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HomeMy WebLinkAboutCOM 0564.000 2000-2002 rry ° • " ' William Takaba Ha Kim ~~6t<H Mnyor Director 'a / Nancy E. Crawford s~, ,;:q: Deputy Director ~T~ oF•wAa~ r, r1 C'OUIl~~ Of ~~V`'~11 finance Department ~ 25 Aupuni Street, Room 1 l8 • Hilo, Hawaii 9'6720 (808)961-8234 • Fax (808)961-8248 March 20, 2002 Honorable James Arakaki, Chairperson and Members of the County Council Hawaii County Council 25 Aupuni Street Hilo, Hawaii 96720 Re: Resolution Changing Classification and Increasing Time Element Enclosed is a resolution changing the classification and increasing the time element of aClerk-Stenographer 3/4-time position to a Clerk II full time position within the Office of the Prosecuting Attorney. The full time work of the Federal Victims of Crime Act counselor warrants full time clerical support, but the work assignment no longer requires stenography skills. If there are any questions, please do not hesitate to call the Office of the Prosecuting Attorney. ~,~Willia Takaba ~ Director of Finance PR H a r~/ Mayor Enc. cc: Office of the Prosecuting Attorney co~~, x~ File ter. ~o: lief. Form 5-52 7118/91 DEPARTMENT OF FINANCE REQUEST -FOR COUNCIL ACTION D1=PARTMENT: PROSECUTING ATTORNEY DATE: 03/14/02 STAFF CONTACT: PHYLLIS SHINNO PHONE: 934-3305 A. REQUEST: DOWNGRADE CLASSIFICATION OF HC~3239 FROM SR-09 to SR-08 and CHANGE TIME ELEMENT FROM 3/4-TIME TO FULL-TIME. S. BACKGROUND AND JUSTIFICATION (USE ADDITIONAL SHEETS AS NEEDED): FULL-TIME WORK OF THE FEDERAL VICTIMS OF CRIME ACT COUNSELOR WARRANT FULL--TIME CLERICAL SUPPORT, BUT NO LONGER REQUIRES STENOGRAPHY SKILLS. SIGNED: DATE: 03/14/02 m nt Hea . REC~UEST FOR ORGANIZ,~.TIONAL CHANGES AN®/OR POSITION ACTIONS TO: MANAGING DIRECTOR DATE: 3/14/02 FROM: DEPARTMENT: Prosecuting Attorney DIVISION/BRANCH: Victim Assistance Unit REQUEST: ? NEW POSITION TITLE PAY GRADE ~ REALLOCATION 3239 Clerk-Stenographer 3/4-T SR-09 POS.NO. CURRENT TITLE PAY GRADE Clerk II SR_O8 PROPOSED TITLE PAY GRADE ? OTHER cncnge :n rig, transfer, etc 1 POS. NO. CURRENT TITLE PAY GRADE COMMENTS: Downgrading classification and increasing time element of position. ~ , 3/14/02 c~~ A A M APPROVED l~ DISAPPROVED MANAGING DIRECTOR DATE DCS CP-005 (2/93) (11 /93) (7/O1) SOURCE OF FUN®S FOR NEVU I~OSITION/REALLOCATION/CHANGE IN FTE 1. COMPUTATION OF FUNDS REQUIRED FOR POSITION NO. 3239 (If no position number indicate "new".) a) New monthly salary $ 1674.00 b) Present monthly salary specifically included in FY 01-02 budget (If NOT BUDGETED, INDICATE -0-) $ 1527.00 c) Net funds required (Item "a" minus Item "b") $ 147.00 d} Remaining number of months in current fiscal year 2 e} Funds required in remainder of fiscal year (Items "c" x Item "d") $ 294.00 2. AVAILABILITY Of FUNDS a) What is the position's fund source (county, state, federal) Federal b) Funds are budgeted in account number. c} Funds are available in account number: 010-271-5271.56 Transfer to account number: d) Request to transfer funds for reallocation: From: 010-91 1-591 1.70-341 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. i ~ 03 / 1 1 /02 eparfme t I-dead Date DCS CP-OUd (2/93) Rev. 8/9d; 8/97 INFORMATION FORM FOR REALLOCATION 8~ CHANGE iN FULL-TIME EQUIVALENCY Department: Prosecuting Attorney Date: 03/ 14/02 Division/Branch: Victim Assistance Unit Pay Fund Class Title Pos. No. Grade Salcry Cost Diff. Source Current Clerk-Stenographer 3/4-T 3239 SR-09 $1527 ~ 147 Federal Proposed Clerk II 3239 SR-08 $1674 Federal 1. Give reasons how new duties arose (statutes enacted, ordinances, newly authorized programs, basis for increased workloads, etc.): Duties arose out of program guidelines from the Victirnsof Crime Act (VOCA) Federal fund which have been availcble to this office since 1987. The appropriation of funds has increased over the years, and in 1998 this position was budgeted at an increased time element. 2. If reallocation, list only new duties. (Example: 1) Takes dictation 40%; 2) Keeps office accounts 30%; etc.}: Because we are requesting a downgrade in classification, the duty involved is taking out the stenography requirement. 