accomplishments for the year included 

1. Two vacancies were filled for the term beginning June 2011. 

2. A Roundtable Discussion was held in Stoneville, Mississippi, on November 2, 2011. 

Participants in the discussion included 5 Research Leaders (RLs), 3 Administrative 

Officers (AOs), and 11 Council members. 

3. A report was distributed to all Mid South Area (MSA) RLs, AOs, and Office 

Professionals (OPs) on December 2, 2010, as a result of the Roundtable Discussion. 

The report listed Lessons Learned and Recommendations. 

4. A Planning Committee and a Logistics Committee were established for pre-planning 

a 2011 MSAOP Training Workshop. Due to the budget constraints placed on the 

Area this has been moved to FY 2013. 

5. A form was created and added to the MSACOP Website for OPs to complete and 

send in. Once received an OP was selected from the forms received (this will be done 

monthly). An email was sent out to all MSA OPs announcing that the OP was 

selected for recognition and the OP received a non-monetary award. There will be an 

article in the News Notes listing all of the OPs who have been recognized. 
2010-2011 ANNUAL REPORT

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6. The MSA Council’s website (http//www.ars.usda.gov/msa/msacop) has a new look. 

An announcement that the new website was complete was in the January/February 

News Notes. 

7. The Council has continued to schedule and conduct Webcast training to OPs, RLs, 

SYs, and AOs. The following have been held this past year Excelling in Excel, Adobe 

Acrobat 9 - A Second Look at the Tip of the Iceberg, Overview of the ARMPS 

Package, and Travel. 

Goals set for June 2011 to May 2012

1. Continue recognition of Office Professionals. 

2. Identify, coordinate, and schedule training courses on Interpersonal Skills and 

Communication in coordination with Rita Keeling, MSA Human Resources and 

Outreach Coordinator. 

3. Plan FY 2013 MSA Office Professional Training Workshop. 

4. Create and distribute an OP Photo Directory. 

Office Professional of the Year

Drusilla Fratesi, Executive Assistant 

Mid South Area Office 

Stoneville, MS 
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Midwest Area (MWA) 

Current Members 

Kim Meyers, Senior Co-Chair 

Heather Lewandowski, Junior Co-Chair 

Marci Bushman 

Janeen Polen 

Deborah Schaefer 

Melissa Stiefel 

Sherri Buxton, Technical Advisor 

Sandy Groneberg, Ex-Officio Technical Advisor 

Diane Strub, Sponsor 

Accomplishments 

 During the last year, the Midwest Area re-established the Council of Office 

Professionals, MWA COP (Previously known as the Program Administrative Support 

Task Group – PASTG), with new members, a revised charter, and rotational schedule. 

 The Midwest Area Council for Office Professionals 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 used it to assist them in developing their own manuals. 

 The MWA Mentoring Program All new MWA secretaries receive a mentor for a 

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

creating lasting support networks among MWA secretaries. In previous years, all 

new support staff traveled to Peoria for training. Key Area personnel also met with 

the group to provide additional specialized training. Due to budget issues and 

reduction of travel costs, the MWA COP is evaluating other options for training. 

Four mentees received training this year. 

 This marked the fourteenth year of the MWA Office Professional of the Year award. 

The MWA recognized Melissa Stiefel, East Lansing, Michigan, for her outstanding 

program support of two research units in the Midwest Area, the Sugar Beet & Bean 

Research Unit in East Lansing, Michigan and the Global Change and Photosynthesis 

Research Unit in Urbana, Illinois. 
2010-2011 ANNUAL REPORT

24 

Goals 

 Although new goals will be established by the new council, some previous goals will 

be maintained 

o Continue to update the Midwest Area MWA COP web site. 

o Update the SOP Manual. 

o Continue Temporary Assistance Program, as needed. 

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

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

Office Professional of the Year 

Melissa Stiefel 

Sugar Beet & Bean Research Unit in East Lansing, Michigan, and 

Global Change and Photosynthesis Research Unit in Urbana, Illinois 
2010-2011 ANNUAL REPORT

25 

National Agricultural Library Support 

Staff Advisory Council (NALSSAC) 

Current Members

Iris Rosa, 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 

Frederick Smith, Public Services Division 

Rita Todaro, 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. 

