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The General Services Administration (GSA)
Storekeeper 3 & 2 - Manual for watching over inventory and other things needed in a store
Typewriters - 14242_30
CHAPTER 3 ADMINISTRATION As a Storekeeper you will usually have some office duties.  Assignment  to  an  office  requires  you  to  have  a variety of skills. For instance, you must know how to operate office equipment and other laborsaving devices and how to care for them. You must be familiar with various  types  of  letters,  publications,  and  how  to prepare   and   file   correspondence.   You   must   also maintain  records  and  submit  required  reports  and returns. In this chapter we will describe general procedures that   apply   to   all   offices,   office   equipment   and laborsaving  devices,  correspondence,  and  publications used in a supply office. This knowledge is a must if you are to perform your duties properly. Place  tables  or  counters  conveniently  for  handling supplies  or  assembling  papers.  Place  files  where  they are handy for those who use them but where they are away  from  general  office  traffic. It should be possible to plan an arrangement that is both convenient, orderly, and uncluttered. Keep things as simple as possible. There should be bookcases for office  publications  and  other  books  so  they  don’t  take up workspace on tables and desks. Remember; A Place For Everything and Everything in it’s Place! In  your  efforts  at  orderliness  and  good  appearance, don’t  go  overboard.  Remember  that  the  office  is  there to  get  work  done.  Too  much  emphasis  on  appearance may interfere with the flow of work. Within reasonable limits, the best arrangement is one that facilitates work. GENERAL  OFFICE  PROCEDURES LABORSAVING  DEVICES The  general  appearance  of  an  office  is  affected  even by simple things. It will be one of your responsibilities to see that what you used during the day is put back in its place after work. In securing the office for the night, all gear and supplies must be secured and stowed away. This  prevent  damage  to  equipment  or  injuries  to personnel   from   flying   objects,   should   the   ship encounter  heavy  weather. ORGANIZATION AND LAYOUT The amount of control that you have over physical conditions in your office will vary with your location and  type  of  duty.  Conditions  outside  your  control  may determine  the  kind  of  office  and  equipment  you  have. You may or may not have a choice in the arrangement or type of furniture. If  you  have  occasion  to  arrange  the  office  furniture, make a plan before you start moving things around. Place desks so that those who work at them will have enough light but will not be facing the light. Arrange desks  so  that  they  face  the  reception  area.  Also  when arranging desks keep them away from strong drafts or there  may  be  a  shortage  of  personnel  due  to  sickness. On the other hand, be sure there is enough space for people to move around. Make sure work flows in one direction and does not crisscross the area. Laborsaving  devices  (office  machines)  play  an important  part  in  the  efficient  operation  of  the  supply office.  They  save  time  and  provide  accuracy;  however, they  must  be  properly  used  and  maintained. You will be required to use many types of office machines.  You  should  know  how  to  care  for  any machine you operate. You may also be required to make  minor  adjustments. You should already be acquainted with the Planned Maintenance Subsystem of the Navy Maintenance and Material   Management   (3-M)   Systems   since   it   is thoroughly  discussed  in  Military  Requirements  for Petty Officer Third Class and Military  Requirements  for Petty Officer Second Class.  So we will not go into detail about the mechanics of the system. Briefly review that portion of the military requirements book to refresh your memory on the 3-M Systems. One  source  of  information  for  the  care,  operation, and  routine  maintenance  of  office  machines  is  the manufacturer’s  instruction  book  received  with  the equipment. The instruction books for all equipment in your office should be kept in one place to be sure they are  available  when  needed.  The  office  machines  most commonly used in supply work are discussed in the following  paragraphs. 3-1

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