HomeMy WebLinkAboutCOM 1038.000 2004-2006
+iV os M,
Harry Kim ,c~ William Takaba
Mrryor . Direclor
Nancy E. Crawford
rnnw r,,IrtS / t ry it : ,,e' Oepun Direclor
County of Hawaii
Finance Department
25 Aupum Street. Room 118 • Hi to, I-lawaii 96720
(808) 961-8234 • Fax(808)961-8248
August 22, 2006
Stacy K. Higa, Chairman and
Members of the Hawai'i County Council
Hawai'i County Council
25 Aupuni Street
Hilo, Hawai'i 96720
Re: New Positions for the Department of Environmental Management
As the newest department in the County of Hawai'i, the Department of Environmental Management
(DEM) continues to review and establish the necessary staffing levels to carry out its duties and
responsibilities. Three (3) new positions have been identified and are being requested at this time.
These positions include a Business Manager to provide common oversight for all of the Business
Services Section's functions and to help to establish new policies and procedures as well as to
improve and keep existing policies current; and a Contracts Technician and a Clerk III to improve the
timeliness and efficiency of drafting and processing the department's contracts. Funding for these
positions and related costs will come from the increase in administrative charges derived from the
Sewer, Solid Waste and Vehicle Disposal Special Funds.
Enclosed is a resolution creating a Business Manager position, a Contracts Technician position and
a Clerk III position for the Department of Environmental Management.
Also enclosed is a bill for an ordinance to amend the Operating Budget by increasing the DEM
administrative charges revenues and to appropriate it to the Salaries & Wages, OCE, and
Equipment account.
If there are any questions, please do not hesitate to call the Department of Environmental
Management.
!)Tt
am Takaba
Director of Finance
APPROVED
Jgvit 1 r
Harry Kim
Mayor
Comm. No.
Enc. Ref. To: v
cc: Environmental Mgt Ref. Date AUG 2 4 nag
Hawaii County is an Equal Opportunity Provtuer and Employer
LEAD. ~'Cb ~'~t~
Form B-52
7/18/91
DEPARTMENT OF FINANCE
REQUEST FOR COUNCIL ACTION
DEPARTMENT: Environmental Management DATE: 8/21/06
STAFF CONTACT: Barbara Bell PHONE: 961-8083
A. REQUEST:
The Department of Environmental Management requests a resolution authorizing the Department to create
three new positions titled: Business Manager (EM-03), Contracts Technician (SR-15), and Clerk III (SR-10).
An ordinance to amend the FY06-07 Operating Budget Ordinance No. 06-79 is also requested to fund these
positions as follows:
Revenue:
010.3401.46 Environmental Mgmt Dept Admin Charges $117,192
Expenses:
010.671.5671.01 Enviromental Mgmt Salaries & Wages $104,922
010.671.5671.02 Environmental Mgmt OCE $ 3,270
010.671.5671.06 Environmental Mgmt Equipment $ 9,000
B. BACKGROUND AND JUSTIFICATION (USE ADDITIONAL SHEETS AS NEEDED):
These positions are needed as part of establishing the necessary staffing levels for this newest department.
A Business Manager is needed to provide common oversight for all of the Business Services functions and
to help to establish new policies and procedures as well as to improve and keep existing policies current.
The Contracts Technician and Clerk III are needed to improve the timeliness and efficiency of drafting and
processing the Department's contracts. See attached for additional information.
SIGNED: zoe6c- DATE: L/ d6
Department Head
ESTIMATED FUND 010 GENERAL FUND COUNTY OF HAWAII
EXPENDITURES DEPT 671 ENVIRONMENTAL MGMT YR 2006-07
SUPPLEMENTAL - NEW POSITIONS
BASE.EL ACCOUNT 2006-07 2006-07 2007-08 2008-09
OBJ DESCRIPTION ITEMIZED ESTIMATE ESTIMATE ESTIMATE
5671 ENVIRONMENTAL MGMT
5671.01 ENVIRONMENTAL MGMT S&W
SALARIES & WAGES
G11 REGULAR S&W 104,922 139,896 139,896
A. REGULAR S&W - Business Mgr 58,779
B. REGULAR S&W - Contracts Tech 25,317
C. REGULAR S&W - Clerk III 20,826
TOTAL
ENVIRONMENTAL MGMT S&W 104,922 139,896 139,896
5671.02 ENVIRONMENTAL MGMT OCE
CONTRACTUAL SERVICES
102 TELEPHONE 1,920 1,440 1,440
A. TELEPHONE 1,080
B. CELLULAR PHONE 0
C. PHONE INSTRUMENTS 600
D. PHONE INSTALLATION 240
227 COMPUTER & OFFICE SUPP 1,350 1,800 1,800
A. COMPUTER SUPPLIES 600
9. OFFICE SUPPLIES 750
C. MISC PC HARDWARE 0
TOTAL
ENVIRONMENTAL MGMT OCE 3,270 3,240 3,240
5671.06 ENVIRONMENTAL MGMT EQPT
EQUIPMENT
450 OFFICE EQUIP-FIXT-FURN 3,100 0 0
A. FILE CABINETS 1,000
B. DESKS 1,350
C. CHAIRS 750
454 COMPUTER EQPT & SOFTWARE 5,900 0 0
A. SOFTWARE 0
B. COMPUTERS 5,400
C. PRINTERS 500
TOTAL
ENVIRONMENTAL MGMT EQPT 9,000 0 0
DEPT 671 TOTAL
ENVIRONMENTAL MGMT 117,192 143,136 143,136
Department of Environmental Management
Allocation of Administrative Costs
FY06-07
Wastewater Solid Waste Vehicle Disposal Totals
Approved Admin Budget 559,262 629,871 50,402 $ 1,239,535
Proposed Increase 34,029 76,687 6,476 $ 117,192
Proposed Admin Budget 593,291 706,558 56,878 $ 1,356,727
Approved Special Funds
Budgeted for Admin Allocations 560,000 620,000 50,000 $ 1,230,000
Add'I Special Funds needed 33,291 86,558 6,878 $ 126,727
Special Funds available:
030.631.5631.21.449 33,291 33,291
085.601.5604.02.115 86,558 86,558 121
075.641.5641.02.115 6,878 6,878 131
Total Funds Available 33,291 86,558 6,878 $ 126,727
(1) Wastewater Equipment - $140,000 of funds budgeted for Sludge Trailers is no longer needed.
