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Home My WebLink AboutCOM 0497.000 2002-2004 Mtv o• ~i Harry Kim ~ y~ William Takaba Mnyor Director ; Nancy E. Crawford ~r•. Deputy Director County of Hawaii Finance Department o 25 Aupuni Street, Room l l8 • Hilo, Hawaii 96720 s (808) 961-8234 • Fax (808) 961-8248 _T QO ~ G - r' February 4, 2004 ~ ~ 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 an Assistant Account Clerk 1/4T (Temporary) position for the Department of Research and Development's Hawaii County Resource Center (HCRC). The creation of this position is in conjunction with the Hawaii Island Meth Initiative (COPS grant program) and will enable the HCRC to maintain its present level of effectiveness of operations and increase the communities' ability to build its capacities. If there are any questions, please do not hesitate to call the Department of Research and Development. William Takaba Director of Finance APPROVED: `~f -Harry Kim Mayor Enc. cc: Research & Development Comm. No. - Raf. To: L ~eS . fS3_ O Re{, Dote Form B-52 7/18/91 DEPARTMENT OF FINANCE REQUEST FOR COUNCIL ACTION DEPARTMENT: Dept. of Research & Development DATE: January 22, 2004 STAFF CONTACT: Jane Testa PHONE: 961-8366 A. REQUEST: Prepare a resolution authorizing the creation of a position titled Assistant Account Clerk. This position is for a temporary, one-quarter time (1/4 full time) employment. B. BACKGROUND AND JUSTIFICATION (USE ADDITIONAL SHEETS AS NEEDED): This position is in conjunction with the Hawaii Island Meth Initiative (COPS Grant) through a joint effort of U. S. Senator Daniel K. Inouye, the Hawaii Community Foundation, and the County of Hawaii. Council action is being requested to allow creation of this position to do processing, distribution, tracking grant awards. Position also performs a variety of clerical duties; knowledgable in maintenance of record keeping abilities; operates standard office equipments; and performs other related duties as required. note: Two (2) positions adopted 11/19/03 by County Council Resolution 123-03 will be utilized for the drug initiative program. Positions were adopted as Resource Center Coordinator and Resource Center Specialist has been retitled to Economic Specialist III and Economic Specialist II through recommendation of the Department of Civil Service. SIGNED: DATE: January 28, 2004 Depa ent Head REQUEST FOR ORGANIZATIONAL CHANGES AND/OR POSITION ACTIONS T0: MANAGING DIRECTOR DATE: January 22, 2004 FROM: DEPARTMENT: Department of Research and Develounent DIVISION/BRANCH: REQUEST: ® NEW POSITION Asaiatant Accrnmt Clark (Tamr~) SR-08 TITLE PAY GRADE ? REALLOCATION '~OS:AO. CURRENT ITLE PAY GRADE PROPOSED TITLE pqy GRADE ? OTHER (change In FTE, bans/eq etc.) POS. N0. CURRENT TITLE ppy GRADE COMMENTS: This position is a temporary, 25g (1/4 time full) position, continuous providing availability of funds. pg~ .7anuaxy 28, 2004 ~~E~ ---------°--------1-----------------°---------------°-----°-----------------------------------°- 'U APPROVED ? DISAPPROVED (I30IoL~ MANAGING DIRECTOR DATE DCS CP-005 (2/93)(11/93)(7/01) < NEW POSITION INFORMATION FORM Department: Department of Research and Development Date: January 22, 2004 Division/Branch: # of Similar Pay Fund Pos. in Class Title Grade Sala Source De t. Assistant Account Clerk (Temp-1/4 full SR-OS $ 10.14 g~yr~ 0 time) 1. Give reasons how new duties arose (statutes enacted, ordinances, newly authorized programs, basis for increased workloads, etc.): Meth grants from state and federal create additional workload; 50 small grants given to the community will be handled through Hawaii County Resource Center (HCRC), requiring tracking, processing and distributing awards. In addition, federal grant will establish four (4) new contractors, supplies, training and mileage needing to be managed. 2. Can new duties be assigned to existing positions or handled in other way such as short term contracts, etc. The terms of the federal grant require we hire a clerical personnel to manage the additional workload. 3. How will new position increase the efficiency/effectiveness of operations? (Use productivity measurements where possible.): As workload increases due to the state and federal grants, this new position will enable HCRC to maintain its present level of effectiveness of operations and increase the communities' ability to build its capacities. New Position Form Page 2 4. Alternatives that were considered in lieu of new position. (Have technological changes been considered?) As stated, terms of the grant requires the establishment of this position. 5. Why were manpower needs not planned through budgetary process? New programs like the fifty (50) community mini-grants did not exist before the state grant was awarded. 