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Home My WebLink AboutCOM 0246.000 2000-2002 Harry Kim cf,'••y~'!., William Takaba Mayor ~ Director r~ County of I~awaii Finance Department 25 Aupuni Street, Room 1 l8 • Hilo, Hawaii 96720 (808)961-8234 • Fax (808)961-8248 June 6, 2001 Honorable James Arakaki, Chairperson and Members of the County Council Hawaii County Council 25 Aupuni Street Hilo, Hawaii 96720 Re: Resolution Increasing Time Element Enclosed is a resolution increasing the time element of aClerk-Stenographer from a 1/2-time to a 3/4-time position within the Office of the Prosecuting Attorney. Historically, this position for the Victim/Witness program has been given additional hours in order to process an increased volume of work generated by the Federal Violence Against Children (VAC) grant. Although funding for the VAC program will end in July, another federal funding source, Victims of Crime Act (VOCA) will assure continuation of the work. If there are any questions, please do not hesitate to call the Office of the Prosecuting Attorney. " `'/vim William T. Takaba Director of Finance APPROVED: arty Kim 4? Mayor Enc. ~ jJ ~or~n. NoQ Cc: Office of the Prosecuting Attorney File No. . ~~t'/ Ref. 3'0:_ 06/06/01 11:47 FAg 8089618908 PROS ATTY ADMIN [1001 7/16!91 nEPARTAlENT OF FINANCE REQUEST FOR CODNCIL ACTION DEPARTMENT: PRCfiECUTII~G AT'PORNEY DATE• 6/4/01 STAFF CONTACT: JAY T. KIM[TRA pgor~: 934-3303 A. REQUEST: Alter the time element of a 1/2-Time Clerk-Stenographer to a 3/4-Time Clerk-Stenographers. B. $ACKGROUbID A~ JUSTIFICAT70N (USE ADDITIONAL SHEETS A~ NEEDED): Since Januaxy, 1996, this particular Clerk-Stenographer position has assturt2d an increased workload warranting two additional hours of work each day. The position's half-time salary and wages, plus the additional hours were regularly budgeted for and. cat~ensated through its federal source of the victims of Crime Act grant, The funding has proven to be stable and all indications are that it will continue to be very secure. - As a result of a combination of workload justification and a stable funding source, we request that the position be officially changed in time element from that of a 1/2-Time position to a 3/4-Time position. SIGNED: ~ er`~/"`~ DATE: __6/4/01 Department Head REQUEST 1=0R ORGANIZATIONAL CHANGES AND/OR POSITION ACTIONS TO: MAYOR DATE: 05/31/01 FROM: DEPARTMENT: PROSECUTING A'TT'ORNEY DIVISION/BRANCH: VICTIM/w'ITNESS REQUEST: NEW POSITION TITLE PAY GRADE ® REALLOCATION CURRENT TITLE /POSITION NO. PAY GRADE PROPOSED TITLE PAY GRADE ® OTHER (change in FTE, transfer, etc.) ,~'h~nce in t~A °r'r- COMMENTS: The 1/2-tia~ne clerk-stenographer has been ~,-orking 3/~-time since January, 1998. The 3/4-time salal-y amount has been budgeted since then, and funds through the Federal Victims of Crime Act grant continue to be available to support a 3/4-time position. r 11~'^`- 05/31/01 EP RTMEN H AD DATE APPROVED ~ DISAPPROVED ~+~()I r~::3'j~iG MAYOR DATE DCS CP-005 (2/93) dal, SOURCE OF FUN®S FOR NEVId POSITION/REALLOCATION/CHANGE iN FTE 1. COMPUTATION OF FUNDS REQUIRED FOR POSITION NO. 3239 (If no position number indicate "neH/'.) a) New monthly salary ~ 1256.25 b) Present monthly salary specifically included in FY 00-O1 budget (If NOT BUDGETED, INDICATE -0-) $ 1256.25 c) Net funds required (Item "a" minus Item 'b") $ 0 d) Remaining number of months in current fiscal year 12 e) Funds required in remainder of fiscal year 0 (Items "c" x Item "d"J $ 2. AVAILABILITY OF FUNDS a) What is the position's fund source (county, state, federal) ~ Federal b) Funds are budgeted in account number. 010-271-5271.56 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 classifiication action as requested. ~ Flo ~ Depart nt ead ~ Date DCS CP-004 (2/93J Rev. 8/94; 8/97 N>:W POSITION INFORMATION FORM Department: PROSECUTING ATTORNEY Date: May, 2001 Division/Branch: VICTIM/WITNESS UNIT HTLn x of Similar Pay Fund Pos. in Class Title Grade Salary Source De t. CLERK-STENOGRAPHER 3/9T SR-09 $1256.25 FEDERAL ~ 1. Give reasons how new duties arose (statutes enacted, ordinances. newly authorized programs, basis for increased workloads, etc.): Historically, the 1/2-time clerk stenographer was given additional hours in order to process an increased volume of work generated by the Federal Violence Against Childred (VAC) grant. Funding for the VAC will end in July, but another fed°-a1 f funding source (VOCA) will absorb the counselor position. The unit's clerical workload will therefore not decrease with the ending of the VAC as the total number of counselors will not change. 2. Can new duties be assigned to existing positions or handled in other way such as short term contracts. etc. No. Future VOCA funding appears to be stable and assures continuity of the Violence Against Children counselor as a VOCA counselor, thus necessitating a 3/4-tire cleric-stenographer instead of a 1/2-time clerk-stenographer. 