(2) Miscellaneous Contract Services - Actual costs for Hilo Brownfields Soil Analysis and
Waimea & Kailua Post Closure are expected to come in under budget based on initial
proposal and revised estimates.
(3) Miscellaneous Contract Services - Actual scrap metal costs have been running less than
budgeted.
REQUEST FOR ORGANIZATIONAL CHANGES AND/OR POSITION ACTIONS
TO: MANAGING DIRECTOR DATE: 8/17/06
PROM: DEPARTMENT: Environmental Management
DIVISION/BRANCH: Administration - Business Services Section
REQUEST:
® NEW POSITION Business Mgnager EM 03
TITLE PAY GRADE
? REALLOCATION
POS.NO. CURRENT TITLE PAY GRADE
PROPOSED TITLE PAY GRADE
? OTHER
(charge in FTE, transfer, etc.) POS.NO. CURRENT TITLE PAY GRADE
COMMENTS:
The Business Manager position is being created as a key part of establishing the
necessary staff for the newest County department, the Department of Environmental
Management. As the Department continues to establish itself, a higher level of
administrative and fiscal oversight has become necessary. Responsibilities given to this
position will include oversight of the personnel functions, direct supervision of the
division's accounting staff, collections, ensuring state procurement laws are followed in
a timely manner, as well as continuing to refine policies and procedures for personnel,
accounting, contracting, and accounts receivable.
17. eo
DATE DEPARTMENT HEAD
APPROVED ? DISAPPROVED
9 1241 0
MANAGING DIRECTOR DATE
DCS CP-005 (2193)(11193)(7101)
NEW POSITION INFORMATION FORM
Department: Environmental Management Date: 08/17/06
Division/Branch: Administration - Business Services Section
# of Similar
Pay Annual Fund Pos. in
Class Title Grade Sala Source Dept.
Business Manager EM 03 $78,372 County 0
1. Give reasons how new duties arose (statutes enacted, ordinances, newly
authorized programs, basis for increased workloads, etc.):
The Business Manager position is being created as a key part of establishing the
necessary staff for the newest County department, the Department of Environmental
Management. As the Department continues to establish itself, a higher level of
administrative and fiscal oversight has become necessary. Responsibilities given to
this position will include oversight of the personnel functions, direct supervision of the
division's accounting staff, collections, ensuring state procurement laws are followed
in a timely manner, as well as continuing to refine policies and procedures for
personnel, accounting, contracting, and accounts receivable.
2. Can new duties be assigned to existing positions or handled In other way such as
short-term contracts, etc.
There are no other existing positions that can take on these duties. Contracting is not
viable because these duties will be ongoing, not short term. The Department has
recently been audited by the Legislative Auditor's office. Numerous instances were
found where potential County liability could have been decreased or eliminated by
proper staffing levels to ensure adequate internal controls and contracting
oversight.
3. How will new position increase the efficiency/effectiveness of operations? (Use
productivity measurements where possible.):
Establishing this position will improve efficiency and effectiveness by refining
procedures and providing more oversight. Presently, the Department is suffering from
too many employees performing too much overtime. Also, providing common
oversight of the payroll and personnel functions recognizes how heavily dependent
they are on each other.
4. Alternatives that were considered in lieu of new position. (Have technological
changes been considered?)
Classification/ Business Services manager 08/17/068:49 AM
New Position Form
Page 2
The Department has worked for the past two years, trying to get along without this
position. Upon being formally audited, the recognition that we were contributing to
possible County liabilities, rather than saving money, was inescapable. The fact that
the Department is still the newest in the County makes it important to have a
Manager who can make certain that all the transitions are successful.
5. Why were manpower needs not planned through budgetary process?
The needs became painfully clear when the Legislative Auditor's Audit was released
in late June, 2006.
6. List other rationale or pertinent statements and data:
Creating this position is a necessary step toward establishing the staffing needed for
the Department to accurately handle all its administrative duties. Ever since the
transfer of Administrative duties from Public Works to the Department was
completed in FY 04-05, there have been serious work load issues.
DCS CP-002 (2193)
Classification/Business Manager 08/17/068:49 AM
DEPARTMENT OF CIVIL SERVICE
1. Position No. new COUNTY OF HAWAII LOCATION
Environmental
POSITION DESCRIPTION FORM Dept. Management
Type: Civil Service ( ) Exempt ( X) Div. or But.
