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HomeMy WebLinkAboutCOM 0177.000 2006-2008 MtY Os F Harry Kim ' ~~'.a William Takaba Mayor Director Nancy E. Crawford ijir ..!Y~: Deputy Director ~ Di~M~ County of Hawaii Finance Department 25 Aupuni Street Room 118 • Hilq Hawaii 96720 T (808) 961-8234 Fax (808) 961-8248 r~ [y ~ February 8, 2007 - cc~ Pete Hoffmann, Chairman and Members of the Hawaii County Council Hawaii County Council 25 Aupuni Street Hilo, Hawaii 96720 Re: Resolution Creating Position The Department of Finance Department is requesting that a new Departmental Personnel Clerk Position be created for its Administration Office. It is anticipated that in early FY 2007-08, a new Vehicle Registration and Licensing Division will be created from a merger and transfer of positions from the Treasury Division's Motor Vehicle Registration Branch and the Police Department's Licensing and PMVI Divisions. With this new division, the total staff count will increase by an additional 23 employees, bringing it up to 125 positions. The department currently has only one Personnel Assistant II, who must handle all personnel related functions and all timesheet review and submittal, and serve as backup for the Executive Secretary. The increasing complexity and volume of personnel functions, as well as the number of employees, necessitates adding a Departmental Personnel Clerk to assist with the duties. The new position will also provide backup for the Personnel Assistant II, which is currently lacking, and provide continuity of operations in the event the Personnel Assistant II is not available to work. The funding for this new position will initially be derived from the General Fund's Fund Balance. On February 7, 2007, the Finance Committee recommended passage of Bill 37 (as amended to Draft 3), which includes the appropriation of funds for this position. If there are any questions, please do not hesitate to call Nancy Crawford, Deputy Director of Finance. ~ ~Willia~Takaba Directo of Finance APPROVED: Harry Kim Comm. No.~ I Mayor Ref. To: ~Ci Ret. Uate FEB 0 8 2007 Enc. ~ Hawaii County is an Equal Opportunity Provider and Employer REQUEST FOR ORGANIZATIONAL CHANGES AND/OR POSITION ACTIONS TO: MANAGING DIRECTOR DATE: 02/06/07 FROM: DEPARTMENT: FINANCE DIVISION/BRANCH: OFFICE OF THE DIRECTOR REQUEST: ® NEW POSITION DEPARTMENTAL PERSONNEL CLERK SR-13 TITLE PAY GRADE ? REALLOCATION POS.NO. CURRENT TITLE PAY GRADE PROPOSED TITLE PAY GRADE ? OTHER Ichangeln FiE. hansFer. efc.) pOS.NO. CURRENT TITLE PAY GRADE COMMENTS: The Finance Department currently has 102 employees. It is anticipated that in early 2007-08 a new division will be created that will include an additional 23 employees. The department currently has one Personnel Assistant II, who must handle all personnel related functions, all timesheet review and submittal, and serve as backup for the Executive Secretary. The increasing complexity and volume of personnel functions, as well as the number of employees, necessitates adding a Personnel Clerk to assist with duties. The new position will also provide backup for the Personnel Assistant II, which is currently lacking. This position will improve effectiveness in fulfilling essential payroll and personnel functions. As an example, the current shortage of staffing results in delays in filling vacant positions in core service divisions, such as Accounts, which can ultimately effect operations throughout the County. The addition of a Personnel Clerk will enable the department to fill vacancies and process other payroll and personnel actions in a timely manner. This position will provide continuity of operations in the event the Personnel Assistant II is not available to work. Semi-monthly payroll processing and certain other personnel duties must be completed on schedule. This position will also provide backup for the Executive Secretary, insuring that Finance operations are not interrupted. F C B 6 200! ~ ~a~ti DATE ~~DEPARTMENT EAD APPROVED ? DISAPPROVED FEB 0 1 2001 MANAGING DIRECTOR DATE DHR CP-005 (2/93)(11/93)(7/01)(10/03)(12/Ob) 9Cativai'i County is an EauaCOpportunity 1h-ovider andEmpCoyer. New Position Form Page 1 NEW POSITION INFORMATION FORM Department: Finance Date: February 6. 2007 Division/Branch: Administration # of Pay Fund Similar Class Title Grade Salary Source Pos. in De t. Departmental Personnel Clerk SR-13 $2,324/mo County 0 1. Give reasons how new duties arose (statutes enacted, ordinances, newly authorized programs, basis for increased workloads, etc.): The Finance Department currently has 102 employees. It is anticipated that in early 2007-08 a new division will be created that will include an additional 23 employees. The department currently has one Personnel Assistant II, who must handle all personnel related functions, all timesheet review and submittal, and serve as backup for the Executive Secretary. The increasing complexity and volume of personnel functions, as well as the number of employees, necessitates adding a Personnel Clerk to assist with duties. The new position will also provide backup for the Personnel Assistant II, which is currently lacking. 