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Home My WebLink AboutCOM 0056.000 2000-2002 ~,~.+a!~ Harty Ktm ~ -•?s Wilbam Takaba Mayor Dtrec(or i •~A County of Hawau Finance Department 25 Aupuni Strec4 Room 118 • Htlo, Hawan 96720 (808)961-8234 • Fax (608)961-8248 ~7 ~ January 2, 2001 ` _ m _ ~ Honorable James Arakaki, Chairperson and 3 Members of the County Council - - Hawai iCounty Council ~ 25 Aupuni Street Hilo, Hawaii 96720 Re Resolution Creating Position Enclosed is a resolution creating a Clerk II position for the Office of the Prosecuting Attorney, Victim Assistance Unit. The availability of monies through the Federal Victims of Crime Act Grant allows for the establishment of this position. The grant previously provided for a counselor in Kona and the increased workload generated as a result warrants a clerical position to support the additional responsibilities ` If there are any questions, please do not hesitate to call the Office of the Prosecuting Attorney William Takaba Director of Finance APPROVED• ~ Harry Kim Mayor Enc. Cc: Office of the Prosecuting Attorney Comm. Na .S~ Res , .2.1-0 1 File Na- p~D 1~~~~ Bef. To: ner. Dai<e JAN 1 0 2001 Form ~f= 8-52 7/18/91 _ nEpAQTl~PT OF FI1~'P~ $FnTTFC'~' FOB rITTA(` 7 r"~'TOP ~pAair~taT: PId3.SECUTING ATTORt~'Y DrTS: 12/26/00 STAFF CoP'tACT: Phyllis GhTnno/Portia Nara pgp~: 934-3305/934-3303 nTTF'CT - A. BF---_~__ . Establish a Clerk II position via Federal funds. 8. BACICCQ!1IIND A._~D '~STTFTCaTTOH lII5£ ADDITZO9AL c~T~'~'S A5 R~l_. - ~ - - The availability of tmnies through the Federal Victims of Crime Act Grant allows for the establishment of a Clerk II in our Victim Assistance Unit. The pant previously provided for a counselor in Kona and the increased workload generated as a result warrants a clerical positron to support the additional responsibilities. The new positions would incrnase efficiency by providing timely case status input to our data system, providing post-court hearing logs, typing disposition letters to victims, and handling incoming calls and visitors thus freeing the legal clerical to focus on the legal aspect of our case harriling. - _ - DATE 12/26/00 52GN£D: De a tment Head REQUEST FOR ORGANIZATIONAL CHANGES AND/OR POSITION ACTIONS TO MAYOR DATE. 11/22/00 FROM OEPARTMENT• OFFICE OF THE PROSECUTING ATTORNEY DIVISION/BRANCH VICTIM ASSISTANCE UNIT REQUEST ® NEW POSITION CLERK II SRB TITLE PAY GRADE ? REALLOCATION CURRENT TRLE /POSITION NO PAV GRADE PROPOSED TITLE PAY GRADE ? OTHER change m PTE. transfer, etc ~ COMMENTS. Funds available through Federal Victims of Crime Act Grant for this position in our Kona office. OEP T ENT H D DATE APPROVED ? DISAPPROVED G~v 1 I - r~-~ AYOR DATE DCS CP-005 (2/93J SOURCE OF FUNDS FOR NEW POSITION/REALLOCATION/CHANGE IN FTE 1. COMPUTATION OF FUNDS REQUIRED FOR POSRION NO. new (If no position number indicate'YrerJ'.) aJ New monfhly salary ; 1, 610 bJ Present mouthy salary specifically included In FY budget (If NOT BUDGETED, INDICATE j 1, 610 c) Net funds required (Item "a" minus Item'b'~ ; -0- dJ Remaining number of monftu fn current fiscal year 7 eJ Funds required in remainder of fiscal year 11, 270 1 ua f r i n e (Items "c" x Item `d'~ S P 9 8 2. AVAILABILfTY OF FUNDS a) What k the position's fund source (county, state, federal)? federal b) Funds are budgeted in account number. 