HomeMy WebLinkAboutRES 544 Draft 01 1976-1980Q
County of Hawaii --State of Hawaii
Resolution
WHEREAS, pursuant to County Charter Section 3-14 interim 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 departments:
SECTION 8.04 (c). TREASURY DIVISION, DEPARTMENT OF FINANCE.
I. Reallocate one position of Secretary SR -14 to Senior Account
Clerk SR -12. Position transferred from Section 8.04 (a),
Office of the Director of Finance. ,
SECTION 8.12. POLICE DEPARTMENT.
1. Reallocate two positions of Clerk -Stenographer SR -9 to
Senior Clerk -Stenographer SR -11.
BE IT FURTHER RESOLVED that a copy of this resolution be transmitted
to the departments of Finance, Police and Personnel Services for their
information.
Dated this 23rd day of January. 1980
INTRODUCED BY:
�0'
Coun man, untWHawaii
COUNTY COUNCIL
County of Hawaii
HRo. Hawaii
1 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
................... JanuarX... 2.3.: .... 19 8.0
ATTEST:
X2.3.
PLII. LEOA3N aEtilll KIY AIIIIII�
couWY CXIM Chairman a P Officer
ROLL CALL VOTE
AYES NOES A/E
DahiMq
X
Ueadepe
X
Fujii
X
Garcia
X
Ka_wahaa
X
Lei
X
SameLhims
X
TOM
X
Chr. Yarnwhim X
Refemmo, .._�,-1430�FC-
M.S. No................................................................
aESOLUnON
2.8�..........
544
NO.......... ............................
ld
os
ew
os
Department
Request:
HAWAII COUNTY COUNCIL POSITION INFORMATION FORM
Finance
Date:
Reallocation x Reclassification New Position
Class Title
HC No.
Cost
Diff.
Fund
Source
# of Pos.
in Dept.
Secretary
45
ESalary
County
Senior Account
45
12
County
Clerk
1. Give reasons how new duties arose (statutes enacted, Ordinances,
Newly authorized programs, basis for increased workloads, etc.):
Reallocation due to incumbent's retirement on December 28, 1979;
new position to become effective January 1, 1980.
2. 'If reallocation, list only new duties. (Example: 1. Takes
dictation 400; 2. Keeps office accounts 300, etc.):
See attached position description.
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.):
N/A
EXHIBIT "B"
4. Was reallocation or reclassification budgeted and if not, why were
manpower needs not planned through budgetary process?
N/A
I
5. List other rationale or
pertinent statements and data:
6. Attach:
a.
Old
Table
'4f Organization
b.
New
Table
of Organization with changes clearly visible
C.
old --class
specification -
d.
New
class
specification
Personnel Services Note:
Reallocation of,subject position is justified due to the reassignment of duties
and responsibilities.
eputy Director orf Personnel Se ices
i
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1.095
DEPAIMMeNT OF PERSONNEI, SERVICES
COUNTY OF HAWAII
SECRETARY
Duties Summary:
Provides secretarial services to the head of a major division or office
in a department or agency; and performs other related duties as required.
Di_stinhuishinr, Chax•actcrist,ics:
This class differs from the Clerk -Stenographer classes in that the
Secretary- is primarily concerned with providing clerical and routine administrative
assistance auxiliary to the head of a division or office having intense control
and managerial functions by reason of: (1) the size and scope of operations of
the division characterized by the existence of several subordinate major sections
and supervisory echelons, or (2) the nature of the staff functions which directly
affect the programs and operations of departments and agencies; whereas the
Clerk -Stenographer classes perform clerical and stenographic work in support of
an office function and may incidentally perform various secretarial. tasks.
This class differs from that of Private Secretary in that the Secretary
provides secretarial services for the head of a majaor division or office in a
department or agency; whereas the Private Secretary serves as personal secretary
and provides secretarial, services for the head of a department.
Illustrative Examples of Work:
Organizes and coordinates matters that require executive attention;
searches files and assembles background materials and information for executive
action or decisions; summarizes and briefs materials; gives information to the
public or others based upon the knowledge of departmental functions, organization,
regulations and the superiors thinking and attitude; takes and transcribes
dictation of letters, reports and other materials; takes.and transcribes shorthand
notes of meetings and. conferences, and prepares resumes; reacts incoming mail and
answers routine correspondence independently; writes letters from general and oral
and written i_nstructi.ons; screens callers and visitors; makes appointments for the
superior; makes confidential contacts; arranges date and place for meetings and
notifies members who are to attend; answers telephone, and routes calls or relays
messages; sets up codes and maintains files of confidential correspondence,
reports, minutes and other materials; may supervise clerical employees by
scheduling, assigning and reviewing their work; may keep records of expenditures.
hfirimum ualification Requirements:
Trai.n3ng and Experience: A combination of education and experience
substantially equivalent to graduation from high school including or supplemented
by course wort; in stenography and typing and 4 years of clerical and stenographic
or secretarial experience.
