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HomeMy WebLinkAboutCOM 0124.037 2004-2006 JNty'OF w'm/f. O q~ ~ •,/w~ ~ ~a~l~,~,~ Barbara Bell ~ Director Fdarry Kim 1 Mayor 04 Nelson Flo pgtF " w~'r~ Deputy Director ~OF~ %rlixi~~ IY~ .~I~~I[t DEPA><tT10~ENT OF IuNVIRONIVIENTAL lO~IANAGEI~ENT 25 Aupuui street, It®om 210 ®Y$ilo, Iiawai i 96720-4252 (808) 961-8083 o Fax (808) 961-8086 h ://co.hawaii,hi.us/directory/dir envmng htm April 8, 2005 r, . ~ , Chairman Stacy Hlga and Members of the Hawaii County Council 25 Aupuni Street Hilo, HI 96720 SUBJECT: Department of Environmental Management Supplemental Budget Request Account Clerk -Administration, Business Services Section At the March 31, 2005 Finance Committee Special meeting, Chair Isbell requested our department supplemental budget requests. I handed her the supplemental budget requests for Solid Waste Division positions but inadvertently failed to include the Administration position request. I have enclosed forms regarding this position. Thank you. Barbara Bell DIRECTOR enclosures cc: Mayor Kim DEM Deputy Director DEM Accountant IV DEM Personnel Specialist r Hawaii County is an equal opportunity provider and employer. Departmem of Finance Fannk; F-110 - 01/OS/OS COUNTY OF HAWAII SUPPLEMENTAL BUDGET REQUESTS DEPARTMENT: Environmental Management DIVISION: (Prioritize by department.) CONTACT: Barbara Bell PHONE: 961-8083 DATE: 12/29/04 FISCAL PERIOD From: July 1, 2005 To: June 30, 2006 ITEM: Account Clerk PRIORITY If Position, Position (n1a) Salary Range: SRl I Annual Salary: $24,885 BUDGET Original: $ (n/a) Proposed: $ Net Request: $28,565 DIVISION: ADMDV ACCOUNT see attached JUSTIFICATION (Include how Objectives and Program Measures will change if approval is given): As Dart of creatin¢ a new department and establishin¢ the necessarl+ staffin¢ levels we request to add an Account Clerk nosition This nosition will procPCC navrnll assist with con rar+ nroceccinn mnrP procurement document a icr with pavabl nrocp cin and nth ¢ n ral a imrin¢ and clPriral duties for the Department This nosition will help to reduce overtime meet d adline an imnrov _~ststomer service for both our vendors and emnlovees Currently our Admini trative QPrVirPc Assistant processes payroll and provides some Harr time a i tance with nrrcnrtnel function rea+ino this Account Clerk nosition will allow the Administrative Services i tan to nrnvidr filll tim_r SUDDOrt t0 the DerSOllllel fgnctign$ Full time personnel assistance i nece arv to ac i t in rec itm nt for permanent and temporary annointment ~ a i in trackin¢ xtend dab n of emnlos e d to illness or iniurv ensure employees have current valid licen ec and certification required for their lobs and to assist in re¢isterip¢ and trackin¢ emnlovee trainin¢ In additio +n rnmml i h FLCA requirements each employee's daily hours will have to be inn t 1 nrly we do not hay the ctaffto be able to take on this additional data entry without acrificin¢ other ritic 1 d tie The costs associated with this new nositio cnch as eg ipm nt and c~ ppli c are al in 1 d d withlhis request. ? APPROVED: $ ? DENIED ? DEFERRED: NOTES: DATE: (Use continuation sheets as necessary.) NEW POSITION INFORMATION FORM Department: Environmental Management Date: 1/07/05 Division/Branch: Administration- Business Services Section # of Similar PaY Fund Pos. in Class Titfe Grade Sqla Source De t. Account Clerk SR 11 $ 27,984 County 3 l . Give reasons how new duties arose (statutes enacted, ordinances, newly authorized programs, basis for increased workloads, etc.): The Department of Environmental Management was created by a Charter Amendment in 2000 to manage the solid waste, wastewater and recycling programs of the County. This position will process payroll; assist with contract processing; route procurement documents; assist with processing payables; and other general accounting and clerical duties. In order to comply with FLSA requirements, daily hours will have to be input for each employee, by pay code. Due to the volume and complexity of the department's payroll, the payroll duties will need to be split between two positions in order to ensure timely processing (our Assistant Account Clerk is being re-allocated to an Account Clerk to share the payroll duties). In addition, the volume of personnel issues our department has to address (recruitments, allocations, grievances, disciplinary action, etc.) far exceeds what one position can keep up with. Creating this position will allow the current Administrative Services Assistant to provide full time support to the Personnel Management Specialist. 