2. Can new duties be assigned to existing positions or handled in other ways such as short-term contracts, etc. The new duties will be an on-going requirement. The Finance Administration office currently consists of three appointees who will be leaving in less than two years and the Personnel Assistant II. There are no other existing positions to help with payroll and personnel duties. 3. How will new position increase the efficiency/effectiveness of operations? (Use productivity measurements where possible.): This position will improve effectiveness in fulfilling essential payroll and personnel functions. As an example, the current shortage of staffing results in delays in filling vacant positions in core service divisions, such as Accounts, which can ultimately effect operations throughout the County. The addition of a Personnel Clerk will enable the department to fill vacancies and process other payroll and personnel actions in a timely manner. This position will provide continuity of operations in the event the Personnel Assistant II is not available to work. Semi-monthly payroll processing and certain other personnel .7lativai'i County is an EquaCOpportunity Provider andEmpCoyer. New Position Form Page 2 duties must be completed on schedule. This position will also provide backup for the Executive Secretary, insuring that Finance operations are not interrupted. 4. Alternatives that were considered in lieu of new position. (Have technological changes been considered?) The Personnel Clerk will perform essential duties that are increasing in our department. There are no other staff to perform these duties and they are not subject to elimination or reduction through technology. 5. Why were manpower needs not planned through budgetary process? The upcoming re-organization and transfer of employees to our department was not anticipated in the last budget, but are included in the next budget. It will not be possible to accommodate the new division without personnel staff to facilitate the transition. The volume of vacancies and other personnel actions has also increased beyond expectations. 6. List other rationale or pertinent statements and data: DHR CP-002 (2/93)(12/06) 3-Calvai'i County is an EquaCOpportunity Provider andEmpCoyer. 0 o ~ w"~Q Y H ° x ~.,o°. yV v,U ~Q ~,x ~x - N ~ r y ~ ~ a h ~ a v ~ o ~ ~ ~ ~ .fl ~ H A ~ ~ ~ ~ k, O O C ~ w o ~r N woo o ~ ~.o `V U .C ~ ~~x "¢x ~Q ~ xh ~ ~ A o. it ~ F ~ 0 Q A o0 G C O O ~ Qa ~ Q~ Q N O ~ ~ 'S c~a Gj C7 ~ .N. C O .N W U 7 Q C N r ~ p N y N O ~ a` c ~ g Z~ ~o do U O _ N ~ C N O C N ~ y N 'y > N Ol.. d~ ~ C~' ~ t6 ~ IW v }1 7 O_ L N N ~ H ~ N U V C ~ U C O O ~ m o ~ ~ o G1 ,N ~Qp dap a`o N ~ N m ~ _ ~ ~ o ~ ~ ~ ani ~e o v Q. 0 ~ n ~ 3 ~ a o .a 0 _ m a ~ ~ c l6 l4 N O a' H ~~V1 t 7 0 a U M Y a~ ~ ~ M U a~ o E ° ~ a3i m'y m0 cZ ~ O M m D r ~ C N d ~ W N ~ O.~ ~ ~ N d d ~ w c O c o ~ ~ o a DEPARTMENT OF HUMAN RESOURCES LOCATION COUNTY OF HAWAII Dept. Finance 1. Position No. 00-NEW Div. or Bur. Office of the Director POSITION DESCRIPTION FORM section Type: Civil Service ® Exempt ? Geog. Lac So. Hilo Permanent ® Temporary ? Full-Time ® Part-Time ? 2. FOR CIVIL SERVICE USE ONLY Allocation Class Departmental Personnel Clerk Salary Range SR-13 Effective Date Approved: Date By: Authority Date Director of Personnel 3. DUTIES OF THE POSITION List each duty assignetl to the position separately. Arrange these duties in logical order beginning with those performetl most frequently and followed by those performetl occasionally. Be clear, complete, and concise. Stick to statements of fact; avoid the use of vague of general terms. Give an estimate of the average amount of gme spent In performing each major duty. If a reallocation of [he position is requested, show the exact changes in tluties, reasons for these changes and the exact date when these changes oaurred. If more space is neetled, use a blank sheet and attach to this form. DUTIES SUMMARY: Performs a variety of simple to moderately difficult sub-professional personnel assignments in Show support of the departmental personnel program; performs payroll related duties; processes and reviews personnel transactions; maintains departmental personnel and position records and files; completes forms for personnel actions of time and transactions; and performs other related duties as required. Under the supervision of the Personnel Management Specialist: 1. Prepares and processes timesheets, personnel action forms and payroll adjustments including and not limited to retroactive pay adjustments, workers' compensation, and temporary disability. Maintains 25% vacation, sick leave, compensatory time and overtime records as well as family leave and other leaves of absence. Monitors and processes career service awards and job performance reports. (1,2,3) 2. Processes various personnel forms relating to recruitment, transactions, classifications, and employee benefits; screens and reviews correspondences, forms, records, reports, applications, and other documents for accuracy, adequacy and conformance to pertinent Civil Service laws, regulations, 20e~e policies and procedures, established departmental and/or legal requirements. (1,2,3) 3. Maintains and files all forms and correspondence