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HomeMy WebLinkAboutRES 061 Draft 01 1988-1992COUNTY OF HAWAII STATE OF HAWAII RESOLUTION WHEREAS, pursuant to County Charter Section 3-14 intecim amendments to the Salary Ordinance may be by resolution; NOW, THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE COUNTY OF HAWAII that the Salary Ordinance is hereby amended for the following department: SECTION 6.02 (e). OFFICE OF HOUSING AND COMMUNITY DEVELOPMENT. OFFICE OF THE MAYOR 1. Add one position of Housing Aide I, SR-09. 2. Add one position of Account Clerk, SR-11. 3. Add one position of Clerk-Typist, SR-O8. 4. Add four positions of Community Development Technician TAN, SR-15. BE IT FURTHER RESOLVED that a copy of this resolution be transmitted to the departments of Housing and Community Development, Finance and Civil Service for their information. Dated at Hilo, Hawaii, this 7th day of June 1989. INTRODUCED BY: , Councilman Count of waif COUNTY COUNCIL County of Hawaii Hilo, Hawaii I hereby certify that the foregoing RESOLUTION was by the vote indicated to the right hereof adopted by the COUNCIL of the County of Hawaii on Tun r~ 7 ~ 1 9 R 4 ATTEST: ~~ / ~/v "" /''~ I ~-y.-~...c, ~'~-ti-i~ -~pr COUNTY CLERK CHAIRMAN & PRESIDING OFFICER ROLL CALL VOTE AYES NOES ABS EX DOMINGO X I-IAI,E INOUYE X KOKUBUN X I.AI X MAKUAKANE X RUDDLE X SCHUTTE X YAMASHIRO X 9 0 0 Reference C-494/FC-60 RESOLUTION NO. 6~ S9 ~` '`' ~'i ~ 4B HAWAII COUNTY COUNCIL POSITION INFORMATION FORM Department: Office of Housing & Community Uev Date: March 14, 1989 Reyuest: Reallocation Reclassification New Position X ' Cost Fund # of Pos.' ' Class Title HC No. SR Salary Diff. Source in Dept. ' Uld Pos.' New ' Housing Pos.: Aide 1 09 $13,596 $13,596: 5462.01 one (1) 1. Give reasons how new duties arose (statutes enacted, Ordinanaces, newly authorized programs, basis for increased workloads, etc.): In the past two years, the OHCD was able to obtain 83 vouchers under the Housing Voucher Program and 8U additional certificates for the Section 8 Program. The OHCD has applied for and received an additional 20 vouchers in 1988. Also, an application for an additional 18 vouchers was submitted to HUD in February, 1989. These new allocations will increase the already heavy workload and mandate the Existing Housing Division to obtain additional staff. 2. If reallocation, list only new duties. (Example: 1. Takes dictation 40%; 2. Keeps office accounts 30%, etc.): dot Applicable. 3. Give reasons why new duties at higher level are needed and cannot be assigned to classes at nigher level or handled in other ways such as short term contracts, etc. (Use productivity measurements where possible.): Not Applicable. 4. Was reallocation or reclassification budgeted and if not, why were manpower needs not planned through budgetary process? Yes, the position costs were budgeted and included in the 1989 OHCD Operating Budget. 5. List other rationale or pertinent statements and data: Since 198'2, the Existing Housing Division's allocation workload has increased by 27% while the staff has not increased proportionately. The UHCD is considered to be a medium sized Public Housing Agency (PHA). According to the PHA Handbook, the recommended staff to units ratio should be 1:77. The following chart shows the OHCD is exceeding this general rule. Year EH Staff Allocation Staff to Allocation 1981-82 5 706 1:141 1982-83 7 742 1:106 1983-84 7 772 1:110 1984-85 7 798 1:114 198-86 7 858 1:123 1986-87 7 963 1:138 1987-88 7 999 1:143 6. Attach: a. Old Table of Organization b. New Table of Organization with changes clearly visible c. Old class specification d. New class specification HAWAII COUNTY COUNCIL POSITION INFORMATION FORM Department: Office of Housing & Community Dev Date: March 14, 1989 Request: Reallocation Reclassification New Position X ' Cost Fund # of Pos.: Class Title HC Wo. SR Salary Diff. Source in Dept. Uld Pos.' Wew ' Account Pos.: Clerk 11 $14,472 $14,472 5462.01 one (1) 1. Give reasons how new duties arose (statutes enacted, Ordinanaces, newly autYiorized programs, basis for increased workloads, etc.): Over the last two years the allocations for the Section 8 and Voucher program has increased from 858 to 999. With the increase in allocations, there has also been an increase in the monthly processing of the Housing Assistance Payment (HAP). The account clerk is currently processing approximately 569 HAP checks a month and 80 bills for payment. 