CHAPTER 2 MAINTENANCE   ADMINISTRATION As  an  AZ  who  works  in  the  maintenance administration division, you will provide clerical and administrative services in support of the maintenance department. In this chapter, we will concentrate first on general office procedures. As with the individual person,  office  atmosphere  is  the  product  of  both physical and mental factors. MAINTENANCE ADMINISTRATION OVERVIEW LEARNING OBJECTIVE: Describe the responsibilities   of   the   maintenance administration division. Your duties in the maintenance administration division could range from the preparation of simple memorandums   to   the   preparation   of   enlisted performance evaluations. Whatever the extent of your duties, they are all performed under the direction of the assistant   maintenance   officer   (AMO).   The responsibilities  of  maintenance  administration  division include, but are not limited to, the following: Preparing maintenance-related correspondence Establishing  a  central  maintenance  reporting and  record-keeping  system  for  administrative reports and correspondence, which includes a tickler  file  to  aid  in  timely  submission  of recurring reports Maintaining  a  master  paper  or  electronic maintenance  message  board  of  current  messages that are annotated with the action taken Maintaining   a   message   history   file   by date-time-group (DTG) for a minimum of 6 months Distributing  nontechnical  information  and publications Receiving,   safeguarding,   and   distributing personal mail for the department Controlling department classified material Assigning  spaces  to  various  divisions, establishing  responsibility  for  security  and cleanliness   of   each   space,   and   assuming responsibility for the cleanliness and security of vacant and unassigned spaces Maintaining  an  organizational  roster  board  in the absence of a manpower, personnel, and training (MP&T) coordinator Coordinating department training requirements and   obtaining   school   quotas   to   support department training in the absence of an MP&T The performance of some of these duties will depend  on  whether  you  are  stationed  in  an organizational  or  intermediate  maintenance  activity and whether you are afloat or ashore. Regardless of the maintenance level that you are assigned to or whether it is located ashore or afloat, most of your duties will be performed in a comfortable, centrally located office. You may be assigned to a small office where you are responsible only to the division officer. Alternatively, you may be assigned to a large office where you are one of several petty officers and strikers who work under the supervision of a chief petty officer. In both types of offices, you will likely be working in close proximity with the assistant maintenance officer (AMO) and maintenance  officer  (MO).  This  close  proximity requires that you maintain professionalism at all times. You  will  also  be  charged  with  taking  telephone calls and messages and meeting and greeting visitors of the  AMO  and  MO.  The  most  important  thing  to remember here is that your attitude and the general appearance   of   your   office   make   an   immediate impression on customers who call or visit it. One of your jobs as a maintenance administration worker is to create a positive impression. Q1.  What  division  maintains  a  master  paper  or electronic  maintenance  message  board  of  current messages that are annotated with the action taken? 2-1