relating to employee personnel information. Posts data to and maintains various types of operational, informational, and control records. Sets up and maintains files and revises system as necessary. (Substantial records and files are established on 2Do~tl computer, maintenance involves considerable use of the computer). Compiles data and prepares statistical reports for use in budget preparation, annual reports, costs data, progress reports, etc. (1,2) Cont'd 4. SUPERVISION RECEIVED Give the position no. and title of immediate supervisor of this position. Position Number 00-03698 Title Personnel Management Specialist II 5• SUPERVISORY RESPONSIBILITIES OF THE POSITION List must coincide with the official organization chart Position No. Title Nature of Supervision Hawai' i County is an Equal Opportunity Provider and Employer DCS CP-oo1 (2/90) 6. Present Class New Pay Grade SR-13 7. REQUESTED ACTION New Position-Initial Allocation ®Change in Duties and Responsibilities-Reallocation ? Redescription -Review ? Effective Date / / Requested Class Allocation Pay Grade 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 b. Indicate the qualifcations 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 Elementar and Hi h School 1 2 3 4 5 6 7 8 9 1 0 1 1 1 2 S ecial or Professional: Colle e 1 2 3 4 1 2 3 4 Kind: Work Experience-Kind A combination of education and experience substantially equivalent to graduation from high school and length in years and three (3) years of clerical experience, one (1) of which must have included personnel record keeping and related activities. Knowledge skills and Knowledge of laws, rules, policies and procedures governing the county civil service system and abilities: compensation plan; the kinds of work found in the department to which assigned; various kinds of personnel transactions and methods of keeping personnel records; office practices and procedures; merit system principles and practices. Ability to interpret and apply laws and rules; keep records; maintain files; make arithmetic computations; operate a typewriter, word processor, personal computer, and calculator; work harmoniously with others; maintain effective relationships with county officials, employees, and the public; follow oral and written instructions. 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. Licenses or certificates required: none 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 ab ve statements are accurate and com lete. /~f1 department Head's Signature ' ~ , "r'i~ Dale b ~1,I,7 Distribution: Ori final -Human Resources; t st co - De artment; nd Co - Em to ee .w....~...__._.~. HC-00-NEW -DEPARTMENTAL PERSONNEL ASSISTANT- OFFICE OF THE DIRECTOR Page 2 4. Prepares communications, notices, and other publications dealing with personnel matters for distribution to the divisions of the department. Researches and compiles background data for use by superiors in decision making. Makes extensive searches 10% through a variety of files and records; extracts, refines and organizes necessary information and prepares reports. Updates worksheets, tables and handouts. Types letters, forms, tables and reports into final form where format and data are not clearly indicated; checks and proofreads materials. (1,2) 5. Prepares interview packets for various divisions; coordinates interviews; contacts panelists 10% and applicants; compiles interview results. Prepares new employee packets and assists employees in filling out forms as needed; schedules employees for new hire orientation. (1,2) 6. Assists Personnel Management Specialist II in reviewing incident/accident reports for completeness; prepares WC-1 Employer's Report of Industrial Injury, and processes for 5% departmental signature. Opens, maintains and closes worker's compensation files under the direction of the Personnel Management Specialist II. Prepares and compiles other reports as needed. (1,2) 7. Logs and distributes all official communications, inquiries, reports, recommendations, documents, and other personnel matters received by the Personnel Management Specialist 5% II; reviews all mail to ensure that proper attachments are provided. Answers incoming calls, dispenses general personnel information, takes and relays messages. Provides backup coverage for the Executive Secretary's position during absences.(1,2) 8. Performs other related duties as assigned.(1,2) 5% SOURCE OF FUNDS FOR NEW POSITION/REALLOCATION/CHANGE IN FTE 1. COMPUTATION OF FUNDS REQUIRED FOR POSITION NO. oo- NEW (If no position number indicate "new'.) a) New monthly salary $ $2,324 b) Present monthly salary specifically included in FY budget (If NOT BUDGETED, INDICATE -0-) $ -0- c) Net funds required (Item "a" minus Item "b") $ $2,324 d) Remaining number of months in current fiscal year 3 e) Funds required in remainder of fiscal year (Items "c" x Item "d") $ $6,972.00 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: 010.121.5121.01.01 1 Transfer to account number: 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 classification action as requested. c~ FEB 6 2007 ,Q,r~Departme t Head Date ll~ DHRCP•004(2/93)(8/94)(8/97)(12/06) 3Cativai'i County is an EquaCOpportuniTy Provider andEmyCoyer.