HomeMy WebLinkAboutCOM 0032.000 2008-2010
. V os qty
William P. Kenoi `''5". Nancy E. Crawford
A9uyar. Direcmr
Deanna S. Sako
•~a Deputy Direcmr
•r~ a:'M~vr
County of Hawaii
Finance Department
t~f~ ITI
25 Aupuni Street, Room 118 • Hilo, Hmvaii 96720
(808) 961-8234 Fax(808)961-8248 n r
December 3, 2008
v
J Yoshimoto, Chairman and I i
Members of the Hawai'i County Council cn ~'r
Hawai'i County Council ox
25 Aupuni Street
Hilo, Hawai'i 96720
Re: Resolution abolishing an Abstract Assistant III position and creating a Clerk II
position with the Department of Finance
The Department of Finance is requesting the abolishment of an Abstract Assistant III
position, number 00-03790, from its Real Property Tax Division and creating a Clerk II
position within the Vehicle Registration and Licensing Division.
Since March 2008, the vacant Abstracting Assistant III position,. Position No. 00-03790,
was transferred out of the Real Property Tax Division and temporarily reallocated to a
Clerk II position for the Vehicle Registration and Licensing (VRL) Division. There was a
great need for additional administrative assistance in the VRL Division and with the
slowing of real property transactions, the current staff in the abstracting section of the
Real Property Tax office was able to maintain its workload and was not adversely
affected when this vacant position was transferred.
Over the next year, the expansion of services to satellite offices in South Kohala and
Puna will place additional requirements of the VRL administrative staff. Therefore, the
creation of a Clerk II, SR-08, position will allow for a more efficient workflow and delivery
of services as the division continues to evolve.
Enclosed is a resolution abolishing the Abstract Assistant III position from the Real
Property Tax Division and creating a Clerk II position within the Vehicle Registration and
Licensing Division.
If there are any questions, please do not hesitate to call me at 961-8234.
Nancy. Crawford
Director of Finance
/ Comm. No. 32,
~
( A., ~q_ pq\ Hawaii County is an Equal Opportunity Provider and Employer Ref. Tot r .W.---
`7~~ I Ref. Date DEC 4 .off
J Yoshimoto, Chairman and
Members of the Hawai'i County Council
Page 2
December 3, 2008
APPROVED:
illiam P. Kenoi
ayor
Enc.
cc: Vehicle Registration & Licensing
N
Form #:B-52
7/18/91
DEPARTMENT OF FINANCE
REQUEST FOR COUNCIL ACTION
DEPARTMENT: Finance DATE: 11/19/08
STAFF CONTACT: Lee Lord PHONE: 961-8121
A. REQUEST:
Request Council's approval to abolish the Abstracting Assistant III position (00-03790) and create a Clerk II
position for the Vehicle Registration and Licensing Division, Administration section. The new Clerk II position
will be funded by the budgeted salary for the Abstracting Assistant III position once it is abolished.
B. BACKGROUND AND JUSTIFICATION (USE ADDITIONAL SHEETS AS NEEDED):
In March 2008, the vacant Abstracting Assistant III positionas temporarily transferred to the Vehicle
Registration and Licensing Division (VRL) and reallocated to a Clerk II to assist with administrative
operations. Prior to the temporary transfer, the Abstracting Assistant III position was vacant for a number of
months. With the slowing of real property transactions, the current staff in the abstracting section of the Real
Property Tax office has been able to maintain its workload and not affect services to the public. Therefore,
the abolishment of this position would not adversely impact operations or the level of services provided by
the Real Property Tax office.
There is continuing need for an additional position in VRL Administration. When establishing the positions
for this new division, we could only anticipate the primary duties and responsibilities as well as the workload.
After nearly one-year of operations with a fully staffed administrative section, it is evident that an additional
position to assist with daily operations is needed. Over the next year, the expansion of services to satellite
offices in S. Kohala and Puna will place additional requirements of the VRL administrative staff. The addition
of a permanent clerical position in VRL Administration will allow for a more efficient workflow. and delivery of
services as the division continues to evolve.
