RECLASSIFICATION OF POSITION 1900, FISCAL CONTROL OFFICER GS-11, (Classified)

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP80-01240A000200060002-3
• Release Decision: RIPPUB
• Original Classification: C
• Document Page Count: 29
• Document Creation Date: December 9, 2016
• Document Release Date: March 8, 1999
• Sequence Number: 2
• Publication Date: November 6, 1959
• Content Type: MF

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MEMPANDUM FOR:
ATTENTION:
SUBJECT:
1
The Comptroller
Administrative Officer
Reclassification of Position 19004Fiscal
Control Officer GS-11,
6 NOV 1959 (
25X1A6a
1. To confirm a telephone conversation between you and a
representative of this Division on 4 November 1959, the subject
position has been reviewed and a determination made that the
appropriate classification of the position is Finance Officer
GS-0510.14-12.
2. Final establishment of the position at the G3-12 level
is subject to provisions of Agency Notice
FOR THE DIRECTOR OF PERSONNEL:
25X1A
25X1A9a
Chief, SaJAy and Wa4 Division
EY
c7)
CCMP
ORICCUL.,`,z
LAST
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25X1A9a
25X1A9a
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Standard Form 63
Jan. 1952
L. S. GC/ERNMENT
MEMORANDUM OF CALL
Date
Time
TO--
Ray
El YOU WERE CALLED BY? 0 YOU WERE VISITED BY
Number or code
TELEPHONE:
Extension
0 PLEASE CALL
0 WILL CALL AGAIN
0 RETURNING YOUR CALL
ci WAITING TO SEE YOU
0 WISHES AN APPOINTMENT
LEFT This MESSAGE' According to FE, the
job: .So far it has not been resolved. Mr.
discussed tLthenm&gLyktILIIT,J11111111
yesterd.ay at which time the whole thing was
turned over to in turn is
going to discuss the matter with
either toda or tomorrow.
will let us know what happens.
She
25X1A6a
25X1A9a
Received by?
U. S. GOVERNMENT PRINTING OFFICE 1957-0-412829
25X1A9a
25X1A9a
17 June 1959
Nothing hab been resolved re this
position as per conversation
between Mr.
Saunders this date
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and. Mr. 25X1A9a
5X1A
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1.
for the
of
08-12 Finance
a. Dispatch
of 2/0 slots
It. Memo dtd 16 JUl 58 to C
Finance Poeiticro,
o. Nemo dtd 25 Rh, 59 to Caret fr C
of T/O slot Finance Brand:MIMI
CONFIDENTIAL
FE Division
4 MAY 1959
dtd 13 Nay 58, subj: Establishment
Finance Branch
D tbru SSA-DOS fr C/FE, subj : 25X1A6
BUN: Establishment
25X1A6a
25X1A6a
in the process of negotiating
Salary and We Division, Office
va to the establishment of a
25X1A61
2. Based an t information furnished in Dispatch dated 25X1A6c
nor 1958, Reference a., this Office is of the opinion that six position
slots are rsquarrod to edequatelr perfOrm the finance duties. On 23 April 199,
the undersigned net with the Chief, Salary and Wage Division and it was co
eluded that the fellowing proposed Tb O could be approved by that Division if
perionnel (wiling and slot are transferred for the 0S-5 Fiscal Accounting
Clerk to 3F Career Service:
Current T/0
Proposed TiO
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3.
GS-5 Fi
The t S
raised by them in Reference
sition to
ition and ceiling to the BY C
that the proposal eliminate* the objeeti
4. It is requested that appropriate action be taken to transfer pemozrnel
Ding and position or the Fiscal Accounting meek to the SF Career Service, and
advise this Office of the effective date. It is believed that this action is
in live vith your proposal nmda in reference b.
5 Prompt attention vould be sppreciated in this
employee has been selected to fill the GS-12 position and is curren
proclaimed for this assignment.