3. How will assignment of new duties increase efficiency/effectiveness of operations? (Use productivity measurements where possible.): A full-time clerk would increase productivity time and lessen the backlog of the unit's clerical support staff work necessary to manage the caseload of the full-time vOCA counselor. Typing skills are in demand and not necessarily the stenographic skills. Reallocation/Change in Full-Time Equivalency Form Page 2 4. For reallocations explain why new duties at higher level are needed and cannot be assigned to classes at higher level or handled in other way such as shori term contracts, etc.: Duties are no longer needed at the higher classification since the work assignments no longer require stenography skills. 5. Alternatives that were considered in lieu of the proposed changes: (Have technological changes been considered?) The workload of a full-time VOCA counselor warrants afull-time vs. 3/4-time clerical support staff. Volunteer help was considered to make up the difference, however that tends to be short term, sporadic and sometimes unreliable. 6. Was reallocation or reclassification budgeted and if not, why were manpower needs not planned through budgetary process? Manpower needs have been anticipated and monies are available in our VOCA account. 7. List other rationale or pertinent statements and data: DCS CP-003 (2/93) - _ DEPARTMENT OF CIVIL SERVICE LOCATION COUNTY OF HAWAII Dept. Prosecuting Attorney 1. Position No. 3239 Div. or Bur. Victim~tness ~(~~I'T'I®(~ ~~~~RI~'fi l®N ~Of~M section Hilo Type: Civil Service ® Exempt ? Geog. Loc Permanent ® Temporary ? Full-Time ® Part-Time ? 2, FOR CIVIL 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 position separately. Arrange these duties in logical order beginning with those performed most frequently and followed by those performed occasionally. Be clear, complete, and concise. Stick to statements of fact; avoid the use of vague of general terms. Give an estimate of the average amount of time spent in performing each major duty If a rea!!xation 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 s needed, use a blank sheet and attach to this form. Show The Clerk II for the Victim/Witness program performs a variety of clerical support services involving referral to a of time number of sources by preparing, processing, and filing forms, records, and similar materials in accordance with general instructions and procedures, and performs other related duties as required. ! I Duties include: 1. Posting data to and maintaining various types ofoperational and control records. Preparing, checking, and 30 processing files, forms, records, correspondence and other material for accuracy, completion and established requirements. Assigning cases tocounselors. (1,2) 2. Operating standard office machines such as copiers, fax machines, calculators, typewriters, and computers. 30 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 making appointments for 30 staff. Using informed discretion in disseminating information to general public and agencies including criminal justice procedures, case status information and referrals to other sources. (1,2) 4. Typing notes from meetings, drafting reports, and letters. (1,2,3) ~ 5 5. Other related duties. May incidentally supervise the work of others. 5 (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. 4. SUPERVISION RECEIVED Give the position no. and title of immediate supervisor of this position. Position Number 2397 Title Victim/Witness Coordinator ~ _ I 5• SUPERVISORY RESPONSIBILITIES OF THE. POSITION List must coincide with the official organization chart Position No. Title Nature of Supervision I DCS CP-001 (2/901 _ _ _ _ _ 6. Present Class Clerk-Stenographer 314-Time Pay Grade SR-09 7. REQUESTED ACTION New Position-Initial Allocation ®Change in Duties and Responsibilities-Reallocation ~ Redescription -Review ? Effective Date 04 101 / 02 i i Requested Class Allocation Clerk II Pay Grade SR-08 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 year) (Elementary and High School) 1 2 3 4 5 6 7 8 9 1 0 1 1 1 2 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: i Physical requirements: Must meet the health and physical condition standards deemed necessary and proper for performance of the duties of the light physical effort grouping. 