HomeMy WebLinkAboutCOM 1039.000 2004-2006
,qtr or•y~~
Harry Kim William Takaba
Mnym' Director
Nancy E. Crawford
Deputy Director'
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County of Hawaii
~~i~•;'' . Finance Department
25 Aupuni Street, Room 118 e Hilo, Hawaii 96720
(808) 961-8234 e Fax(808)961-8248
August 22, 2006
Stacy K. Higa, Chairman and
Members of the Hawai'i County Council
Hawai'i County Council
25 Aupuni Street
Hilo, Hawai'i 96720
Re: Resolution Creating Position
Enclosed is a resolution creating an Administrative Services Assistant position for the
Department of Environmental Management's Solid Waste Division. The recent Legislative
Auditor's audit identified insufficient staff to prepare the numerous contracts for transfer
station enhancements and recycling efforts. This new position is needed to provide clerical
and other assistance to the Solid Waste Division Chief, Engineering, and special programs
staff. It will augment the current staff and will primarily be responsible for reducing issues
that were identified in the audit.
If there are any questions, please do not hesitate to call the Department of Environmental
Management.
!2n i4~
William Takaba
Director of Finance
APPROVED:
4""
Harry Kim
Mayor
Enc.
cc: Environmental Mgt
64. Comm. No.-(031
Ref. To:
Ref. Date AUG 2 4 2006
Hawaii County is an Equal Opportunity Provider and Employer
Form B-52
7/18/91
DEPARTMENT OF FINANCE
REQUEST FOR COUNCIL ACTION
DEPARTMENT: Environmental Management -Solid Waste DATE: 8/21/06
STAFF CONTACT: Barbara Bell PHONE: 961-8083
A. REQUEST:
The Department of Environmental Management requests a resolution authorizing the Department to create a
new position in Solid Waste Division titled Administrative Services Assistant (SR-13).
B. BACKGROUND AND JUSTIFICATION (USE ADDITIONAL SHEETS AS NEEDED):
An Administrative Services Assistant is needed to provide clerical and other assistance to the Solid Waste
Division Chief, Engineer, and special programs staff. Funding for this position is available within the present
FY06-07 Operating Budget. Due to delays in constructing the new reload facility, the eleven new positions
budgeted for this facility for one month in FY06-07 will not be filled until FY07-08. This savings will be
sufficient to cover the expenses associated with this new position. See attached for additional information.
SIGNED: DATE: B/Z7 I6
Department Head
FUND 085 SOLID WASTE FUND
DEPT 601 SOLID WASTE
FY 2006 - 2007
FY06-07 FY06-07
BASE.EL ACCOUNT Admin. Svc Asst. Reductions for
OBJ DESCRIPTION Request Re-load Fac. Delay
5604 SOLID WASTE
5604.01 SOLID WASTE S&W
SALARIES & WAGES
011 REGULARS&W 23,409 (34,182)
ADMINSERVICES ASSISTANT -SR-13 23,409
021 OVERTIME S&W 3,000 (10,000)
OVERTIME FOR NEW POSITION 3,000
099 MISCELLANEOUS S&W 200 (800)
TEMP ASSGN FOR NEW POSITION
MEALS FOR NEW POSITION 200
TOTAL S&W $26,609 (44,982)
5604 SOLID WASTE
5604.02 SOLID WASTE OCE
102 TELEPHONE 640 (200)
A. TELEPHONE 360
B. PHONE INSTRUMENT 200
C. PHONE INSTALLATION 80
227 COMPUTER & OFFICE SUPPLIES 800 (300)
ADD'TL SUPPLIES DUE TO NEW POSITION 800
235 MISC MATERIALS & SUPPLIES 1,500 (6,000)
CHAIR, DESK, FILE CABINETS, ETC. 1,500
TOTAL OCE $ 2,940 $ (6,500)
5604 SOLID WASTE
5604.06 SOLID WASTE EQUIPMENT
454 COMPUTER EQUIPMENT 3,000
PERSONAL COMPUTER & PRINTER 3,000
TOTAL EQUIPMENT $ 3,000 $ -
5902 EMPLOYEE BENEFITS
5902.15 HEALTH BENEFITS
341 MISC CHARGES 6,000 (7,000)
EMPLOYEE HEALTH PLAN 6,000
5902.17 RETIREMENT BENEFITS
341 RETIREMENT BENEFITS 4,000 (6,500)
PENSION ACCUMULATION 4,000
5902.20 EMPLOYER FICA
341 MISC CHARGES 2,100 (3,500)
ADDT'L EMPLOYER FICA 2,100
TOTAL EMPLOYEE BENEFITS $ 12,100 $ (17,000)
TOTAL SUPPLEMENTAL $ 44,649 $ (68,482)
REQUEST FOR ORGANIZATIONAL CHANGES AND/OR POSITION ACTIONS
TO: MANAGING DIRECTOR DATE: 8/21/06
FROM: DEPARTMENT: Environmental Management
DIVISION/BRANCH: Solid Waste
REQUEST:
® NEW POSITION Administrative Services Assistant SR 1 Z
TITLE PAY GRADE
? REALLOCATION
POS.NO. CURRENT TITLE PAY GRADE
PROPOSED TITLE PAY GRADE
? OTHER
(change in FfE, transfer. etc.) POS. NO. CURRENT TITLE PAY GRADE
COMMENTS:
This new position will reduce the time program staff, supervisors, and the Division Chief
are performing clerical work. This position will assist Operations and the Recycle
Program in getting letters, contracts, RFPs, and purchases done in a more efficient and
timely manner.