Permanent ( X) Temporary ( ) Section Business Services
Full Time ( X) part-time ( ) Geo.. Loc. S. Hilo
2. FOR CIVIL SERVICE USE ONLY
Allocation Class Business Manager Salary Range EM 03 Effective Date 10/1/2006
Approved: Date By:
Authority Date Director of Personnel
3. DUTIES OF THE POSITION
List each duty assigned to the position separately. Arrange these duties in togical order beginning wim those performed most frequently and followed by those pertorneci
occasionally. Be clear, complete, and concise. Stick to statements of fact; avoid the use of vague or general terms. Give an estimate of the average amount of time spent in
performing each major duty. If a reallocation of the position is requested, show the exact changes in duties, reasons for these changes and the exact date when these changes
occurred. If more space is needed, use a blank sheet and attach to this form.
Duties Summary: Show
This position serves as a head of the Business Services Section of the Department of Environmental Management; %
is responsible to plan, direct, and administer the department's financial affairs including all fiscal, contracting, and of time
personnel matters in collaboration with the Director to obtain the financial objectives based on the department goals
and policies; formulates and recommends approval of policies and programs for the department's financial planning
and analysis activities and helps coordinate the efforts of division management personnel toward reaching their
fiscal and personnel goals.
1 Plans, directs, and oversees the fiscal and personnel activities of the Department/Divisions; assigns and 35%
supervises the work of all accounting and personnel staff in the department; oversees the organization,
staffing, and personnel requirements of all divisions. (1,2,3)
2 Oversees the compilation of and assists Director with review of annual budget from divisions for General 10%
Fund, Sewer Fund, Solid Waste Fund, and Vehicle Disposal Fund; assists with studies, estimates and
projections of departmental requirements and compares with estimated revenues; and provides continuous
monitoring of the budget during the fiscal year. (1,2)
3 Develops and establishes objectives for the Administrative Division consistent with departmental goals. 10%
Formulates and recommends departmental policies and procedures relating to business, financial, and
personnel matters. (1,2)
4 Oversees and coordinates the department's programs relating to contracting for services and the purchase of 10%
supplies, materials, and equipment; establishes internal policies and procedures to ensure a consistent
departmental application of County and State procurement requirements for services, equipment, and supplies.
Arranges and directs audits of contractors when required. (1,2)
CONTINUED ON ATTACHED SHEET
Key: (1) The performance of this function is the reason this job exists.
(2) The number of other employees available to perform this function is limited.
(3) This function is highly specialized and employee is hired for special expertise or ability to perform this function.
4. Supervision Received Give the position no. and title of immediate supervisor of this position.
Position Number ZO-00082 Title: Deputy Director of Environmental Management
5. SUPERVISORY RESPONSIBILITIES OF THE POSITION
Position No. Title Nature of Supervision
4221 Accountant IV Direct
4220 Personnel Management Specialist 11 Direct
DCS CP-1 (2/90)
6. Present Class NEW Pay Grade
7. REQUESTED ACTION
New Position-Initial Allocation (X) Changes in Duties and Responsibilities-Reallocation ( ) Redescription-Review ( ) Effective Date
Requested Class Allocation Business Manager Pay Grade EM 03
8. CERTIFICATION OF EMPLOYEE The duties & responsibilities described above are accurate and complete.
Employee's Name (Print)
Employee's Signature Date
9. STATEMENT OF IMMEDIATE SUPERVISOR
a. Describe the nature and extent of supervision which you exercise over this position.
b. Indicate the qualifications absolutely necessary to perform the duties of the position. Keep in mind the position itself and the qualifications
a new employee must bring to the position rather than the qualifications of the employee who now occupies it.
Education - General Basic Qualifications Necessary for Work Performance
Circle highest ear (Elementary and Hi Scol I 2 3 4 5 6 7 g 9 10 11 12
Special or Professional: (College) 1 2 3 4 ho1 2 3 4 Kind:
Work Experience - Kind Training and Experience:
and length in years: A combination of education and experience substantially equivalent to graduation from an accredited college
or university with a major in business administration, public administration, accounting, or public finance or a
related field, and five (5) years of progressively responsible experience involving the management of financial
affairs with some exnerience in nersonnel affairs.
Knowledge, Skills and Knowledge of.
abilities Knowledge of: principles and practices of administration; government organization and functions; the
functions and operations of the department to which assigned; accounting principles and practices; budget
preparation and budgetary controls; personnel administration; purchasing and storing methods; public
relations; and report writing.
Ability to: interpret laws, rules and regulations, secure and analyze facts and make administrative decisions;
develop new work procedures; maintain a professional demeanor and cooperative working relationships;
analyze financial statements and reports; prepare clear and concise reports; supervise a varied program of
business activities: meet and deal effectivelv with the nublic.
Physical Requirements: Persons seeking appointment to positions in this class must meet the health and physical condition standards
deemed necessary and proper to perform the essential functions of the position with or without reasonable
accommodations.
Physical Effort Grou : Li ht
Licenses or certificates required:
Possession of a valid State of Hawaii driver's license (Class 3) or any other valid comparable motor vehicle operator's license
as applicable to the position.
10 CERTIFICATION OF IMMEDIATE SUPERVISOR I certify that the above statements are accurate and complete.
Immediate Supervisor's Signature Date
I 1 CERTIFICATION OF DIVISION HEAD I certify that the above statements are accurate and complete.