FOIAb3b'
epr
Distribution:
0801 - Addressee
v/1 - Signer
CONFID
TIAL
E. R. SAMMIERS
Comptroller
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Office Memorandum ? UNITED STATES GOVERNMENT
TO : COMPTROLLER
FROM : Chief, Management Staff
DATE: 2 5 MAR 1959
SUBJECT: Establishment of T/0 Slot - Finance Branch, 25X1A6a
REFS : A. dated 13 May 1958 25X1A6c
B. FE Division Memorandum, dated 16 July 1958
C. Finance Division Memorandum, dated 2 December 1958
D. Finance Division Memorandum, dated 20 February 1959
1. We have examined the position description which was 25X1A6a
resubmitted for a GS-12 position at Station. This
position is almost identical to the position of Chief in that
it provides additional supervision rather than working assist-
ance. The Table of Organization shows six positions; a Chief,
GS-13; a Supervisor, GS-11; a Fiscal Acct. Asst., GS-9; two
Fiscal Acct. Assts, GS-7; and one GS-5. The GS-5 position
would be replaced by the proposed GS-12 position. If we
approved the request, three of the six positions would be
supervisory. Three would not. This ratio of 3 - 3 would
make for over-supervision and less productive work.
2. We have advised the Salary and Wage Division that we
will not concur in the establishment of the new position until
it is clear that it will not further increase the number of
supervisory employees.
Ed:
The above suggests that the whole matter of supervisory
positions might well be a matter of task force concern, or
at least a source of savings on your o
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BENDER WILL CHECK CLASSIFIC,
N, TOP AND BOTTOM
1 I UNCLASSIFIED CONFIDENTIAL SECRET
CENTRAL INTELLIGENCE AGENCY
OFFICIAL ROUTING SLIP
TO
NAME AND ADDRESS
INITIALS
DATE
1
47 . )
3
4
5
6
ACTION
DIRECT REPLY
PREPARE REPLY
APPROVAL
DISPATCH
RECOMMENDATION
COMMENT
FILE
RETURN
CONCURRENCE
INFORMATION
SIGNATURE
Remarks: 70c.siC .. .......,, ,.20a,
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FOLD HERE TO
..........BENDER
FROM: NAME, ADDRESS AND PHONE NO.
DATE
1 UNCLASSIFIED I I CONFIDENTIAL r
SECRET
FORM NO. .137 Replaces Form 30-4
I APR 55 L which may be used.
(40)
U. S. GOVERNMENT PRINTING OFFICE :195$---O-342531
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25X1A9a
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BEST COPY
AVAILABLE
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25X1A2e
kriCCUSTAHT
25X1A2e
1, Amps, amg ?Immo of work: Mr position is Assistant Chief of finanes
25X1A6a :ti stf mpecnntant of angstoa, where all finansial aid bnigatns,
sisconts ef tha Station are mainsalsom. iiwita aro 106: 04140490 reParklAt
direst4 thru so u tt,0 kltiof ot firu.004,.
2, Maw Handle all matters portainlna to budget analpas *antral awl
desomantatioc, maintaining detail rewords aapporting *ask nudist ellstmeil
and assommi.
Preparation of dispatahaa, canlao and X/Vo to andwartern
/25X1A2d2 as4 either fie14 stAttniaL_ELTIIL as pr* aration of ow-responder. offeattni
somporaial astiounts ofiliiiiiii1140%
SECRET
gES Copy
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fix
Approved For Release 209.1/03/301,MONO-01240A008600060002-3
221011A10611
TIRO=
2221.12Cf
217121121CtS
Position Evaluation Division
Deputy Comptroller
Tinance Position - ftetion
: A immoommoillditoi 13 MilY 195$
/2 Edmisicellemoreedma, dated 16 July 1958
C Mame Division Nemereadva dated 2 December 1958
25X1A6a
Deference A0 2 end C mere vetermed to this office on
32 ammary 1959 far farther consideration as to the degree of reeponsi-
biUtian proposed d$-12 potation would exercise.
2. Ihe positive description has been rewritten to eliminate the
implication that the position would be a full-time Deputy. It is believed
the description as rewritten eliminstes this problem.
3. Members of this office will be sled to discuss any aspects of
this position if you so desire.
3.
4.
Distribution:
1111
detims Chief,Peon
A
description
Orig. 6, 1 -
1 -
1 -
-
- 02-12
Addressee w/atts.
Comptroller w/att.#4
FE wiatt.#4
AC/FD Watt.#4
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25X1A9a
4-5C
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Finance Officer GS-12
I. ,DUTISS At& RESPONSTS4ITTES:
1. As Finance Officer and Authorised Certifying Officer
25X1A6a for the 1===. incumbent is responsible for assisting the
Senior FU5ER5Firffaiie-in providing assistance and guidance to Station
personnel on budgetary, monetary and financial matters. He will act
as Senior Officer in the absence of the Senior Finance Officer. As
designated Authorised Certifying Officer, he is responsible for imple-
mentation and execution within his area of jurisdiction of all responsi-
bilities end activities falling within the purview of that office.
