Truman Admin Set Ships Correspondence Record

Story Number: NNS070208-01Release Date: 2/8/2007 10:25:00 AM
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By Mass Communications Specialist Seaman Jeff S. Troutman, USS Harry S. Truman Public Affairs

NORFOLK, Va. (NNS) -- The Executive Officer's Administrative Office (XO's Admin) aboard USS Harry S. Truman (CVN 75) processed a record amount of correspondence paperwork for the month of January.

Over the 31-day period, XO's Admin processed approximately 1,013 pieces of correspondence, topping the previous record of 492, set in October 2006.

"It was like 'the perfect storm' of paperwork," said Yeoman 2nd Class Joshua A. Sando, the XO's Admin leading petty officer. "It wasn't easy, but I'm proud of the job we did."

XO's Admin normally processes an average of 187 pieces of paperwork a month, Sando said. The increase of 500 percent in a single month would prove stressful for any administrative office, no matter how experienced.

"We don't even think about it, we just do it," said Yeoman 3rd Class Ryan J. Monaghan, the executive officer's administrative assistant. "The more you think about it, the more work it seems you get."

The office processed a wide range of paperwork in January, from letters authorizing basic allowances for housing, leave chits, awards and special pay for Sailors on board Truman.

"Correspondence can mean a lot of different things," Sando said. "Essentially, it's the administrative vehicle by which different objectives are accomplished on an administrative level."

With so much paperwork filtering in and out of the office, Sando and Monaghan are afforded little room for down-time. The two must constantly focus on the work around them to keep the administrative wheels spinning. Every day is a busy day.

"Eighty percent of our job is this paperwork," said Sando. "Even when we're gone for the day, there are still people on duty here generating work for us."

"Something as simple as taking the trash out of the office can take up a lot of valuable time," Monaghan said.

When the paperwork gets delivered, Sando and Monaghan divide the workload between each other and do any editing needed to keep the correspondence up to command specifications. They then track the paperwork once it leaves the office, ensuring it progresses through the chain of command efficiently.

"Typically, nothing hangs around here longer than 72 hours," Sando said.

Sando explained the heavy workload in January was due to lots of out-to-sea time and Truman's Docked Planned Incremental Availability (DPIA) period coming to an end, both of which tend to generate a lot of awards, which require paperwork.

Regardless of the high level of dedication required by their job, Sando and Monaghan find ways to keep themselves entertained through the long hours. They share amusing stories with one another and enjoy the interaction with Sailors from different departments on board the ship.

Whether the correspondence tallies each month in the low hundreds or stretches over a thousand pieces as it did in January, Sando and Monaghan know they have a commitment to their shipmates and the paperwork they are depended on to process efficiently.

"We're just dedicated Sailors that want to get the job done, and it just so happens to be paperwork," said Sando. "It's all just real time problem solving, because you never know what kind of problem is going to come through that door each day."

For related news, visit the USS Harry S. Truman (CVN 75) Navy NewsStand page at

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