ADMINISTRATIVE AND CLERICAL PERSONNEL

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP88B00553R000100190008-0
• Release Decision: RIFPUB
• Original Classification: K
• Document Page Count: 6
• Document Creation Date: December 20, 2016
• Document Release Date: May 16, 2006
• Sequence Number: 8
• Publication Date: September 9, 1999
• Content Type: REGULATION

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OFFICE OF RESEARCH AND DEVELOPMENT
GENERAL NOTICE NO. 116
Subject: Administrative and Clerical Personnel
This notice supercedes General Notice No. 100 and
updates policy within the Office of Research and
Development for the handling of administrative and
clerical personnel. This policy is in accordance with
Agency regulations and directions issued by the office
of Personnel and the Directorate of Science and Technology.
1. General.
a. Competitive evaluation is the basis for
recommending promotion, training, and reassign-
ment and other career management actions. The
two basic functions of the ORD Career Service
Panel are:
(1) to evaluate employees and to
recommend, within established goals,
which employees within the "RR" Career
Service Sub-group should be promoted.
(2) to identify those employees
with high potential for career growth
into positions of increasingly greater
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responsibility. Employees are,
therefore, assessed as to their
demonstrated performance--that is, the
attainment level reached in discharging
assigned responsibilities--and. as to
their potential--that is, their readiness
to assume higher levels of responsibility.
b. The ORD Career Service Panel shall
be responsible for establishing personnel
requirements and recommending career management
actions (including training, promotion, and
reassignment) to the Director, Research and
Development for all administrative and clerical
personnel in the "RR" Career Service or assigned
to the Office of Research and Development. For
secretarial personnel in grades GS-08 and above,
the responsibility for ranking, assignment and
promotion is shared with the DD/S&T Senior
Secretarial Career Service Panel.
2. Vacancies Within ORD.
a. Clerical requirements in grades
GS-07 and below are filled by qualified
personnel assigned by the Office of Personnel
or through the Vacancy Notice system. When
a vacancy occurs for a secretarial position
at grade GS-08 or above, the supervisor of
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that position will review files of candidates
provided by the Senior Secretarial Career
Service Panel. Final selection of senior
secretaries will be made from this list of
candidates.
b. In general, when a secretarial vacancy
occurs, the responsible Division Chief should
review the files of all eligible secretaries
within ORD and should seek the advice of
persons who are in a position to evaluate the
comparative performance, career interests, and
potential of these individuals. Candidates
for the position may be interviewed by the
Division Chief. The Division Chief shall
inform the Career Service Panel of his selection.
If the Division Chief determines that no ORD
personnel are suitable for the position, he
shall so inform the Chief, Support: Branch, ORD,
who will then circulate a vacancy notice through
the Personnel Officer/DD/S&T for applicants
from other components.
3. Vacancies Outside ORD.
a. Individuals are informed of vacant
positions either by telephone or by formal
notices which are circulated to all ORD Divisions.
Vacancy notices are to be made available to all
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eligible individuals.
b. A GS-07 Secretary Steno who wishes to
be considered for a GS-08 position may submit a
request for consideration to the Office of
Personnel in a sealed envelope when these
vacancies occur. Likewise, GS-07 Secretary
Stenos may apply for specific vacancies or they
may submit their names to the Senior Secretarial
Career Service Panel as candidates for future
vacancies. Applications are to be sent to
the Executive Secretary, SSCSP/DDS&T. For
secretarial and clerical positions at grades
GS-08 and above, applicants may be either at
the grade level of the vacancy or not more
than one grade below the grade level of the
vacancy.
c. Secretarial or clerical personnel
who wish a transfer to another component in
the Agency should ask the Chief, Support
Branch, ORD, to have their Official Personnel
File sent to the component which published
the vacancy notice for its consideration. If
there is no specific vacancy notice in
question, they may request that their file be
"shopped" by the Office of Personnel.
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d. Discussions concerning interest in a
vacancy at the GS-07 level or below may be held
in confidence between a Division Chief and an
applicant for transfer. If the applicant is
deemed qualified for the position under
discussion, the Chief, Support Branch, ORD,
will be so notified and will notify the
applicant's component. Release dates will be
arranged to the mutual satisfaction of both
the losing and receiving components, depending
upon need for and the availability of replace-
ments. Normally, release dates should not be
more than three weeks from the date of
acceptance by the gaining component.
4. Promotions.
a. Promotions for secretarial. and clerical
personnel are made according to the promotion
schedule for secretarial and clerical personnel.
Recommendations for promotion to GS-07 and below
as well as clerical (non-secretarial) positions
at the GS-08 level and above should be sent to the
Career Service Panel through the Chief, Support
Branch, ORD. Recommendations for promotion of
senior secretarial personnel to grades GS-08 and
above should be sent to the Chairman, DD/S&T
Senior Secretarial Career Service Panel through
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the ORD Career Service Panel.
b. Supervisors are encouraged to prepare
recommendations for promotion of qualified
secretaries. Recommendations for promotion of
GS-07 secretaries to GS-08 will be part of the
consideration of individuals by the SSCSP when
vacancies with headroom occur.
c. The role of the ORD Career Service Panel
is advisory to the Director of Research and
Development. Exceptions to the panel's promotion
recommendations will be fully documented as to
the reasons therefore, approved by the Head of
the Career Service and will be reported back to
the panel. An information copy of the report of
exceptions will be forwarded to the Director of
Personnel who must monitor them and submit a
semi-annual analysis of such exceptions to the
DCI/DDCI.
Philip K. Eckman
Director
of
Research and Development
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