The Clerk II position temporarily reallocated and transferred to VRL is currently filled with a temporary hire.
Because the incumbent in this position was appointed via an open-competitive recruitment, it is the
department's intent to appoint the incumbent to the new Clerk II position as a permanent hire with no break
in service once the position is established.
SIGNED: ~ DATE: N O V 19 ZOOS
Department Head
REQUEST FOR ORGANIZATIONAL CHANGES AND/OR POSITION ACTIONS
TO: MANAGING DIRECTOR DATE: 11/19/08
FROM: DEPARTMENT: Finance
DIVISION/BRANCH: Real Property Tax/Vehicle Registration & Licensing
REQUEST:
® NEW POSITION CLERK II SR OR
TITLE PAY GRADE
? REALLOCATION
POS.NO. CURRENT TITLE PAY GRADE
PROPOSED TITLE PAY GRADE
ABOLISH
® OTHER 00-03790 Abstracting Assistant III SR 13
(change in FTE. transfer, etc.) POS. NO. CURRENT TITLE PAYGRADE
COMMENTS:
We are requesting to abolish the Abstracting Assistant III position (00-03790) with Real Property
Tax and create a Clerk II position in Vehicle Registration and Licensing Administration.
In March 2008, the vacant Abstracting Assistant III position as temporarily transferred to the Vehicle
Registration and Licensing Division (VRL) and reallocated to a Clerk II to assist with administrative
operations. Prior to the temporary transfer, the Abstracting Assistant III position was vacant for a
number of months. With the slowing of real property transactions, the current staff in the
abstracting section of the Real Property Tax office has been able to maintain its workload and not
affect services to the public. Therefore, the abolishment of this position would not adversely
impact operations or the level of services provided by the Real Property Tax office.
There is continuing need for an additional position in VRL Administration. When establishing the
positions for this new division, we could only anticipate the primary duties and responsibilities as
well as the workload. After nearly on-year of operations with a fully staffed Administrative section,
it is evident that an additional, permanent position to assist with daily operations is needed.
11/19/08
DATE - DEPARTMENT HEAD
APPROVED ? DISAPPROVED
C`~~~~ NOV 2 0 2008
MANAGING DIRECTOR DATE
DHR CP-005 (2/93)(11/93)(7/01)(10/03)(12/06) ,
Hawaii County is an EquaCOyyortunity Provider andEmytoyer.
~47~h
NEW POSITION INFORMATION FORM
Department: Finance Date: 1 1 /06/08
Division/Branch: Vehicle Registration 8, Licensing/Administration
# of Similar
Pay Fund Pos. in
Class Title Grade Sala Source De t.
Clerk II SR 08 $2,139 County -0-
1. Give reasons how new duties arose (statutes enacted, ordinances,' newly
authorized programs, basis for increased workloads, etc.):
Ordinance 07-82 provided for the creation of the Vehicle Registration and Licensing
Division within the Department of Finance, consolidating vehicle registration and
driver licensing services under one division. To meet the operational requirements of
this new division, three administrative positions - VRL Manager, Sr. Account Clerk and
Clerk III -were established based on anticipated requirements and workload. The
VRL Administration section has been fully staffed for nearly a year, and it is evident
that the anticipated workload when establishing these positions was
underestimated. The current staff must perform overtime in order to maintain
operational requirements. Expansion of services to satellite offices in S. Kohola and
Puna will place additional requirements on the current staff.
2. Can new duties be assigned to existing positions or handled in other way such as
short term contracts, etc.
Clerical duties assigned to this new position are currently being performed by the
existing staff. However, to maintain daily operations, the staff must perform
overtime. As this division has evolved, it has become evident that the current staff is
unable to efficiently maintain the operational requirements during normal work
hours.
Clerical duties and responsibilities are ongoing and cannot be handled by short-
term contracts. An additional full-time, permanent position would best suit the
needs of the division.
