Acquisition, operation and maintenance of additional buildings as a part of the Legislative group of buildings, for example, House Office Building Annexes Nos. 1 & 2, Senate Office Building Annexes (a total of five) and the Senate Computer Center.
Increase in liaison activities with other Government agencies in order to keep abreast of the latest developments in such areas as solar energy, water con- servation, preservation of buildings, conservation of works of art, and urban plans affecting the Capitol Hill surroundings.
Development and administration of an energy conservation program for the Capitol Complex.
Increase in the use and complexity of electronic equipment in connection with the security system, fire and life safety programs, and energy management.
All these additional duties and responsibilities placed upon the Architect have resulted and will continue to result in a much greater workload in the central office. I assure the Committee that we have given very careful study to our personnel requirements and are recommending only those positions which are considered absolutely necessary for the satis- factory performance of the duties established and directed by the Congress.
A list of the positions required with corresponding description of duties follows:
2 Staff Assistants, GS-13: These employees will be assigned to my immediate staff. One of the positions will be used to provide backup support for my administrative assistant who, as a part of his office managerial functions, has program responsibility for accounting, personnel, purchasing, payroll, and data processing activities. The other position, under my immediate direction, will be assigned special projects which regularly occur in the administration of my office and which require considerable detailed research and analysis. They will relieve the present workload in the performance of duties relating to the day-to-day administration of this office, including liaison with our staff, Congressional staffs, and other Government agencies; study and pre- paration of complex reports; and, similar duties and activities that can be performed by able staff assistants.
Estimate 1980
#5 - Sals, Arch. of Cap.
NEW POSITIONS REQUESTED (continued)
Computer Specialist, GS-13 and 1 - Systems Analyst, GS-11: Present staffing of the Data Processing Division is substantially inadequate to fulfill todays needs and demands. The current staff consists of three permanent employees, the Division Head and two computer operators, and two temporary employees, a pro- grammer and key punch operator.
Approximately two years ago, due to expanded and broadened requirements, we leased a computer with increased capacity and sophistication to improve, monitor and control all present and proposed managerial and fiscal programs. A sampling and brief description of those programs accomplished and proposed are: (1) conversion of payroll to a more modern and informative system, (2) development of programs for a shop drawing control system for our Construction Management Division so that manage- ment personnel can accurately track all submittals to them for approval by contractors working on various projects under the Architect's jurisdiction, (3) establishment of a program for a centralized inventory control system including a complete listing of the many thousands of parts, tools, supplies and materials stored throughout the various shops and supply rooms of the Capitol Complex of Buildings, (4) conversion of the accounting system to improve procedures and supply on a need and/or current basis pertinent information required by management to make sound, proper and prudent decisions, (5) proposed activities include a financial management plan, correspondence control, cost controls on special projects, and personnel programs, (6) preventive main- tenance program including computerized ordering of replacement parts and devices, (7) energy management program for Hill-wide control of energy use, and (8) construction management scheduling and controls for new construction as well as alteration projects.
NEW POSITIONS REQUESTED (continued)
In order to satisfy our immediate personnel requirements the two following additional positions are requested:
The Computer Specialist position will serve to assist our present supervisor in the Data Processing Division in the daily operation of our computer programs. The incumbent of this position will be responsible for systems analyses, programming and documenting new programs; also, conferring with staff members on computer applica- tions to various activities under the Architect.
The Systems Analyst is needed so that we may carefully review the many requests of our various divisions for data processing support and analyze exactly what their needs are and how they can best be utilized to serve the requirements of the entire office. It is our intention to interface our Accounting system with Budget preparations, the payroll department with the Personnel division, inventory systems between the House Office Buildings, Senate Office Buildings and Security Engineering.
1 - Air Conditioning Engineering Technician, GS-12: required primarily to assist in the Energy Conservation Program for the Capitol Complex of Buildings. This program was initiated in 1976 in an effort to reduce the energy used by equipment in the Capitol Complex. The Air-Conditioning Department will be responsible for this program since the greatest potential for a reduction in energy usage is in the heating and air-conditioning equipment. Much investigation, research, and redesign will be necessary to bring existing heating and air-conditioning systems in line with today's energy viewpoints. An additional employee will be required for the Air-Conditioning Department if we are to develop and effectively oversee a continuing Energy Conservation Program. The incumbent of this position will also assist in meeting the increased demands placed on this Department for "in-house" projects, such as the remodeling of House Office Building Annex No. 2.
NEW POSITIONS REQUESTED (continued)
Accountant (Inventory Control Specialist), GS-11: This request is made to establish a permanent position of Accountant (Inventory Control Specialist).
With the addition of various annexes, the complex Security System, the reasonably imminent opening of new buildings, the in-house construction efforts, and the day-to-day service and care of existing buildings, the task of controlling and managing the inventory for spare parts, supplies and materials, and equipment has become increas- ingly more difficult. We are in the process of converting our Accounting operations, including the inventory controls to a new computer system. It is necessary that our inventory program be managed by a person experienced in inventory procedures and computer methods and technology to attain proper accountability.
Our inventory consists of fixed assets, equipment, small tools and expendable supplies. Many of these items are universal and can be used in many areas for repairs and maintenance. Proper central control will allow for accountability and, at the same time, reduce the probability of duplicate orders and overstocking.
A computerized perpetual inventory system will be maintained, augmented by periodic physical inventories on a scheduled and unscheduled basis. A central location will answer all inquiries, establish a standard pro- cedure for all appropriations and monitor all inventory activities, minimum/maximum inventory levels and required lead time for reordering. Reports will be prepared for Building Superintendents and other management personnel.
It is requested that this position be allowed so that we may permanently employ a specialist in inventory control to develop and manage an
effective inventory system.
1 - Secretary, GS-9: A temporary employee presently serves as the secretary to the General Counsel and the Deputy General Counsel. For many years the secretarial services for the office of the General Counsel were provided by other secretaries on our staff, but the workload of that office reached the level where it was necessary to employ, on a temporary basis, a full-time secretary. Since the Secretary to the office of the General Counsel is required in the regular operation of the central office, and in view of the everincreasing workload in our office, the position should be authorized and funded as a part of our permanent central staff.
Fiscal Accounting Clerk, GS-5: The Accounting Branch, Accounting Division is responsible for the preparation of public vouchers, both for purchases of goods and services, and the preparation of the vouchers and schedules of payments for submission to the Washington Regional Disbursing Office. Approximately 11,500 vouchers and 1,350 schedules of payments are processed in a fiscal year.
The Accounting Branch is currently staffed by five employees, one Assistant to the Accounting Officer, one Accounting Clerk (Posting), one Accounts Payable Clerk, one Accounting Clerk (GSA orders) and one General Accounting Clerk. There has not been an increase in this staff for the ten year period since 1970; however, the number of vouchers and schedules of payment prepared has steadily increased over the years. For example, in the last six years alone there has been a 46% increase in the number of vouchers prepared in the Accounting Division, and a 21% increase in payment schedules prepared for submission to the Treasury Department.
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