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HomeMy WebLinkAboutCOM 0319.000 2000-2002 Harry Kim : William Takaba aaJ;yy Mayor Dtrecror a; ;a Nancy E. Crawford esr , ;:°•P.~ Depury Director 4pQ Of•„did C®unty ®f I~awaii Finance Department 25 Aupuni Street, Room 118 • Hilo, Hawaii 96720 (808)961-8234 • Fax (808)961-8248 August 22, 2001 - 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 secretary position for the Fire Commission. Pursuant to Article VII, Section 7-4.5 of the Hawaii County Charter, the commission may appoint such staff for the performance of its duties. This position will provide the administrative and clerical support services necessary for the operation of the Commission. If there are any questions, please do not hesitate to call the Fire Commission. 6~~ William Takaba Director of Finance APPROVED: Harry Kim Mayor Enc. cc: Fire Commission, Fire Department Comm. No. Il'7~~1 File No. a-~,-.~. Ref, ~o; Ref. Date AUG 2 ZpQ1 Fornr R-~2 x/18/91 DEPAI$I~ Off` FIIQANf ..~FQU~F~fi FOR ~~tTDTCI„~AC~ION DEpARNT ; FIRE COMMISSION DATE ; ~fiAFF COTITTACT : Ms. Nathalie Flattes pg;®~F ; 935-8445 (B) A . RFQiJE~T Request is for a new Secretary, SR-16, position. F. ~ DED Hawaii County Charter amendments created the Fire Commission. Commission has the authority to appoint staff as necessary for the performance of its duties. Thus, the Commission is requesting the allocation of a Secretary's position. This position will provide the administrative and clerical support services necessary for the operation of the Commission. SIGNED : ~ 1 U ~--Q~ DAfiE Commission Chairperson REC~UEST f~R ~R(~I0.NlZ~4Ti®N,AL Cl~~NlGES ~N~/®R P~SlTlOld ~CTI~NS TO: MANAGING DIRECTOR DATE: ~ ~ ~ .~/i1/ FROM: DEPARTMENT: FIRE T~~`~' DIVISION/BRANCH: FIRE COMMiSSfON REQUEST: ~ NEW POSITION ~S~RRY TITLE PAY GRADE ~ REALLOCATION POS.NO. CURRENT TITLE PAY GRADE PROPOSED TITLE PAY GRADE © OTHER ichan9e ~n FTE, tronster, etc.) POS. NO. CURRENT TITLE PAY GRADE COMMENTS: Hawaii County Charter amendments creat€d the Fire Commission. Commission has the authority to appoint staff as necessary for the performance of its duties. Thus, the Commission is requesting the al#ocation of a Secretary's position. ~ APPROVED ~ DISAPPROVED MANAGING DIRECTOR DATE DCS GP-005 (2/93)(11/93)(7/01) r , S~UR~~ ~F FU6V~S F®R NEB ~~SITIC3N/RE~LI~C~TI~N/CI•I~NGE IN FTE 1. COtvIPUTATION Of FUNDS REQUIRED FOR POSITION NO. new {1f no position number indicate "new'.) a) New monthly salary $ 2,289 b) Present monthly salary specifiicalty included in FY bvdge# {If NOT BUDGETED, INDICATE -0-) $ 0 c) Net funds required (Item "a" minus Item "b") $ 2,289 d) Remaining number of months in current fiscal year 10 e) Funds required in remainder of fiscal year {Items "c" x Item "d°') $ 22,890 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. 010-221-5221.01-011 Transfer to account number: d) Request to transfer funds for reallocation: From: 010-911-5911.70-34i Provision for Reallocation Total Amount To: Account Number Account T"rtle I certify that the information is correct and funds are available, and that the funds may be used for the classification ac#ion as requested. ~~~/I'~--"'~ August 13 , 2001 Commission Chairperson Date DCS CP-004 (2/93) l~sv. 8/94; 8/97 _ _ . NEB P®SI'f1~N IIVf~Rt~~4T1®6V P~Rl~A Department: FIRE Date: August 13, 2001 Division/Branch: FIRE COMMISSION # of Similar Pay Fund Pos. in Class Title Grade Sala Source De t. 010-221- SECRETARY SR-16 $ 2,289 5221.01- ~ Oll 1. Give reasons how new duties arose (statutes enacted, ordinances, newly authorized programs, basis for increased workloads, etc.): Hawaii County Charter amendments created the Fire Commission. Commission has the authority to appoint the staff necessary for the performance of its duties. 2. Can new duties be assigned to existing positions or handled in other way such as short term contracts, etc. no 3. How will new position increase the efficiency/effectiveness of operations (Use productivity measurements where possible.): Position will provide the administrative and clerical support services necessary for the operation of the Commission New Position Form Page 2 4. Alternatives tha# were considered in feu of new posi#ion. (Have technological changes been considered) none 5. Why were manpower needs not planned through budgetary process8 n/a 6. List other rationale or pertinent statements and data: n/a ACS GP-OD2 (Z/93) DEPARTAAEiVT OF CIVIL SERVICE L®CAYt®N COUNTY OF FfAWAII Dept. FIRE 1. Position No. fTlE1l1~ Div. or Sur. FIRE COMMISSION ~~~~~f~~ ~~~E.~~~TI~~ Section Type: Civil Service ® Exempt Geog. I_oc S. HILO Permanent ~ Temporary ~1 Fr,ll-Time ~ Part-Time a. l~I~~ Cli/i~.. SERO/4CE USE ®Nt~Y Allocation Class Salary Range Effiective Date Approved: Date Sy: Authott~y Date Director of Personnel 8. DlBTIES O~ TiiE PC1SfTtON . List h duty assigned to the position separately. Arrange these drrtiaFS in ro~Car order bsginnirrg with those performed most frequently ~d fotlobveai by thoso performed occasionally. Be char, corrrplets, and concise. Slick to Ferris of fact; aaoed the use of segue of general terms. Give as estunata ~ the av€rage amount of fimre spent in performing Bach major duty. Efi a reallocation of the position is regu, steow the Exit ctra in dude-3, r$asans for ihs~ changes and tree exact date when ~ae~ cha~as oar~aerecl. If move space Is neesfed uss a blank sheet and attaeah to tiro form. Show °l~o Posation serves as the Secretary to the Fire Commission and provides full-time administrative and support services to of tim® the Commission. 