Knowledrne of: office, practices and procedures; filing methods and
systems; grammar, spelling and word usage; use of standard office machines;
principles and practices of supervision.
' � Q
SECRETARY
_2_
A_b_ilit_y to: take dictation at the rate of 90 words per minute and
transcribe notes accurately; type at the rate of 4.5 net words per minute;
understand and interpret laws, ordinances, rules and regulations, summarize and
brier materials; plan, assign, review and direct the work of others; give and follow
oral and written instructions; deal tactfully and effectively with the public;
word: harLxoniously with others.
Hea'.th and Physical. Condition:
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.
This is the first specification approved for the new class
SECRETARY.
APPROVED: JANUARY ''1969
Director of Personnel Services
! D?FARZ Z'T OF CIVIL SMVICE �
COUITY OF HAWAII
SENIOR ACCOUNT CLM- K
Duties Surlary:
Sets up and maintains accounting records for a major section of an
accounting system and perfor.s or supervises the reviewing, posting, revising ':nd
summarization of fiscal records and statements; conniles data and prepares rep(rts;
and performs otter related duties as required.
DistinRuishin7 Characteristics:
This class differs from that of Account Clerk in that the Senior Account
Clerk performs or•su,=vises the reviewing, posting, revising and surnarizing Of
fiscal records and statements ,with responsibility for the naintanance of all
accounting records for a major section of an accointing systen; whereas the
Account Clerk independently perfonms account recordkeeping work not covered by
prescribed procedures and may supervise the work of others.
Illustrative ExMD1eS of '.•ler!;:
Plans and lays out the work required in compiling, reviewing, record ng
and reconciling financial transactions for a major section of an accounting sy3tem,
compiles and reviews fiscal data; posts to and balances journals and ledgers,
and reconciles accounts; maintains ledgars for equipeent, labor costs and
depreciation schedules; classifies and posts ex7enditures to budgetary account3;
establishes and maintains subsidiary ledgers; maintains allotment ledgers; pc: is
and maintains registers; adjusts, closes and balances accounts; prepares poria+ic
and special financial or statistical reports; writcs narrative statements to
accompan;,, tables and statistical materials; prepares analyses of receipts and
expenditures; eheciis vouchers and distributcs charges to proper accounts; keep3
records of purchases, contacts suppliers and issue purchase orders; prepares
general vouchers to make adjustments, transfers or corrections; prepares budget
estimates; may assign and review the ,wort: of others engaged in maintaining account
records; operates standard office machines such as calculating and adding
machines and t;;jiewriters.
Minimum Qualification aeouiremants:
Trainin, and ?xoerience: A conbinaticn of education and experience
subs tantiall;,r equivalont to graduation from high school and 4 years of clerical
experience, j of which shall have been in account recordkeeping work.
Kne:rledre of: bock}ceeping principles and practices; office practices
and procedures; principles and practices of supervision; gra:_nar, spelling and
word usage; filing nethods and systc.s; the use of standard office machines.
Abilitv to: 'naintain fiscal accounts and records; prepare financ,.�i
reports and statements; interpret fiscal records and data; interpret laws, rules
and regulations of the depart ent; make arithmetical computations; cor..pare names
and numbers; operate calculating and adding m..achincs and typetiwriters; give and
follow oral and written instructions; work harronicusly with others.
01 0
SENIOR ACCOUITr Ci,MC
Health and Fhvsical Condition:
a2-
Department:
Request:
Old
Pos
i
New
Pos.
v'0JUL I'I P?1 1 2.5
HAWAII COUNTY COUNCIL POSITION INFORMATION FORM
079 faliG 6 PM I I2
Hawaii County Police Department, Date: July 3, `1979
Reallocation X Reclassification New Position
Class Title
HC No.
SR
Salary
Cost
Diff.
Fund
Source
I of Pos.
in. Dept.
Clerk
2723 &
9
$955
N/A
G-2011
4
Stenographer
2724
$841
olice Reporter
2723 &
15
$999*
+ $44
G-2011
2
2724
$879*
+ $38
*Rule 6.1 a.(2) Reallocation (Personnel Rules and. Regulations)
1. Give reasons how new duties arose "(statutes enacted, Ordinances,
Newly.authorized programa, basis for increased workloads, etc.):
i
The ,increasing .demands of the Criminal Justice System, as a result
of the recent adoption of the Hawaii Rules of Criminal Procedure, mandates
that accused individuals be given speedy trials and arrested individuals
be brought to trials within six months. This has -resulted in additional
demands on the Criminal Investigation Division through the preparation of a -
larger volume of sophisticated legal documents; i.e., search warrants,
arrest warrants and formal statements.
