HomeMy WebLinkAboutCOM 0645.000 2004-2006 OMt V,OS N'K
Harry Kim ~ William Takaba
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Nancy E. Crawford
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County of Hawaii
Finance Department
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January 17, 2006
Stacy K. Higa, Chairman and
Members of the Hawaii 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 an Office of Management's
Executive Assistant II (2/5T) position to half time. This position is responsible for
keeping the public informed about county government and community activities through
the effective use of the public media and it now takes approximately 20 hours per week
to perform all of its duties and responsibilities. Increasing the time element of this
position from 2/5 time to half time will fairly compensate the incumbent for his work
required and performed.
If there are any questions, please do not hesitate to call the Office of Management.
y-a~
~a~`Willia Takab~ a V
V Director of Finance
APPROVED:
Harry Kim
Mayor
Enc.
cc: Management
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Ref. Ta:
HBWa~'I County is an Equal Opportunity Provider and Employer Ref. ~ t7h
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Form B-52
7/18/91
DEPARTMENT OF FINANCE
REQUEST FOR COUNCIL ACTION
DEPARTMENT: Office of Management DATE: 1/9/06
STAFF CONTACT: Dixie Kaetsu PHONE: 961-8211
A. REQUEST:
Change the Full Time Equivalency (FTE) of Position 4084 from 2/5T to 1/2T to properly reflect the amount of
time necessary to perform the duties and responsibilities of the position.
B. BACKGROUND AND JUSTIFICATION (USE ADDITIONAL SHEETS AS NEEDED):
Position 4084 is an Executive Assistant II position. The incumbent is responsible for keeping the public
informed about County government and community activities through videotaping various programs, events
and activities. Please see position description for more details.
To perform all of the duties and responsibilities assigned takes at least 20 hours per week, so this requested
action is to fairly compensate the incumbent for work required and performed.
SIGNED: _ DATE: 1/9/06
Department Head
REQUEST FOR ORGANIZATIONAL CHANGES AND/OR POSITION ACTIONS
TO: MANAGING DIRECTOR DATE=: 1/9/06
FROM: DEPARTMENT: Office of ManagemerTt
DIVISION/BRANCH:
REQUEST:
? NEW POSITION
TITLE PAY GRADE
? REALLOCATION
POS.NO. CURRENT TITLE PAY GRADE
PROPOSED 71TLE PAY GRADE
® OTHER 4084 Executive Assistant II 12/ST) EM-03
Ichange in FiE, transfer, etc.) pOS. NO. CURRENT TITLE PAY GRADE
COMMENTS:
This request is to change the FTE from 2/5T to 1 /2T to properly reflect the time necessary to perform the
assigned duties and responsibilities.
1 /9/06 ~~-~~~`~"'~7f Y-'
DATE DEPARTMENT HEAD
® APPROVED ? DISAPPROVED
lu~~
MANAGING DIRECTOR DATE
DCS CP-005 (2/93)(11/93)(7/01)(10/03)
INFORMATION FORM FOR REALLOCATION & CHANGE IN FULL-TIME EQUIVALENCY
Department: Office of Management _ Date: 1 /9/Ob
Division/Branch:
Pos. Pay Cost Fund
CIaSS Tlfle No. Grade Salary Diff. Source
Executive Assistant II (2/5T) 4084 EM-03 $1,963
current per
mo.
Executive Assistant II (1/2T) 4084 EM-03 $2,454 $491 Gen
Proposed per per mo. Fund
mo.
1. Give reasons how new duties arose (statutes enacted, ordinances, newly authorized
programs, basis for increased workloads, etc.):
Current duties assigned and performed require at least 20 hours per week; change
in full-time equivalency is to properly compensate the incumbent for work
performed.
2. If reallocation, list only new duties. Example: 1) Takes dictation 40%; 2) Keeps office
accounts 30%; etc.):
NIA
3. How will assignment of new duties increase efficiency/effectiveness of operations?
(Use productivity measurements where possible.):
N/A
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 short term
contracts, etc.:
N/A
5. Alternatives that were considered in lieu of the proposed changes: (Have
technological changes been considered?)
Reducing the number of county/community events videotaped; however, this was
not considered desirable in terms of the importance of public information and
communication.
6. Was reallocation or reclassification budgeted and if not, why were manpower needs
not planned through budgetary process?
This should have been budgeted; however, due to oversight, this was not done.
7. List other rationale or pertinent statements and data:
DCS CP-003 (2/93J
DEPARTMENT OF CIVIL SERVICE LOCATION
1. Position No. 4084 COUNTY OF HAWAII Dept. Office of the Mayor
POSITION DESCRIPTION FORM Div. or Bur.
Type: Civil Service ( ) Exempt (X) Section
Permanent (X) Temporary ( ) Geog. Loc. ISIandWlde
Full Time ( ) Part-Time (X )
y, FOR CIVIL SERVICE USE ONLY
Allocation Class Salary Range Effective Date
Approved: By
Authority Date 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
performetl occasionally. Be clear, complete, and concise. Stick 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. If a reallocation of the position is requested, show the exact changes in duties, reasons for these changes and
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Under the general supervision of the Mayor and/or Managing Director, serves as staff specialist in planning and
organizing programs to promote public interest and awareness of the County's services and to maintain the public's of time.
trust in government.