25X1A
25X1A
25X1A6a
2. Renders opinion(s) to the Senior Finance Officer with particular
emphasis on budgetary and financial planning, interpretation of regula-
tions, project authorities, Adeinistrative Plans, Fiscal Annexes, proce-
dures, allowableness of expenditures and the allocation and use of
Confidential Funds.
3. Assists the Senior Finance Officer in the discharge of the
duties and responsibilities outlined below:
a. Responsible for the financial control of all funds sent
to this area and for maintenance of Appropriate records to account
for such funds at all times. This requires that the provisions
of Class "A" Station Accounting and Reporting Procedures, FHB
are complied with, i.e., records ars established to
cover the receipt, custody, disbursement, transfer and control of
funds made available to the installations in the area.
b. Responsible for the review, audit and certification of
all financial transactions occurring at each of the installations
in the area.
c. Responsible for complying with the provisions of the
Financial Accounting Procedures for Property (Rennal Method), FHB
L .e., financial accounts arc maintained covering pro-
perty transactions and the preparation of financial property reports
for submission to Headquarters one timely basis.
d, interprets and implements Headquarters and other applicable
financial regulations, handbooks, Administrative Plans, Fiscal
AnniSses, directives and instructs Appropriate installation person-
nel accordingly.
e. Furnishes technical guidance and direction to station
personnel assigned responsibility for maintenance of accounts,
submittal of financial and budgetary reports and custody of
official funds.
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f. Reviews and interprets the financial requirements of all
incoming documents in order to determine the effect upon the
station's activities.
g. Determines that all correspondence (finamce) is La actor-
dames with applicable regulatious end Handbooks, that it is in
proper form snd that the text is clear, accurate and concise.
Ii. supervised the reduction and disposal of financial records
In accordance with regulations or handbooks.
i. Maintains liaieon with other agencies and commercial
organisations where eppropriate, in connection with funding end
other fiscal matters.
j. Assures that ccountthg reports are euIttt.? currently
from operations serviced and that delinquent, suspended or disallowed
items are cleared without delay.
k. Guides and advises individuals handling funda and account-
ing" of the proper practices, procedures, methods, for ths purpose
of complying with regulations, handbooks and other pertinent finan-
cial instructions received from headquarters.
1. Establishes and reviews financial and control procedures
for the station and other operatious serviced within the area aub-,
ject to prescribed general Headquarters policies and procedures.
Reviews and analyses the status of operations and other advances
mod takes Appropriate administrative action to effect settlement
within established due dates. Advisee the Senior Finance Officer
and/or Chief of Station on technical matters amd responsibilities
relating to the Financial Management Improvement Program. Advises
operating pereonmel on financial matters coucerning their specific
activities both in au operating and a planning stage.
12. Computes and processes salary due on Local hire contract
employees. Establishes and maintains payroll and tax records on
local hire contract employees and field allotment (salary) records
on staff sad other contract employees. Advises station personnel
of their tax responsibilities.
a. supplies information to }feadqu.rters regarding long and
abort term trends and projections in monetary exchange rates in
this area.
o. Receive' budget instructions from Headquarters and instructs
principal operatine officials in the preparation of the budget esti-
mates for their components. Reviews the estimates for adequacy and
consolidates into final form for submission to Headquarters.
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p. Provides assistance and guidance to operations officials
in the formulation of the finamcial requirement* for new project or
activity proposals, Administrative Plans and Fiscal Annexes for
submission to Headquarters for Approval.
q. Performs related work as required.
II. SUPERVISION AMR GWAINICE
Under the administrative supervision of the Senior Finance Of
Written guides for the position are Agency Regulations, Handbooks,
issuances from the Office of the Comptroller, Finance end Budget Division
Administrative Plans and Fiscal AMAY44 for Project*. Considerable
amount of work performed by the incuMbent is done without detail pro-
cedures, however, written gutdma for the project may be utilised.
III. QUALIFICATION ISOMEttleNTs:
As prescribed by QwillIicattou Stn?otda
TV. DISTINGUISHING FRATUREp:
This position Ls distinguished from lower grade positions by the
feet that this position hss responsibility tied accountability to the
Comptroller, Headquarters, for the certification of accountinga and claims
submitted by operational projects, activities end installations serviced
in the area. It La a dual position comparable to a Certifying Officer
Position in the Operations and Liaison Breech; Accountant in the Accounts
Branch, Finance Division and a Budget Analyst Budget Division. at Head-
quarters.