The recent Legislative Auditor's audit identified insufficient staff to prepare the numerous
contracts for transfer station enhancements and recycling efforts. This new position will
augment the current staff and will primarily be responsible for reducing issues that were
identified in the audit.
L512-1 LO 161
DATE DEPARTMENT HEAD
la APPROVED ? DISAPPROVED
$ I1.1IOfn
MANAGING DIRECTOR DATE
DCS CP-005 (2/93)(11/93)(7/01)
NEW POSITION INFORMATION FORM
Department: Environmental Management Date: 8/21/06
Division/Branch: Solid Waste
# of Similar
Pay Annual Fund Pos. in
Class Title Grade Sala Source Dept.
Administrative Services Assistant SR 13 $ 31,212 County 1
1. Give reasons how new duties arose (statutes enacted, ordinances, newly
authorized programs, basis for increased workloads, etc.):
The Solid Waste Division does not have any clerical support for the Division Chief,
Superintendent, Engineer and four Recycle Program staff.
This will be a new position in the Solid Waste Division. The position will report to the Division
Chief. The position will perform a variety of administrative, technical, and clerical services
to support the operations and special programs.
2. Can new duties be assigned to existing positions or handled in other way such as
short term contracts, etc.
There are no other existing positions that can perform these duties. Contracting for the
services is not appropriate because these duties will be ongoing, not short term.
3. How will new position increase the efficiency/effectiveness of operations? (Use
productivity measurements where possible.):
This new position will reduce the time program staff, supervisors, and the Division Chief are
performing clerical work. This position will assist Operations and the Recycle Program in
getting letters, contracts, RFPs, and purchases done more efficiently and in a timely
manner.
The recent audit by the Legislative Auditor's Office identified that there was insufficient staff
to prepare the numerous contracts for transfer station enhancements and recycling
services. This new position will augment the current staff and will primarily be responsible for
reducing issues that were identified in the audit.
SW Admin Ser Assist FY 06-07
New Position Form
Page 2
4. Alternatives that were considered in lieu of new position. (Have technological
changes been considered?)
The Solid Waste Division has tried in the past to use Student Helpers to perform some of the
duties described above. This effort has not proved to be effective due to their limited skills
and availability to work.
Computers have improved the ability to standardized form letters, contracts, and
expenditures. Computers do not substitute appropriate level staff to perform the duties. An
Administrative Services Assistant will be able to perform many duties.
5. Why were manpower needs not planned through budgetary process?
This position was included among our supplemental requests for the FY 06-07 budget;
however, several other requests were higher priorities so the position was not funded at that
time. The Division continued to delegate some of the duties to the Student Helpers.
Delegation of the duties was not efficiently performed. The recent audit by the Legislative
Auditor's office has shown that the additional support is needed.
6. List other rationale or pertinent statements and data:
DO CP-002 (2193)
DEPARTMENT OF CIVIL SERVICE LOCATION
1. Position No. new COUNTY OF HAWAII Dept. Environmental Mgmt.
POSITION DESCRIPTION FORM Div.orBur. Solid Waste
Type: Civil Service ( X) Exempt ( ) Section
Permanent (X) Temporary ( ) Geog. Loc. S. Hilo
Full Time (X) Part-Time ( )
2. FOR CIVIL SERVICE USE ONLY
Allocation Class Administrative Services Assistant Salary Range SR 13 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
performed 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
the exact date when these changes occurred. If more space is needed. use a blank sheet and attach to this form.
Duties Summary: Show
Independently performs a variety of administrative, technical, and clerical services in support of the department; may provide %
clerical and technical support; and performs other related duties as assigned. of time.
