HomeMy WebLinkAboutCOM 1012.000 2004-2006 JM(V of M~
Harry Kim William Takaba
.M11a~~ar 11d7? _
Director
-Nancy E. Crawford
:j '
` Deputy Director
1J~ Os'M1.'N ~{:i { n
~,n Cj 1 1~
County of Hawaii ,
Finance Department a
2~ Aupunf Slreel, Room 118 Hlo. { Iawali 96720
(808)961-8234 rax (808)961-82dR
August 7, 2006
Stacy K. Higa, Chairman and
Members of the Hawaii County Council
Hawaii County Council
25 Aupuni Street
Hilo, Hawaii 96720
Re: Resolution Creating Position
The Office of the Corporation Counsel has experienced an overall increase in legal demands
placed upon them in today's litigious climate and this increased responsibility means the
support staff has also been called upon to perform additional duties and to keep up with their
daily work duties of the office. The introduction of their document imaging system has
revealed a need for an increase in clerical personnel to fully utilize the capabilities of the
hardware and software of the system. Also, as the role of Corporation Counsel's legal clerks
evolve into more legally challenging responsibilities, the traditional clerical work must be
performed by other clerical personnel. To allow the legal clerks to dedicate their time to non-
clerical functions, a new Clerk III position is being requested. Funding for this position will
come from the Corporation Counsel's Special Counsel and Settlement of Litigation account.
Enclosed is a resolution creating a Clerk III position for the Office of the Corporation Counsel.
If there are any questions, please do not hesitate to call the Office of the Corporation
Counsel.
1
~2i
William Takab
Director of Finance
APPROVED:
Harry Kim
Mayor
Enc.
cc: Corporation Counsel
Comm. No. Z
• Hawaii County is an Equal Opportunity Provider and Employer Ftaf. Date, aur, n 8 0~
Form B-52
7/18/91
DEPARTMENT OF FINANCE
REQUEST FOR COUNCIL ACTION
DEPARTMENT: CORPORATION COUNSEL - FSD DATE: 8/03/06
STAFF CONTACT: MARTHA RODILLAS PHONE: 961-8304 ext 108
A. REQUEST:
New position: Clerk III, SR10.
B. BACKGROUND AND JUSTIFICATION (USE ADDITIONAL SHEETS AS NEEDED):
An increase in our legal staff has resulted in the need for additional support positions. Our new document
imaging system relies upon proper formatting and inputting of material for a complete database. The
integrity of our records management system relies upon the accurate inputting of data. As the role of our
legal clerks evolves to more legal responsibilities, the traditional clerical functions must be performed by
other clerical personnel.
SIGNED: DATE: 8/03/06
Department Head
REQUEST FOR ORGANIZATIONAL CHANGES AND/OR POSITION ACTIONS
TO: MANAGING DIRECTOR DATE: June 7, 2006
FROM: DEPARTMENT: CORPORATION COUNSEL
DIVISION/BRANCH: ADMINISTRATION
REQUEST:
® NEW POSITION ~.LEgr III _$R=-1~-
TITLE PAY GRADE
? REALLOCATION
POS.NO. CURRENT TITLE PAY GRADE
PROPOSED TITLE PAY GRADE
? OTHER
Ichan9e In Fie, transfer, etc.l POS. NO. CURRENT TITLE PAY GRADE
COMMENTS:
An increase in our legal staff has resulted in the need for additional support positions.
Our new document imaging system relies upon proper formatting and inputting of
material for a complete database. The integrity of our records management system
relies upon the accurate inputting of data. As the role of our legal clerks evolves to
more legal responsibilities, the traditional clerical functions must be performed by other
clerical personnel.
JUN 1 4 2006 V " -
APPROVED ? DISAPPROVED
AUG 0 2 2006
MANAGING DIRECTOR DATE
DCS CP-005 (2/93)(11/93)(7/Ol)
5 ~ ~
NEW POSITION INFORMATION FORM
Department: CORPORATION COUNSEL Date: 06-07-06
Division/Branch: ADMINISTRATION
# of Similar
Pay Fund Pos. in
Class Title Grade Sala Source De t.