In additioa, this position requtree considerable contact with the
Chief of Station, Operational Officers amd Case Officers to provide
assistance, advice and guidance on financiel matters for the operations
and activities the area is responsible for.
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ee"
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2 December 195$
tth luation Division
g. - F
9
16 July 1938
evince A led $ warm received in
om 10 levember 193S.
foi
25X1A6a
0
25X1A6c
thence Division cowers *pick 2 o
method of eeteblithing the seer 04-12
proposed CS-12 possition description attached to
eremite A has bear reviewed together with the description t*c the
Soder Timm* Officer (CS43) position sod it wee deemed advisable
thet both position descriptions be rewritten. Forwarded for your
iderettom art telecourse A emd tosether with the rewritten
deserietiens for the preposed CS-42 end 4643 'polities*.
44 Mismbece of this office wilt 1,* sled to discuss soy
of the positions if you desire.
11111111
Deputy .11Chief, Fimeurs
A w/o encl.
S w/o encl.
Ion 4.C42 w/encl.
44 PosUta dsacriptimt GS-43 w/encl.
Distribution:
Otiginal and 1 - Addressee
1 - Comptroller
1 - 71)
25X1A9a Finance DivIIIIIIII:dbt/2295
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\ L
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VIII vamp,
isseca ?file
Officer and Au
t is rayons le
parsonsel on budgetary monetary
ed Authorised CartifYIDS Officw
sad ensmationuithin his area of
sad activities falling within
41?11,
er
fervaa a* f
advisor
partioul amp
rotation of rogulat
Local Anmenes, procodures,
tbe allocation and use of Confi-
tion p.r.onnsl
tol of
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- 2 -
rats the finencial requirements of all
to determine the effect on the station .
are
swap
0
fact settlement vithiu establ
Officer and/or Chief of s
its relating to the 'Financial
as operating personnel an
*eine activities both in an
a pl
tea and processes s.1ar du. on local hire contract
end maintains payroll and tax records on
loyees and field allotment (salary) records
ect employees. Advisee station personnel
ities.
ton to Headquarters regarding long nd
projections in monetary exchange rates in this
dates into final fp
trwctions from Headquarters
0 in the preparation of the
Reviews the estimates for adequat
SidOn to Headquarters.
a instructs
dget es bastes
god consoli-
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1V4
IL . Performs via tot! work as required.
vs e
ion of t
for the posit
from the Office of the
ative Plane end hiscal Annexes for Pojecte.
perfovima by the incambent is ut
written guides for the project nay
V. I
hed from, lower gra6e positions by the
reeponsibiiity and accountability to the
Or auditing, certifying and reporting
tuba by operational projects, wetly/
in the area. It is a dual potation
er Position in the Operations and
Account* Drench, Timasce Division
ion, at Headquarters. This position
he area.
racuiras considerable COI%tCt with the
icers and Casa Officers provide
financial natters for the operations
ible for. Tho incumbent in this
so the Alternate Custodian, for the con
forted from Mondquorters, tram-
obtained in this area through
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4.1?10, ?41,
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Senior Financ 0 icer 0S-13
DUTIES 11SPOSSIBI ITIE .
1. As Senior Tinence Officer and Authorized Certifying Officer
for theincumbent ia responsible for furnishing
assistalligirla to Station personnel on all budgetary,
nonetary, and financial matters. As designated representative of
the Chief* Finance Division and Authorized Certifying Officer, he
La responsible for implementation end execution within his area of
jurisdiction of all responsibilities and activities falling within
the purview of that office.
2. Serves as financial technical advisor to the Chief of
with porticular emphasis upon budgetary and financial
planning, interpretation of regulations, project authorities,
Adminietrative Plans, Fiscal Annexes, procedures, allowableneas of
expenditures, and the allocation and lies of Confidential hinds.
3. Responsible es Official asstodien, for the financial control
of ell funds sent to this area and for maintenance of appropriate
records to account for such funds at all times. This requires that
the provisions of Class "A" Station Accounting and Reporting Procedures,
are complied with, ie., records are established to cover
the receipt, custody, disbursement, transfer-, and control of funds made
available to the installations in the area,
4. Responeible for the review, audit and certification of all
financial transactions occurring at etch of the installations in the
area.
