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Home My WebLink AboutCOM 0842.000 1998-2000 4pJkv O°M 4 Stephen K. Yamashiro Dixie KaetSU n4°y° Acting Dveor°. ~i•• - S. K. Schutte art 0.•A ' Deputy Z 2 ~_t Couutp of ~amah DEPARTMENT OF FINANCE 25 Aup.m Street, Room 118 • Hilo, Hawaii 96720-4252 (808) 961-8234 • Fax(808)961-8248 July 5, 2000 Honorable James Arakaki, Chairperson and Members of the County Council Hawaii County Council 25 Aupuni Street Hilo, Hawaii 96720 Re: Resolution Creating Position Enclosed is a resolution creating a Motor Vehicle Registration Clerk I for the Treasurer's office in West Hawaii. Because of the tremendous volume of work in West Hawaii, an additional position is requested. This position was not included in the FY 2000-01 budget because a method of trying to combine the real propertf-an_motor vehicle functions was attempted but proved to be unfeasible. If there are any questions, please do not hesitate to call the Department of Finance. Dixie Kaetsu Acting Director of Finance APPROVED: ephen K. Yshiro Mayor Enc. Comm. No. a- File No.~ Ref. Tot C Ref. Date Form B-52 7/18/91 DEPARTMENT OF FINANCE REQUEST FOR COUNCIL ACTION DEPARTMENT: Finance DATE: July 3, 2000 STAFF CONTACT: Emma Sousa, Personnel Assistant I PHONE: 961-8530 A. REOUEST- New position of one (1) Motor Vehicle Registration Clerk I for the Treasury Division, West Hawaii office. B. BACKGROUND AND JUSTIFICATION (U E ADDITIONAL SHEETS AS NEEDED): See attached. SIGNED: DATE: 07/03/00 k Department Head B. BACKGROUND AND JUSTIFICATION (USE ADDITIONAL SHEETS AS NEEDED): 1. Tremendous increase in transactions processed at our Kona office. Listed below is the volume of transactions processed by Kona office (does not include telephone calls or rejections): 1999 2000 (5 Months) New Car 7,504 4,516 Transfers 9,396 4,281 Transfer Renewals 3,427 1,519 Renewals 20,419 8,914 Duplicates 3,462 1,058 Miscellaneous 2,034 905 Total 46,242 21,193 2. The Kona car dealers, Kona U-drives and West Hawaii community are taking advantage of the service provided at the Kona facility. 3. Public will have shorter wait to have their transactions processed. Our work is "time sensitive" daily. 4. New position will provide sufficient staff to support functions when one is absent. 5. Assure daily collections are balanced and deposit ready for pickup by Loomis (thereby limiting loss exposure on undeposited collections). 6. Position was not included in the budget since we sought assistance from Real Property Tax Division to modify their Real Property Tax Clerk positions to include vehicle registration work. It proved to be unreasonable. REQUEST FOR ORGANIZATIONAL CHANGES AND/OR POSITION ACTIONS TO: MAYOR DATE: June 30.2000 FROM: DEPARTMENT: Finance .DIVISION/BRANCH: Treasury -Kona Office REQUEST: 0 NEW POSITION Motor Vehicle Reaistration Clerk I SR-13 TITLE PAY GRADE ? REALLOCATION CURRENT TITLE /POSITION NO. PAY GRADE PROPOSED TITLE PAY GRADE ? OTHER (change in FfE, transfer, etc.) CURRENT TITLE/POSITION NO. PAY GRADE COMMENTS: See attached New Position Information Form f ~,~1 11 E-A b 6 . ;~o -6 Z) Elf PARTMENT HEAD DATE APPROVED ? DISAPPROVED MAYOR DATE DCS CP•005 (1/93) (11/93) JUL 3 2000 NEW POSITION INFORMATION FORM Department: Finance Date: June 30,200 Division/Branch: Treasury - Kona Office # of Pay Fund Similar Class Title Grade Salary Source Pos. in Dept. Motor Vehicle Registration Clerk I SR-13 $1,958 General 9 (7- Hilo) 2 -Kona) 1. Give reasons how new duties arose (statutes enacted, ordinances, newly authorized programs, basis for increased workloads, etc.): Tremendous increase in transactions processed at our Kona office. See No. 6, showing transactions processed in last 19 months. The Kona car dealers, Kona U-drives and West Hawaii community are taking advantage of the service provided at the Kona facility. 2. Can new duties be assigned to existing positions or handled in other way such as short term contracts, etc. Not applicable. 3. How will new position increase the efficiency/effectiveness of operations? (Use productivity measurements where possible.): 1. Public will have shorter wait to have their transactions processed. Our work is "time sensitive" daily. 2. New position will provide sufficient staff to support functions when one is absent. 3. We presently are "overwhelmed" when only two employees are at work. Overtime is necessary and no breaks, including lunch, are taken by employees just to accommodate the walk-in traffic. 