 Sent three NAL administrative professionals to the NACOP Training Workshop 

in Norman, Oklahoma. 

 Gave each NAL administrative professional a bouquet of flowers as a thank you 

for their work during Administrative Professional Week. 

 Completed the NALSSAC website. Awaiting NAL server conversion in order to 

have website go live. 

 Held a meeting 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. 

 Held Microsoft Office 2007 training within NAL during the office-wide 

conversion. 
2010-2011 ANNUAL REPORT

26 

Goals

 Make NALSSAC website live, continue its development, and link to the NAL and 

ARS websites to encourage better communication between the councils. 

 Create a presence on the NAL intranet so NAL administrative professionals 

within NAL are better aware of NALSSAC. 

 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 for new support staff who have just 

come on board to encourage participation in NALSAAC. 

 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. 
2010-2011 ANNUAL REPORT

27 

North Atlantic Area 

Current Members

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

Professionals is in process. 

It is anticipated that the new structure will be in place by March 1, 2012. 

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 

2011. 
2010-2011 ANNUAL REPORT

28 

Northern Plains Area (NPA) 

Current Members 

Diona Austill, Miles City, Montana - PR, Webmaster, 

Technical Advisor 

Marianne Cruikshank, Fort Collins, Colorado – Welcome 

Packet Coordinator 

Nikki Dahl, Sidney, Montana - Recorder 

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

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

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 resources 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. 

 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 

Website. The guide was streamlined by adding more links to keep the content 

current and making use of specialist’s SharePoint sites. 

 An NPA Files Management and Retention Guide was developed and presented to 

all NPA locations during ARMPS reviews. It was also shared with participants at 

the NACOP training workshop. 

 Implemented an Office Professional Mentoring Program. We have five mentors 

and three protégés. 

 In January 2011, a New Secretary Orientation was held in conjunction with the 

New Scientist Orientation. 

 The NPACOP met in October 2010. Two council members, Marianne 

Cruikshank and Linda Parnell, finished their term on the council and were 

replaced by Jaime Mitchell, Manhattan, Kansas, and Janel Nierman, Clay Center, 

Nebraska. Nikki Dahl assumed the duties as Chair, Kim Swanson continued the 
2010-2011 ANNUAL REPORT

29 

PR duties, Jaime Mitchell assumed the Welcome Packet coordinator duties, and 

Janel Nierman assumed the Recorder duties. Louise Dalton, ex-officio member, 

retired in December 2010 and was replaced by Carol Durflinger. 

 Jaime Mitchell maintains and distributes the Welcome Packet to new NPA 

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

them after sending the Welcome Packet and Nikki Dahl, 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

 The Resource Assistant List will be maintained. This listing of secretaries, who 

voluntarily serve as resources 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 

(QRG), 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 2011. 

 The PR member will monthly submit helpful “Tidbits from your NPACOP” hints 

to all office professionals through e-mail. 

 A committee will work with the Area Program Analyst to develop a template for 

the ARIS Annual Report to streamline the process for other office professionals. 

Once completed, this template will be placed on the NPA website and will have 

an active link in the QRG. 

 Assist the NPA office professionals with the use of the Grants.gov website. 

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

formal and informal through training, Leadership Conference, New SY/Office 

Professional Orientation, and “Tidbits from your NPACOP.” 
2010-2011 ANNUAL REPORT

30 

 Promote NPA Training Scholarship Program for Office Professionals. 

 A poster about NPACOP was updated and Mousepads purchased to give out at 

the NPA Leadership Meeting in April. This meeting has been postponed. The 

Mousepads will be sent out to the Locations for Office Professional Day. 

