HomeMy WebLinkAboutCOM 1155.000 2006-2008
MYY os N
Harry Kim William Takaba
aE
Mayor Director
Nancy E. Crawford
ij,•,, .e+~` Deputy Director
Oi•M~'~
County of Hawaii
Finance Department
25 Aulm i Street, Room 118 • Hilo, Hawaii 96720 0
(808) 961-8234. Fax (808) 961-8248 O°
April 7, 2008 __-U a'
Pete Hoffmann, Chairman and cm
Members of the Hawai'i County Council a
Hawai'i County Council 3
25 Aupuni Street
Hilo, Hawai'i 96720
m
Re: Resolution Creating Position
The bridge scour inspection program is a new requirement mandated by the U.S.
Department of Transportation, Federal Highway Administration and enforced by the
State Department of Transportation. This program requires that the Department of
Public Works inspects bridges every two years. Noncompliance could lead to the
suspension of Federal-aid highway funds.
Creation of a Clerk III, SR-10, position to assist in establishing, researching, compiling
and maintaining bridge inspections and the bridge scour inspections programs will
enable the department to comply with State and Federal mandates.
Enclosed is a resolution that creates a Clerk III position for the Department of Public
Works' Administration Division.
If there are any questions, please do not hesitate to call the Department of Public Works.
11
''"Ur'
William Takaba
Director of Finance
APPROVED:
a`4
Harry Kim
4 Mayor Comm. No. S5
Enc. Ref. To: -I`
Ref. Date APR 9 2008
cc: Public Works
QM. W7, O$ \ Hawaii County is an Equal Opportunity Provider and Employer
Form B-52
7/18/91
DEPARTMENT OF FINANCE
REQUEST FOR COUNCIL ACTION
DEPARTMENT: Public Works DATE: April 7, 2008
STAFF CONTACT: Jiro Sumada PHONE: 961-8324
A. REQUEST:
A resolution to establish a Clerk III position in the Department of Public Works, Administration
Division.
Position Title Rating Bargaining
Unit
Clerk III SR-10 03
B. BACKGROUND AND JUSTIFICATION (USE ADDITIONAL SHEETS AS NEEDED):
We are requesting for a Clerk III to assist in establishing, researching, compiling and maintaining
bridge inspections and the new bridge scour inspections programs which are mandated by the US
Department of Transportation, Federal Highway Administration and enforced by the State
Department of Transportation. Noncompliance could lead to the suspension of Federal-aid
highway funds.
We will be requesting for Federal reimbursement (up to 80%) to fund this position.
SIGNED: 0_z G2« DATE: ¢~7 AP
Department Head
REQUEST FOR ORGANIZATIONAL CHANGES AND/OR POSITION ACTIONS
TO: MANAGING DIRECTOR DATE April 3, 2008
FROM: DEPARTMENT: Public Works
DIVISION/BRANCH: Administration
REQUEST:
® NEW POSITION Clerk III SR-10
TITLE PAY GRADE
? REALLOCATION
POS.NO. CURRENT TITLE PAY GRADE
PROPOSED TITLE PAY GRADE
? OTHER
(change in HE, transfer, etc.) POS. NO. CURRENT TITLE PAY GRADE
COMMENTS
We are requesting allocation of this new position to assist in establishing, researching,
compiling and maintaining bridge inspections and the new bridge scour inspections programs
which are mandated by the US Department of Transportation, Federal Highway Administration
and enforced by the State Department of Transportation. Noncompliance could lead to the
suspension of Federal-aid highway funds.
The bridge inspection program requires that we inspect bridges every two years. Currently
there are 127 bridges included in the program. Additional bridges will be added to the program.
We will be submitting request for two additional positions, a Construction Inspector and a
Structural Engineer. We will be requesting for Federal reimbursement (up to 80%) to fund
these positions.
4-1Z /d
DATE DEPARTMENT HEAD
APPROVED ? DISAPPROVED
MANAGING DIRECTOR DATE
DHR CP-005 (2/93)(11/93)(7/01)(10/03)(12/06)
NEW POSITION INFORMATION FORM
Department: Public Works Date: March 28. 2008
Division/Branch: Administration
Pay Fund # of Similar
Class Title Grade Sala Source Pos. in Dept.
Clerk III SR-10 $2224/mon 010.173. 5
5173.01
1. Give reasons how new duties arose (statutes enacted, ordinances, newly authorized
programs, basis for increased workloads, etc.):
The bridge scour evaluation program is a new requirement mandated by the
US Department of Transportation, Federal Highway Administration and
enforced by the State Department of Transportation.
2. Can new duties be assigned to existing positions or handled in other way such as
short-term contracts, etc.
Current staff is insufficient to keep up with the additional workload. We do not
anticipate a decrease in bridge inspection requirements.
3. How will new position increase the efficiency/effectiveness of operations? (Use
productivity measurements where possible.):
With the addition of the new position, the department will be able to administer and
monitor bridge inspection projects and comply with State and Federal mandates.
4. Alternatives that were considered in lieu of new position. (Have technological
changes been considered?)
N/A
New Position Form
Page 2
5. Why were manpower needs not planned through budgetary process?
This is a new program.
b. List other rationale or pertinent statements and data:
Noncompliance of bridge scour evaluation requirements could lead to the
suspension of Federal-aid highway funds.