2. If reallocation, list only new duties. (Example: 1. Takes dictation 40%; 2. Keeps office accounts 30%, etc.): Not Applicable. 3. Give reasons why new duties at higher level are needed and cannot be assigned to classes at higher level or handled in other ways such as short term contracts, etc. (Use productivity measurements where possible.): Not Applicable 4. Was reallocation or reclassification budgeted and if not, why were manpower needs not planned through budgetary process? Yes, the position costs were budgeted and included in the 1989 OHCD Operating Budget. 5. List other rationale or pertinent statements and data: 6. Attach: a. Old Table of Organization b. New Table of Organization with changes clearly visible c. Old class specification d. New class specification HAWAII COUNTY COUNCIL POSITION INFORMATION FORM Department: Office of Housing & Community Dev Date: March 15, 1989 Request: Reallocation Reclassification New Position X ' Cost Fund # of Pos.' Class Title HC No. SR Salary Diff. Source in Dept. Old Nos.' New Clerk-Typist U8 $13,260: $13,260 5462.01 one (1) Pos.: ' 1. Give reasons how new duties arose (statutes enacted, Ordinanaces, Newly authorized programs, basis for increased workloads, etc.): With the anticipated increase of projects and programs from the Development and Community Development Division, there will be a tremendous increase in correspondence and documentation that needs to be typed and filed. Also, monthly Hawaii County Housing Agency (HCHA) meetings are scheduled for the year. In the past, the HCHA meetings were scheduled on an as needed basis, averaging three meetings a year. The monthly HCHA meetings has created an increase burden on our Administrative Section. 2. If reallocation, list onl new duties. (Example: 1. Takes dictation 40%; 2. Keeps o ice accounts 30%, etc.): Not applicable. 3. Give reasons why new duties at higher level are needed and cannot be assigned to classes at higher level or handled in other ways such as short term contracts, etc. (Use productivity measurements where possible.): Not Applicable 4. Was reallocation or reclassification budgeted and if not, why were manpower needs not planned through budgetary process? Yes, the position costs were budgeted and included in the 1989 OHCD Operating Budget. 5. List other rationale or pertinent statements and data: ti. Attach: a. Old Table of Organization b. New Table of Organization with changes clearly visible c. Old class specification d. New class specification ., , HAWAII COUNTY COUNCIL POSITION INFORMATION FORM Department: Office of Housing & Community Dev Date: March 14, 1989 Request: Reallocation Reclassification New Position X ' Cost Fund # of Pos.' Class Title HC No. SR Salary Diff. Source in Dept. Uld ' Pos.' clew Development Pos.: Technician 15 517,292 :517,292: 5462.01 four (4) ' (TAN) ~ ' 1. Give reasons how new duties arose (statutes enacted, Ordinanaces, newly authorized proyrams, basis for increased workloads, etc.): The number of housing development projects will be increasing rapidly to keep pace with the rapid growth of West Hawaii. The expected number of affordable units required by the year 2000 will be approximately 3,855. The County will also be developing 300 acres in Waikoloa with at least 1,200 additional units. Also, it is anticipated that the Urban Development Action Grant (UDAG) program will have to be developed this year. 2. If reallocation, list only new duties. (Example: 1. Takes dictation 40%; 2. Keeps office accounts 30%, etc.): Not Applicable. 3. Give reasons why new duties at higher level are needed and cannot be assigned to classes at higher level or handled in other ways such as short term contracts, etc. (Use productivity measurements where possible.): Not Applicable 4. Was reallocation or reclassification budgeted and if not, why were manpower needs not planned through budgetary process? Yes, the position costs were budgeted and included in the 1989 OHCD Operating Budget. 