Division Head's Signature Date
12 CERTIFICATION OF DEPARTMENT HEAD I certify that the above statements are accurate and complete to
the best of H knowledge sj
Department t Head's Signature Date
Distribution: Original - Civil Service, 1 st Copy - Department, 2nd Copy - Employee
Business Manager - Attachment Show
Position No. OC-Oxxxxx %
Examples of Duties (Continued): of time
5. Provides interpretive and advisory services concerning fiscal and personnel matters to the Director and 5%
Division Chiefs, and other personnel in the Department; attend staff meetings, provides appropriate training in
fiscal procedures and conducts internal audits and studies as needed. (1,2,3)
6. Plans, develops, and directs the compilation of accounting data and the preparation of monthly financial and 5%
budgetary reports for the department and divisions; develops internal procedures for the recording of
transactions relating to revenue, expenditures, payroll, reimbursements, and cash flow. (1,2)
7. Recommends/ assists in the modification and/or development of new fiscal regulations and laws such as sewer 5%
and solid waste user fees, facility charges and other financial issues. (1,2,3)
8. Assists the divisions in the development and implementation of collection procedures for receivables in special 5%
fund accounts. (1,2)
9. Attends meetings and conferences concerning fiscal matters such as budget instruction meetings, budget 5%
hearings, State sewer revolving fund, accounting and procurement procedure meetings to provide appropriate
oversight to insure that the Department and its Divisions are complying with all applicable county, state, and
federal fiscal requirements. (1,2)
10. Assists the divisions in the fiscal management for federal and state grant and loan programs. (1,2) 2.5%
11. Plans, directs and oversee the operation and development of the department's integrated computer system. (2) 2.5%
12. Performs other related duties as assigned. 5%
Key: (1) The performance of this function is the reason this job exists.
(2) The number of other employees available to perform this function is limited.
(3) This function is highly specialized and employee is hired for special expertise or ability to perform this
function.
SOURCE OF FUNDS FOR NEW POSITION/REALLOCATION/CHANGE IN FTE
1. COMPUTATION OF FUNDS REQUIRED FOR POSITION NO. New- Business Manager (If no
position number indicate "new'.)
a) New monthly salary (10/1/06) $ 6,531
b) Present monthly salary specifically included in
FY 06-07 budget (If NOT BUDGETED, INDICATE -0-) $ 0
C) Net funds required (Item "a" minus Item "b") $ 6,531
d) Remaining number of months in current fiscal year 9
e) Funds required in remainder of fiscal year
(Items "c" x Item "d") $ 58,779
2. AVAILABILITY OF FUNDS
a) What is the position's fund source (county, state, federal)? County
b) Funds are budgeted in account number: (requested) 010.671.5671.01.011
C) Funds are available in account number:
Transfer to account number:
d) Request to transfer funds for reallocation:
From: 010-911-5911.70-341 Provision for Reallocation
Total Amount
To:
Account Number Account Title
I certify that the information is correct and funds are available, and that the funds may be used
for the classification action as requested.
Department Head Date
DCS CP-004 (2/93) Rev. 8194; 8197
REQUEST FOR ORGANIZATIONAL CHANGES AND/OR POSITION ACTIONS
TO: MANAGING DIRECTOR DATE: 8/21/06
FROM: DEPARTMENT: Environmental Management
DIVISION/BRANCH: Administration -Business Services
REQUEST:
® NEW POSITION Contracts Techlician _SIR 15_
TITLE PAY GRADE
? REALLOCATION
POS.NO. CURRENT TITLE PAY GRADE
PROPOSED TITLE PAY GRADE
? OTHER
(change in nE, transfer, etc.) POS. NO. CURRENT TITLE PAY GRADE
COMMENTS:
The Contracts Technician position is being created as a part of establishing the
necessary staff for the newly created Department of Environmental Management. As
the Department continues its efforts to establish the necessary staffing levels, we've
determined that specialized assisstance in developing and processing contracts is
needed. With contractual services comprising around 50% of the Department's
operating budget, it is important that contracts are executed in a timely manner and in
compliance with procurement rules.
DATE DEPARTMENT HEAD
d APPROVED ? DISAPPROVED
Ck g ZA I 0 L
MANAGING DIRECTOR DATE
DCS CP-005 (2/93)(11/93)(7/01)
FY 06-07/ BSS/ Contract Tech
e r~;2. v
NEW POSITION INFORMATION FORM
Department: Environmental Management Date: 8/21/06
Division/Branch: Administration - Business Services Section
# of Similar
Pay Annual Fund Pos. in
Class Title Grade Sala Source Dept.
Contracts Technician SR 15 C $33,756 County 0
1. Give reasons how new duties arose (statutes enacted, ordinances, newly
authorized programs, basis for increased workloads, etc.):
The Contracts Technician position is being created as a part of establishing the
necessary staff for the newly created Department of Environmental Management.
As the Department continues its efforts to establish the necessary staffing levels,
we've determined that specialized assisstance in developing and processing
contracts is needed. With contractual services comprising about 50% of the
Department's operating budget, it is important that contracts are executed in a
timely manner and in compliance with procurement rules.
2. Can new duties be assigned to existing positions or handled in other way such as
short-term contracts, etc.
There are no other existing positions that can take on these duties. Contracting for
the service is not appropriate because these duties will be ongoing, not short term.