Office Professional of the Year 

 Louise Dalton was the recipient of the Office Professional of the Year Award for 

2010 as she retired from the NPA Director’s Office with 28 years of service.
2010-2011 ANNUAL REPORT

31 

Pacific West Area (PWA) 

Current Members 

Kathleen Parker, Senior Co-Chair (January 2011 – 

present) 

Megan Harrison, Senior Co-Chair (January 2009 – October 2010) 

Trish Roman, Junior Co-Chair 

Beth Blass, Recorder 

Janet Steele, Reference Guide Coordinator 

Marlene Jensen, Information Coordinator 

Yvonne Pedersen, Web Page Coordinator 

Christa Meier, NACOP Technical Advisor 

Accomplishments 

 Recruited 6 new members to the council who were subsequently nominated by the 

Area Director. PWA Office Support Advisory Council (OSAC) was successfully 

re-established in July of 2010. 

 Held initial meeting to appoint the new officers/roles and developed 

understanding of duties and roles. 

 Reviewed, updated and signed Charter for the year 2010/11. 

 Council members met via telephone conference call on a regular basis. 

 Strengthened and improved the knowledge and skills of all PWA office support 

staff through networking. 

 Began process of reassessing Reference Guide. 

 OSAC website Progress made transiting website from PWA net location to ARS 

PWA homepage presence due to agency decision to phase out the PWA net site. 

 OSAC Sharepoint site Updated OSAC Sharepoint site with new minutes, new 

member profiles, and other reference material. 

 Established PWA Mentor list. 

 Developed new Welcome Package including OSAC Brochure, Mentor List, 

Resource Assistant List, and OSAC Welcome Letter. This package is sent via 

email as a follow up to an initial Welcome Phone Call each new Office 

Professional receives from our Senior Co-Chair. 

 Disseminated training information (PowerPoint presentations) from the 2010 

Norman, OK, NACOP Workshop to PWA Office Professionals. 

 Established News Corner and contributed to monthly Office Support 

Professionals (OSP) conference call with information and guidance on new and 

recurring processes – networking. 

 Recognized PWA Office Professionals on Administrative Professionals Day with 

email and ‘Inspirational Quotes’ flyer. 
2010-2011 ANNUAL REPORT

32 

Goals 

 Recruit new members to the Council, which involves updating recruiting 

materials (flyer, etc.) and developing new recruiting strategies. 

 Establish a rotation schedule to avoid the majority of the members rotating off the 

same year. 

 Increase awareness of PWA OSAC activities and resources by developing 

marketing materials. This includes working on developing a quarterly newsletter. 

 Revise and update Reference Guide. 

 Continue on 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. 

 Recognize PWA office professionals on Administrative Professionals Day. 

 Work on creating web-based training opportunities for Office Professionals. 

Office Professional of the Year

Barbara D. Ballengee, Program Support Assistant 

Western Integrated Cropping Systems Research Unit 

Shafter, California 
2010-2011 ANNUAL REPORT

33 

South Atlantic Area (SAA) 

Current Members

Misty Stephens, Sr. Co-Chair (Clemson, SC) 

Jacquie McDonald, Jr. Co-Chair (Griffin, GA) 

Joyce Paist, Recorder (Charleston, SC) 

Deborah Osborne, Newsletter Editor (Tifton, GA) 

Vacant, Historian 

Rhonda Gantt, Webmaster (Athens, GA) 

Wanda Rohrer, NACOP Technical Advisor (Miami, FL) 

Gerald Brunson, SAA ACOP Sponsor, Deputy Area Director, Athens, GA 

Accomplishments for March 2010 to March 2011

The South Atlantic Area Council for Office Professionals (SAA-ACOP) held their annual 

meeting March 4, 2010, at the U.S. Vegetable Laboratory in Charleston, SC. Council 

members revised and approved the charter. During the year, our brochure was updated 

and our website (http//afrsweb.usda.gov/Main/docs.htm?docid=21098) was updated. 

Specific accomplishments for the year included 

 All of our work to arrange the first webinar sponsored by the council was fulfilled 

on February 24, 2011. The training entitled, Introduction to Agreements, was 

presented. 

 We created a 2011 Task Calendar, a Travel Do’s & Don’ts Brochure, uploaded 

these and the screenshots from the Agreements webinar, e-Green document 

screenshots, as well as the presentations at the NACOP workshop to our website. 

