Military Civilian Grade 7 Admin flashcards

32 cards. Read the term and the definition here. The deck at the top of this page is optional.

Obligation

A binding agreement that legally commits appropriated funds, such as a signed contract or purchase order, creating a recorded liability against the appropriation.

Bona fide need rule

Funds may be obligated only for requirements arising during the period the appropriation is available for new obligations, not for future-year needs.

Anti-deficiency

The prohibition on obligating or expending funds in excess of the amount available, which can create personal liability for the responsible official.

Burn rate

A measure of spending pace calculated as expenditures to date divided by months elapsed, used to project year-end spending against the budget plan.

Cost variance

The difference between actual cost and budgeted cost; a negative variance is favorable for cost control, while a positive variance is unfavorable.

Position classification

The process of assigning a grade and title based on the duties, responsibility, and qualification requirements of the position rather than the person.

Adverse action

A personnel action affecting pay, grade, or tenure that requires written notice, specific reasons, an opportunity to respond, and a higher-level decision.

Effective strength

Authorized positions minus vacancies minus long-term absences, representing the personnel actually available to accomplish assigned tasks.

Grievance clock

The fixed filing and response deadlines at each step of the grievance process; missing a filing deadline generally forfeits the grievance absent written extension.

Annual leave accrual

Leave earned per pay period based on service or grade, subject to a maximum carryover balance; excess above the cap is forfeited without approved restoration.

Records life cycle

The sequence of creation, maintenance and use, and disposition by transfer to an archive or destruction under an approved retention schedule.

Record versus nonrecord

A record documents official business and is scheduled for retention; convenience copies, drafts, and reference material are nonrecords and are not retained.

Least privilege

The access-control principle that each user receives only the permissions required for current duties, reviewed when duties change or on separation.

Audit trail

A time-stamped, attributable log of changes to personnel, financial, or property data that allows reconstruction of who changed what and when.

Backup versus archive

Backup restores operations after data loss and is short-term; archiving preserves records for their full retention period and legal requirements.

PII breach reporting

Suspected loss or unauthorized disclosure of personally identifiable information must be reported within the prescribed reporting clock to the designated authority.

BLUF

Bottom Line Up Front: the purpose, recommendation, or key finding appears in the first paragraph, with supporting detail following in descending importance.

Memorandum heading

The top block of a military memorandum containing the organization name, office symbol, date, MEMORANDUM FOR line, and SUBJECT line.

Coordination record

Documentation that each reviewing office concurred or nonconcurred, showing name and date; verbal concurrence is confirmed in writing before release.

Classification marking

The security level marking placed at the top and bottom of every page and on the outside cover, matching the highest classification of content.

Subject line

A concise statement of topic and required action appearing after SUBJECT:, written without ending punctuation and not as a full sentence.

Span of control

The number of subordinates reporting to one supervisor, typically three to eight depending on task complexity and geographic dispersion of the unit.

Delegation of authority

The transfer of decision authority to a subordinate while accountability for the outcome remains with the delegating official.

Line versus staff

Line functions carry authority to direct mission execution; staff functions advise, coordinate, and support without directing operational execution.

Directive hierarchy

The order of precedence from statute to department directive to component instruction; a lower document conflicting with a higher one is unenforceable.

Waiver

A written, approved exception to a directive requirement, granted by the authority designated in the directive and valid only for its stated scope.

Accountability chain

The property control sequence of requisition, receipt, inventory record, issue, transfer, and disposal, with each transaction updating the accountable record.

Report of survey

The investigation initiated when property is lost, damaged, or destroyed, used to document findings and support adjustment of the accountability record.

Economic order quantity

The order size that minimizes the combined cost of ordering and holding stock, balancing purchase frequency against inventory carrying cost.

Reorder point

Average daily use multiplied by lead time in days, plus safety stock; stock is reordered before reaching this level to avoid a stockout.

Preventive maintenance

Scheduled servicing performed at intervals taken from the technical manual to prevent failure, as distinct from corrective maintenance after a breakdown.

Correspondence control

The tracking sequence of receive, date-stamp, log, route, track, close, and file that leaves an auditable trace for each item.