3. How will new position increase the efficiency/effectiveness of operations? (Use
productivity measurements where possible.):
Allocating this position will improve efficiency by providing common oversight of the
contracting functions to one person who can insure that the contracts are properly
developed and executed in compliance with all applicable laws. It will also
increase efficiency by providing a single point of contact to address all contract
concerns during the routing of the contract.
08/20/0610:42 AM
New Position Form
Page 2
4. Alternatives that were considered in lieu of new position. (Have technological
changes been considered?)
Currently contracts are being developed by the individual project managers. The
new Contract Technician would assist the staff with processing the documents to
issue bids and requests for proposals, to help develop the contracts, and to insure
the contractors provide the required documents prior to initiating the agreements.
5. Why were manpower needs not planned through budgetary process?
We have tried to handle these duties with existing staff, however, the recent audit by
the Legislative Auditors has shown that we really do need additional manpower with
these specialized skills.
6. List other rationale or pertinent statements and data:
Creating this position is a necessary step toward establishing the staffing needed for
the Department to handle its own administrative duties.
DCS CV-002 (2/93)
08/20/0610:42 AM
DEPARTMENT OF CIVIL SERVICE
1. Position No. (new) COUNTY OF HAWAII LOCATION
Environmental
POSITION DESCRIPTION FORM Dept. Management
Type: Civil Service ( X) Exempt ( ) Div. or Bur. Administration
Permanent ( X) Temporary ( ) Section Business Services
Full Time ( X) Part-Time ( ) Geog. Loc. Hilo
2. FOR CIVIL SERVICE USE ONLY
Allocation Class Contracts Technician Salary Range SR 15 Effective Date
Approved: Date By:
Authority Date Director of Personnel
3. DUTIES OF THE POSITION
List each duty assigned to the position separately. Arrange these dunes in logical order beginning with those pert finned most trequently and tollowed by those perionneo
occasionally. Be clear, complete, and concise. Stick to statements of fact; avoid the use of vague or general terns. Give an estimate of the average amount of time spent in
performing each major duty. If a reallocation of the position is requested, show the exact changes in duties, reasons for these changes and the exact date when these changes
occurred. If more space is needed, use a blank sheet and attach to this form.
Duties Summary: Show
Serves as the coordinator for the processing of contracts from initial request to final Notice to Proceed. %
Performs a variety of complex functions in the preparation, review and refinement of contracts and related of time
forms and documents. Serves as consultant to project managers in the development of contracts and
related documents.
Examples of Duties:
1. Reviews and edits submitted contract documents, including notice to bidders, special provisions and 35%
specifications for conformance with state procurement law, Federal regulations and General
Requirements and Covenants prior to advertising. Assists project manager with scheduling of
meetings and timetables for bids and requests for proposals. Prepares award letters, contracts, and
other necessary documents; reviews, edits and drafts consultant contracts and requests for proposals,
all in compliance with rules, regulations and laws. (1,2)
2. Prepares and processes supplemental contracts for execution as required and in accordance with rules, 15%
regulations and laws. (1,2)
3. Maintains database of contracts and change orders processed through the department including 10%
information relating to dates, amounts, current status and other specifics of contract. Provides
statistics and various reports as requested. Prepares, updates and posts the department's informational
listings, procurement notices, and departmental forms on the Internet at the county and/or state
websites as required and in accordance with rules, regulations and laws. (1,2)
CONTINUED ON ATTACHED SHEET
Key: (1) The performance of this function is the reason this job exists.
(2) The number of other employees available to perform this function is limited.
(3) This function is highly specialized and employee is hired for special expertise or ability to perform this function.
4. Supervision Received Give the position no, and title of immediate supervisor of this position.
Position Number 00-04495 Title: ACCOUNTANT I
5. SUPERVISORY RESPONSIBILITIES OF THE POSITION
List must coincide with the official organization chart.
Position No. Title Nature of Supervision
(new) CLERK III Direct
me rn-r atom
6. Present Class NEW Pay Grade SR 15
7. REQUESTED ACTION
New Position-Initial Allocation (X) Changes in Duties and Responsibilities-Reallocation ( ) Redescription-Review ( ) Effective Date
Requested Class Allocation CONTRACTS TECHNICIAN Pay Grade SR 15
8. CERTIFICATION OF EMPLOYEE The duties & responsibilities described above are accurate and complete.
Employee's Name (Print) VACANT
Employee's Signature Date
9. STATEMENT OF IMMEDIATE SUPERVISOR
a. Describe the nature and extent of supervision which you exercise over this position.
Direct
b. Indicate the qualifications absolutely necessary to perform the duties of the position. Keep in mind the position itself and the qualifications
a new employee must bring to the position rather than the qualifications of the employee who now occupies it.
Education - General Basic Qualifications Necessary for Work Performance
Circle highest (Elementary and Hi School 1 2 3 4 5 6 7 g 9 10 11 (12)
Special or Professional: (College) 1 2 3 4 1 2 3 4 Kind:
Work Experience - Kind Training and Experience:
and length in years: A combination of education and experience substantially equivalent to graduation from high school and five
(5) years of clerical experience, three (3) of which shall have included the review and processing of contracts
and related legal documents in conformance to pertinent laws, policies, and procedures.
