Anytown Squadron, Minnesota Wing

C/ 2 Lt. Michael Jackson, CAP

5 January 2011

Staff Duty Analysis

Achievement 10- Administrative Officer

Part A: Overview of Requirements

1.Cap Publications Applicable to Squadron Administrative (Admin) Officers

Regulations

R5-4- Publications Forms Management

R10-1-Preparing and Processing Correspondence

R10-2-Files Maintenance and Records Disposition

R10-3-Administrative Authorizations

Pamphlets

P3- Guide to CAP Protocol

P205- Specialty Track Study Guide-Administration

Forms

The Admin officer should know all CAP forms, because it is their responsibility to manage these forms.

2.Suspenses Required of the Squadron Administrative Officer

There are a few deadlines that admin officers have to meet. The first is file destroying. When a file containing personal or CAP records expire, it is the admin’s job to destroy the file after the required amount of time has passed from the file’s expiration date. Reports and forms must be destroyed 3 years after it has expired. For a complete list, consult CAPR 10-2. They also must periodically review the squadron’s files to make sure all of them meet standards.

3.Performance Requirements for this SDA

1) Prepare a letter to any official on any topic using the official Memorandum format.

A. See attachment 1

2) Explain how to access on-line forms and publications.

A. See attachment 2

Part B: Narrative

1. What are the essential duties of the Administrative Officer?

The two essential duties that an admin officer must fulfill are publication and form management as well as administrative communication. Form and publication management is important to the squadron as a whole because it keeps all of the many papers in order and easily accessible (because we all know that the P is CAP stands for paperwork). Without it there would be no way to keep track of anything and the organization would fail to run. Some things an admin might manage are personal files (CAPR 5-4). They are also responsible for coming up with, implementing, and maintaining a file system. The second important duty admins have is admin communication. This would include informing the squadron were all the files can be found, making sure all forms are filled out correctly, and disposing all out of date and expired files (10-2).

2. How does the Administrative Officer help the squadron fulfill its duties?

Everything requires paperwork in CAP. From coming to a fun event with the squadron on an off meeting day, to getting a paper cut, CAP is paperwork. With all of these papers around there has to be someone to keep them organized and up-to-date. Also, an admin can help explain regulations and help make sure all files are kept in order. When a squadron is inspected, it is the admins job to make sure the squadron has all of the proper paperwork in order.

3. How does the Administrative Officer affect the Cadet Program?

The admin officer helps make the Cadet Program run smoothly. Admins does this by keeping all the cadet files in order. This is important because in the files are the records that help a cadet promote, and if any of these records are lost a cadet may not be promoted. Another reason why the admin officer is important to the Cadet Program is that they save the cadets’ time. If every cadet had to keep their own file a lot of time would be wasted because the staff would have to teach each cadet separately. With an admin officer, a single person can become very good with files and this can allow everyone else to spend their time training.

4. What leadership skills do Administrative Officers need to succeed?

Admin officers need to be organized. They need to have a system to keep track of thousands of papers. They also have to keep track of dead files and know when to discard them and if you are a disorganized person, then you will lose papers and not get things done when they need to be. They also need to be self-motivated because many times commanders will not breath down an admin’s neck all the time, but if they don’t keep on top of their work things will not be done on time and people will be mad.

Anytown Squadron

Civil Air Patrol Minnesota Wing

United States Air Force Auxiliary

Anytown, MN 55000

5 January 2011

Memorandum for Anytown

Attention: Cadet 2 Lt. Michaelson

From: CAP Minnesota Wing

Subject: Why

1. Why is the sky blue? They tell me it is because it is the reflection of the ocean, but I don’t know. I mean I could ask Mr. C but we both know what he would do to our minds if we asked him such a question. I just need to figure this out sir, so please do help.

Michael Jackson, Cadet 2nd Lt, CAP

5xDrill test Achievement 1

5x Drill test Achievement 2

5xDrill test Achievement 3

5x Drill test Achievement 4

5xDrill test Achievement 5

5xDrill test Achievement 6

5xDrill test Achievement 7

20x CAPF 2a

10xCAPF 10R

10xCAPF 15

10xCAPF 23

10xCAPF 31

20xCAPF 50-1

5xCAPF 50-2

10xCAPF 52-2

10xCAPF 52-3

10xCAPF 52-4

10xCAPF 58

5xCAPF 66

40xCAPF 100

10xMNWNG Form 10u

15xMNWNG Form 10v

3xCAPR 52-16

1xCAPR 100-1

1xCAPR 100-3

1xCAPR 900-2

1xCAPM 39-1

1xCAPM 39-3

1xCAPM 50-5

1xCAPM 50-18

1xCAPM 50-20

1xCAPM 52-4

1xCAPM 59-2

2xAFMAN 36-2203

1xCAPP 50-5

1xCAPP 50-6

1xCAPP 52-14

2xCAPP 52-18

5xICS 211

2xLeadership 2000 & Beyond Manual

9xAE Module 6

10xAE Module 5

9xAE Module 3

9xAE Module 2

10xAE Module 1

5xAE Study Guide