CLERK, III SR-10 $ 2,066 010.131.5131.01.01 1 1
1. Give reasons how new duties arose (statutes enacted, ordinances, newly
authorized programs, basis for increased workloads, etc.):
Our new records management system and document imaging system require
clerical work in the formatting and inputting of data for future retrieval, archiving,
and present use. As the role of our legal clerks evolve into more legally challenging
responsibilities, the traditional clerical work must be performed by other personnel.
An overall increase in legal demands placed upon our office is a good thing. In
today's litigious climate, "preventive lawyering" is an indispensable component of
prudent municipal governance. This increased responsibility placed on our office
means additional staff is necessary to meet these modern day challenges.
Our support staff has also been called upon to perform additional duties, such as
providing secretarial support for boards and commissions. These increased
responsibilities require additional staff to service the boards/commissions and keep
up with daily work duties of the office.
2. Can new duties be assigned to existing positions or handled in other way such as
short-term contracts, etc.
No. The additional demands placed on our office require additional staff. We do
not see this increase as short-term, but part of a growing trend in today's litigious
climate.
New Position Form
Page 2
3. How will new position increase the efficiency/effectiveness of operations? (Use
productivity measurements where possible.):
A well run law office requires interconnected personnel performing their duties at
peak efficiency. Part of this efficiency admittedly involves non-legal personnel
performing non-legal tasks.
A Clerk III may perform these responsibilities without the need for a legal clerk to
dedicate their time to perform purely clerical functions.
4. Alternatives that were considered in lieu of new position. (Have technological
changes been considered?)
It is actually our increase in technology that has resulted in this request. Our records
management system and document imaging system will make our office (and
County) more efficient by having a comprehensive database of legal opinions and
an organized repository of all legal documents. Human effort is required to input
these documents.
5. Why were manpower needs not planned through budgetary process?
Mayor Harry Kim had specifically espoused criteria all departments were to follow in
submitting requests for new positions. It was our belief an effort to seek new positions
at that time may compromise needed positions in other departments that provide
direct service to our citizens. In addition, the recent introduction of our document
imaging system has revealed a need for an increase in clerical personnel to fully
utilize the capabilities of the hardware and software.
b. List other rationale or pertinent statements and data:
DCS CP-002 (2/9S)
Depis/Civil Svc/MAR Personnel Forms/CP-002, New Position Info Clerk III 06-07-06/LSAmr
DEPARTMENT OF CIVIL SERVICE LOCATION
COUNTY OF HAWAII Dept. Corporation Counsel
1. Position No. Div. or Bur. Administration
POSITION DESCRIPTION FORM section Administration
Type: Civil Service ® Exempt ? Geog. Loc Hilo
Permanent ® Temporary ?
Full-Time ? Part-Time ?
2. FOR CIVIL SERVICE USE ONLY
Allocation Class Clerk, III Salary Range SR-10 Effective Date
Approved: Date By:
Authority Date Director of Personnel
3. DUTIES OF THE POSITION
List each duty assigned to the positon separately. Arrange these duties in logical order beginning vnih those perforated most frequentty and fdlowed by those performed occasionally.
Be clear, complete, and concise. Stick to statements of facl; avoid the use of vague o(general terms. Give an estimate of the average amount of time seem in performing each major
duty. It 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
neetletl, use a blank sheet and attach to this form.
Show
SEE ATTACHED. of time
4. SUPERVISION RECEIVED Give the position no. and title of immediate supervisor of this position.
Position Number HC-2984 Title Supervising Legal Clerk, I
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 ? Redescription -Review ? Effective Date 08 /01 / O6
Requested Class Allocation Clerk, III Pay Grade SR-10
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.
General & detailed supervision as necessary.
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 2
S ecial or Professional: Colle e 1 2 3 4 1 2 3 4 Kind:
Work Experience-Kind See attached.
and length in years
Knowledge skills and See attached.
abilities:
Physical requirements: See attached.
Licenses or certificates required: Hawai i State Driver's License; typing proficiency certificate with a minimum typing rate of 40
net words per minute.
