COM 0230.000 2002-2004 - Laserfiche WebLink

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ATTACHMENT TO NEW POSITION INFORMATION FORM 1. Give reasons how new duties arose (statutes enacted, ordinances, newly authorized programs, basis for increased workloads, etc.): The increase in workload is caused by the increase in the number of registered vehicles. See Exhibit A. The staffing in Hilo has been the same since 1990, despite a steady increase in registered vehicles since 1993. 2. Can new duties be assigned to existing positions or handled in other ways such as short-term contracts, etc. No. The existing employees already have full workloads while simultaneously attempting to accommodate additional workloads. This is not a temporary condition but an upward trend driven by the population increases for this island. 3. How will new position increase the efficiency/effectiveness of operations? (Use productivity measurements where possible.): 1. The public will have a shorter wait to have their transactions processed. This is our no. 1 complaint. We are the most heavily visited county agency on a day to day basis, and over-the counter service may be the only face to face contact a citizen may have with the County. Yet, we may be sending the message that the County Government is unconcerned about their long wait in line. Businesses such as automobile dealers and car rental agencies depend on a quick tumazound for us. The dealer volume has increased markedly to the point that one person dedicated to just doing dealer work cannot keep up at times. 2. More staff will allow us to respond to telephone calls faster. During busy times, the treasury cashiering and accounting section helps to answer telephone calls which diverts them from their primary duties. Calls sometimes overflow to the Finance Director's secretary when callers become impatient. 3. Most of our business is vehicle registration renewals through the mail. We are having more difficulty in mailing out the renewal stickers in a timely manner. This prompts a call from the customer, which adds further to the workload. 4. The new position will help our staffing to maintain an acceptable level of service when someone is absent. The quality of service decreases and the stress level increases when there are multiple absences the same day due to vacation and sick leave. We are not working at a sustainable level, but starting a downward spiral whereby sick leave is increasing. This causes an additional burden on the remaining staff. They are required to work overtime which means more compensatory time. Those earning compensatory time will take their time off which leaves us with less staff.