New Position Form
Page 2
3. How will new position increase the efficiency/effectiveness of operations? (Use
productivity measurements where possible.):
Anticipated time allocated to duties of the current staff was underestimated, thus
affecting the efficiency of daily operations. Additional clerical support to handle the
routine clerical functions of the section will enable the existing staff to focus on the
more complex clerical functions as well as the fiscal operations of the division.
4. Alternatives that were considered in lieu of new position. (Have technological
changes been considered?)
With the current clerical workload, technology may assist in efficiency, but cannot
substitute for the position.
5. Why were manpower needs not planned through budgetary process?
Given the economic status of the County, the creation of a new position was not
considered. The Real Property Tax Division has been able to maintain its expected
level of service without filling the Abstracting Assistant III position. The abolishment of
the Abstracting Assistant III position affords the opportunity to allocate a new Clerk II
position within Vehicle Registration and Licensing, utilizing funds budgeted by Real
Property Tax. The new position has a lower salary rating than the Abstracting
Assistant III, thus the net effect of this action would result in a cost savings to the
department.
6. List other rationale or pertinent statements and data:
DHR CP-002 (2193)(72106)
31awai'i County is an Equal Opportunity Provider andE'mytoyer.
I
DEPARTMENT OF HUMAN RESOURCES LOCATION
1. Position No. 00- NEW COUNTY OF HAWAII Dept. Finance
POSITION DESCRIPTION FORM Div. or Bur. Veh Reg & Lic
Type: Civil Service ( x) Exempt ( ) Section Admin
Permanent ( x) Temporary ( ) Geog. Loc. S. Hilo
Full Time ( x) Part-Time ( ) Council Dist. 1-9
2. FOR HUMAN RESOURCES USE ONLY
I
Allocation Class Salary Range Effective Date
Approved: By
Authority Date Date Director of Human Resources
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 more space is needed, use a blank sheet and attach to this form.
Under the general supervision of the Vehicle Registration and Licensing Manager, this position is Show
responsible for a variety of routine clerical work for the division; provides general information to the public %
by phone or in person regarding the various programs in the division; and performs other related duities of time.
as required.
1. Answers incoming calls, relays messages, and greets the public to direct them to the proper persons 35%
or agencies; provides information and resolves or relays complaints from the public involving
interpretation and explanation of basic regulations, policies, and procedures regarding the various
programs. Drafts routine letters and types correspondence, reports, forms and other material into final
form from rough or corrected copy; checks and proofreads typewritten material; completes mailings
and interdepartmental distributions as needed. Sets up and maintains paper and electronic files and
revises system as necessary; codes and indexes records.
2. Processes and issues bicycle licenses and decals; maintains bicycle license database. Processes 25%
Special License Plate orders; verifies database for availability; issues applications and deposits
payments. Assists with the processing and data entry of Dog Licenses. Assists with research, typing,
and mailing of Returned Check notices.
3. Researches various computer systems and conducts physical searches of files to certify transfer 15%
documentation for various Government agencies. Extracts compiles, and summarizes information and
prepares periodic and special reports.
Key: i) 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) Other evidence.
4. Supervision Received Give the position no. and title of immediate supervisor of this position.
Position Number 00-04724 Title Vehicle Registration & Licensing Manager
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 DHR CP-001 rev. 05108
6. Present Class Pay Grade
7. REQUESTED ACTION
New Position-Initial Allocation Changes in Duties and Responsibilities-Reallocation ( 1 Redescription-Review ) Effective Dale 12f1/2008
Requested Class Allocation Clerk II Pay Grade SR 08
8. CERTIFICATION OF EMPLOYEE The duties & responsibilities described above are accurate and complete.
Employee's Name (Print)) Harriet Owens
Employee's Signature ~/VZt 4/LC C, u Date
g, STATEMENT OF IMMEDIATE SUPERVISOR
a. Describe the nature and extent of supervision which you exercise over this position.