 With respect to implementation of Year 2 of our Strategic Plan, we encouraged 

SAA office professionals [and Research Leaders (their supervisors)] to participate 

in Aspiring Leader Program/New Leader Program; complete AgLearn training 

opportunities to improve their skill sets, and keep their IDPs current. 

 We distributed newsworthy items through our semi-annual News Notes and 

distributed Welcome Packets to new SAA secretaries. We held monthly 

conference calls and documented the proceedings through our minutes, which 

were posted on our website. 

 

Goals

 Our top priority is to fill the vacancies on the council. A second vacancy will 

occur when the Jr. Co-Chair assumes the Sr. Co-Chair position when elections are 

held. To this end, we will distribute an application for membership with the next 
2010-2011 ANNUAL REPORT

34 

News Notes. Prior to this, we will make personal contacts to SAA office 

professionals to explain how they can contribute and learn leadership skills. 

 Strengthen our mentoring program by re-distributing Partnership in Excellence 

Guide to newer SAA office professionals who may be unfamiliar with this 

training tool. Update and distribute our Resource Assistant List. Continue 

publication of our semi-annual Newsletter and provide NACOP with articles for 

their News Notes. Increase awareness of SAA-ACOP activities by making 

personal contact with all new SAA office professionals. 

 Offer new secretaries a buddy to coach them for the first year. “Buddy” partners 

will be SAA-ACOP members or past members who volunteer to serve as mentors. 

 Create and distribute GovTrip screenshots to incorporate changes as a guide for 

users. 

 Continue to hold monthly conference calls the last Thursday of every month. 

Secretary of the Year

Margaret Martin, Program Assistant 

Chemistry Unit 

Center for Medical, Agricultural & Veterinary Entomology 

Gainesville, Florida 
2010-2011 ANNUAL REPORT

35 

Southern Plains Area (SPA) 

Current Members

Michael Davis Chair 

Trudy Pinkerton Co-chair 

Olivia Pedraza Recorder 

Sharon Sheffield Training Coordinator 

Rayma Cox Information Coordinator 

Jaycee McKinzie Permanent Member 

Ruth Treat Permanent Member 

Sherry Dewald NACOP Representative 

Whitney Adams Ex-Officio 

Accomplishments

 Continued the monthly office professional teleconferences to improve our 

communication with office professionals that has resulted in higher visibility and 

an increase in participation. 

 E-mailed minutes of the teleconferences to all SPA office professionals. 

 Displayed Southern Plains Area Advisory Council for Office Professionals (SPAACOP) poster/board at the Brookings training held at the Area Office. 

 Sent SPA ACOP New Employee Packet to new office professional at location. 

 SPA ACOP continued the quarterly teleconferences. 

 Revised the SPA ACOP Charter and obtained signatures. 

 Updating SPA Office Professionals handbook. 

 Updated SPA ACOP website. 

 Initiated Area Experts Resource List. 

 Recognized SPA office professionals on Administrative Professional’s Day. 

 Sent A CD of the Southern Plains Area Research Grants Guide to all office 

professionals and scientists. 

 The ACOP Council attended the 2010 National Advisory Council for Office 

Professionals (NACOP) Training Workshop in Norman, OK. 

 Published The SPA ARS 115 brochure and placed a link on the ACOP website. 

 Updated the ACOP Brochure. 

Goals

 Continue to improve our communication with the office professionals and 

supervisors as well as our visibility via the monthly teleconferences, group emails, and new employee packets. 

 Develop a break-out session for the next SPA Leadership Conference. 

 Continue writing and distributing the ACOP “Chirp”. 
2010-2011 ANNUAL REPORT

36 

 Continue to improve awareness of and encourage participation in future National 

ACOP Conferences. 

 Continue to display the NACOP and SPA ACOP boards at meetings, conferences, 

and trainings held at Area Office or locations. 

 Continue to recognize office professionals on Administrative Professional’s Day. 

 Provide advice and recommendations on Agency and SPA policies and program 

related to the employment, development, and advancement of office 

professionals. 

 Improve the recognition of the office profession and promote professionalism 

within the occupation. 

 Develop and present required and appropriate training for office professionals. 

 Maintain a network available to SPA office professionals. 

 Serve as Advisory Committee to the Area Director.