56 _ c) Funds are available in account number. Transfer to account number. d) Request to transfer funds for reallocatton: From: 010-911-5911.7041 Provision for Reallocation " Total Amount To: ' Account Number Account Title I certify that the information is correct and funds are available, and that ihe7unds may be used for the ~lassiflcation action as requested. s„s~- ~.Z-o 0 D m nt Hea Date DCS CP•OOf (Z/931 R~r. 6/9f; 6/97 NEW POSITION INFORMATION FORM Department: Office of the Prosecuting Attorney Date• r/~~a o0 Division/Branch. victim Assistance Unit # of Simtlar Pay Fund Pos. m Class Title Grade Sala Source De t. 51,610/ CLERK II SR8 mo. Federal 1 1 Give reasons how new duties arose (statutes enacted, ordinances, newly authonzed programs, basis for increased workloads, etc.?: Adjustment in federal grant has provided funding for an additional victim assistance counselor in Kona. The increased workload for the Unit's Senior Clerk Tygist necessitates another clerical position to support the Unit's responsibilities. The new clerk would also alleviate some of the legal Clerkd' load by taking on functions that ultimately benefit crime victims. 2. Can new duties be assigned to existing positions or handled in other way such as short term contracts, etc No. Existing staff cannot handle the current workload. 3. How will new position increase the efhaency/effectiveness of operations2 (Use productivity measurements where possible The three victim counselors in Kona are assigned cases for Kona, North Kohala, Kau and South Kohala misdemeanors and Hamakua Abuse of Family and Household cases. The new clerical position will increase efficiency of providing current case statue information by inputting court events into the office data system in a timely manner, provide copies of case history loge to counselors after court hearings, typing disposition letters, handle incoming calls and visitors thus freeing existing clerical to focus on processing high number of cases with required complex internal record keeping. New Position Fonn Page 2 4 Alternatives that were considered in lieu of new position. (Have technological changes been considered2) There are no sati~facrnry technological alternatives for the type of work that is required, given the current state of funding. Technological improvements, i.e., use of additional computer programs, to affect systems and processing would require huge funds that are simply not available at this time. 5. Why were manpower needs not planned ttuough budgetary process? County budget does not provide an option due to limitations on creating and funding new positions. The Unit's federal grant is an available resource to alleviate the current tensions due to high workload and limited staff in the Kona office. 6. List other rationale or pertinent statements and data. In summary, the requested Clerk II position for Kona would be funded by a federal grant. The position would enable accurate and timely case status information to crime victims and assist the operations of the Kona office by relieving clerical of receptionist duties, allowing them to focus on the processing of the (up to 40$) County's crim,£nal cases. DCS CP-003 (1/93) DEPARTMENT OF CNIL SEFNICE LocAT1oN 1. Porttlon No COUNTY OF HAWAII Davt PR06ECfTrING ATTC)RNEY POSITION DESCRIPTION FORM ~ aeur victim Assistance unit Type Clvll Sernce (3q Exempt ( ) xona Permanent (x) Temporary ( ) GecpLoe j(ea~akplnua, HI Full-Time (x) Pert-Time ( ) FOA CIVIL SERVICE USE ONLY Albcatbn Clan Clerk II ~b,y fiarpe SR-08 EHeane Date Approved Date By Authalry Deb drecbr a Pareonrad a. DUTIES OF THE POSITION flat each duty nalpred b the paYtbn aeprawry Arrergr Mw dollar h byW ordr MpYving with tlrore parbrmed moat hapuently uW loloMad DY tlaw prbrmed ooctlduJry Br cNer, eanplsY, end conrJre Stlole b etelrrrrenb a feel, mold thr ur a vaptw a gnerel temp Glw an aeumeb a tlw w~repe amaunl o! tyre aped n parbrmin0 aeoh mrpr duty 11 • rWbeetlan a M poaltlon b requealM, show M wel ohenpaa In drfin, rwama for tlreae ehrrpn end M axed d.b vArn Mrs ehenpas occurred If mad rpeee N reeled, lIM ¦ bYnk ehwl end eneoh b Wa form The Clerk II for the Victim/Witnesa Unit performs a variety of clerical support Show services to the Victun/Witness staff, the Deputy Prosecuting Attorney and the public. `x' of ume The duties include: 1. Answering p~lfweecalls and taking or relaying messages and calls, 308 operating a crntputer to retrieve information about cases, uses informed discretwn in dissemination of infornation, greetang callers/visitors and directing then to ptt:oper persons or offices. (1,2) 2. Posting data to and maintaining various types of operational and control records. 