General
b. Indicate the qualifications absolutely necessary to perform the duties of the position. Keep in mind the position itself and the
qualifications a new em to ee 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 (Elementary and High School) 1 2 3 4 5 6 7 8 9 10 11 12
Special 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
abilities: See Attached
Physical Requirements: See attached
Licenses or certificates required:
See attached
10. CERTIFICATION OF IMMEDIATE SUPERVISOR I certify that the above statements are accurate and complete.
0 a
Immediate Supervisor's Signature Date I 1 `31_
O
11. CERTIFICATION OF DIVISION HEAD I certify that the above statements are accurate and complete.
3 g
Division Head's Signature Date _L I
12. CERTIFICATION OF DEPART ENT HEAD I certify that the above statements are accurate and complete to
the best of my knowledge
Department Head's Signature Date
Distribution: Original - Human Resources, 1 st Copy Department, 2nd Copy - Employee
00-NEW, Clerk II, VRL Admin, S. Hilo
Duties (continued)
4. Travels to various locations to pick up or deliver documents and outgoing mail, 5%
supplies, etc.; accepts delivery of supplies and equipment as needed.
5. Maintains assigned cash box and provides change for front-line as needed; 5%
reviews change requests for accuracy; ensures sufficient change fund is
maintained; balances cash daily.
6: Assists with processing, compilation, and submittal of division's timesheets and 5%
related forms.
7. Schedules and coordinates use, maintenance, and repairs of division vehicle(s). 5%
8'. Performs other related duties as assigned. 5%
00-NEW, Clerk II, VRL Admin, S. Hilo
MQRS
Minimum Qualification Requirements:
Training and Experience: Experience and/or training of sufficient scope and quality to
.competently perform the journey level duties of this class and to demonstrate this competency by
passing a written test to be administered by the Department of Human Resources. A current
typing or keyboarding proficiency certificate with a minimum speed of 40 net words per minute
must be presented at time of filing.
Qualification for Firearms: As applicable to the position, must be qualified to carry and/or
possess firearm or ammunition in accordance with state and federal laws, e.g., no misdemeanor
or felony domestic violence conviction.
License Requirement: Possession of a valid State of Hawaii driver license (Class 3) or any other
valid comparable driver license as applicable to the position.
Knowledge of: office practices and procedures; filing methods and systems; grammar, spelling,
and word usage; the purposes and uses of standard office machines.
Ability to: type or keyboard at the rate of 40 net words per minute; make arithmetic computations;
compare names and numbers accurately; keep records, summarize materials, and prepare
simple reports; operate standard office machines and equipment; understand and interpret laws,
ordinances, regulations, and policies pertinent to the department; follow oral and/or written
instructions; deal tactfully and effectively with the public; 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
Z Y i
O K ° -
FQ- J n Y Y
E. .O' m iv
K U = ~ w
M 0 N r ~e
J J
N '2'm..W, z m
cm 0
U O
to 0
a to
>NO Jv~O fY: m!p' W ~30 W N0000
W. m O U O K; O; m w O Of 0000
Y Y p Y
IJ ry = N W O W dl M OO~N 1°00
Z U m V Y O V O U °o U N N N N M M gq O m m
0-19 9 O wN0 N WNO WNd999999 944
d00000000
Q UN
O U O w O cc 00000000.00
y
Z
0
~ c
00 m
0 p K E
O N 0 N O m - m O aa - r m e
Z r UrnN OJ Umumi Youmi 2 UmNUmi youmi U o`
w --m W ~-m m p W ~mm m m a
Z N ax° x aw° Wx° Y a~oq wof o 0
Q Z Z d 0 0 uj W, WO Jtid mN60 ~rn0 - o -
Z W O 0 Z o 0 0 C6 ? Oo U 0 = w
> > > x o
a J
LLI
l J ~ w O
AQi U m o
06 o o o
- Z Z Q LQ c y
Z O W O m m
.u H 0 d Co.
> = E E, E
O of
w w o° CDCO o n
1 N 0 Ja. j Zg~ 40
W Ox Z_a oa o a o.