DHR CP-002 (2/93)(12/06)
DEPARTMENT OF HUMAN RESOURCES LOCATION
COUNTY OF HAWAII Dept. PUBLIC WORKS
1. Position No. NEW Div. or Bur. ADMINISTRATION
POSITION DESCRIPTION FORM Section
Type: Civil Service M Exempt ? Geog. Loc S. HILO
Permanent ® Temporary ?
Full-Time ® Part-Time ?
2. FOR HUMAN RESOURCES USE ONLY
Allocation Class Salary Range Effective Date
Approved: Date By:
Authority Date Director of Human Resources
3. DUTIES OF THE POSITION
List each dutyassigned to the position separately. Arrange these duties in logical order beginning with those performed most frequenLy and followed by those performed occasionally.
Be clear, complete, and concise. Slick to statements of fact: avoid the use of vague of 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: Performs a variety of difficult and complex clerical or routine administrative work show
in preparing, checking, reviewing, evaluating, and refining forms, records, and similar materials; of time
prepares reports and maintains continuing records; may supervise others; and performs other
related duties as required.
Duties:
1. Researches and compiles bridge inspection and scour assessment data, including inspection, 30
evaluation and coding, field data and reports. (1,2)
2. Evaluates, develops and maintains various operation and control records relating to bridge 25
inspection control program. Ensures that maintenance and reporting schedules are adhered
to. (1,2)
3. Coordinates and communicates with State Department of Transportation and Federal Highway 15
Administration Bridge Inspection Sections as instructed, on report rules and regulations and
incorporates requirements into reports. (1,2)
4. Assists the Special Projects Section with general clerical support including developing, drafting, 15
finalizing, distributing and filing reports, letters, memoranda, and other documents. (1,2)
5. May assist staff at bridge sites by taking notes and completing reports. (1,2) 10
6. Answers telephone and takes or relays messages. Performs other related clerical duties. 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 pf, abilityto perform this function.
4) Other evidence. I `
4. SUPERVISION RECEIVED Give the position no. and title of immediate supervisor of this position.
00-02499 Civil Engineer VII
Position Number 00-00264 Title Business Manager
5. SUPERVISORY RESPONSIBILITIES OF THE POSITION
List must coincide with the official organization chart
Position No. Title Nature of Supervision
N/A NIA NIA
DHR CP-001 rev. 11/06
6. Present Class Pay Grade
7. REQUESTED ACTION
New Position-Initial Allocation ID Change in Duties and Responsibilities-Reallocation ? Redescription -Review ? Effective Date
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.
Direct
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 Elements and High School 1 2 3 4 5 6 7 8 9 1 0 1 1 1 2
Special or Professional: (College) 1 2 3 4 1 2 3 4 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 three (3) years of clerical experience which shall have included
some typing or keyboarding. A current typing or keyboarding proficiency certificate with a minimum
speed of 40 net words per minute must be presented at time of filing.
Knowledge skills and Knowledge of: office practices and procedures; filing methods and systems; grammar, spelling, and
abilities: word usage; the purposes and uses of standard office machines; principles and practices of
supervision.
Ability to: type or keyboard at the rate of 40 net words per minute; make arithmetic computations;
compare names and numbers accurately; set up and maintain records, summarize and analyze
materials; prepare reports; operate standard office machines and equipment; understand, interpret,
and explain laws, ordinances, regulations, and policies pertinent to the department; give and follow
oral and written instructions; deal tactfully and effectively with the public and resolve complaints;
supervise and work harmoniously with others.
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 grouping: Light
Licenses or certificates required: Possession of a v lid State of Hawaii driver's license (Class 3) or any other valid comparable
motor vehicle operator's license.
10. CERTIFICATION OF IMMEDIATE SUPERV ertify that the above statements are accurate and complete.
Immediate Supervisor's Signature Date
11. CERTIFICATION OF DIVISION HEAD I certify th the above statements are accurate and complete.
Division Head's Signature I /L&I LZ Date
12. CERTIFICATION OF DEPARTMENT HEAD I certify that the above statements are accurate and complete.
c
Department Head's Signature G z - Date ¢ 3 6
Distribution: Original - Human Resources; 1st copy - Department; 2nd Copy - Employee
SOURCE OF FUNDS FOR NEW POSITION/REALLOCATION/CHANGE IN FTE/TRANSFER
1. COMPUTATION OF FUNDS REQUIRED FOR POSITION NO. New (Clerk III) (If no position
number indicate "new".)
a) New monthly salary $ 2224.00
b) Present monthly salary specifically included in
FY 07-08 budget (If NOT BUDGETED, INDICATE -0-) $ 0
C) Net funds required (Item "a" minus Item "b") $ 2224.00
d) Remaining number of months in current fiscal year 2
e) Funds required in remainder of fiscal year
(Items "c" x Item 'd") $ 4448.00
2. AVAILABILITY OF FUNDS
a) What is the position's fund source (county, state, federal)? County
b) Position's home department (RC) number is: 6100
C) Position's salaries and wages (S&W) account number: 010.173.5173.01
Note: We will be requesting for Federal reimbursement (up to 80%).
d) If funds not available in S&W account, identify
account that funds are available in:
e) For reallocation, request that funds be transferred:
From: 010-911-5911.70-341 Provision for Reallocation $
1 certify that the information is correct and funds are available, and that the funds may be used
for the classification action as requested.
epartment Head Date
DHR CP-004 (3108)
Hawaii County is an EquaCOpportunity Provider andEmpCoyer.
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