2. Gan new duties be assigned to existing positions or handled in other way such as short term contracts, etc. Contracting for a person to perform these long term duties would cause the union to file a complaint as this is a classification of duties already performed within the county's departments. The Department's existing staff cannot take on these additional responsibilities due to their can-ent workloads. This position will assist the newly requested Accountant I in getting contracts processed, invoicing for grants, and assist in procurements. New Position Form Page 2 CP 002 3. How will new position increase the efficiency/effectiveness of operations (Use productivity measurements where possible.): The new Account Clerk will increase efficiency by allowing us to meet deadlines, improve customer service, process contracts more quickly, and reduce other employee's need to work overtime. This position will help to even out the work flow and reduce the severe impact we have anytime we have an absence during peak periods. Without this position, we will not be able to take on the additional data entry required to comply with FLSA without sacrificing other critical duties, which are already compromised. 4. Alternatives that were considered in lieu of new position. (Have technological changes been considered2) The existing staff performs division specific activities. This does not make it possible for them to take on additional responsibilities. These duties pre long term, therefore, contracting for the services is not advisable. The person needs to become knowledgeable about the County's procedures and the Department's operations as they continue to evolve over time. The new position will perform duties which support the Accountant I in processing contracts, preparing grants, processing documentation for procurement, and help out when other clerical staff are absent for their duties. 5. Why were manpower needs not planned through budgetary process This proposal is being mode now because there pre no other positions for the Accountant IV to delegate the work to. The new FRESH payroll system is expected to go live in the coming months and this position is needed to meet the data entry requirements for FLSA. The department also has a number of vacancies that need to be filled as soon as possible, this position will help to expedite those recruitments by allowing the Administrative Services Assistant to provide full time support to the personnel functions. 6. List other rationale or pertinent statements and data: Creating this position is a necessary step toward establishing the staffing needed for the Department to handle it's own administrative duties. The current staffing level is not sufficient to give proper attention to each of these functions and ensure they pre handled in a timely manner. Now that we have completely taken over all administrative duties for our department from Public Works, we realize we are not adequately staffed to do this. FY 04-05 Account Clerk Ol /13/05 CP 005 REQUEST FOR ORGANIZATIONAL CHANGES AND/OR POSITION ACTIONS TO: MANAGING DIRECTOR DATE: 1/14/05 FROM: DEPARTMENT: Environmental Manaement DIVISION/BRANCH: Administration -Business Services REQUEST: ® NEW POSITION ate,-.,' nt Clerlr ca T 1 TITLE PAY GRADE ? REALLOCATION POS.NO. CURRENT TITLE PAY GRADE PROPOSED TITLE PAY GRADE ? OTHER Icrwrpa m FrE kanster, erc.l POS. NO. CURRENT TITLE PAY GRADE COMMENTS: . This position will process payroll; assist with contract processing; route procurement documents; assist with processing payables; and other general accounting and clerical duties. In order to comply with FLSA requirements, daily hours will have to be input for each employee, by pay code. Due to the volume and complexity of the department's payroll, the payroll duties will need to be split between two positions in order to ensure timely processing (our Assistant Account Clerk is being re-allocated to an Account Clerk to share the payroll duties).Creating this position will also allow the current Administrative Services Assistant to provide full time support to the Personnel Management Specialist. ~ ' 1~-c~~ ~ ? APPROVED ? DISAPPROVED MANAGING DIRECTOR DATE DCS CP-005 (2/93)(11/93)(7/Ol) Account Clerk FY 04-05 CP 004 SOURCE OF FUNDS FOR NEW POSITION/REALLOCATION/CHANGE IN FTE 1. COMPUTATION OF FUNDS REQUIRED FOR POSITION NO. new (If no position number indicate "new".) a) New monthly salary $ 2,332 b) Present monthly salary specifically included in FY 04-05 budget (If NOT BUDGETED, INDICATE $ 0 cJ Net funds required (Item "a'"minus Item "b") $ 2,332 d) Remaining number of months in current fiscal year 5 eJ funds required in remainder of fiscal year (Items "c" x Item "d") $ 11,660 2. AVAILABILITY OF FUNDS a) What is the position's fund source (county, state, federalJB County b) Funds are budgeted in account number. n/a cJ Funds are available in account number. 