Military Civilian Grade 9 Admin flashcards

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

Suspense date

The calendar date by which a requested response or action must reach the requesting office. It is tracked in the correspondence control log and drives task prioritization.

Due-out

An internal working deadline set earlier than the suspense date so drafting, coordination, and signature review finish on time. It appears on the routing slip.

Correspondence control register

A log recording document number, date received, originator, subject, action officer, suspense date, and closure date. It provides traceability for all official correspondence.

Records freeze

A written suspension of destruction for identified records, typically issued for litigation, investigation, or audit. Destruction resumes only when the legal office releases the hold.

Records disposition schedule

The approved instruction listing each records series with its retention period and final disposition, either destruction or transfer to the permanent archive.

Performance appraisal cycle

The ordered sequence of establishing performance standards, giving mid-cycle feedback, completing the appraisal, and routing it to the reviewer and approving official.

Position description

A document stating major duties, supervisory controls, required knowledge, and grade-determining factors. It supports classification, recruitment, and performance standards.

Grievance filing window

The period, counted from the date of the action or the date the employee knew of it, within which a complaint must be filed or the right to pursue it may be lost.

Bona fide needs rule

A budget rule requiring that funds be obligated only for requirements arising in the period of availability. Buying next year's needs with this year's funds violates it.

Obligation versus expenditure

An obligation is a binding agreement to pay, such as a signed order or contract. An expenditure is the actual outlay of cash against that obligation.

Antideficiency Act

A law prohibiting obligating or expending funds in excess of, or in advance of, an appropriation. Violations require investigation, reporting, and administrative or disciplinary action.

Fund certification

A certifying official's statement that funds are available, correct in amount, and proper for the stated purpose. It does not validate the operational need itself.

Hand receipt

A signed document transferring custody of property to a user. Custody is physical possession; accountability remains with the accountable officer's official record.

Report of survey

A documented investigation of lost, damaged, or stolen property that establishes cause and responsibility and supports adjusting the property records.

Custodial property record

The official entry listing item description, stock or part number, quantity, location, custodian, and acquisition cost for property under an accountable officer.

Least privilege

An access control principle granting users only the permissions their assigned duties require, with periodic review to remove unnecessary access.

Multi-factor authentication

Authentication using two or more independent factors from knowledge, possession, or inherence. It is required for remote access and privileged accounts.

Data spill

Unauthorized transfer of classified or sensitive information onto a system not accredited for it. Response includes preserving the media, notifying security, and documenting the incident.

Phishing indicators

Warning signs such as mismatched sender domains, urgent demands, unexpected attachments, and links whose actual target differs from the displayed text.

De minimis gift exception

A rule allowing acceptance of gifts worth $20 or less per occasion from one source, with a total limit of $50 in a calendar year from that source.

Prohibited source

A person or entity seeking official action, doing business with, or regulated by the agency. Employees may not accept gifts from such sources because of their position.

EEO filing deadline

A complaint of discrimination must be filed with the agency within 45 days of the alleged action or the date the employee became aware of it.

Reasonable accommodation

A change to a job, schedule, or workplace enabling a qualified individual with a disability to perform essential functions, decided through an interactive process with the employee.

Reprisal

Retaliation against an employee for filing an EEO complaint, reporting wrongdoing, or cooperating in an investigation. It is a prohibited personnel practice.

Active listening

A communication technique of attending, paraphrasing content, reflecting feeling, asking clarifying questions, and confirming understanding before responding.

BLUF structure

Bottom Line Up Front: the recommendation or key conclusion appears in the first sentence or paragraph, followed by supporting detail for busy readers.

Sender-receiver model

A communication model with encoding, channel, decoding, feedback, and noise. Breakdowns most often occur in decoding and in missing or delayed feedback.

Customer service log

A record of date, requester, issue, action taken, resolution, and referral for each customer contact, used to track follow-ups and identify recurring problems.

Routing slip

A cover form listing document title, date, suspense, action and information addressees, and the releasing official's signature, used to move correspondence through coordination.

Continuity binder

A reference holding the current organization chart, duty descriptions, recurring report calendar, key contacts, and active task list so duties can transfer without disruption.

BLUF versus background

BLUF places the conclusion first and supporting background after it; the inverted structure delays the decision and is avoided in staff writing to senior officials.

Separation of duties

A financial control splitting authorization, custody, and recording among different people so no single person can initiate, approve, and conceal a transaction.