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Specific Goals and Duties for Division Staff Officers

This list of Specific Goals and Duties is not intended to replace the job description for each staff officer contained in the Auxiliary Division Procedure Guide, COMDTPUB P16791.3. Rather it is presented to focus Division Staff Officers on priority issues within Division Four.

Communications (SO-CM) –
· Encourage the obtaining and use of additional radio facilities.
· Ensure all Auxiliary radio facilities are listed in POMS.
· Ensure every activation of an Auxiliary Radio Facility is under U.S. Coast Guard orders.
· Work with the SO-MT to encourage increased member participation in communication training and qualification as communication specialists.
· Report any CM related activities, updates or concerns on a monthly basis.

Communication Services (SO-CS) –
· Unless otherwise directed, create and maintain a Division Website in full compliance with Auxiliary Web policies.
· Utilize social media outlets.
· Coordinate and cooperate with the Division Staff Officers, (SO) for Publications (PB) and Public Affairs (PA), to ensure that both electronic and printed media are used to their fullest extent in providing information to the membership and to the boating public
· Assist FSO-CS’s to ensure flotilla websites are in full compliance with Auxiliary Web policies.
· Foster interest in electronic communication among the members.
· Encourage and facilitate the use of online communication throughout the Division.
· Report any CS related activities, updates or concerns on a monthly basis.

Diversity (SO-DV) –
· Ensure the Strategic Plan for Managing Diversity is carried out, and work to drive diversity throughout the Division.
· Compile, track and review all diversity statistical information for the Division and report said information to the DSO-DV; and be the contact for all information on the NACO 3 Star Award for Excellence in Diversity.
· Is responsible for conducting and coordinating all Division level training in the areas of Diversity.
· Work with any and all Division staff for outreach, recruiting and training in all areas served.
· Submit highlights of diversity information and best practices to the Division members for use and implementation as a part of member recruitment.
· Solicit information and pass along ideas up the chain and to the Auxiliary Diversity Leadership Council.
· Act as a role model and leader in the creation of a comprehensive approach to behavior and attitude change for all leaders.
· Report any DV related activities, updates or concerns on a monthly basis.

Finance (SO-FN) –
· Keep a complete and accurate accounting of funds.
· Promptly pay Division-related invoices as approved.
· Work within the budget approved by the Division Board.
· Review, submit, and maintain Division Finance Reports and Audits.
· Report any FN related activities, updates or concerns on a monthly basis.

Human Resources (SO-HR) –
· Assist flotillas with the recruitment and retention of members.
· Forward all potential member information to the respective FSO-HR’s for their follow-up.
· Maintain records of all referrals.
· Use Coastie as a recruiting tool.
· Work with the SO-MT to ensure that any required HR workshops are conducted properly.
· Report any HR related activities, updates or concerns on a monthly basis.

Information Services (SO-IS) –
· Insure member information is current, accurate and updated in a timely manner in POMS, AUXDATA, AUXINFO and e-directory as appropriate.
· Insure annual awards are properly calculated and awarded.
· Report any IS related activities, updates or concerns on a monthly basis.

Marine Safety (SO-MS) –
· Obtain and forward MS/MEP information to FSO-MSs and DSO-MS on a monthly basis. Provide copy of the information to the Chief of Prevention.
· Provide assistance to others (SO-MT and FSO-MSs) with any workshops, seminars and training related to MS/MEP.
· Report any MS/MEP related activities, updates or concerns on a monthly basis.

Materials (SO-MA) –
· Place orders with ANSC in a timely manner and follow-up to insure members receive their ordered materials.
· Maintain accurate and up-to-date inventory records.
· Insure that Division staff officers receive the Auxiliary Division Procedures Guide at the beginning of their elected/appointed term in office.
· Report any MA related activities, updates or concerns on a monthly basis.

Member Training (SO-MT) –
· Through the FSO-MTs and FSO-HRs, direct and promote an aggressive basic qualification program for new Members. Do not consider this program complete for each new Member until that Member has achieved “Basically Qualified” status.
· Direct and promote aggressive training for the Surface Operations Program.
· Coordinate training, workshops and priorities with the SO-OP.
· Anticipate needs and arrange for Mentors, QEs and other specialists.
· Arrange for training facilities, equipment, vessel facilities and crews, etc.
· Through the FSO-MTs, encourage and promote a continuous MT program, including but not limited to training at flotilla meetings and development of annual plans.
· Report any MT related activities, updates or concerns on a monthly basis.

