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City of Charlottesville, VA Fire Department
STANDARD OPERATING PROCEDURES


Organization

Chapter: IV - General Administration
Subject: Executive Secretary's Office Policy
Code: 1-IV-26
Revised: 6-10-96

26.01 PURPOSE

      To  establish  policy  and  guidelines for the operation of the
      Executive Secretary's office.

26.02 POLICY

      A.  The  Executive Secretary's office shall remain locked after
          business hours (5:00 p.m.) and on holidays and weekends.
      B.  Supplies  shall  be issued by the Executive Secretary and a
          record shall be kept of each transaction.
      C.  The mail boxes in the Executive Secretary's office shall be
          used for intra-departmental communications.
          1.  All  personnel  shall have access to the mail boxes for
              the purpose of passing along information.
          2.  Only  Chief  Officers,  Staff  Officers,  and Officers-
              In-Charge may remove mail and/or  other  communications
              left in the boxes.
          3.  The  Officers-In-Charge  shall  be  responsible for the
              distribution of the contents of their mail box.
      D.  The   copying   machine  (located  upstairs)  shall  remain
          unlocked for the convenience of each shift.
          1.  Once   checked  out  on  the  copying  machine  by  the
              Executive  Secretary,  any  individual  may   use   the
              machine.
          2.  The  Executive  Secretary shall be promptly notified of
              any problems with the copying machine.
      E.  The  Fire  Chief's  office  shall  remain locked after 1700
          hours  on  weekdays  and  at  all  times  on  holidays  and
          weekends.
      F.  The  phones in the Executive Secretary's office are not for
          general use but for the Secretary's business use only.
      G.  Monday  thru  Friday, all staff offices shall be cleaned at
          the same time all other morning station clean-up duties are
          done.   If  the offices are not unlocked by 0800 hours, the
          cleaning shall be done as soon as the offices are open.

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For Help using this system, send e-mail to:

Charles Werner (werner@ci.charlottesville.va.us)