358 3. Assisting the Clerk III with opening and closing files, assigning cases to counselors, typing letters, tnemos and reports. (1,2) 108 4. Maintaining files and revising the system as necessary. (1,2) 108 5. Operating standard office rttaclirnes such as copiers, calculators, typewriters, 108 computers, etc. (1,2) 6. Other related duties. 5g (1) The perfacmance of this function is the reason that the job exists. (2) The number of other employees available to perfozm this function is luluted. (3) This ftmctionis highly specialized, and employee is hired for special expertise or ability to perform this function. tRIPERV1910N pECBVED Olve the poadrat no end Dtle al rrmediete aupemsor of thw posdan Ibeabn Nunbw 2397 Tx~ Victim/Witness Coordinator S. SUPEttV180RY NESPONSISILITIES OF THE POSITION Llet must concede with the o%roiel orgen¢etron chart Posltlon No. Tlll• Natur• of Supervlslon _ _ Ma. ..n ..nwVM ti. Pnoent Gus Pq tirade 7. REOUESTEDACi10N IMw Padtlon - hltlal Aeoolbn t.lwge M Dutlae and tleapondbYMlea - RWloolbn ( ) medwr+lptlan - ReYlew ( ) EOecaw Date Fkqueaetd Clan Albcatlon Clerk I I p~ Grade 0. CERTIFICATION OF EMPLOYEE Ths dulrea 6 respanrbdrt~es desenbed above are eccurele and complete Empbyee'e Name (Pnntl Empbyee's stgn.ture Dale s. STATEMENT OF IMMEDIATE 8UPERVISOR • Owcrlbe trra nature end euwa d aupervlegn wNch you eserdw por tlia padtlan b Indleale ew qudlfbatlana abaoNrrly rocwwwyy b prbrm ar tlutlet d Na podtlon Keep In mind Ne podtlon ladl rid Ne adMutlora • new employee mud brMe b M podtlon raNer Nan Na qudMcaepns d the employee who now occupka IL EducYbn -General Barc OualdK:alKxts Necessary for Work Performance (Corte highest year) (Elertwrnary and Hph Scttooq 1 2 3 4 5 6 7 8 9 10 11 12 Spxrl w Prdeubnal (College) 1 2 3 4 1 2 3 4 Kind work Fxpenenea - Knd Estperience and/or training of sufficient scope and quality to comtpetently and lerpth N year` perform the journey leveldutle9 of th1S class and to demonstrate this competency by passing a written test to be a3ninistered by the Dept. of Civil Service. A current typing proficiency certificate with a minimum typing speed of 40 net words per tttinute at time of fil-ing. Knwrlxlgo,skdaend Know ge o o ice practices a prof ores; cling tre systems; edldres gratmar, spelling, and acrd usage; the purposes and uses of standard offic machines. Ability to type at the rate of 90 net words per minute; make arithmetic computations; cotnpar>° mares and ntni~ers aoctsately; keep records, sunmariz materials, and prepare simple reports; operate standard office machines equipment; understand and interpret laws, ordinances, regulations, and pot ~ Phyrcal requiremerns a c. Health and physical condition standards necessary and proper for performan of the duties. Physical effort grouping: Light. Lkanus or csrldK:etes regwred Valid State of Hawaii driver's license (Class 3). 70. CERTWCATNkI OF IMMEDIATE 8UPERV180R I certfy drY the above statamerds are accrete and xmpNte Immedlau supenlwr. Slpnalure Date 17. CERTIFICATION OF OMBION HEAD I certify that the chow statements era accurate and carlPleb DMeon Wad's 51enaLre LLm 12 CERTIFICATION OF DEPARTMENT MEAD I Carey that the above srelemarns ere accrete and complete m tho best d my kiawAodge Oeprtrrern FloeCa Slpruaee pay 12/26/00 DnVdwtwn Orignd - CNd Service, 1st Copy - Deparamrrt, 2nd Copy -Employee