Knowledge, Skills and Knowledge of:
abilities Knowledge of. State procurement laws, federal regulations, and county policies and procedures applicable to
consultant, engineering, and construction contracts, bidding procedures and regulations; contract forms; office
Dractices and procedures: commuter applications: 2rammer. spelling. and word usaee.
Ability to: review, edit, and process contracts in accourdance with prescribed laws and regulations; draft
consultant, engineering, and construction contracts; understand, explain, and apply applicable provisions of
ordinances, laws, and regulations governing contracting procedures; maintain records and prepare reports;
maintain effective working relationships with others, deal courteously and effectively with the public; operate
standard office machines including desktop computers and peripherals.
Physical Requirements: Persons seeking appointment to positions in this class must meet the health and physical condition standards
deemed necessary and proper to perform the essential functions of the position with or without reasonaable
accommodations.
Physical Effort Grou : Light
Licenses or certificates required:
As a pplicable to position, possession of a current State of Hawaii Notary Public Commission for governmental documents prior to
completion of probation.
10 CERTIFICATION OF IMMEDIATE SUPERVISOR I certify that the above statements are accurate and complete.
Immediate Supervisor's Signature Date
I 1 CERTIFICATION OF DIVISION HEAD I certify that the above statements are accurate and complete.
Division Head's Signature Date
12 CERTIFICATION OF DEPARTMENT HEAD I certify /that ttthe above statements are accurate and complete to
the best of knowledge
Department t Head's Signature Date
Distribution: Original - Civil Service, 1 st Copy - Department, 2nd Copy - Employee
Show
Contracts Technician - Attachment %
Position No.: New of time
Examples of Duties (Continued):
4. Oversees the entire bidding, request for proposal, request for quotations, and professional services 10%
selection processes. Coordinates the publication of notices and notifies affected persons; provides
information on the terms and conditions of contracts and bidder's requirements; receives bids and
proposals. (1,2)
5. Assures that all required documents, such as insurance certificates are current and active for the life 10%
of the contract. Coordinates the receipt of necessary closing documents, including tax clearances and
the department's acknowledgement of final acceptance. (1,2)
6. Drafts departmental rules, instructions and procedures relating to the processing of contract 10%
documents. Advises project managers and other departmental staff on current procurement
regulations and their applicability to contracts. Conducts training as requested. May supervise other
subordinates as assigned. (1,2)
7. Notarizes contracts and other government documents. (1,2) 5%
8. Performs other related duties as required. (2) 5%
Key: (1) The performance of this function is the reason this job exists.
(2) The number of other employees available to perform this function is limited.
(3) This function is highly specialized and employee is hired for special expertise or ability to perform this function.
SOURCE OF FUNDS FOR NEW POSITION/REALLOCATION/CHANGE IN FTE
1. COMPUTATION OF FUNDS REQUIRED FOR POSITION NO. New- Contracts Technician
(If no position number indicate "new".)
a) New monthly salary (10/01/06) $ 2,813
b) Present monthly salary specifically included in
FY 06-07 budget (If NOT BUDGETED, INDICATE -0-) $ 0
C) Net funds required (Item "a" minus Item "b") $ 2,813
d) Remaining number of months in current fiscal year 9
e) Funds required in remainder of fiscal year
(Items "c" x Item "d") $ 25,317
2. AVAILABILITY OF FUNDS
a) What is the position's fund source (county, state, federal)? County
b) Funds are budgeted in account number: (requested) 010.671.5671.01.011
C) Funds are available in account number:
Transfer to account number:
d) Request to transfer funds for reallocation:
From: 010-911-5911.70-341 Provision for Reallocation
Total Amount
To:
Account Number Account Title
I certify that the information is correct and funds are available, and that the funds may be used
for the classification action as requested.
/111&Agpzv /-//W J17-116,6
Department Head Date
DCS CP-004 (2/93) Rev. 8194; 8/97
REQUEST FOR ORGANIZATIONAL CHANGES AND/OR POSITION ACTIONS
TO: MANAGING DIRECTOR DATE: 8/21/06
FROM: DEPARTMENT: Environmental Manaament
DIVISION/BRANCH: Administration - Business Services Section
REQUEST:
® NEW POSITION CLERK III SR-in
TITLE PAY GRADE
? REALLOCATION
POS.NO. CURRENT TITLE PAY GRADE
PROPOSED TITLE PAY GRADE
? OTHER
(change in FfE, transfer, etc.( POS. NO. CURRENT TITLE PAY GRADE
COMMENTS:
The Clerk III position is being created as a part of establishing the necessary staff for
the newly created Department of Environmental Management. As the Department
continues its efforts to establish the necessary staffing levels, we've determined that
more assistance is needed in handling our contracts. With contractual services
comprising around 50% of the Department's operating budget, it is important that
contracts are executed in a timely manner and in compliance with procurement rules.
This position would work with the newly requested Contracts Technician to process
contracts, distribute them, and maintain the files. This position would also provide
general clerical assistance for the Departments Administration.
z~/6 6 ~v
15AT~
3 APPROVED ? DISAPPROVED
Glk~
MANAGING DIRECTOR DATE
DCS CP-005 (2/93)(11/93)(7/01)
FY 06-07 BSS/Clerk III
NEW POSITION INFORMATION FORM
Department: Environmental Management Date: 8/21/06
Division/Branch: Administration - Business Services Section
# of Similar
Pay Annual Fund Pos. in
Class Title Grade Sala Source Dept.