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 complete. Division Head's Signature Date 12. CERTIFICATION OF DEPARTMENT HEAD I certify that e above statements are accurate and complete. Department Head's Signature 2 r' Date 03/14/02 Distribution: Original -Civil Service; 15' copy -Department; 2~d Copy -Employee Clerk II attachment to Position Description `I`rainin~ 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 Department of Civil Service. A current typing proficiency certificate with a minimum typing speed of 40 net words per minute must be presented at time of filing. Knowledge of: office practices and procedures; filing methods and systems; grammar, spelling, and word usage; the purposes and uses of standard office machines. Abilit~o: type at the rate of 40 net words per minute; make arithmetic computations; compare names and numbers accurately; keep records, summarize 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/or written instructions; deal tactfully and effectively with the public; work harmoniously with others. ~`S7lN! P~ DEPARTMENT OF CIVIL SERVICE LOCA710N 7. Position No. ~a COUNTY OF HAWAII Dept p{?psL~-Tr`G AT'I'OR`-~ Type: Civil Service Exempt ~~SiTIOti D~SC~IPTION CORM Div. or~ur. vzcTZ~l/wT~ss Section Permanent (X) Temporary ( ) Full-Time (x) Par-Time ( ) Geog..Lcc. Hilo 2. FOR CIVIL SERVICE USE ONLY ~,r~=tvur~ L~ 1 i. tr. - ~t ~ 1 -tom _ 1 Allocation Class ~-ERK'ST~;OGR4PE~R Salary Range SP-fig Effective Da;e, 0716/'J1 Council Resolution No. 94-01 7/6/01 Approved: Date ~/17/Ol By ? Authority Date ~ (erector of Personnel 3. DUTIES OF T#iE POSITION List each duty assigned to ttie position separately. Arrange these duties in bgical order beginning wiCl those performed moss frequently and fo~7owed by those per;orried occasionally. $e clear, complete, and concise. Stick to statements of tact; avoid the use of vague or general terms. Give an estimate of the average amount of tune scent in performing each major duty. If a realbcation of the position is requested, show the ezacl changes in duties, reasons for these changes and the exact date when these changes occurred. It more space is needod, use a blank sheet and attach to this loan. Show The Clerk-Stenographer for t*te VictimlWitness program performs a variety of clerical support cf time. services involving referral to a number of sources, executes assi~-nents 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, r°. ords, correspondence, reports and other material for accuracy, completion and conformance to established requirements. Assigning cases to counselors. (1?) 2. Operating standard office machines such as copiers, fax machines, calculators, 30 typeuTiters, and computers- Opening, closing and maintaining files and revising the system as necessary. Distributing mail, reports, files, etc. (1,2) 3. Anse-ering phones and taking messages and relaying calls. Scheduling meetings and 30 making appointments for staff. Using informed discretion in disseminating information to general public and agencies, including criminal justice procedures, case status information and ref teals to other sources. (1,2) 4. Taking stenographic notes at meetings, d~afting reports and letters. (1,2,3) 5 Otiaer related duties. ltilay incidentally supervise the work of others. b (1) Tne perfo:-~ance of this iunc:ion is tfee reason that :he job e~dsts. The n.smber of ether employees a>,ailable io perfnrct i:Zis fv--teion is limited. (3) This funcrion is higfily spedaliza-', and es:aloyem is hire~i for spedal exx.^._~ o; ability io xr fore this function. •4. SUPERVISION Fl£C~IVED Give the position no. and title of immediate supervisor of this position. i 4' _i'OsitionNumber p~9~ Title Victim/Wi,~'T~s C'~T'dinatn~" 5. 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