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