Operations (SO-OP) –
· Exercise staff responsibility over the Division’s surface and air operations, including SAR, Regattas and Safety Patrols.
· Work with the SO-MT to accomplish the goals of the Division Member Training Plan.
· Work with the SO-MT to develop and encourage training in SAR procedures for air/surface/communication facilities and crews.
· Ensure every deployment of an operational facility for any activity on behalf of the Coast Guard or Auxiliary is under Coast Guard appropriate orders.
· Report any OP related activities, updates or concerns on a monthly basis.

Navigation Services (NS) –
· Exercise staff supervision and responsibility for chart updating patrols, verification of private aids to navigation and the prompt reporting of discrepancies in aids to navigation (ATON) using Aids to Navigation Report (ANSC 7054), chart discrepancies and chart updating information using NOAA Form-77 (ANSC 7037), and to inform division members of all developments.
· Foster interest for members to maintain their own navigational publications in an up-to-date condition.
· Work in conjunction with the District One Harbormaster Ride-Along Program to survey PATONs within the Division AOR.
· Report any NS related activities, updates or concerns on a monthly basis.

Program Visitors (SO-PV) –
· In conjunction with the SO-MT aggressively pursue PV qualifications for new Members.
· Monitor performance by all qualified PVs to ensure the requisite numbers of visits are made annually to maintain qualifications.
· Provide leadership and assistance in identifying websites, newsletters and other sources of PV information, assuring related sites and information is passed on to FSO-PVs.
· In conjunction with the FSO-PVs, review the list of possible sites where the program might be effective, and assure these sites are covered by a PV in that area.
· Report any PV related activities, updates or concerns on a monthly basis.

Public Affairs (SO-PA) –
· Establish effective working relationships with newspapers, radio and television media in a manner that will facilitate coverage of Auxiliary activities within the Division AOR.
· Utilize and encourage Coastie use and training to promote Auxiliary exposure.
· Encourage member participation in PA events.
· Report any PA related activities, updates or concerns on a monthly basis.

Publications (SO-PB) –
· Publish the Division Newsletter, as directed by the Division Board and with review/approval of the ADSO-PB.
· Use publications to assist in the recruitment and retention of members.
· Report any PB related activities, updates or concerns on a monthly basis.

Public Education (SO-PE) –
· Establish public education goals and objectives for the Division along with the necessary plans to achieve those goals. Develop PE goals that are measurable and maintain a periodic review of the progress.
· Coordinate with the SO-MT to ensure any required IT workshops are properly conducted.
· Monitor the Division education schedule, update as necessary and coordinate with Flotillas to ensure instructors are available and classes can be conducted.
· Cooperate with the SO-PA to encourage programs and activities to promote and publicize boating safety and PE courses in school systems, camps, clubs and industry groups.
· Coordinate with SO-PA and FSO-PEs to encourage the presentation of the Auxiliary and Auxiliary membership, to the students of each PE course.
· Establish an aggressive program for training new instructors and incorporating them into the PE program.
· Report any PE related activities, updates or concerns on a monthly basis.

Vessel Examinations (SO-VE) –
· In coordination with the SO-MT and FSO-MTs and FSO-VEs, promote an aggressive program to qualify new Vessel Examiners in each Flotilla annually.
· Assist the SO-OP to complete 100% of the operational facility examinations well in advance of the operating season.
· Secure all needed materials and distribute them to the FSO-VEs well in advance of the boating season. These include but are not limited to forms, decals, banners, Auxiliary membership material, state regulations, discount coupons for safety equipment, etc.
· Identify those VEs who may not complete five examinations annually and thus could lose their VE qualifications.
· Encourage FSO-VEs to coordinate with FSO-PAs to publicize VE related events such as ramp days, National Safe Boating Week, etc.
· Report any VE related activities, updates or concerns on a monthly basis.