5. Responsible for complying with the provisions of the Financial
Accounting Procedures for Property (Manual Method),
financial accounts are maintained covering propertyreonand
the preparation of financial property reports for submission to Head-
quarters on a timely basis.
6. interprets and implements Headquarters and other applicable
financial regulations, handbooks, Administrative Plana, Fiscal Annexes,
directives, and instructs appropriate installation personnel accordingly.
7. Furnishes technical guidance and direction to Station personnel
assigned responsibility for maintenance of accounts, submittal of
financial and budgetary reports and custody of official funds.
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25X1A
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.11111P,
-2-
8. Reviews and interprets the financial requirements of all
incoming documents in order to determine the effect upon the station s
activities.
9. Determines that all correapondence (finance) is in accordance
with applicable resulations and Handbooks, that it is in proper form,
and that the text is clear, accurate and concise.
10. Supervises the reduction and disposal of financial records
accordance with regulations or handbooks.
11. Maintains liaison with other asinciem and commercial organi-
sations where appropriate, in connection with funding' and other fiscel
matters.
12. Assures that accounting reports are submitted currently from
operations serviced and that delinquent, suspended or disallowed items
are cleared without delay.
13. Guides and advises individuals handling funds end accountings
of the proper practice., procedures, methods, for the purpose of comply-
ing with regulation., handbooks and other pertinent financial iistruc-
ttons received from Headquarters.
14. Istablishes and reviews financial and control procedures for
the station and other operations aerviced within the area subject to
prescribed general Headquarters policies and procedures. Reviews and
analyzes the status of operations and other advances and takes appro-
priate administrative action to effect settlement within established
du* dates. Advises the Chief of Station on technical matters and
responsibilities relating to the Financial Management Improvement
Program. Advises operating personnel on financial matters concerning
their specific ectivities both in an operating and a plannins stage.
15. Computes and processes salary due on local hire contract
employees. Rstablishes and maintains payroll and tax nmords on
local_ hire contract employees and field allotment (salary) records
on staff and other contract employees. Advises station personnel
of their tax responsibilities.
16, Supplies information to Headquarters regarding long end
short term trends and projections in monetary exchange rates in this
area*
17-. Receives baset instructions. from Headquarters and instructs
principal operating officials in the preparation of the budget estimates
for their components. Reviews the estimates for adequacy and consoli-
dittos into final form for submiseion to Headquarters.
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4m1.01.
Provid stance and guidance to operations official*
formulation of the financial requirements for new project or
proposals, Administrative Plans, and Fiscal Annexes for
ion to Headquarters for approval.
Performs related work as required.
UPEVISIO AND GUIDANCE
Under the administrative supervtion of the
the technical supervision of the Chief, Finance
Written guides for the position are Agency Saguia
iasuences from the Office of the Comptroller, Fine
Division, Administrative Plans, and Fiscal Annexes
f of Station end
sion, Headquarters.
s, Handbooks,
end Budget
Projects.
Considerable amount of work performed by the incumbent is done without
detail procedures, however, written guides for the project may be
utilized.
III. gwancomp grsoiroutma
A. preicribed by Qualification Standards.
SWISHING FEATURES:
This position is dL5tinguLhed from lower grade positions by the
fact that this position hes full responsibility and accountability
to the Comptroller, Headquarters, for auditing, certifying and
reporting ell accountings and claims submitted by operational projects,
activities and installetions serviced in the area. It is a dual
position comparable to a Senior Certifying Officer Position in the
Operations and Liaiaon Branch; Senior Accountant in the Accounts
Branch, Finance Division and a Senior Budget Analyst, Budget Division,
at Headquarters. This position le the Senior Finance Officer in the
area.
In addition, thia position requires considerable contact with the Chief
of Ststion, Operational Officers and Case Officers to provide assistance,
advice and guidance on financial matters for the operations and activities
ths swot is responsible for. The incumbent in this position has full
responsibility, as the Official Custodian, for the control and safe-
keeping of funds transferred from Headquarters, transferred from other
installations or obtained in the ere* through approved funding devices.
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T111 )UG{
SUBJECT
REFERENCE
Chief, Position Evaluation mvisio
SSA/DDS
Finance Positions,
dated 13 May 199
1 6 JUL 1958
25X1A6a
25X1A6c
The above reference presented at'on arguments for the
creation of two new finance positions 0,M= This reference
indicated that at the same time the number of persons employed
in the Finance Branch was being reduced from nine to five, the
workload had increased tremendously because of new responsibilities.