] W J >W 00 a xyZ YI N00
0: m Z OW y O
ILI a
U
S
W
Z Y = - y
Z lJ W O O W O.m m U N_ U N y m Y = O
U U m to to JO Z r r Z rn n fa m y r K N r of g Y° r
J J~ mo m 2 NNm N qm W m
9 CD 6 0000 ENO ~mb U. py0 W N0
o: >w OO (6 0
> x p p J 00 J 000 LL O LL O O 0 O U O
O Y D p > >
K _
W - Y
Z Q J
Q W w
? N m U N
to _ V
F o rn_ Z r z m~ m m n yon m
W ~j °o ~ ix o o o W0: o° w0~ 0 0
JW0 NO m00 Zm O' - V)66
M a 0 rn J O J 00 LL O 0 00
O O >
U 0 ~
rn
Z Y _
K
F Y
U y = O Q W M w M ry r m
W o° o U o U o M O .
2 N O U N O N w 0 K N 0000
ui Q.
> _ 2
N
Fes?,~:?;:k.% _ _
~n ~o 'A -2'~ ~ a m vmmlmN ON mo
? U M A y a : Y o; ~j: W' A O J M a b m T N N N N (°O l0
V ~L
: C'iI"''Z: O U N N N N M M M V
H K
0 ox° wwO w: x Oho
Q UNJ :Jk~R, tf.S; N W •~69999990 NO NO 80600000000
Q O U O O 0000000000
N
O S.
to c m
> c
co
O - E r
Z > Omy W ~ OZ a mm ~o, a
Z fA xl N a N W Y p°o w~°
a Z Z d N N 0 C O J N O N N 0 0 J N O o E-
Z (L O ? O - O U O 0 ? 00 U O x
m ~ p
U-
J 4 Qow o U v o
0 rvrv o n u w o
z o a TWO
LLI _ A
0 a n
~ 0 > E mE m
N
V w N
Y.. U. W N M W g w ° O p m
U) / t
Q ) Q U a o z ? 2 v M ° a +
? W >0 000 0 LL NZ N o WOO
W J
J J
W F a O
J
V
2
W
N w K J J - -
Z J in O w O O W O N M U N U N y M Y Q = Y]
_U U m m OJ. mn Z~°nrnv°i y~ i n K Ni
J Wcc oo ~I a~?o ~ooo E ww 9 ww4 w~9 J~O w0~4
K >N NOO 0000 NO NO UNO UN JNO
> x 00 J 00 J 000 _.O O o O o O U O
0 Y O O > >
N
wW
-
Z K J
? Q W w Nn U N _ V
W o m z Z n n Z m m°° 0 N M n y o r m
0 K o y o o W o ° o q
d JN0 0 N0 000 ZNO WNOO
O a o 0 J o 00 LL O U 00
O 0 >
a ~
N
~ N Y
Z= _
C (0 C M (0 U V M Cl) M - ~f t0
0
0 C14
C3 C~ C)
) MMM M
V CNM U~MMM Cl
oo N~oo
0 C)
LL! o a)~o00 0ixC)
°~O 6000 (0)06 Pw0000 ro(n00
oQ o 000 a O a. 0000 0 oo
U m W
O
Y _ O
N N N co M" 100 (D MM O M4O~
U) 0 VUco n .3 040X000 x(0~ 04 i;0(0o((00
y~M M ro MM CO fM MM ro V MM MM
IWo Waldo roWo00o00 Wo ~of 0000
Uv)O LL,Ww0 m WOODDoo w (n0 W0000
O U Q O ro 000000 v O 0000
O_
W
N ~
00
N
Z w y
C-4 a)
LJ 0
° v
~ r y N~
ro
O E m
z 0 Z w ro Q 2m °
C N N N da) (gyp
L C T T
L F-Q v IT M c C o=-
C) 0
N N
O co C (7 N M C N M C3
'L ro O M
r Q F g9 xgo 9<W 9 .4W9 u W Q w0 row0 ?"v~0 6W0 tnaa
9ad• O O m O m O =aQ
-Q Q a > > YQa
MIL o
Ca.LL a°`. m EL as
Z d Q U0-
u W ca Ol -a
W m Nm a
Q 2° o
F- 0-
(a a)
ID a
a =
= T_ ro
0 CL
a n NO ~M ¢ ;r00m 0n
E
NBC,) `,MM , Mrr)M EE d
O x gg Is W OOQ O C
X ww0 Ntn00 c)(~OOOO. C.0
O 00 ~ 000
Q - O a
Q 00-+
+
> > +
-J 5 a N '7
04 m N y vV "t V NN(a N O N V (D a) 0 aN +(n