1. I'tet~ives, screens, and organizes correspondence and materials received by the Commission for consideration; 40 summarizes and briefs materials; independently composes letters, statements, or memoranda for signature of Chairperson; assists in the preparation of statiStiCat, operational, and Investigative reports; sets up, codes, and maintains files of correspondence, reports, minutes, canfedential materials, and ether' docusrrents for the Commission. (1) 2. Answers telephone and takes messages for the Commission; provides information to the public based on knowledge of Commission°s functions and policies. (1) 3. Receives complaints; records and transcribes statements from complainants or witnesses; refers to Commision for action; maintains corrfiidential files and reports. (1) 4. Screens office callers and visitors. (1) 5. Sets lap and maintains calendar of appointments, meetings, conferences, field trips, etc. for Commissioners; makes all necessary arrangements including itinerary, transportation and hotel arrangements. (1) 40 6. Assists Chairperson with the preparation of the agenda; distributes and posts agenda of the Commission's regular and special meetings in compliance with taws and regulations. (1) 7. Arranges logistics for meetings; notifies appropriate parties; arranges far transportation and hots! arrangements as net~ssary. (1) SUPEt~ViSBON 62ECE10/ED Give thy. sition no and title f immediate supervisor of this position. Position Number Title l=ips Cortlt -ion Chairpers®rt 5. SUPEi~VtSOiRI( RIESP®i~SI~ILITiES OF TiiE Pf3SIT1®N List must coincide with the offraal organization chart P®siti~rt No. Title Nature of Su}aenrision 6. Present Class (newt Pay Grade 7. REQUESTED d4CTlC?N New Position-infiar Allocation I~ Change in Duties and Responsibii~ies-Reallocation ~ #2edescription -Review i~ Effective Date / / Requested Class Allocation Secretary Pay Grade SR-16 8. CERTII`ICaWTION OF EI~PL®~la The duties 8 responsit~7ities d~caibed above are accurate and complete. Employee's Name (Print) n/a Employee's Signature Date 9. STA"fEMENT Of IMt~EDi~lTE SB1PEl21/tS®E7 a. Describe the nature and extent of supervision, which you exercise over this position. general 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 OCCU ieS lt. Education _ General Basic Qualifications Necessary for Worle Performance Circle h' hest ea Elements and Hi h School 1 2 3 5 6 7 8 9 1 0 1 1 1 S vial or Professional: Colle e 1 2 3~ 1 2 3 4 Kind: Work Experience-Kind A combination of education and experience substantiaBly equivalent to graclteation from high school, and length in years included or supplemented by course work in typing, and four years of substantive clerical, stenographic, or secretarial experience. A current typing proficiency certificate with a minimum typing rate of 40 net words per minute must be presented at time of filing. Knowledge skills and KNOWLEDGE OF: office practices and procedures; fling methods and systems; grammar, abilities: spelling, and word usage; use of standard office machines; principles and practices of supervision. AI3iLITY T®: type at the rate of 40 net words per minute; transcribe notes accurately; understand and interpret laws, ordinances, and regulations; summarize and brief materials; give and follow ors! and written instructions; deal tactfully and effectively with employees and the public; work harmoniously with others. Physical requirements: Persons seeking appointment to positions in this lass must meet the health and physical condition standards deemed necessary and proper for perfomnance of the duties. Physical Effort Grouping: Light Licenses or certificates required: 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 comp9ete. Division Head's Signature Date 12. CI=RTIFICATIOt~ OF DEPARTMENT HEAD 1 certify that the above statements ace accurate and comQ6~te. Department Head's Signature - Date _~~,~J Distribution: Ori final -Civil Service; 1~ co - De attment; 2nd Co - Em to ee SECRETARY (Fire Commission) position description Duties of position - con't S. Searches files; assembles background materials and information for Commission. (1) 9. Attends regular and special meetings or hearings of the Commission; records proceedings; transcribes electronic recordings for approval by the Chairperson and Commission members; distributes and indexes minutes of all Commission meetings. (1) 20% 10. Maintains inventory of equipment and supplies; prepares requisitions for purchase or replenishment of supplies, equipment, and for authorized reimbursements to Commissioners; ensures that equipment and Fire Commission's office is properly maintained and upkept. (1) 11. Assists Chairperson and Commissioners in the prepay®tion of the annual budget. (1 } 12. Prepares, maintains, and submits payroll and personnel records and reporPs for approval by the Chairperson. (1) 13. Performs other related duties as assigned. KEY: (1) 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 highly specialized, and employee is hired for special expertise or ability to perform this function.