10. CERTIFICATION OF IMMEDIATE SU E ISO l certi that the above statements are accurate and complete.
Immediate Supervisor's Signature Date SUN 1 't ~0~6
11. CERTIFICATION OF DIVISION HEAD Ice ' that the above statements are accurate and complete.
Division Head's Signature Date
12. CERTIFICATION OF DEPARTMENT HEAD I certify that the above statements are accurate and complete.
Department Head's Signature ~ Date ~UN 1 2~~5
Distribution: Ori final -Civil Service; 1st co - De artment; 2n° Co - Em to ee
POSITION DESCRIPTION
TITLE: CLERK III
Duties Summary:
Performs a variety of difficult clerical or routine administrative work in
preparing, checking, reviewing, evaluating, and refining forms, records, and
similar materials; prepares reports and maintains continuing records; and
performs other related duties as required.
Examples of Duties:
TYPING 40%
• Types letters, memoranda, reports, specifications, statements, forms, and
other materials into final form from rough or corrected copy. (1) (2)
• Checks and proofreads typewritten materials; prepares, checks and
processes claims, forms, records, reports and other documents for accuracy,
completion and conformance to established department and/or legal
requirements. Uses word processing programs i.e. Word and/or Word
Perfect; also may use Excel and Access programs. (1) (2)
• Makes routine follow-ups to secure required information; composes routine
correspondence and letters of acknowledgment and other related duties as
necessary. (1) (2)
OTHER DUTIES 60%
• Makes extensive searches through a variety of files and records, extracts,
refines, and organizes necessary information and prepares reports;
summarizes and briefs materials and prepares special reports involving
interpretation and analysis of data and judgment as to format and details of
presentation. (1) (2)
• Operates standard office machines such as copiers, calculators, typewriters,
facsimile, postage meter, scanning equipment, including document imaging
equipment, desktop computers, high-speed scanner, and peripherals. (1) (2)
• Input and retrieve information from office database management system.
This includes use of high-speed scanning/document imaging system and
indexing such records, files, reports, etc. (1) (2)
• Sets up and maintains files and revises system if necessary. (1) (2)
• Searches through a variety of files and records, extracts, compiles and
summarizes information and prepares periodic and special reports. (1) (2)
Primary person to answer the telephone and take or relay messages and
calls, extensive use of general office voicemail system. (1) (2)
• Greets the general public, invited guests, visitors and callers and directs them
to the proper persons or offices. (1) (2)
• Does the mail/errand run to the County Building or wherever necessary and
pick-up supplies; receive, log, scan and index incoming/outgoing mail and
data on computer system. (1) (2)
• Performs other related duties assigned from time to time as necessary. (1) (2)
Supervision Received by: Supervising Legal Clerk I, Position Number 0061
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 $ 2,138.00
b) Present monthly salary specifically included in
FY 06-07 budget (If NOT BUDGETED, INDICATE -0-) $ -0-
c) Net funds required (Item "a" minus Item "b") $ 2,138.00
d) Remaining number of months in current fiscal year 9
e) Funds required in remainder of fiscal year
(Items "c" x Item "d") $ 19,242.00
(NOTE: To RII position October, 2006)
2. AVAILABILITY OF FUNDS
a) What is the position's fund source (county, state, federal)8 County
b) Funds are budgeted in account number:
c) Funds are available in account number: 010.131.5131.10.1 15
Transfer to account number: 010.131.5131.01.01 1
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 classificati-o--n--action as requested.
/ " 8/03/06
Department Head Date
OC3 CP•004 (2/93) Rev. 8/94; 8/97
Dep15/Civl Svc/MAR Personnel/New Positions Legal Clerk III/CP-004 Source of Funds new Clerk III position 06-07-06/LSAmr
C
O
U
41
~ 'w'
a:
~ O
.a
.a
U
Q Ca o
a
a
~ c
N o
U
N
U ~
.y
U
J
W
Z Q ~ I ~ a
Q = _ N F. O
N
.Z Q U ~a ~,o
QO Z Z c~j0
?~1= Oo O ~ N
Q ~ HQ O F- 'N u- Ca
O N ~ GC _ ¢ -
O~ Qy y
~O L7 ~ Z
V ~
O2 Ca Q ~'rnc
U LL W E > .o
v~ °
O p U rn
O a o..