5. List other rationale or pertinent statements and data: The creation of these positions should help meet the anticipated increase in workload when the Kealakehe Masterplan, Waikoloa 300 acres, and Lalamilo Masterplan moves beyond discussions to the planniny staye. ti. Attach: a. Old Table of Organization b. New Table of Organization with changes clearly visible c. Old class specification d. New class specification I l J J L COUNTY OF HAWAII OFFICB OF HOUSING R COMMUNITY DBVSLOPMBNT q'Al~II.1H ®]F ®]~~AF3II7LAq'B®RI AS OF 07/1~Ir1~ t1:d~!!a AnMINISTRATOR •-» ADMINISTRATION E7fISTiNO MOUSING PRIVATE ACCOUNTANT III SECRETARY aR~la aR-Q1 fIFRKK?ENJ I ~ ACGOI~(] EpK a. J .R.,. CTS S~FNf HPF NRq COMMUNTTV DEVELOPMENT R 1 ~[ R w-x as s, f~1-BL 1Sd~3 HACdE&OEY. IECtHSHN eR-+I AIDEJI usE~('BEE6'SCEC~ ' ea.is i~i3 ffi~B~ aR16 AI~F I BiFW ~~i I~G~ aR-IS CI FRK TYPIST aM10! COUNTY OF HAWAII OFFII F HOUSII~IG ~ COMMUNITY D$~I.A. &AI'I' r., ~ r ~ PROPOSED -TABLE OF ORGA1vIZATION At Of 01/1tAt ~~ t>~ AOltNISIBAIDB kn PLANNING ADMINISTMTION O ~e EXIBTNO HOUSING !$S[fl AIDE! lGfASAQaERJLL rn ACCS6liI.CLE9S ~.u C f. RAF K/fyPl~? MP Ml{ AIQEJI LEGEMt ® w. vwuw» ~.w crag R~vllee-Ile,r AppovN AJt -rOpaMA NH Pw1110M RJR DEVELOPLENT ,_.~:j.1 DF;PARTtiid.4T !iF ~IVIL S'c;R`~.~IC? COUVTY OF HA'dAII HOUSIrdG AIDE I Duties S~„mmarv Per*crms a variety of clerical work in d~ e~i*~arz,q inf. manor, and in processing forms in accordance with general instructions rind procedures. Distinguishing Characteristics: 'Phis class differs from that of fiousing Aide I1 in that the [lousing Aide I performs a variety of clerical tasks in disseminating information and materials relative to housing assistance program; whereas the Housing Aide IT receives and reviews lease forms for compliance with regulations and is primarily concerned with matters related to leases in terms cf determining leases acceptability. Illustrative Examples of Work: Disseminates information a.nd material relative tc the Section 8 Housing Assistance Payments program; receives, files, and logs applications; verii'ies the applicant's family composition, income, assets, medical and unusual expenses; reviews the Family Contribution computation; places applicant onto file wsi_tinp>, list; reverifies applicant's income, assets,etc., when the applicant, is taken off the waiting list; sends letters of eligibility or disapproval; sets briefing appointment; and prepares briefing packet; maintains the file of certificates issued; receives leases; sends agency approval. form; fi11s cut HAF Contract form; eends copies of the HAP Contract to the Accountant and Accounts Department; maintains the Pile of contracts executed; performs other related tasks incidental to the processin? of application and reporting of progress; types letters, memotanc~a, reports, tate:r.ert orms an r' other materials into fin a] form as required. _linimum ~~ual ificat ion Requirements: 'PraininQ and experience: A combination o£ education and experience substantially equivalent to graduation from high sch~~l snd ? years of cierieal exuerience which shall nave included some typing. (inowledge of: office practices and procedures, `.'ilin_r, methods and systems; -ramrnar, spelling and word usage. Ability to: make arithmetic computations; compare names and numbers accurately; keep records, summarize material, and prepare simple reports; operate standard office machines and equipment; understand and interpret laws, ordinances, rules, regulations and policies pertinent tc the department; follow oral and written instructions; deal tactfully and effectively with r,'-:P p~;bLe; work harmoniously with others. Physical Requirement: Persons 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 Grouping: Light .his is the first specification approved for the new class HOUSING AIDE I. APPROVED: .,'une 28, 1982 ~, ~ ,~ --.1YZrector of Perso*:ne-, D,":,PA1iTii•id'1' Oi~ CIVIL S:,tVICE COU;~iTY" Oi }Ut4JAII ACCOUidT CL~2K Duties Summary: Revictrs, posts to, revises and summarizes fiscal records and statements; compiles dat.: and prepares reports; and performs other ralated duties as required. Distinrvishi~i^, Characteristics: This class differs from that of Assistant Acco.utt Clerk in that the I:ccount Cler;: indep~nde.