(DN 3 N 00000(0 V N OOOM~O
~N Cl) NN(r) f0 N M MM MM OM NN (0 NMMM
F... Quo aK° awo0oo00o w nW°. n~QO°(hp
w (L W6 W0 a~00000 O w U)0 CL CD
z a¢a O W O a 0000000 O a 00000
O
u
w
a
N y
N N Y
00
ol r-- 0)
C co 0 M (D `O U V O M M M ~ - LO LO
F X000 00 0 C MO U`O c) c. 00
W ~~o ~aooo oao maocq, ooo yWoo
J ocn0 0000 0~O ~~0000 m(o00
JQ O U 000 Q O IL 0000 O 00
O U m
O Y
B N J N N m 0(D 010 a0 !~O~
_ LL) Q 0 ~0 (O v1 LO a (D co O O
co y~~°M 3 xIMMMCOMM md' x~M Mco+l ccn
Sao ~a~o m~9 9 0o00 I~f O m~oooo
0
U) 0 -j y W000000 u, [n6 550000
O U CL O m 000000 > O 0000
U) . O a
U ~
N d
00 ~ N
o N
Z O
O N
N
Ztor $ mvCa
Z r ` 0O EA -
_ `
a)
z? p 'Z E N m `4) m
1 X E N 2, T - .N 10 co
m ca
C0 Cl)
C N Cl) 0, N
M O M EOM C(~ N M
Z Q ~ K2° 0 Q~° oho m
.u W WO mul0 ~"65 O m650 tno.aa
s a O O 0 0
p p -aQ
`a
CL > > a
CL CL W
LL 0
J
11J W d S v v
W m N E (m)
a'Q m-0.2
m
H sm d
M N T
_ EC,4(0) th m. Jn `p a. E
~M M= aE a;
dB X N0.,1 c o
Q O 0~ c°O
0 0. +
FL+ +
J > _ > + } +
Qom. N N Vu)~mr+V N f~ mmOi,+
a) V N VvVV' ONO N O aVU1 u1
(0' co NN 00000 (Dr V NN000 DLO
cNM NNM mN Mch MM m Om NNV
cx CD cx (ON M co C+1~r
CL a' O a~ 0 0 0 0 0 MO CLa'O a~000mcn
O a °U) O a °u) 6 0-En 00000°O N aU) 0 0-U)000°°
O (L O m ¢ O a 000000 m O a 000000
a a
o
a.
a
SOURCE OF FUNDS FOR NEW POSITION/REALLOCATION/CHANGE IN FTE/TRANSFER
1. COMPUTATION OF FUNDS REQUIRED FOR POSITION NO. 00-03790 (If no position number
indicate "new
a) New monthly salary $ 2,139
b) Present monthly salary specifically included in
FY 08-09 budget (If NOT BUDGETED, INDICATE -0-) $ -0-
c) Net funds required (Item "a" minus Item "b") $ 2,139
d) Remaining number of months in current fiscal year 8
e) Funds required in remainder of fiscal year
(Items "c" x Item 'd") $ 17,112
2. AVAILABILITY OF FUNDS
a) What is the position's fund source (county, state, federal)? County
b) Position's home department (RC) number is: 2255
C) Position's salaries and wages (S&W) account number: 010.121.5127.01
d) If funds not available in S&W account, identify
account that funds are available in: 010.121.5125.01
e) For reallocation, request that funds be transferred:
From: 010-911-5911.70-341,Provision for Reallocation $
I certify that the information is correct and funds are available, and that the funds may be used
for the classification action as requested.
10/30/08
Department H od Date
DHR CP-004 (3108) -
9-taivai'i County is an Equal opportunity Provider andEmptoyer.