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HomeMy WebLinkAboutCOM 1038.005 2004-2006 JMTV of /rw 6', Barbara Bell Director Harry Kim Mayor;' Nelson Ho fr~rf'Of •Nf~r Deputy Director lbaltr k of Paiualt DEPARTMENT OF ENVIRONMENTAL MANAGEMENT 25 Aupuni Street, Room 210 • Hilo, Hawaii 967204252 (808) 961-8083 • Fax (808) 961-8086 http-//co.hawaii.hi.us/directory/dir emmng.htm o r3 rsa October 27, 2006 00, -Tj C.3 The Honorable Stacy Higa, Chairperson o And Members of the Hawai' i County Council 25 Aupuni Street r T Hilo, HI 96720 -a ( Re: Resolution 440-06 and Bill 330. = co Dear Chairperson Higa and Council Members, A corrected position description for the proposed Business Manager position for the Department of Environmental Management is attached. I apologize for any confusion resulting from the previous document, which erroneously indicated that the position would be exempt from civil service. We have conferred with the Department of Civil Service and confirmed that the attached position description is accurate and reflects that the Business Manager is a civil service position, and as such will provide needed stability to the activities of the DEM as mayoral administrations change. In regards to concerns raised in the audit of DEM recycling programs (and pointed out again in the October 12, 2006, memo to the Chair by Lane Shibata and Colleen Schrandt) that the DEM needs to focus efforts on improving accountability, we are taking actions to do this. As a first step, the DEM has implemented a training program for staff on procedures and common problems related to purchasing, contracting, budgeting, and union issues. Outside resources from the Department of Finance, Corporation Counsel, and the Department of Civil Service have been brought in to conduct this training, and this is coupled with administrative follow up to make sure that employees are complying with requirements. The DEM is committed to continuing to improve its operations and addressing the shortcomings identified in the audit. We do ask for your support today in approving Resolution 440-06 and Bill 330. Thank you for your attention to this matter. B , Barbara Bell Director Comm. No. 'lam _ . cc: Mayor Ref. To. Attachment Ref. UOte _ CT 1 2006 Hawaii County is an equal opportunity provider and employer. DEPARTMENT OF CIVIL SERVICE 1. Position No. new COUNTY OF HAWAII LOCATION Environmental POSITION DESCRIPTION FORM Dept. Management Type: Civil Service ( X) Exempt ( ) Div. or Bur. Administration Permanent ( X) Temporary ( ) section Business Services Full Time ( X) part-time ( ) Gao.. Loc. S. Hilo 2, FOR CIVIL SERVICE USE ONLY Allocation Class Business Manager Salary Range EM 03 Effective Date 10/1/2006 Approved: Date By: Authority Date Director of Personnel 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. Slick to statemenuof fact; avoid the use of vague or general terms. Give an estimate of the average amounlof lime spent in performingeach major duty. If a reallocation of the position is requested, show the exact changesin duties, reasons for these changes and the exact dale when these changes occurred. If more space is needed, use a blank sheet and attach to this form. Duties Summary: Show This position serves as a head of the Business Services Section of the Department of Environmental Management; % is responsible to plan, direct, and administer the department's financial affairs including all fiscal, contracting, and of time personnel matters in collaboration with the Director to obtain the financial objectives based on the department goals and policies; formulates and recommends approval of policies and programs for the department's financial planning and analysis activities and helps coordinate the efforts of division management personnel toward reaching their fiscal and personnel goals. I Plans, directs, and oversees the fiscal and personnel activities of the Department/Divisions; assigns and 35% supervises the work of all accounting and personnel staff in the department; oversees the organization, staffing, and personnel requirements of all divisions. (1,2,3) 2 Oversees the compilation of and assists Director with review of annual budget from divisions for General 10% Fund, Sewer Fund, Solid Waste Fund, and Vehicle Disposal Fund; assists with studies, estimates and projections of departmental requirements and compares with estimated revenues; and provides continuous monitoring of the budget during the fiscal year. (1,2) 3 Develops and establishes objectives for the Administrative Division consistent with departmental goals. 