Clerk III SR 10C $27,768 County 0
1. Give reasons how new duties arose (statutes enacted, ordinances, newly
authorized programs, basis for increased workloads, etc.):
The Clerk III position is being created as a part of establishing the necessary staff for
the newly created Department of Environmental Management. As the Department
continues its efforts to establish the necessary staffing levels, we've determined that
more assistance is needed in handling our contracts. With contractual services
comprising around 50% of the Department's operating budget, it is important that
contracts are executed in a timely manner and in compliance with procurement
rules. This position would work with the newly requested Contracts Technician to
process contracts, distribute them, and maintain the files. This position would also
provide general clerical assistance for the Department's Administration.
2. Can new duties be assigned to existing positions or handled in other way such as
short-term contracts, etc.
There are no other existing positions that can perform these duties. Contracting for
the service is not appropriate because these duties will be ongoing, not short term.
3. How will new position Increase the efficiency/effectiveness of operations? (Use
productivity measurements where possible.):
Allocating this position will improve efficiency by allowing clerical tasks to be
delegated to this position which could handle the tasks more efficiently and would
therefore allow other positions to be more efficient and effective in their duties.
08/20/0610:44 AM
New Position Form
Page 2
4. Alternatives that were considered in lieu of new position. (Have technological
changes been considered?)
Currently each person handles their own clerical duties or assigns the tasks to a
Student Helper when available. This takes valuable time away from each persons
specialized duties that would be better handled by someone with the required
clerical skills of a Clerk III.
5. Why were manpower needs not planned through budgetary process?
We have tried to handle these duties with existing staff, however, the recent audit by
the Legislative Auditors has shown that we really do need additional manpower with
these specialized skills.
6. List other rationale or pertinent statements and data:
Creating this position is a necessary step toward establishing the staffing needed for
the Department to handle its own administrative duties.
DCS CP-002 (2/93)
08/20/0610:44 AM
DEPARTMENT OF CIVIL SERVICE
1. Position No. NEW COUNTY OF HAWAII LOCATION
POSITION DESCRIPTION FORM Dept. Environmental Mngt.
Type: Civil Service ( X) Exempt ( ) Div. or Bur. Administration
Permanent ( X) Temporary ( ) Section Business Services
Full Time ( X) Part-Time ( ) Geog. Loc. Hilo
2. FOR CIVIL SERVICE USE ONLY
Allocation Class Clerk III Salary Range SR-10 Effective Date
Approved: Date By:
Authority Date Director of Personnel
3. DUTIES OF THE POSITION
List each duty assigned to the position separately. Arrange these duties in logical order beginning with those pertormed most trequently and billowed by those performed
occasionally. Be clear, complete, and concise. Stick to statements of fact; avoid the use of vague or general terms. Give an estimate of the average amount of time spent in
performing each major duty. If a reallocation of the position is requested, show the exact changes in duties, reasons for these changes and the exact date when these changes
occurred. If more space is needed, use a blank sheet and attach to this form.
Summary of Duties: Show
Performs a variety of difficult clerical or routine administrative work in preparing, checking, reviewing, evaluating, and %
refining forms, records, and similar materials; prepares reports and maintains continuing records; may supervise others;
and performs other related duties as required. of time
Examples of Duties:
1. Processes consultant and other contract documents, including notices, special provisions and specifications for 25%
conformance with State procurement law, Federal regulations, and General Requirements and covenants.
Assists project managers with scheduling meetings and timetables for bids and requests for proposals. Prepares
award letters, contracts, and other necessary documents; drafts consultant contracts and requests for proposals,
all in compliance with rules, regulations and laws. (1,2)
2. Processes supplemental contracts for execution as required and in accordance with rules, regulations and laws. (1,2) 15%
3, Distributes executed contracts. Routes and tracks bid documents from Purchasing to the Divisions. Updates 15%
database of contracts processed through the Department including information relating to dates, amounts, current
status and other specifics of the contracts. (1,2)
4. Keeps all required documents, such as insurance certificates current and active for the life of the contract. 10%
Receives necessary closing documents, including tax clearances and the department's acknowledgement of final
acceptance. Sets up and maintains files and revises system as necessary; codes and indexes records. (1,2)
5. Types letters, memoranda, reports, specifications, statements, forms, and other materials into final form from 10%
rough or corrected copy; checks and proofreads typewritten materials. Composes routine correspondence and
letters of acknowledgement. (1,2)
6. Answers telephone and takes or relays messages and calls. (2) 10%
7. Follows departmental rules, instructions and procedures relating to the processing of contract documents. Assists 5%
staff on current procurement regulations and their applicability to contracts. (1,2)
g, Provides general information and resolves complaints by outside parties involving interpretation and explanation of 5%
regulations, policies, and procedures, and knowledge of the agency's purposes and functions. (2)
9. Performs other related duties as required. (2) 5%
Key: 1) The performance of this function is the reason that this job exists.
2) The number of other employees available to perform this function is limited.
3) This function is highly specialized and employee is hired for special expertise.
4) Other evidence.
4. Supervision Received Give the position no. and title of immediate supervisor of this position.
Position Number New Title: Contracts Technician
5, SUPERVISORY RESPONSIBILITIES OF THE POSITION
List must coincide with the official organization chart.