4. Assure daily collections are balanced and deposit ready for pickup by Loomis (thereby limiting loss exposure on undeposited collections). New Position Form Page 2 4. Alternatives that were considered in lieu of new position. (Have technological changes been considered?) Assistance from Real Property Tax Division to modify their Real Property Tax Clerk I positions to include vehicle registration work proved unreasonable. 5. Why were manpower needs not planned through budgetary process? Attempted to get assistance from Real Property Tax Division which was not practical. 6. List other rationale or pertinent statements and data: Volume of transactions process by Kona office (does not include telephone calls or rejections). 1999 200015 months) New Car 7,504 4,516 Transfers 9,396 4,281 Transfer Renewals 3,427 1,519 Renewals 20,419 8,914 Duplicates 3,462 1,058 Miscellaneous 2,034 905 Total 46,242 21,193 DCS CP-002 (2/93) SOURCE OF FUNDS FOR NEW POSITION/REALLOCATION/CHANGE IN FTE 1. COMPUTATION OF FUNDS REQUIRED FOR POSITION NO. New (If no position number indicate" ney/.) a) New monthly salary $ 1,923 b) Present monthly salary specifically included in FY budget (If NOT BUDGETED, INDICATE -0-) $ c) Net funds required (item "a" minus item "b') $ 1.923 d) Remaining number of months in current fiscal year 8 (requirement groiected) e) Funds required in remainder of fiscal year (Items "c" x item "d) $ 15.384 2. AVAILABILITY OF FUNDS a) What is the position's fund source (county, state, federal)? County b) Funds are budgeted in account number: c) Funds are available in account number: 010-121-5122.01-011 Transfer to account number: 010-121-5124.01-011 d) Request to transfer funds for reallocation: From: 010-911-5911.70-041 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 Had Date I ~ DCS CP-004 (2/87) Rev. 8/84; 8/97 TREASURY DIVISION organizational .4xfsr"u4 Chart MOTOR VEHICLE TREASURER CASHIERING AND LICENSING SECTION HC-2438 EM-5 ACCOUNTING SECTION SUPERVISING MOTOR VEHICLE REGISTRATION CLERK HI LO HC-42 SR-17 NA MOTOR VEHICLE MOTOR VEHICLE ACCOUNTANT III REGISTRATION CLERK II REGISTRATION CLERK II HC-44 SR-15 HC-41 SR-22 HC-3234 SR-15 SENIOR ACCOUNT MOTOR VEHICLE REGISTRATION CLERK 1 MOTOR VEHICLE CLERK HC-2429 SR-13 REGISTRATION CLERKI HC-45 SR-13 MOTORVEHICLE HC-3036 SR-13 REGISTRATION CLERK 1 PRE-AUDIT HC-2634 SR-13 MOTORVEHICLE CLERK REGISTRATION CLERK1 HC-43 SR-13 MOTOR VEHICLE HC-3722 SR-13 REGISTRATONJ CLERK 1 HC-2908 SR-13 MOTOR VEHICLE REGISTRATION CLERK 1 HC-2909 SR-13 MOTOR VEHICLE REGISTRATION CLERK 1 HC-3276 SR-13 MOTOR VEHICLE REGISTRATION CLERK 1 HC-3522 SR-13 MOTOR VEHIC E REGISTRATION CLERK 1 HC-3545 SR-13 TREASURY DIVISION Organizational Chart MOTOR VEHICLE TREASURER CASHIERING AND LICENSING SECTION HC-2438 EM-5 ACCOUNTING SECTION aH PERVISING OR VEHICLE TRATION CLERK HI FLO 2 SR-17 t NA M OTOR VEHICLE ACCOUNTANT III MOTOR VEHICLE REGISTRATION CLERK II REGISTRATION CLERK 11 HC-41 SR-22 HC-44 SR-15 HC-3234 SR-15 SENIOR ACCOUNT MOTOR VEHICLE CLERK REGISTRATION CLERK 1 MOTOR VEHICLE REGISTRATION CLERKI HC-45 SR-13 HC-2429 SR-13 MOTORVEHICLE HC-3036 SR-13 REGISTRATION CLERK 1 PRE-AUDIT HC-2634 SR-13 MOTORVEMCLE CLERK REGISTRATION CLERKI HC-43 SR-13 HC-3722 SR-13 REGISTRATION CLERK 1 HC-2908 SR-13 MOTOR VEHICLE CLERK 1 =HC;-. ICLE REGISTRATIONCLERKI SR-13 HC-2909 SR-13 MOTOR VEHICLE REGISTRATION CLERK 1 HC-3276 SR-13 MOTORVEHKXE REGISTRATION CLERK 1 HC-3522 SR-13 MOTOR VEHICLE REGISTRATION CLERK 1 HC-3545 SR-13 a DEPARTMENT OF CIVIL SERVICE LOCATION t. Position No. New COUNTY OF HAWAII DepL Finance Type: Civil service (x) Exempt O POSITION DESCRIPTION FORM DvorBuc- Treasury sectim LLicensine (X) Temporary ( ) Gwg.. Full-Time (X) Part-Time ( ) eogLoe. North Kona 2• FOR CIVIL SERVICE USE ONLY Allocation Class Salary Range Effective Date Approved: Date By Authority Data Direcbr of Personriel 3. DUTIES OF THE POSITION List each duty assigned ID &in position separately. Arrange tress duties N logical order beginning Wilt those performed most hequenev and b1lowed by those performed occasionally. Be Clear, complete, and concise. Stich b statements of lace: avoid the use Of vague Of general terms. Give an estimate of the average arno nt of time spent In performing each major duty. 11 a reallocation of the position Is requested, show to exact changes in dudes, reasons for these changes and the exact char w han these changes occurred. 