^.tl~; 1:°rforms account racord:;eepir.g trork not covered by p~•_acribed proc=dune.; and requiring jud;;~~znt in interpreting procedures and ra;;ulatiers; wl:craas tY;c itssistart Account Clerk performs accouni recordkeepizg taor;: covered by detailed procedures acid :where supervisi.oa is readily available. This class differs from t?:at of Senior Account Cleric in that the Accct;nt Clerk ind_pendsntly perfcr:as account recordkecping sroric not covered by prescribed procedures ~~d r.=y supervise the t;or}: of others; whereas the Senior Account Cler:: sc_r'•rises or ~rfor::s t?:e recie::ia;;, Dosting, revising and su.-is^:.ir.g of fflscr_~ raccrds and statements :.-;~'~ r=sponsibility for t;:a maintenance of a major section of ~~ accouair.g system. Ill'a~'...~i_4~ ,.._~:nales of l!orlc: P0S t5 LO anO ;'-]"nta]l'i5 ledg~c rs, apnronriation all Otif~~lt aCC0L`ni5, "r O'.:::her re gls L2 rS, 171 ^:1.41dU"? aCCOUntS ~'1Q Ot::^_r SUbs ldlar~/ records; maintains cast boo}a; classifies ar;d codes ea-nendiiures; makes adj~lsting entries and balance. accc.:r.is; take.`i _ er10d1C tri.::1. baidr+CCS; 1nSt:'UCtS 0tY.'eT5 171 :»vie:cing, Ch_~Ci:ing and DJS tln~ DrOCGOU re9; sCl'i'_'Ol.'leS, lnde:ie5 zrld f11e5 bills, warrant ve::~;':~rs, purc:ase ordars, invoices end other data in acco'_danca rr_th prescribed .d^s; chec'.:o vo',:chers, invoices, p•~rchase orders and othar data for canforance •r~"'~h sta:.daris and acccrac;; of e;ctensiens and cc:rputations; dist:-ibutas xarrants upon prcper idcntificatioa; records labor fire or equipment rental fees for various jobs; prepares a..- c::^.ec6a payrolls; prepares payroll deductions and t,-ith- holding staff:rents; prepares financial statements; compiles and tabulates statistical or fiscal dat=; maintains inventory control recorca; supervises the t:o-k of others; m~intairs personnel rosters; assists in compiling daia £or budget reeuests; ooerat~s standard offica machines such as calculating and adding machines and typetrriters. Iiinimum Qualification Reouirements: _ Training and i:>:c:~rience: A combination of education and excerience substantially c;quivalent to graduatica from high school and 3 years of clerical er_parience, 2 of r;hich s1:-.11 been in account recordkeeping vrork. •\-_ Y,no'-rlcdee of: Soo!<i:eeping nrinciples and practices; office practices and procedure:.; ,grar_nar, ::polling a1:d xord usago; filing methods and systems; use of standard office machines. DEPAtTA:~1T OF CIVIL SERVICE COIINTY OF FLi4JAII CLERK-TYPIST Duties Summary: Operates a typewriter and performs a variety of clerical work is preparing, processing and filing forms, records and similar materials in accordance with general instructions and procedures; .urd performs other related duties as required. Distinguishing Characteristics: This class differs from that of insistent Clerk-Typist in that the Clerk-Typist performs a variety of tasks involving referral to a number of different sources, executes assignments in accordance with general instructions, ~.ccomplishes work with some use of discretion and selectiveness in deviating from established processes and procedures, and operates a typewriter in typing materials where improvisation as to format and arrangc~n;nt of data is required; whereas the :resistant Clerk-Typist performs routine, repetitive tasks which arc primarily procedural in nature, executes assignments in accordance with specific instructions or clearly defined procedures, and operates a typewriter in typing materials where guides as to format and arrangement of data are readily availa- ble. Illustrative Examples of Work: Types letters, memoranda, reports, specifications, statanents, forms and other materials into final form from rough or corrected copy; types tabu- lar and other materials from rough or copy where format and arrangement of data arc not clearly indicated; cuts stencils; checks and proofreads typewritten materials; prepares, checks and processes forms, records, reports, applications and other documents for accuracy, completion and conformance to established requirements; makes routine follow-ups to secure required information; determines eligibility for and issues licenses and permits; assists the public in filling out standard and supplementary forms; posts data to and maintains various types of operational and control records; searches through a variety of files and records, extracts, compiles and summarizes information, and prepares periodic and special reports; composes routine correspondence and