6. List other rationale or pertinent statements and data: Funding for this position will be provided through Hawaii Community Foundation. OCS CP-002 (2/93) DEPARTMENT OF CIVIL SERVICE LOCATION COUNTY OF HAWAII Dept. Research 8 Dev. 7. Position No. Div. or Bur. POSITION DESCRIPTION FORM Section Type: Civit Service ® Exempt ? Geog. Loc Permanent ? Temporary Full-Time ? Part-Time 2. FOR CIVIL SERVICE USE ONLY Allocation Class Asst. Acct. Clerk (Temp-1/4 full time) Salary Range SR-08 Effectlve Date 03/01/04 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 performetl moll Irequenlly and fdhrwed by those performed occasionally Be clear, complete, and rnndse. Stick to statements of hacC avdd the use or vague or general terms. Give an estimate of the average amount of ame spent in performing each major duty. If a reallocation 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 is needed use a blank sheet and attach to This form. Shoal % Key for Essential Duties: of time 1. The performance of this function is the reason that the job exists. 2. The number of other employees available to pertorm this function is limited. This position reviews, posts to, revises and summarizes fiscal records and statements in accordance with prescribed procedures; compiles data and prepares reports; and performs other related duties as required. 1. Performs account record keeping work; process requisitions, purchase orders, invoices; checks for conformance with standards and accuracy of extensions and computations; posts to and maintains ledgers, appropriation 65% accounts and other subsidiary records. (1,2) 2. Assists in preparation and compilation of periodic and special financial or statistical reports. (1,2) 25% 3. Performs and assist staff personnels with other related duties as assigned. 10% 4. SUPERVISION RECEIVED Give the position no. and title of immediate supervisor of this position. Position Number 4255 Title Economic Development Spclt III 5• SUPERVISORY RESPONSIBILITIES OF THE POSITION List must coincide with the official organization chart Position No. Title Nature of Supervision DCS CP-001 (2/90) 6. Present Class Pay Grade 7. REQUESTED ACTION New Position-Initial Allocation ®Change in Duties and Responsibilities-Reallocation ? Redescdption -Review ? Effective Date I / Requested Class Allocation Pay Grade 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 occu ies it. Education -General Basic Qualifications Necessary for Work Performance Circle hi hest ear Elements and Hi h School 1 2 3 4 5 6 7 8 9 1 0 1 1 1 2 S ecial or Professional: Colle e 1 2 3 4 1 2 3 4 Kind: Work Experience-Kind A combination of education and experience substantially equivalent to graduation from high school and length in years and two years of clerical experience including account record keeping work. Knowledge skills and Knowledge of: bookkeeping principles and practices; office practices and procedures; grammar, abilities: spelling and word usage; filing methods and systems; use of standard office machines. Ability to: maintain fiscal accounts and records; prepare financial reports and statements; operate calculating and adding machines; and typewriters; make arithmetical computations; compare names and numbers; learn laws, and rules, and regulations of the department; work harmoniously with others. 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. 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 t2. CERTIFICATION OF DEPARTMENT HEAD I certify that the above statements are accurate and complete. Department Head's Signature r~ Date Jan . 28 , 2004 Distribution: Ori final -Civil Service; 15' co - De artment; 2nd Co - Em to ee COUNTY OF HAWAII DEPARTMENT OF RESEARCH AND DEVELOPMENT POSITION ORGANIZATION CHART Director 20033 A18 Deputy Director Pvt Secretary Accountant I 20034 A17 1902 SRZO 4229 SR18 unfunded Clerk III Student Helper I 3648 SR10 V0007 Resource Agriculture Tourism New Industry & Film Energy Center Indust Dev Economic Dev Economic Dev Economic Dev Economic Dev Economic Dev Economic Dev Resource Mtrls Spcit III Spclt II Spclt III Spclt III Spclt III Spclt III (Temp) Spclt 2781 SR24 2537 SR22 2535 SR24 3929 SR24 3699 SR24 4255 SR24 3226 SR22 Economic Dev Spclt 11 (Temp) 4256 SR22 January 2004 current COUNTY OF HAWAII DEPARTMENT OF RESEARCH AND DEVELOPMENT POSITION ORGANIZATION CHART Director 20033 A18 Deputy Director Pvt Secretary Accountant I 20034 A17 1902 SR20 4229 SR18 unfunded Clerk III Student Helper I 3648 SR10 V0007 Resource Agriculture Tourism New Industry 8 Film Energy Center Indust Dev Economic Dev Economic Dev Economic Dev Economic Dev Economic Dev Economic Dev Resource Mtrls Spclt III Spclt II Spclt III Spclt III Spclt III Spclt III (Temp) Spclt 2781 SR24 2537 SR22 2535 SR24 3929 SR24 3699 SR24 4255 SR24 3226 SR22 Economic Dev Spclt 11 (Temp) 4256 SR22 Asst. Account Clerk 1l4T em SR08 January 2004 Propose0 SOURCE OF FUNDS FOR NEW POSITION/REALLOCATION/CHANGE IN FTE 1. COMPUTATION OF FUNDS REQUIRED FOR POSITION N0. new (If no position number indicate "new'.) a) New monthly salary $ 10.14 hr x 43.3 hrs b) Present monthly salary specifically included in FY budget (If NOT BUDGETED, INDICATE -0-) $ 0 c) Net funds required (Item "a" minus Item "b") $ 440 d) Remaining number of months in current fiscal year 4 e) Funds required in remainder of fiscal year (Items "c" x Item "d") $ 1,760 2. AVAILABILITY OF FUNDS a) What is the position's fund source (county, state, federal)? other b) Funds are budgeted in account number: 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 classification action as requested. / r'ti"`rl Januazy 28, 2004 ~epartmen Head Date DCS CP-004 (1/93) Rev. 8/94; 8/97