2. The Chief of Station, has proposed that two new 25X/ 6a
slots be established to help take care of the increased workload.
These jobs are a 08-12, Budget and Finance Office7-Wri-W-11,
Finance Officer (FPA). AB a compromise1 howevr,jt is requested
by this division that only the a lob be establisiir57} *relish-
ieg slot 2752, Fiscal Clerks --and ?Rea-jai:M.4-ft td-ilEdget
and Pinance Officer posit on,
3. The referenced dispatch, with supporting position descrip-
tions, is forwarded herewith to be of assistance in establishing
the slot and evaluatine the positions.
25X1A6c
Enclosures;
25X1A6c and
Stipp. pos. des.
25X1A9a
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AIR
iipsotty sir or sea poach)
II SECRET
CLASSIFIC4$210N
DiqI?ach No
,"
To Chief, FE Date
25X1A6
FROM Chief of Station, INFO: Chief, Audit Staff
Comptroller
&liner: GENERAL?STATION/SUPPORT Chief, Rinence Division
spzenee- Establishment of T/0 Slots for Finance Branch
WAY 3
25X1A6c
5X1A6CREFERENCE:
ACTION REQUIRED: Authorize positions
1. The current Table of Organization for which was 25X1A6a
approved in May. 19U) included six positions allocated to the Finance Branch.
ter. late summer 1957, the station was advised by Headquarters that the 25X1A6a
ceiling allocations were drastically reduced and our structure and staffing
patterns would have to be re-aligned to handle essential workloads. In response
to this instruction, a revised T/0 was submitted on 5 November 1957 and is
presently pending Headquarterst approval. In this T/0, the Finance Branc (-1
WWI reduced to five positions. Experience, since November 1957, however,
has proven that there are two activities which must be performed by qualified
'tali personnel which cannot be accommodated by the reduced T /O. These
fro activities are: (a) Financial Property Accounting; and (b) auditinz. of station
accounts.
2. In the case,of Financial Property Accounting, this is a new activity
,5X1A6a installed at in the fall of 1956. It was determined at that time
that &jet one additional finance position would be required to carry out this
responsibi ty (set 17 September 25X1A6c
15X1A6c 1956Mmmin 25 September 1956). In lieu of providing a Tb O slot for
this activity, Headquarters transferred to 25X1A6a
5X1A6a but carried him on the '/0 until his departure in July 1957. Since no
25X1A2e
X1A2e replacement foL was provided, the FPA work was backlogged until
C the ittation was directed y Headquarters (DIR-49399, 17 December 1957) to
maintain the accounts. Even thoush.personnel of the Finance Branch have
I ) _
s-it
-time bt. t.Lmn i3
beenlots 04_ ona part-time and overtime schedule, wp haye been unable to
T ._......
\ 3sai ft
100 system on ified staff empl2 sii .be recraLte_diediately to perform ti
a, current batsis. It is qsoential thals1...?.1.L 12
14.-
e.
4t,.tinLt
CLASeVIter:ft:CYJI^I'.
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25X1A6c
Page 2.
3. A critical situation has developed in the auditing_ of station accounts
and the administration of the station budget. As a background of the present
problem, the following resurr4 is provided. Prior to the phase-out of 25X1A6a
Station and the cutback of the FE Support Base during 1955-1956, the Finance
Branch was able to obtain TDY personnel from those installations to assist
during period of peak work-load. During 1957, the Staff was temporarily
augmented by the transfer of five employees who brought their T/0 slots
from the Support Base 4nd Station. These slots reverted to Headquarters 25X1A6a
upon completion of the incu_mbentst tour. A comparison of the staff positions
allotted to the Branch one year ago with those at the present time is as follows:
March 1, 1957
25X1A9a
March 1, 1958
25X1A6a
One of the key people in the presently reduced staff is 25X1A9a
who departs in July 1958. Although Branch personnel have worked heavy over-
time schedules and we have combined activities and functions, reassigned
duties, streamlined procedures, eliminated non-essential functions, and made
maximum use of contract wives for clerical services, it will not be possible
to provide adequate financial support to the station unless a senior experienced
finance officer is provided to assume the duties now performed by 25X.1A9a
The duties and workload to be performed by the incumbent are stated in the
attached position description.
tfrepilaimTv.