-2.If reallocation, list only new duties. (Example: 1. Takes
dictation 40%; 2. Keeps office accounts 30%, etc.):
1. Preparation of legal documents 5576
2. Administrative duties 207o
3. Supervisory responsibilities 1070
(See attached new class specification for detailed'descri tion
of new Uuties
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.):
The "new duties" are the true'functions and responsibility of the
Police Reporter's position and not,,,that of the Clerk -Stenographers'.'
Presently, the Police Reporter's position is the higher level class
assigned to perform these dpties.,'.The lone Police Reporter currently
assigned to the Criminal Investigation Division is unable to meet.the
demands of the increased workload. Short term contracts cannot be
employed because the duties are ongoing and recur on a daily basis.
EY.HIBIT "H"
C
EN
•1. Was ree Jocation or reclassification budgeted and if not, why were
manpowe needs not planned through budgetary process?
Additional Police Reporters' positions for.the Criminal
Investigation Division were not requested nor.planned during the
1979-1980 fiscal budgetary process,because'at that time the initial
reallocation request of these two positions were being reviewed by'
'Personnel Services and the Administrative Review Committee..
S. 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
.Personnel Services Notes
Department requests subject positions of Clerk -Stenographers SR -9 be reallocated to
that of Police Reporters SR -15. Our reviews indicate that subject positions shouldi;be
reallocated to the class of Senior Clerk -Stenographer SR -11. The concept of a Police
Reporter class is that the incumbent substantially•on a full-time basis'takes and
transcribes verbatim stenographic statements from complainants, witnesses and
suspects in criminal investigations; We do not find the foregoing concept in '
the position descriptions.
D11i0ty Director of Pefsonnel Servic s
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DEP.: TDIENT OF CIVIL SERVICE
COUNTY OF llli-G II
CLFRK—STENOG:Z. MUM
Duties Summary:
Takes and transcribes dictation and performs a variety of clerical work
in preparing, processing and filing forms, records and similar materials in
accordance with general instructions and procedures; and performs other related
duties as required.
Distinguishing Characteristics:
This class differs from that of Assistant Clerk—Stenographer in that
the Clerk—Stenographer performs a. variety of tasks involving referral to a
number of different sources, executes assignments in accordance with general
instructions, accomplishes work with some use of discretion and selectiveness in
deviating from established processes and procedures, and takes and transcribes
dictation as a regular requirement; whereas the Assistant Clerk -Stenographer
performs routine, repetitive tasks which are primarily procedural in nature,
executes assignments in accordance with specific instructions or clearly defined
procedures, and takes and transcribes dictation as a regular requirement. This
class differes from that of Senior Clerk—Stenographer in that the_Clerk—
Stenoerapher fo
perrms a variety of tasks involving referral to a number of.
different sources,_executes assignments "iii"accordance "ti�th' goner^1 instrtctions,
accomplishes work with some use of distion and sele��
ctiness ani bri
devi g
^ . crend transcribes die uori
i from established"'rocesses nd" r�ccnures
an takes
as a regular requircn`icnt; whereas the Senior tIcrk=5tetiograplier"perfo'rm's
variety of"difficult"clerical or routine administrative tasks which are primarily
substantive in nature, executes assignments with a minimum of supervision,
y..
accomplishes work with substantial use of discretion and selectiveness in
deviating from established processes and procedures, and takes and transcribes
dictation as a regular requirement.
Illustrative Examples of Work:
Takes, and transcribes on a typewriter, dictation of letters, memoranda,
reports, recurring legal documents and similar materials; arranges for and
attends meetings and conferences and takes stenographic notes of proceedings;
types tabular and other materials from rough or copy where format and arrangement
A data are not clearly indicated; cuts stencils; checks and proofreads type—
written materials; prepares, checks and processes forms, records, reports, appli—
cations and other documents for accuracy, completion and conformance to estab—
lished 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
acknowledgment; sorts, arranges and files bills, invoices, applications, corre—
spondence and other materials; sets up and maintains files and revises system as
necessary; gives general information and resolves complaints over a counter or
telephone involving interpretation and explanation of rules, regulations,
policies and procedures and knowledge of the agency's purposes and functions;
CLERK —STENOGRAPHEI —2—
c
answers telephone and takes or relays messages and calls; makes anpointments for
the staff; greets callers and directs them to proper persons or offices; My
accept cash payments for standard fees and write out receipts; may operate
standard office machines such as mimeograph, adding and calculating machines; may _
incidentally supervise the work of others.
Minimum Qualification Requirements:
Training and Experience: CL combination of education and experience
substantially equivalent to graduation from high school, including or supplemented
by course work in typing and stenography, and one year of clerical experience
which shall have included some typing and stenography.
