The job of the Paperwork ST is to track XP, characters, item cards, havens, and influences so the players have to bother with the rule mechanics as little as possible.
If you want to spend influences and you have no idea how the system works, you go see the Paperwork ST.
If you want to spend your 10 XP on the kung-fu action grip, you go see the Paperwork ST.
If you want to know how your character might get a gun, you go see the Paperwork ST.
If you need to research a part of your background, you go see the Paperwork ST.