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4. Although there has been a general reduction of station positions over Jt
past year, there has been no proportionate decrease in station activities. In
fact, the reduction in staff positions has been counterbalanced by the additional
military personnel and technical representatives assigned to the
project. The finance problems involved in the administrative support of these
personnel are considerably greater than those encountered in servicing staff
employees.
---' 5. In January 1957, the Finance Branch assumed the responsibility for the
...."Indigenous Disbursing Office which is responsible for the payroll of all indigenous
employees and for the processing of all financial documents in connection with
local procurement. As a result of this disbursing activity, Financial Property
Accounting, and the servicing of IMEMersonnel, the volume of financial 25X1A2g
transactions handled by the Finance Brancri has increased steadily. During
fiscal year 1956, the Branch processed an average of 254 vouchers per month.
During fiscal year 1957, an average of 337 vouchers per month were processed
in the central finance office and an average of id() vouchers per month were pro-
cessed in the Indigenous Disbursing Office, making a total average of 837 finance
vouchers per month. During fiscal year 1958, the monthly average of vouchers
has increased to 379. In addition, there are between 800 and 1200 FPA vouchers
forwarded to Finance Branch for processing each month.
25X1A2g
6. The personnel problems of the Finance Branch were discussed with
during their recent visit to this station. 25X1A2e
Although both officers were aware oi time attempt to reduce the station personnel
ceiling, they. concurred in general with the need for additional staff personnel_
to carry out the finance responsibilities. also is familiar with
the problems of the Finance Branch. 25X1A2e
7. It is requested that the two positions of Fl lance Officer, GS-12, and
Finance Officer (FPA), GS-11, be established ani that ualihcd personnel be
assigned at the earliest practical date.
25X1A2e
Enclosures: HEREWITH
Two positions descriptions
8 May 1958
Distribution:
3 - WYE w/encls. in trip. ea.
1- C/Audit Staff w/1 encl. ea.
1. - Comptroller w/1 encl. ea.
1 - C/Finarxce Division w/1 encl. ea.
SECRET
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25X1A
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N4~
POSITION DESCRIPTION
FINANCE OFFICER (FPA) - GS-11/9)
Nature and Purpose of Work
25X1A6a
The position is that of Finance Officer (FPA), within the
Station FiDADCO Office. The finance office's mission is to provide financial
support for the Station. This support includes the fields of budgeting,
funding, accounting and auditing. The finance office operates under the
Class A accounting and reporting procedure. The incumbent of the position is
under the general supervision of the Chief of Finance, and 25X1A6a
has immediate responsibility for maintaining a system manual method of
establishing financial accounting for property and handling and recording
all transactions pertaining to the acquisition, use, and disposal of property
at Station.
Duties
Responsible for supervision, coordination and operation of the system
(manual method) of financial accounting for roperty in accordance with the
principles and procedures prescribed in This involves the
following:
25X1A
1. Establishing and maintaining FPA records, such as: (a) General
Ledger, (b) Posting Journal, and (c) Supporting Subsidiary Files
and Records required for certain geherP1 ledF:er accounts.
2. Establishing and maintaining prescribed control and subsidiary
accounts. (There are about 17 control accounts and 25 subsidiar:;
accounts currently in use.)
3. Preparing and submitting to Headquarters the followin monthly
reports:
(a) Trial Balance of Property Financial Accounts
(b) Schedule of Cost of Property Issues and Cost of Property
Returned to Stock
(c) Schedule of Cost of Property Sold and Property Turned-In for
Credit.
(d) Analysis of Account No. 495, Accountability to Headquarters.
4. Preparing and sUbmitting to Chief, in Field and at 25X1A2d1
Headquarters monthly statement of activity in family group 5
accounts.
5. Recording in the records and accounts on a current basis all
documents relating to property subject to FPI. procedures. This
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involves extending and totaling each property transaction document;
reviewing each document to ascertain correctness of accoenting
data shown; recording each document in the posting journ:41 which
is the basis for postings to the eeneral leder acceunte. There
are about 800 to 1200 property documents recorded in the
records and accounts each month.
6. Establishing and maintaining procedures for clearance of Accounts
Payable, covering (1) property procured locally for cash,
(2) credit procurement from official agencies of our country with
payment to be effected at Headquarters, (3) credit procurement
from official agencies of our country which are for payment or
application to Advance Accounts controlled in the field. Prepa-
ration of necessary journal entries to adjust the affected accounts
and establish accountability to Headquarters.