Position No. Title Nature of Supervision
none
DCS CP-I (2/90)
6. Present Class new Pay Grade SR-10
7. REQUESTED ACTION
New Position-Initial Allocation ( X ) Changes in Duties and Responsibilities-Reallocation ( ) Redescription-Review ( ) Effective Date
Requested Class Allocation Clerk III Pay Grade SR-10
8. CERTIFICATION OF EMPLOYEE The duties & responsibilities described above are accurate and complete.
Employee's Name (Print) Vacant
Employee's Signature Date
9. STATEMENT OF IMMEDIATE SUPERVISOR
a. Describe the nature and extent of supervision which you exercise over this position.
Direct Supervision
b. Indicate the qualifications absolutely necessary to perform the duties of the position. Keep in mind the position itself and the qualifications a
new employee must bring to the position rather than the qualifications of the employee who now occupies it.
Education - General Basic Qualifications Necessary for Work Performance
Circle highest (Elementary and Hi School I 2 3 a 5 6 7 s 9 to a tz
Special or Professional: (College) 1 2 3 4 1 2 3 4 Kind:
Work Experience - Kind Training and Experience:
and length in years: A combination of education and experience substantially equivalent to graduation from high school, and
three (3) years of clerical experience which shall have included some typing. A current typing
proficiency certificate with a minimum typing speed of 40 net words per minute must be presented at
Knowledge, Skills and Knowledge of: office practices and procedures; filing methods and systems; grammar, spelling, and word
abilities usage; the purposes and uses of standard office machines; principles and practices of supervision.
Ability to:
and numb(type at the rate of 40 net words per minute; make arithmetic computations; compare names
operate standard office machines and equipment; understand, interpret, and explain laws, ordinances,
regulations, and policies pertinent to the department; give and follow oral and written instructions; deal
tactfully and effectively with the public and resolve complaints; supervise and work harmoniously
with others.
Physical Requirements: Persons seeking appointment to positions in this class must meet the health and physical condition
standards deemed necessary and proper for performance of the duties.
Physical Effort Grouping: Light
Licenses or certificates required:
Possession of a valid State of Hawaii driver's license (Class 3) or any other valid comparable motor vehicle operator's license as
applicable to the position.
10 CERTIFICATION OF IMMEDIATE SUPERVISOR I certify that the above statements are accurate and complete.
Immediate Supervisor's Signature Date
11. CERTIFICATION OF DIVISION HEAD I certify that the above statements are accurate and complete.
Division Head's Signature Date
12. CERTIFICATION OF DEPARTMENT HEAD I certify that the above statements are accurate and complete to
the best of my knowledge
Date O ~ Z/ 06
Department Head's Signature
Distribution: Original - Civil Service, 1 st Copy - Department, 2nd Copy - Employee
SOURCE OF FUNDS FOR NEW POSITION/REALLOCATION/CHANGE IN HE
1. COMPUTATION OF FUNDS REQUIRED FOR POSITION NO. New- Clerk III (If no position
number indicate "new".)
a) New monthly salary (10/01 /06) $ 2,314
b) Present monthly salary specifically included in
FY 06-07 budget (If NOT BUDGETED, INDICATE -0-) $ 0
C) Net funds required (Item "a" minus Item 'b") $ 2,314
d) Remaining number of months in current fiscal year 9
e) Funds required in remainder of fiscal year
(Items "c" x Item "d") $ 20,826
2. AVAILABILITY OF FUNDS
a) What is the position's fund source (county, state, federal)? County
b) Funds are budgeted in account number: (requested) 010.671.5671.01.011
C) Funds are available in account number:
Transfer to account number:
d) Request to transfer funds for reallocation:
From: 010-911-5911.70-341 Provision for Reallocation
Total Amount
To:
Account Number Account Title
I certify that the information is correct and funds are available, and that the funds may be used
for the classification action as requested.
`/yZ41;9~-/.111~- O/z1 /06
Department Head Date
DCS CP-004 (2/93) Rev. 8/94; 8/97
°o g
L ~a
U r~
m ~ oa
U p V
033
~ V
~ O y V
O
N
`3 Q,n -x v v v=
N (J V y V_p GV y
G t O ~y
O O~ O y
O
~ M O
G
r~
G
O
U M
a^ L
N N
v U Qq ~
0 3
G ° v1
M
C m t ¢ n m
R=~ a 3
AM e ? 0
r.+ V R ~ O y X
xi ~ ~ e ~ N M ti
u m U Q
O p `n Q ~ 3
L ~
V C V
~ O U
~ G a
V 4Wr N L a
do
q ~ e
y N
a
v
A
0
~ U
'c o
E U ~ O ~ N
9 a V U N ~D
a o aoo
N M
N ~ ^
p aCE~ 7 ~
v
0
N y N m
~ O
A
Z.
U
v o8
o .a
o
0. U ti s~
~ U
d ~ W
O
M ~
C O
N
Z N U V h U V~
d o G
O ~ O y
V O
N
N U1 1~
y y O M
C
O
U M
X
v U ~
'J
a+
C O~ y
E M
v s V ~ ~ O
~w t ¢ M
Rau 'c 3
n e s o
' U
M C M G ? N M ~ [~/1
W G jy ~ U
C C ' Q m
o W ~ o 0
C ~ N
~E _
G m {y ^
R X
C6
A v
ao
O a N
C U N ~
c
N~
C O
' U h
E a,
0
N M
ry F .
i
v E y h ~ y~
C
ro
r
U