10% Formulates and recommends departmental policies and procedures relating to business, financial, and personnel matters. (1,2) 4 Oversees and coordinates the department's programs relating to contracting for services and the purchase of 10% supplies, materials, and equipment; establishes internal policies and procedures to ensure a consistent departmental application of County and State procurement requirements for services, equipment, and supplies. Arranges and directs audits of contractors when required. (1,2) CONTINUED ON ATTACHED SHEET Key: (1) The performance of this function is the reason 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 ZO-00082 Title: Deputy Director of Environmental Management 5, SUPERVISORY RESPONSIBILITIES OF THE POSITION Position No. Title Nature of Supervision 4221 Accountant IV Direct 4220 Personnel Management Specialist II Direct DCS CP-1 (2/90) 6. Present Class NEW Pay Grade 7. REQUESTED ACTION New Position-Initial Allocation (X) Changes in Duties and Responsibilities-Reallocation ( ) Redescriplion-Review ( ) Effective Dale Requested Class Allocation Business Manager Pay Grade EM 03 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 occupies it. Education - General Basic Qualifications Necessary for Work Performance (Circle highest ear) lemen and Hi School 1 2 3 4 5 6 7 g 9 la 11 12 Special or Professional: (Colle e) 1 2 3 4 1 2 3 4 Kind: Work Experience - Kind Training and Experience: and length in years: A combination of education and experience substantially equivalent to graduation from an accredited college or university with a major in business administration, public administration, accounting, or public finance or a related field, and five (5) years of progressively responsible experience involving the management of financial affairs with some experience in nersonnel affairs. Knowledge, Skills and Knowledge of. abilities Knowledge of: principles and practices of administration; government organization and functions; the functions and operations of the department to which assigned; accounting principles and practices; budget preparation and budgetary controls; personnel administration; purchasing and storing methods; public relations; and report writing. Ability to: interpret laws, rules and regulations, secure and analyze facts and make administrative decisions; develop new work procedures; maintain a professional demeanor and cooperative working relationships, analyze financial statements and reports; prepare clear and concise reports; supervise a varied nroaram of business activities: meet and deal effectively with the public. Physical Requirements: 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 Grou : -Light Licenses or certificates required: Possession of a valid State of Hawai'i driver's license (Class 3) or any other valid comparable motor vehicle operator's license as applicable to the 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 Date Distribution: Original - Civil Service, 1 st Copy - Department, 2nd Copy - Employee Business Manager - Attachment Show Position No. 00-Oxxxxx % Examples of Duties (Continued): of time 5. Provides interpretive and advisory services concerning fiscal and personnel matters to the Director and 5% Division Chiefs, and other personnel in the Department; attend staff meetings, provides appropriate training in fiscal procedures and conducts internal audits and studies as needed. (1,2,3) 6. Plans, develops, and directs the compilation of accounting data and the preparation of monthly financial and 5% budgetary reports for the department and divisions; develops internal procedures for the recording of transactions relating to revenue, expenditures, payroll, reimbursements, and cash flow. (1,2) 7. Recommends/ assists in the modification and/or development of new fiscal regulations and laws such as sewer 5% and solid waste user fees, facility charges and other financial issues. (1,2,3) 8. Assists the divisions in the development and implementation of collection procedures for receivables in 5% special fund accounts. (1,2) 9. Attends meetings and conferences concerning fiscal matters such as budget instruction meetings, budget 5% hearings, State sewer revolving fund, accounting and procurement procedure meetings to provide appropriate oversight to insure that the Department and it's Divisions are complying with all applicable county, state, and federal fiscal requirements. (1,2) 10. Assists the divisions in the fiscal management for federal and state grant and loan programs. (1,2) 2.5% 11. Plans, directs and oversee the operation and development of the department's integrated computer system. (2) 2.5% 12. Performs other related duties as assigned. 5% Key: (1) The performance of this function is the reason 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.