010.671.5671.01.011 Transfer to account number. dJ 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 classif/c7ation action as requested. Department Head ate DCS CP-004 (2/93) Rev. 8/94; 8/97 Account Clerk FY 04-05 PARTMENT OF CIVIL SERVICE LOCATION COUNTY OF HAWAII Dept. Environmental Mgmt 1, Position No. new Div. or Bur. Administration POSITION DESCRIPTION FORM section Business services Type: Civil Service ® Exempt ? Geog. Loc Hilo Permanent ® Temporary ? Full-Time ® Part-Time ? 2. FOR CIVIL SERVICE USE ONLY Allocation Class ACCOUNT CLERK Salary Range SR t 1 Effective Date 2/01/05 Approved: Date gy: Authordy Date Director of Personnel 3• DUTIES OF THE POSITION list each duly assigned b the position separately. Nrarge these duties in kgiral order begimirq with those pertomied most heymmtiy and tdkruad M those perfomred ocpsionally. ae clear. canplele, and concise. Stick M statemeds d tad: awird dre use d vague d general terms. Give an estimate d tire average amount d time spent in performing each major dory. g a reellacation dfhe position is requested, show tire exact dxarges in duties, reasons for these needed use a blank shed and attach M tlr's torn. and the exact dale when titese Grerrges occurted. N more space is SNOW Duties: % 1. Reviews, checks for accuracy, and posts employee timesheets (work hours, leaves withhvithout pay, premiums) to of time payroll ledger and submits to Accounts Division on a timely basis. Provides technical advice and support to 30°~ Division accounting staff in the preparation of fimesheets and other payroll functions. Provides feedback and training. Explains pay adjustments to employees. Prepares payroll related input forms such as employee/posftion! miscellaneous changes. Verifies various leave application forms for completeness and conformity with established guidelines, and posts to payroll ledger, sorts and files forms. Calculates manual payroll and posts to payroll ledger on asemi-monthly basis. Calculates various adjustments to salaries and wages, and vacatioNsick leave hours. Types payment vouchers. Posts necessary adjustments to payroll ledger and amends supporting documents to reflect adjustments. Sorts and distributes pay checks to respective divisions. Distributes various attachments with payroll. Prepares Internal Transfer documents for the transfer of charges between various divisions. Audits semFmonthly Earnings Register for accuracy. (t, 2) 2. Reviews all purchase requisitions, invoices, and petty cash vouchers submitted by the account Gerks and senior account Gerks employed by the Wastewater Division and Solid Waste Division for accuracy and completeness 25% which inGudes proper account number, object symbol, work order number if applicable, vendor number, numbering code, delivery instructions, description, vendor name, unit price, and total price; accuracy shall also include compliance with applicable County Ordinances, County Charter, Department of Finance directives, and collective bargaining agreements as these exist now and as they are modified or amended and deliver same to County Purchasing Agent; draws out cash from County Treasurer's Office and pays out to the affected employees or vendors; checks invoices and other data for conformance with standards and accuracy of extensions and computations; distributes contracts, t>id specifications, bid results, and other similar materials to the divisions; also distributes within the Department of Environmental Management Administration Offices for further processing of transactions. (1, 2) (1) The performance of this (uncgon's the reason that the job exists. (2) The number of other employees available to pertorm Phis furtetion is I'tmded, (3) This /unction is highty specialized, and employee is (tired for special expertise or ability to perform this function. (See attachment) 4• SUPERVISION RECEIVED Give the position no. and title of immediate supervisor of this position. Position Number new Title Accountant 5' SUPERVISORY RESPONSIBILITIES OF THE POSITION List must coincide with the