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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.
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