7. Establishing and maintaining procedures for handling sales of
property to assure (1) proper documentation of each sale.
(2) compliance with existing laws and regulations governing such
sales, (3) billing and establishment of appropriate recerd of
amounts receivable from recipients of the property, CI) collection
and turn-in of cash proceeds from each sale, aad (5) that proper
entries and adjustments are made to the FPA and Finance accounts
for such transactions.
8. Preparation of journal entries necessary Tor the monthly closing,
and preparation of journal vouchers for adjastment of differences
in Finance and/or FPA records.
9. Joint (FPA Finance Officer and the Acceuntaele Officer) recon-
ciliation of general ledger accounts ,eith stock recoro cards
representing property on hand, in use, and on loan to others.
Upon completion of reconciliation, the FPA Finance .Officer will
effect necessary adjustments to the financial accounts and notify
the Accountable Officer of any required adjustments to the stock
record cards.
10. Initiating and answering correspondence concerning FPA matters.
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POSITION DESCRIPTION
AIM=
0060002-3 25X1A6c
BUDGET/FINANCE OFFICER - GS-12
NATURE AND PURPOSE or woRk
lrh? position is that of Finance/Budget Officer, who is Deputy Chief
25X1A6a of Finance for The finance officels mission is to provide
financial support for the Station. This support includes the fields of
budgeting, funding, accounting and auditing. The finance office operates
uodor the Class A accounting and reporting procedure. The incumbent of
the position is under the immediate supervision of the Chief of Finance.
DUTIES
-----Responsible for advising and assisting the Chief of Finance in the
accomplishment of the mission and execution of all tasks assigned to the
finance office. Acts as Chief of Finance in the absence of the Station 25X1A6a
Iscunbent also serves as Budget Officer for
has a permanent requirement for a Finance OfileertIVIRIbe responsible
for budgetary matters. While the preparation of the annual budget exercise
requires a comparatively brief period, budgetary problems demand constant
disposition throughout the entire year because of the large number of
operational projects and support activities at this Station.)
As Budget Officer incumbent is responsible for coordinating and
guiding all budgetary and allotment activities of the Station. Prepares
the Station's annual program/budget estimates. Constantly reviews all
operational and support requirements to determine sufficiency of funds
allotted. Prepares quarterly requests for allotments which are forwarded
to Headquarters. Regularly establishes obligations of funds by detailed
analysis. Establishes and maintains records, controls and procedures
necessary for the obligation of funds, determination of allotment require-
ments and preparation of budgets. Periodically prepares statistical
analyses on projects and activities, expenditures, status of allotments
and budget programs for the guidance and information of the Chief of
Finance and other senior Station officials. Reviews the finance and
budget sections of Project Outlines and renders assistance and advice in
their preparation. Advises and assists all operational units in their
funding requirements, and coordinates their budget amendments and
preparation of FPOP's.
Supervises and/or performs the following audit activities:
(1) Audit, reconciliation and voucher preparation of monthly
operational project and support accountings, special deposit
and 'working And accounts.
(2) Audit and voucher preparation of weekly accountings by the
Indigovaus Disbursing Office, Procurement, and Construction.
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25X1A2g
- Budget/Finance Officer.
0-01240A041=0060002-3
,
(3)4entbIy audit and reconciliation of books and records and advance
*Ocounts for the
preparation of write-off and ad-
3ataent voucher, and sUbmission to Headquarters of the
Operation statement.
(4) Periodic site audit of books and records of project offices,
rub-bases and other components having large advance accounts;
reviewing their internal accounting procedures and recommending
*tore necessary appropriate changes for improving the handling
and submission of these accountings.
(5) Blasination and voucher preparation of T/Als involving operational
projects.
(6) Follow up and clearance of audit exceptions.
(7) Maintaining constant liaison with all operational elements at the
Station and providing assistance and advice on their funding and
accounting problems.
25X1A2g
Conducts liaison with airline concerns, commissaries, etc., and arranges
for charge accounts or other payment plans covering local purchase of trans-
portation, passage, food products, etc.; makes payments in a secure manner;
prepares necessary vouchers and accountings for such transactions,
Responsible for financial administration of the military personnel
assigned to the Station.
Initiates correspondence relative to above activities.
Performs other duties as assigned by the Chief of Finance.
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