3. How will new position increase the efficiency/effectiveness of operations? (Use productivity measurements where possible.): A 3/4-time clerk-stenographer has been required to effectively process casework generated by the unit since January, 1998. New Position Form Page 2 4. Alternatives that were considered in lieu of new position. (Have technological changes been considered?) Volunteer hep was considered but that tends to be short teYm, sporadic and sometimes unreliable. S. Why were manpower needs not planned through budgetary process? The VCCA budget has included a 3/4-time clerk-stenographer since January, 1998. 6. List other rationale or pertinent statements and data: The position has been paid on a 3/9-time basis since January, 1998. DCS CP-002 (2/93) DEPARTMENT OF CIVIL SERVICE LOCATION Position No. 3239 COUNTY OF HAWAII Dept PROSECUTING ATTORNEY P®SITION DESCRIPTION FORM Div. or Bur. VICTIM/WITNESS Type: Civil Service (x) Exempt ( ) Permanent (x) Temporary ( ) Section Full-Time (x) Part-Time ( ) Geog..Loc. Hilo 2• FOR C1V1L SERVICE USE ONLY Allocation Class Salary Range Effective Date Approved: Date By Authority Date Director of Personnel 3• DUTIES OF THE POSITION List each duty assigned to the posi0on separately. Arrange these duties in bgical order beginning with those performed most frequently and followed by those performed occasionally. Be clear, complete, and concise. Slick 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. It a realbcaGon of the position is requested, show the exact changes in duties, reasons for these changes and the exact date when these changes occurred. It more space is needed, use a blank sheet and attach to this form. Show The Clerk-Stenographer for the VictimJWimess program performs a variety of clerical support of tame. services involving referral to a number of sources, executes assignments in accordance with general instructions, accomplishes work with some use of discretion and selectiveness in deviating from established processes and procedures, and takes and transcribes dictation as a regular requirement. Duties include: 1. posting data to and maintaining various types of operational and control records. 30 Preparing, checking, and processing files, forms, records, correspondence, reporLS and other material for accuracy, completion and conformance to established requirements. Assigning cases to cotmselors. (1,2) 2. Operating standard office machines such as copiers, fax machines, calculators, 30 typewriters, and computers. Opening, closing and maintaining files and revising the system as necessary. Distributing mail, reports, files, etc. (1,2) 3. Answering phones and taking messages and relaying calls. Scheduling meetings and 30 making appointments for staff. Using informed discretion in disseminating information io general public and agencies, including criminal justice procedures, case status information and referrals to other sources. (1,2) 4. Taking scenographic notes at meetings, drafting reports and letters. (1,2,3) 5 5. Other related duties. May incidentally supervise the work of others. 5 (7) The performance of this function is the reason that the job exists. (2) The number of other employees available to perform this function is limited. (3) This function is higtily spedalized, and employee is hired for spedal expertise or ability to perform ails function. •4. SUPERVISION RECEIVED Give the position no. and title of immediate supervisor of this position. 4'.'Pbsition Number ~'~97 Title Vi ~ im jWi 1•'nPFR C'cx~rdi natter 5. SUPERVISORY RESPONSIBILITIES OF THE POSITION List must coincide with the official organization chart. Pos(tfon No. Title Nature of Supervjslon CLERK-STENOGRAPHER attachment to Position Description Training and Experience: Experience and/or training of sufficient scope and quality to competently perform the journey level duties of this class and to demonstrate this competency by passing a written test to be administered by the Dept. of Civil Service. Knowledge of: office practices and procedures; filling methods and systems; grammar, spelling, and word usage; the purposes and uses of standard office machines. Ability to: take dictation at the rate of 80 net words per minute and transcribe notes accurately; type at the rate of 40 net words per minute; make arithmetical computations; compare names and numbers accurately; keep records, sumarize materials, and prepare simple reports; operate standard office machines and equipment; understand and interpret laws, ordinances, regulations, and policies pertinent to the department; follow oral and written instructions; deal tactfully and effectively with the public; work harmoniously with others.