perform their work properly. At the same time, you must
provide for the needs or problems of your people.
As your responsibilities increase, your ability to
communicate clearly and effectively must also increase.
The basic requirement for effective communication is a
knowledge of your own language. Use correct English
in speaking and writing. The basic purpose of all
communication is understanding. To lead, supervise,
and train others, you must be able to speak and write in
a manner that others can understand.
A second requirement for effective communication
in the Navy is sound knowledge of the Navy way of
saying things. Some Navy terms have been standardized
for the purpose of ensuring efficient communication.
When a situation calls for the use of standard Navy
terminology, use it.
Another requirement of effective communication is
precision in the use of technical terms. Command of the
technical language of the YN rating will enable you to
receive and convey information accurately and to
exchange ideas with others. People who do not
understand the precise meaning of terms used in
connection with the work of their rating are at a
disadvantage when they try to read official publications
relating to their work. They are also at a disadvantage
when they participate in the Navywide advancement
examination. Although it is important for you to use
technical terms correctly, it is particularly important
when you are dealing with lower rated personnel.
Inaccurate use of technical terms is confusing to
The administrative assistant is a direct representa-
tive of the executive officer (XO). He or she may be a
commissioned officer or a senior Yeoman delegated to
act for the XO in specific functions of administration.
An administrative assistant is concerned with overall
policies, procedures, and regulations of the command.
He or she also serves as the X-division officer. Because
you work closely with the administrative assistant, you
should be familiar with most of the duties and
responsibilities. You may not be expected to do the job
when the administrative assistant is absent; however,
you are expected to supply intelligent answers about the
job. From the time you sew on your first-class crow you
should consider yourself in training, not only for chief,
but for the time when you may have to perform the duties
of the administrative assistant.
The duties, responsibilities, and authority of the
administrative assistant are numerous. Administrative
assistants review, coordinate, and supervise specific
duties and functions as necessary to reach the objectives.
They perform the following duties:
. Observe and report to the XO on the
effectiveness of administrative policies, procedures, and
regulations of the command.
. Review all correspondence and directives
prepared for the signature or review of the XO and make
sure they conform with the Department of the Navy
Correspondence Manual, SECNAVINST 5216.5C,
Preparation of Correspondence and Directives for
Signature of the SECNAV or CEA, the SECDEF or the
President or a Member of the U.S. Navy of the White
House Staff, SECNAVINST 5216.1H, and pertinent
. Initiate administrative action where appropriate
in the case of instructions and other administrative
. Schedule interviews of visitors with the XO.
. Coordinate the assignments of enlisted personnel
to various departments.
. Exercise budgetary control of funds for expenses
of various departments.
. Supervise the preparation of the plan of the day
(POD) and review for arrangement and content before
submission for signature.
. Exercise administrative direction of the print-
shop and associated duplicating equipment.
. Coordinate and ensure the indoctrination of
recruits and newly reported personnel.
As the senior YN stationed onboard a ship, you may
be assigned as the ships secretary. The ships secretary
reports to the commanding officer (CO) as his or her
personal secretary. Ships secretaries are responsible,
under the XO, for performance of assigned duties and
to the administrative assistant for the accountability and
routine administration of personnel assigned to the
captains office. All personnel assigned to the captains
office report to the ships secretary.
The ships secretary is responsible for seeing that
the administration and accountability of ships
correspondence and directives, administration and
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