11 more apace is needed, use a blank sheet and attach to this lam. Show Determines motor vehicle ownership for registration and titling purposes. of time. Examines regularity, genuineness and authenticity of applications, certificates and other source documents necessary to establish proof of ownership. Computes and collects County and State vehicle weight tax and registration fees; collects other appropriate vehicle registration fees. Issues original and duplicate certificates of registration and ownership, license plates and decals. Batches daily work for transmission to supervisor. Interprets and clarifies for the applicant relating to various aspects of registration and titling of motor vehicles. Operates computer terminal to make inquiries, transmit and update computerized vehicle registration records. Answers telephone inquiries concerning registration and licensing procedures. Keeps abreast of statutory requirements of the State of Hawaii affecting motor vehicle registration and licensing. (1) (3) 95% Issues business and occupational licenses, dog licenses and bicycle licenses; explains procedures and legal requirements regarding these licenses and collects appropriate fees; balances collections daily. Performs other related duties, as required. (1) (3) 5% 1. SUPERVISION RECEIVED Give the position no. and title of immediate supervisor d this position. Position Number 3234 Tine Motor Vehicle Registration Clerk II 5. SUPERVISORY RESPONSIBILITIES OF THE POSITION - List must coincide with the official organization chart. Position No. Title Nature of Supervision G. Present Class Pay Grade 7. REQUESTED ACTION New Position - Initial Allocation Change In Dula and fiesponsibIN" - Reallocation ( ) RedeeMpson - Review ( ) Effective Date- 0 8/01 /00 Requested Class Alkwation Motor Vehicle Registration Clerk I Pay Grade SR-13 8. CERTIFICATION OF EMPLOYEE The duties 8 responsibilities described above are accurate and complete. Employee's Name (Print) Employee's Signature Date 9. STATEMENT OF IMMEDIATE SUPERVISOR a. Describe she mesa and extent of supervision which you exercise over this position. b. Indicate the qualifications absolutely necessary to perform the duties of she position. Keep in mind the position Itself and the qualifications a new employee must bring to she position rasher than she qualifications of she amployee who now xeuples it Education - General Basic Qualifications Necessary for Work Performance (Circle highest year) (Elementary and High School) 1 2 .3 4 5 8 7 8 9 10 11 (12) Special or Professional: (College) 1 2 3 4 1 2 3 4 Kind: Work Experience - Kind See attached. and length in years: Knowledge. skills and See attached. abilities: Physical requirements: See attached. Licenses or certificates required: 10. CERTIFICATION OF IMMEDIATE SUPERVISOR I certify that the above statements are accurate and complete. Immediate Supervisor's Signalwe Dais 11. CERTIFICATION OF DIVISION HEAD I certify that the above statements are accurate and complete. JUN 3 0 2000 Division Heads Signatum a6~~ Date 12. CERTIFICATION OF DEPARTMENT HEAD 1 certify that the above statements are accurate and complete to the best of my knowledge. /J Department Heads Signature Date u Distribution: Original -Civil Service, 1st Copy - artment, 2 Copy - Employee Position No. HC-New Motor Vehicle Registration Clerk I BASIC QUALIFICATIONS NECESSARY FOR WORK PERFORMANCE Work Experience - Kind and length in years: Training and Experience: A combination of education and experience substantially equivalent to graduation from high school and three years of clerical experience, one of which shall have been in motor vehicle registration activities. License Requirement: None Knowledge, skills and abilities: Knowledge of. laws, ordinance and regulations governing the registration and licensing of motor vehicles in the State of Hawaii; sources of information relating to motor vehicle registration and title practices of the various states, U. S. possession and foreign countries; vehicle characteristics and descriptions; purposes, uses and requirements of common legal and business documents such as contracts, bills of sale, powers of attorney, affidavits, etc.; office practices and procedures; uses of standard office machines. Ability o: deal tactfully and effectively with the public; understand and apply provisions to pertinent laws, ordinances and regulations, keep records and maintain files; make arithmetical computations and compare names and numbers accurately; operate a typewriter and other common office machines. 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