letters of aclmowledg- ment; sorts, arranges and files bills, invoices, applications, correspondence and other materials; sets up and maintains files and revises system as ncccssar}; gives general information and resolves complaints over a counter or telephone involving interpretation and explanation of rules, regulations, policies red procedures and knowledge of the agency's purposes and functions; answers ;.ele- phonc and takes or relays messages and calls; makes -?ppointments for the staff; greets c,llers wind directs them to proper persons or offices; may accept ;ash payments for ,randard fees and write out receipts; maq operate standard office machines such as mimeograph, adding ?red calculating machines; m.zy incidentally supervise rha 'a m^k of ethers. DEPARiflESv'T OF' CNiL SF.RVIC- CCUPIT"! OF ~ 4ldAI7 :Oir-;UWPPY DEVEiOPP-ESV`;' 'I'P:CHFILi`:?,! J.,~.~ies 5un~_marv: -~_ssiats in pl annin organizing, 3n,~ ^_oor linating the Community Develop- ment program involving in`ormation and preparation ~f narratives and documentation _~r Co;utrunity Development Block Grants and other Yederal grant applicaticns; and performs other related duties as required. Distinguishing Characteristics: i!lis class differs from that of Community Development Specialist in that the Community Development Technician assists in planning, organizing and coordinating the Community Development programs; whereas the Com+manity Development Specialist is responsible for the Community Development, programs and 'projects For the County of Hawaii. illustrative E~:.amples of Work: Assists in monitoring and supervising the projects and programs assigned to the Community Development llivision; works with various County and private agencies to assist in preparing narratives and documentation to support Community Development B1eck Grants and other Federal and State grant a_pplication:; including such tasks as attending meetings and public hearings, conferring with agencies and persons on projects, performing related research and preparing simple project budgets; acquires and maintains lull knowledge of all regulations of the CDBG Program and be aware and. implement other regulations that may be peri:inent to the CDBG Program such as eoual opportunity regulations, affirmative action, fair labor standards, acquisition and relocation policies and environmental assessment requirements; coordinates the Fair Housing project and provides technical. assistance to the I~'air Housing task force as requested; assists in the preparation of applications for Federal Community Development Block Grant Program Funds and other Federal. or C01-l,iJil'PY llLVisi,OPi~iENT `i'ECri?d1CIAN -?- State aid programs pertinent to Concnunity Development; reviews other Federal programs to find those with potential for obtaining financial assistance and acr,_uire ^il1 knowledge of the regulations pertaining to such programs; acquires sufficient knowledge of the Federal Community Development B1~_~:k Grant Program, and other Federal and State aid programs pertinent to comm~~anity development and their relation to the County's conunur.ity development objectives; provides technical assistance as requested to interested groups and persons; prepares reports and correspondence. Minimum Qualification Requirements: Training and E>:nerience: A combination of education and experience sub- stantially equivalent to graduation f7om an accredited college or university with major work in business or p~~,blic administration, the social. sciences or a related field and some work experience involving community or public service and social assistance or similar programs. Knowledge of: basic government functions, programs and services; characteristics and peculiarities of the community service; the structure functions and purposes of community organizations and interest groups. Ability to: plan, organize and coordinate work; relate well to people; and work under stressful conditions; meet and deal tactfully and effectively with others; evaluate effectiveness of program and reconunend improvements; keep records and prepare reports. Physical Requirement: Persons seeking appointment to positions in this class ;rust meet the health and physical condition standards deemed necessary and pro per _ror perfar•mance of the duties.