OFFICE OF

ADMINISTRATIVE ASSISTANT SECRETARY

The Administrative Assistant Secretary is responsible for the direction and development of policies and programs affecting the organization of the Department and for the formulation and presentation of appropriate budgets and control of available funds. He serves as a member of the Secretary's Policy Committee and Departmental Operations Committee. He is the Department's liaison officer with the Congress, the Bureau of the Budget, the Comptroller General, and the Treasury Department on all financial and fiscal matters.

In all of these fields the Administrative Assistant Secretary furnishes leadership to Bureau heads, and he and his staff serve in constant advisory relationship to top officials and their management and program staffs.

Management surveys and studies of administrative operations are made to insure most effective use of manpower; administrative and other procedures related to operations are prepared and promulgated. Control of space, property, procurement, records, and library services studies are made; surveys of new methods and equipment are continuous with a view to their use for improving and expediting production.

The Welfare and Pension Plans Disclosure Act and the safety rules amendment to the Longshoremen's and Harbor Workers' Compensation Act were enacted late in the 2d session of the 85th Congress. Since no appropriations were made for these programs it was necessary to negotiate with the Bureau of the Budget to finance the development of program plans and operations. Curtailed plans for the welfare and pension plans operations were temporarily financed; however, none for carrying out the safety rules provisions of the Longshore Act were possible. Considerable delay resulted in establishing the programs, particularly in the inception of the expanded safety program under the amended Longshore Act, because of the unavailability of funds. Estimates of supplemental funds for these new programs were since developed and submitted to the 1st session of the 86th Congress. They were approved late in May 1959. Setting up the organization, procedures, and management processes of these new program operations involved considerable amounts of staff time. Accrual account procedures were established for the working capital fund and the farm labor supply revolving fund. An accounting manual for the working capital fund was completed and a manual for the farm labor supply revolving fund is under way. Financial reports prepared from accrual accounting records in both funds have proven to be extremely helpful to management in analyzing costs of operations. Plans are under way to simplify further the

present allotment ledger bookkeeping procedures during the coming year, as well as to reflect accrual expenditures at each year end. In keeping with the principles established by the Bureau of the Budget, the Department is maintaining a continuous study of all possible areas of improvement in financial management. During the past year, the Department was notified that it is being placed on a comprehensive on-site audit by the General Accounting Office starting with fiscal 1960.

An intradepartmental committee of management analysts was established during the year to provide better communication and an exchange of ideas in this field.

The North Atlantic Treaty Organization Conference in April 1959 was held in the departmental auditorium adjacent to the Labor Department Building. The Department made available required office space in its building for the international secretariat and its staff. This meant evacuation of large blocks of offices occupied by departmental personnel, their relocation in other parts of the Department building, as well as in buildings of other agencies for a period of from 1 to 3 weeks. Involved also was frequent liaison between representatives of the Department of State, the secretariat staff, General Services Administration; provision of furniture, equipment, telephone, and other services in this building and in the temporary locations of Department personnel, as well as return moves and relocations at the expiration of the NATO Conference.

This office is collaborating with the General Services Administration in development of an occupancy guide to be used for determining suitable allotment of field office space for most efficient program operations.

Extensive time and considerable negotiations were involved in bringing to some conclusion plans for the new District of Columbia Employment Service and Unemployment Compensation Board building. Significant accomplishments are: agreement by the D.C. Board of Commissioners to transfer to the Department a site at 6th Street and Pennsylvania Avenue, N.W., for construction of the proposed building; a contract negotiated for a survey covering the analysis of space requirements and layout; and a contract negotiated for architectural and engineering services to cover the design of the building and preparation of plans and specifications.

Other additional office space was a major activity because of the staff increases resulting from the enactment of the Welfare and Pension Plans Disclosure Act and the safety program in connection with the Longshoremen's and Harbor Workers' Compensation Act. The latter required negotiation for space in 17

cities.

The library has continued its active service to the Department, and to the Federal Mediation and Conciliation Service, the President's Committee on Employment of the Physically Handicapped, the President's Committee on Migrant Labor, and the President's Committee on Government Contracts. In addition, 1,290 persons from outside sources made use of the library services. The collection increased by 9,448 volumes and 177 new periodicals; circulation of books and periodicals numbered 52,767; 9,100 reference questions were answered.

Additional progress was made in training personnel in the Office of the Administrative Assistant Secretary through its own facilities and those of others. Employees attended management training programs made available in interdepartmental, intradepartmental, and non-Government organizations. There was greater activity, too, in executive development through meetings and conferences of departmental administrative officers, establishment of interbureau meetings of management analysts, assignment of junior management staff to senior staff, and training of equipment operators in the care and maintenance of their operating machines.

Arrangement was made for studies by the National Archives Records Service in various areas of paperwork management in the Department. Recommendations for improvements, particularly in records classification and filing activities, were adopted or are currently under consideration in five major bureaus or offices of the Department.

The sorting and distribution of incoming materials has been consolidated in one central location under the Division of Procurement.

A study of printing and duplication services in the Division of Procurement has resulted in several improvements and speedier service. Units have been reorganized and merged. Employees have been trained in the techniques of preparing direct image plates. This, along with installation of two new multilith machines, makes it possible to provide while-you-wait duplicating service on orders for 1,000 or less impressions. Two new Compos-A-Matic machines are in use on layout and other copy work. A new 12-station power collator has stepped up assembly production.

Revision of procedures and simplification of requirements for justifying and submitting recommendations for performance awards received the special attention of the Department's Incentive Awards Committee. The new procedures contain a basic standard for measuring any type of superior performance; the award scale for performance has been broadened and made more flexible. Although under the new performance rating plan procedures the Incentive Awards Committee is relieved of approval authority, supervisors have been advised to send copies of justifications for outstanding ratings through the committee for awards consideration.

One Bureau employee's suggestion resulted in estimated first-year savings of $70,000, most of them occurring in the "Grants to States" appropriation. Since some doubt existed as to propriety of paying incentive awards from this appro priation, an opinion of the Comptroller General was sought. The Comptroller General ruled that payment of an award which resulted in savings of Federal Government funds granted for administrative expenses was entirely proper.

Year-end statistics reveal the total cash paid out for awards of all types and estimated savings exceeded those of any previous fiscal year. Improvement was shown in the area of performance awards; approved awards were at the rate of 31 per 1,000 employees, compared with 15 per 1,000 last year. Approximately 900 employees received some type of incentive award recognition this year; 313 received cash awards either for adopted suggestions or superior perform.

ance. The remainder received honor recognition for achievements or service. Annual anniversary programs in Washington and in the field provided opportunity to publicize the Department's activities and to invite outside guests from management and labor to participate in the observances. The guest speaker at the Washington observance was the Chairman of the Civil Service Commission. Major bureaus are continuing disposal procedures. About 11,100 cubic feet of records were disposed of, compared with 13,400 last year.