O ¢ Ca ~
U A
~ ,o
c ~
a
0
o 0
U
~30
~o Ub° o
;a u
a v a
N
~ 7 7
U U U
O ~ O N O p~p
O O O
~ O ~ O ~ O
o V o U o V
C i ~ ~ a'T+
O i
~ ~ ~ ~
O ~ Q Q Q
•a '
w a i
e '~UVO '
PG v o
A ~
~ o~
~ ~ ~
a ~
Q s
' ~ ~ ~ ~
O a
~y U v ' U U U
O N 4 ~ O ~
O O sue. O
o V o U o U
~ I L''
~ A Q Q
O
0
"~o
~ o
O o aU
d ~ y V
~
F ~
.a ~
I
f, U U U
O O O
O O O
oCVj oCUj oU
~ ~ ~
Q Q Q
M
N
U U U °
O~ F O N Q O~
o Q ~
Fem., O ~ sue. C ~
UV aUU~ Uu;
~ ~ V ~ U
~ ~ ~ ~
Q Q Q
C ~ ~
Uwo
osw:
A ~ V i
F ~ o
x o
o v v,
a a.'.
~ o
~ ~
~ o
d
M
c~
W
i
Q
O
Y
N
.N
W U !
~ ~ ~
ccy ~o
n
F, ° ~ h o
d ~~O~LL U °'i ~
~ uV ~l b~~
~ ~
j a
A ~
~ U
d
.a
U
H
U a
doe U~U
ah
b c~ o~~ a ~ 2 ~ O
Z y s j C Q y ~ a
Zy~'e`e` ° do u" ~ zHz
~ d
w N zg
~ u n4
J ? d i Q
v 'e U
W U
~ U Q
c „ u.
~z~ O
'~8 ~
~ h
d~'
~A a~
~
do
~a
w ~
w
a
U
a
~
W
a
~
a~ m~pq
U~ .5 v0
H
t~ _ ~ d
C7
W .a r%~
U ~
~
w
w
O
W
a
U
a
d
C7
w
a
Dom ~ o ,tir' ~ r m d
fij ~ 'Y d ~ o " ~ ~ d ~ ~ .ego
~ ~ U > ~ ao v ~ c 'oi e " ~
O u o r b of m u s d~ `o
~
¢d
a ~ a,
v a
a
r~
V ~ ~ ~ U ~
pai ~ ° eq p U p eq p
~ "q a a
~ ~8
~ ~ !
U ~ I,
'y o
xi
U ~
W 4 ~
U
d ~d
w .a a
c
N
a
7
i
_ 1
C
N ~ v N Y~I C/~
~o ~ a
j0 ~O a0 Upa
o ~ ~
~~c
N ~ ~ M
O , b~ 0
~ 0 4p ,OL" C p
N y ~ ~ ~ ~ y
i C b ~ ~ ~ o
~ ~ i ~3 ti
h L" ti
~ ~ V ~ ~ ~ ~
~ ~ rte, i ~ " ~ ti r
f ~ v 5 ~
W ! 2U ~
a 1~-1 H .~;1 ~ ~ V
Y Y
N ~ O
a+ ~ ~
N ~ N
Q ~ Q
b0 ~ W ~
N N
ra ra
C3
U
'~y~
0
~ °o
[ ~O
'y V]~
~
N
~ ~
~ N N ~ ~ t'~. ~ ~ l~ ~ M
. N ~ N ~ N ~O
[rUo Uo V o Uo
U
U °a~°O ,a0 a0 a0
~a
N i
UUQ ~
°O O i
C,y m
W c i
a=
v ~ _
xN xt~ ti w~ yea
~ M ~ ~ U ~ M ~ x O
V O U N U N U o V C
i0~ iap qpp i0~ ~ a~iU
b~A~ HMO ~ r~.7 ~ ~ ~
ra .a 0 ~ ra ~
N
•a y 00
d ~ M
° o O
~i C~ "3 C [ a v o In~'I~ U O
F,b"eZaa~re•y Q
g~ ~~a v q U tai i' "a d
vl ~ H Qi Qi w \ Q w
Q
W m
V~ O y _ _
~ N ~
0.. ~
~ a
r.t
W
W
by ~ 00
.-i W N
00 C W
N C M
rn O 7 O
~ Z cQ O
c~i0 ~ ~ ~O
~ O ~ E
Q
J
O
4
0
n
Y
m
t
U
O
r
m
r
U
m
c
0
tl
c
m
O
U
U
n
d