official organization chart Position No. Title Nature of Supervision none 6. Present Class Pay Grade 7. REQUESTED ACTION New Position-Initial Allocation ®Change in Dudes and Resporuibilities-Reallocatbn ~ Redesaiption -Review ? Effective Date 2101/05 Requested Class Allocation Account Clerk Pay Grade SR 11 8. CERTIFICATION OF EMPLOYEE The dudes & responsibildies described above are accurate and compete. Employee's Name (Print) Employee's Signature Date g, STATEMENT OF IMMEDIATE SUPERVISOR a. Describe the nature and extent of supervision, which you exercise overthis 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 qualfcations of the employee who now occu ies it. Education -General Basic Quaycations Necessary for Work Perfonnance Cirde hi hest ear Iementa and Hi h School 1 2 3 4 5 6 7 8 9 1 0 1 1 1 2 S Cial or Professional: Coll e 1 2 3 4 1 2 3 4 Kind: Work Experience-IGnd A combination of education and experience substantially equivalent to graduation from high school and lengih in years and three years of derical experience induding 2 of which shall have been in account record keeping work. Knowledge skills and Knowledge of: bookkeeping prindples 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 accourris and records; detect errors in posting and calculations; prepare financial reports and statements; interpret fiscal records and data; interpret laws, rules and regulations of the department; operate electronic calculator, typewriters and computer workstations; make arithmetical computations; compare names and numbers; team laws, rules and regulations of the department; work harmoniously with others. Physical requirements: Persons seeking appointment to positions in this Gass must meet the health and physical condition standards deemed necessary and proper for pertormance of the duties. Licenses or cert~cates required: Possession of a valid State of Hawai i driver's license (Class 3) or any other valid comparable motor vehide operator's license at time of filing. 10. CERTIFICATION OF IMMEDIATE SUPERVIS/O~R ~I certify/that the above statements are accurate and complete. Immediate Supervisor's Signature ~ ~~t Date / o~ 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'n I/certify that the above statements are accurate and complet . Department Head's Signature ~ ~``J ~ Date Distribution: Original -Civil Service; 1a copy -Department; 2n° Copy -Employee Account Clerk HC No. Attachment 3. Processes internal transactions such as reimbursable expenditures (intradepartmental, inter-fund transfers); 10% processes contract payments for contracts which are not construction contracts but which are processed through purchase orders drawn by Purchasing Division; ensure that payments are batched and done in a timely manner so as to avoid interest penalty. (1, 2) 4. Sets up and maintains a filing system for contrails, i.e., price agreements, equipment purchases, personal 100 services and other written agreements. Tracks contrail expiration dates, follows up on renewals and maintains current liability insurance certificates. (1, 2) 5. Computes running balances of leave hours available and taken per pay period and verifies balances with computer printouts. Calculates monthly actual man hours worked by response center for divisions. 100 Prepares and submits quarterly reports. Compiles and inputs FLSA data into computer to determine adjustment amount to be made, if any. (1, 2) 6. Answers vendors' and employees' queries regarding payments promptly and courteously; obtains and forwards to vendor proof of payment when an account is disputed; obtains tax dearance and letter of release from surety before making final payment on formal contracts; in the event of duplicate payments or 5% reimbursements, works with Jerks, verxfor, and employee to see that the County is reimbursed or credited; checks all'Cert'fiicetes of Travel'to make sure computations are cerrect and that necessary documentation is attached. (1, 2) 7. Searches through a variety of files and records; extracts and compiles data; organizes information and prepares final reports such as temporary assignment hours worked and wages; and worker's compensation 5% 12 month wage report; assists specialists in the preparation and distribution of operational and activity reports. (1, 2) 8. Assists divisions with urgent purchases and reimbursements; provides detail explanation regarding 5% procedural changes to Jerks and senior account Berks. Answers phones as needed. Performs other related duties as required. (2)