Example of Duties:
1. Prepares, reviews, checks for accuracy, and coordinates with Department Contract Technician the 35%
engineering and recycling contracts, engineering agreements, supplementals for contracts and submits to the
Department and Procurement on a timely basis. Prepares contract forms under direction of Engineer and
Recycling Coordinator. Verifies contract forms for completeness and conformity with established guidelines,
sorts and files forms. Types reports and contracts. Coordinates with the division Accountant requests for
Internal Transfer documents for the transfer of charges between various divisions. (1,2,3)
2. Processes various personnel forms relating to safety, recruitment, transactions, classification, and employee 15%
benefits; checks and reviews personnel forms, records, reports, applicants and other documents for accuracy,
adequacy and conformance to established departmental and/or legal requirements. (1,2,3)
3. Maintains and files all forms and correspondence relating to all contracts in the Solid Waste Division. Posts 15%
data to and maintains various types of operational, informational and control records. Uses computer and
database to set up and maintains files and revises system as necessary. (1,2,3)
4, Searches through a variety of files and records; extracts and compiles data; organizes information and 10%
prepares reports; assists specialists in the preparation and distribution of operational and activity reports.
(1,2)
5. Composes routine correspondence and letters of acknowledgement from general instruction. Types letters, 10%
memoranda, reports, statements, forms, and other materials into final form; checks and proofreads
typewritten materials. (2)
6. Assists Division Chief and the divisions supervisory positions with personnel related correspondence and the 5%
coordination of personnel actions with the department's Personnel staff in accordance with Civil Service rules,
policies and procedures, contracts, and laws. (1,2,3)
7. Provides information and assistance to the public relating to programs, activities, policies, and regulations. 5%
(2)
8. Performs other related 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) 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 00-002287 Title Solid Waste Division Chief
5. SUPERVISORY RESPONSIBILITIES OF THE POSITION
List must coincide with the official organization chart.
Position No. Title Nature of Supervision
N/A
DCS CP-1 (2190)
6. Present Class NEW Pay Grade SR 13
7. REQUESTED ACTION
New Position-Initial Allocation ( X ) Changes in Duties and Responsibilities-Reallocation ( ) Redescription-Review ( ) Effective Date
Requested Class Allocation Administrative Services Assistant Pay Grade SR 13
8. CERTIFICATION OF EMPLOYEE The duties & responsibilities described above are accurate and complete.
Employee's Name (Print) VACANT
Employee's Signature Date
9. STATEMENT OF IMMEDIATE SUPERVISOR
a. Describe the nature and extent of supervision which you exercise over this position.
General Supervision and direction
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 brin to the position rather than the qualifications of the employee who now occupies it.
Education - General Basic Qualifications Necessary for Work Performance
Circle highest ear (Elementary and High School) 1 2 3 4 5 6 7 8 9 10 11 12
Special or Professional: (College) 1234 1 234 Kind:
Work Experience - Kind Training and Experience: A combination of education and experience substantially equivalent to
and Length in Years: graduation from high school and four (4) years of office clerical and administrative work experience
including records and file maintenance, preparation of reports, document processing, and public
contact, two (2) years which shall have included the responsibility for fiscal or personnel record
keeping, review and processing of contracts and related duties.
Knowledge, Skills and Knowledge of: laws, rules, policies, and procedures governing the County and State procurement laws;
Abilities: and civil service system, various kinds of personnel transactions and methods of keeping personnel
records, office practices and procedures, including records maintenance and filing, public relations;
grammar, spelling, and word usage; the use of standard office machines, personal computer and
software applications.
Ability to: maintain fiscal accounts and records; understand, interpret, and explain laws, ordinances,
regulations, and policies; summarize data and prepare reports; maintain records and files; track
contracts, due dates, and schedule preparation of contract submittals; make arithmetic computations;
operate standard office machines and equipment; type at the rate of 40 net words per minute; deal
tactfully and effectively with County officials and employees and the public; follow oral and written
instructions.
Physical Requirements: IPersons seeking appointment to positions in this class must meet the health and physical condition
standards deemed necessary and proper for performance of the duties. Physical Effort Grou : Light.
Licenses or Certificates Required: A current typing proficiency certificate with a minimum typing speed of 40 net words per minute
must be presented at time of filing. Possession of a valid Hawai'i State driver's license (Class 3) or any other comparable valid
driver's license as applicable to position.
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 the above statements are accurate and complete to
the best of my knowledge
Department Head's Signature/Az v?Gx_- Date
Distribution: Original - Civil Service, 1st Copy- Department, 2nd Copy- Employee
SOURCE OF FUNDS FOR NEW POSITION/REALLOCATION/CHANGE IN HE
1. COMPUTATION OF FUNDS REQUIRED FOR POSITION NO. New- Administrative Services
Assistant (If no position number indicate "new".)
a) New monthly salary (10/01 /06) $ 2,601
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") $ 2,601
d) Remaining number of months in current fiscal year 9
e) Funds required in remainder of fiscal year
(Items "c" x Item "d") $ 23,409
2. AVAILABILITY OF FUNDS
a) What is the position's fund source (county, state, federal)? County
b) Funds are budgeted in account number:
C) Funds are available in account number: 085.601.5604.01.011
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.
Department Head Date
DCS CP-004 (2/93) Rev. 8194; 8/97
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