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Chapter 1 The Navy Yeoman - 14261_11
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Yeoman Basic
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Arranging Your Desk
THE   CAPTAIN’S   OFFICE Aboard  ship  one  of  the  most  important work  areas  for  the  YN  is  the  captain’s  office. Here  working  under  the  ship’s  secretary,  YNs control  incoming  and  outgoing  mail,  maintain the  ship’s  officers’  service  records,  perform legal   and   disciplinary   actions,   and   maintain the  ship’s  master  instructions  and  notices.  The size  of  the  ship  determines  the  size  and manning  of  the  office.  On  larger  ships,  such as  aircraft  carriers,  responsibility  is  split between  other  offices  employing  several  YNs. There   could   be   a   separate   legal/discipline office  and  possibly  a  separate  office  for classified  material  processing. On  smaller vessels,  there  may  be  only  one  or  two  YNs  in one   office   to   do   it   all. Fortunately,   the workload is smaller, even though the tasks are the same. THE   SHIP’S   OFFICE Ships  generate  a  great  deal  of  internal paper  work  and  reports.  To  deal  with  this,  the executive  officer  (XO)  maintains  the  ship’s office. The   XO   keeps   track   of   reports, personnel   functions,   special   services,   and   so on,  and  filters  information  to  the  commanding officer   (CO).   Generally,   Personnelmen   (PNs) are  assigned  to  the  ship’s  office,  but  on  larger ships  YNs  may  be  assigned  to  handle  the administrative   workload. OTHER   OFFICES Overall,   though,   central   administrative offices  are  in  the  minority.  Most  offices  are at  the  departmental  and  divisional  level,  such as  the  engineering  logroom,  the  weapons office,   and   the   operations   office.   Here   you would   be   concentrating   on   correspondence, reports  (muster  reports,  custody  reports,  and so  on),  helping  with  requisitioning,  and,  of course,   maintaining   the   files   and   records   of the  division  or  department.  The  thing  to  keep in  mind  is,  while  the  area  of  concern  may  be specialized,   your   administrative   skills   and knowledge  will  be  the  same. OFFICE   APPEARANCE   AND ARRANGEMENT The  amount  of  control  you  will  have  over the   physical   conditions   in   your   office   will vary  with  the  location  and  the  type  of  duty  to which   you   are   assigned.   Aboard   ship   and ashore,   conditions   outside   your   control   may determine   the   kind   of   office   and   equipment you   will   have.   Regardless   of   the   conditions, however,   you   will   be   expected   to   take   your share  of  the  responsibility  for  the  general appearance   and   neatness   of   your   office.   We will   discuss   more   about   the   appearance   of your  office  in  the  next  paragraph  and  in  the section   pertaining   to   customer   service.   We want  to  point  out  your  responsibilities  for your  office  and  how  you  should  perform  these duties  as  a  routine  part  of  your  job—and  not wait  to  be  asked  to  perform  them,  Take  the initiative  yourself  and  carry  out  these  duties. NEATNESS   AND   CLEANLINESS The  general  appearance  of  an  office  can be  greatly  affected  by  a  simple  practice  such as  putting  things  away  from  day  to  day.  It will  be  one  of  your  responsibilities  to  see  that articles  used  during  the  day  are  put  back where  they  belong.  In  securing  your  ship’s admin   office   for   the   night,   you   should properly secure and store all gear and supplies to  prevent  damage  to  equipment  or  injuries  to personnel   from   flying   objects   if   your   ship should  encounter  heavy  weather.  If  you  are serving  ashore,  it  is  no  different—you  should still  put  away  articles  and  clean  up  your  work area  before  you  secure  for  the  day. Whether   your   office   is   ashore   or   afloat, you   should   go   through   your   correspondence basket daily to see that work does not pile up. When   you   handle   classified   documents,   be especially   careful. After  using  classified documents, make   sure   you   store   them according   to   the   guidelines   set   forth   in   the Department   of   the   Navy   Information   and Personnel   Security   Program   Regulation, OPNAVINST   5510.1. 1-2

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