1. Develops a sense of community through the effective use of public media; keeps the public informed about 30%
government and what is going on in the community. (1, 2, 3)
2. Plans, organizes, videotapes, edits and distributes a weekly television show, "What's Up In Hawaii County," that
includes features on current County events and projects, information on the availability of County jobs, and other 30%
items of community interest. (1, 2, 3)
3. Videotapes various County-sponsored informational and educational meetings such as the Corporation 20%
Counsel's OIP/Sunshine Law briefng and the Meth Initiative Update; provides copies of the videotapes as
requested. (1, 2, 3)
4 Keeps abreast of community events; attends and videotapes various County-sponsored and community events 10%
to be televised weekly, e.g., Memorial Day ceremonies, Mayor's Fellowship Breakfast, high school graduations,
school and community music performances, etc. (1, 2, 3)
5%
5. Represents the Mayor and other County officials at various events as assigned.
6. Performs other administrative duties as assigned. 5%
Key: 1) The performance of this function is the reason that this job exists.
2) The number of other employees available to perform this function is limited.
3) Thls 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 20001/20002 Title Mayor/Managing Director
5, SUPERVISORY RESPONSIBILITIES OF THE POSITION
List must coincide with the official organization chart.
Position No. Title Nature of Supervision
DCS CP-1 (2/90)
Hawaii County is nn Equa! Opportunity Provider and f;mployer
6. Present Class Executive Assistant II (2/5T) Pay Grade EM-03
7. REQUESTED ACTION
New PosM1ion-Initial Allocation ( ) Changes in Duties and Responsibilities-Reallocation ( ) Redescriplion-Review (X) Effective Date
Requested Class Allocation Executive Assistant II (1/2T) Pay Grade EM-03
8. CERTIFICATION OF EMPLOYEE The duties & responsibilities described above are accurate and complete.
Employee's Name (Print)` Rolle Rosenthal
Employee's Signature (~OQ.Q Date ~ /O 0~
9. STATEMENT OF IMMEDIATE SUPERVISOR
a. Describe the nature and extent of supervision which you exercise over this position.
b. Indicate the qualifcations absolutely necessary to perform the duties of the position. Keep in mind the position itself and the
ualifcations a new em to ee must brio to the position rather than the ualifications of the em to ee who now occu ies 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 10 11 12
Special or Professional: (College) 1 2 3 4 1 2 3 4 Kind:
Work Experience -Kind A combination of education and experience substantially equivalent to graduation from an accredited college or university
and length In years: with a major in business or public administration, political science, education or a related feld and four (4) years of
responsible administrative experience in government or in a business organization.
Knowledge of: principles and practices of public administration; government organization and functions; principles and
practices of public relations; research methods and statistical analysis methods and techniques; principles and
Knowledge, Skllls and techniques in writing informational material; techniques used in preparing and editing copy for printing; Federal, State and
abilities: County affrmative action and equal employment opportunity laws, rules, regulations and guidelines; group instruction and
training.
Ability to: write and speak effectively; obtain, analyze and evaluate (acts; interpret pertinent laws, rules, prepare clear
procedures; review, analyze, and evaluate program effectiveness in complying with Federal affirmative action, equal
employment opportunity and disable program mandates; direct implementation of sound corrective measures for areas not
found in compliance; interrupt and determine implications of existing and anticipated Federal affrmative action, equal
employment opportunity and classes; develop and maintain effective working relationships with appropriate governmental
agencies, operating departments, employees, special interest committees and groups, and the general public.
Phy5lCel RegUlrement5: Persons seeking appointment to positions in this class must meet the health and physical condition standards deemed
necessary and proper to perform the essential functions of the position with or without reasonable accommodations.
Physical Effort Group: LIGHT
Licenses or certificates required:
possession of a valid Sfate of Hawai i drivel's license (class 3) or ocher comparable valid driver's licenses.
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 DEPARTME T
HEA`y~~~~~~D^'v 0 certiry that the above statements are accurate and complete to
the best of my knowledge ~
Department Head's Signature I Date I q ~
Distribution: Original -Civil Service, 1st Copy -Department, 2nd Copy -Employee
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SOURCE OF FUNDS FOR NEW POSITION/REALLOCATION/CHANGE IN FTE
1. COMPUTATION OF FUNDS REQUIRED FOR POSITION NO. _4084 (If no position number
indicate "new".)
a) New monthly salary $ 2.453.50
b) Present monthly salary specifically included in
FY05-06 budget (If NOT BUDGETED, INDICATE -0-) $ 1.962.80
c) Net funds required (Item "a" minus Item "b") $ 490.70
d) Remaining number of months in current fiscal year 5
e) Funds required in remainder of fiscal year
(Items "c" x Item "d") $ 2 543 50
2. AVAILABILITY OF FUNDS
a) What is the position's fund source (county, state, fe:deral)? County
b) Funds are budgeted in account number: 010-1 1 1-51 1 1.01
c) Funds are available in account number:
Transfer to account number:
d) Request to transfer funds for reallocation:
From: 010-91 1-591 1.70-341 Provision for Reallocation 2.453.50
Total Amount
To: 010-111-5111.01 Office of Managerrrent S&W
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.
Department Head Date
DCS CP-004 (2/931 Rev. 8/94; 8/97