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: take dictation at the rate of ,80,words per minute and
transcribe notes accurately; type at the rate of?45 net words per minute; make
arithmetical 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, rules, regulations
and policies pertinent to the department; follow oral and written instructions;
deal tactfully and effectively with the public; work harmoniously with others.
Health and Physical Condition:
Persons seeking appointment to positions in this class must meet the
health and physical condition standards deemed necessary and proper for perform—
ance of the duties.
This is an amendment to the specification for the class
CIMIK—S TEN OGRAPIMI which was approved on August 26, 1957.E
!.PPRI OVED: K;,RCH 30, 1965
Personnel Director
A:nendn:ent to c:ini_a;rt num'i.iic::tion re.dui.rer:ents:
ci'�eo iv . 1}'^•i .5, 1�.��. (,�__, .r i�rc.i._-� T 1,/:'�
Chnnc7e in typing rate frog "45" to ",10" net words p -r minute
:ffcr,ti_ve .ebruary 15, 1977.
DEPARTMENT OF CIVIL SERVICE
COUNTY OF HAWAII
SENIOR CLERK -STENOGRAPHER
Duties Summary:
Takes and transcribes dictation and performs a variety of difficult
clerical or routine administrative work in preparing, checking, reviewing,
evaluating and refining forms, records and similar materials; prepares reports
and maintains continuing records; may supervise others; and performs other re-
lated duties as required.
Distinguishing Characteristics:
This class differs from that of Clerk -Stenographer in that the Senior
Clerk -Stenographer performs a variety of difficult clerical or routine adminis-
trative tasks which are primarily substantive in nature, executes assignments
with a minimum of supervision, accomplishes work with substantial use of discre-
tion and selectiveness in deviating from established processes and procedures,
and takes and transcribes dictation as a regular requirement; whereas the
Clerk -Stenographer performs a variety of tasks involving referral to a number of
different sources,executes assignments in accordance with general instructions,
accomplishes work with some use of discretion and selectiveness in deviating
from established processes and procedures, and takes and transcribes dictation
as a regular requirement.
This class differs from classes in the Private Secretarial series
in that the Senior Clerk -Stenographer primarily performs clerical and steno-
graphic work in support of an office function and may incidentally perform
various secretarial tasks; whereas classes in the Private Secretarial series
primarily exist to.provide secretarial services to the head of a department
which duties are specialized and of confidential nature by reasons of the func-
tions of the department.
Illustrative Examples of Work:
Takes, and transcribes on a typewriter, dictation of letters, memo-
randa, reports, recurring legal documents and similar materials; arranges for
and attends meetings and conferences and takes stenographic notes of proceedings;
types tabular and other materials from rough or copy where format and arrange-
ment of data are not clearly indicated; cuts stencils; checks and proofreads
typewritten materials; prepares, checks ami reviews forms, records, reports,
applications and other documents for accuracy, adequacy and conformance to
established departmental and/or legal requirements; evaluates documents and
processes same according to individual circumstances where the correct course of
action is not clearly defined; makes follow-ups to secure or clarify required
information; determines eligibility for and issues licenses and permits; posts
data to and maintains various types of operational and control records; makes
extensive searches through a variety of files and records, extracts, refines and
organizes necessary information and prepares reports; summarizes and briefs
materials and prepares special reports involving interpretation and analysis of
data and judgment as to format and details of presentation; composes routine
correspondence and letters of acknowledgment from general instructions; sets up
and maintains files and revises system as necessary; codes and indexes records;
SM-TIOR CLERK -STENOGRAPHER -2-
gives information and resolves complaints over a counter or telephone involving
interpretation and explanation of rules, regulations, policies and procedures,
and knowledge of the agency's purposes and functions; answers telephone and takes
or relays messages and calls, makes appointments for the staff; greets callers
and directs them to proper persons or offices; may accept cash payments for
standard fees and write out receipts; may operate standard office machines such
as mimeograph, adding and calculating machines; may supervise and review the
work of others.
PJinimum Qualification Requirements:
Training and Experience: A combination of education and experience
substantially equivalent to graduation from high school, including or supple-
mented by course work in typing and stenography, and three years of clerical
experience which shall have included some typing and stenography.
Knowledge of: office practices and procedures; filing methods and
systems; grammar, spelling and word usage; the purposes and uses of standard
office machines; principles and practices of supervision.
Ability to: take dictation at the rate of 80 words per minute and
transcribe notes accurately; type at the rate of 45 net words per minute; make
arithmetic computations; compare names and numbers accurately; set up and main-
tain records, summarize and analyze materials and prepare reports; operate
standard office machines and equipment; understand, interpret and explain laws,
ordinances, rules, regulations and policies pertinent to the department; give
and follow oral and written instructions; deal tactfully and effectively a-rlth
the public and resolve complaints; supervise and work harmoniously with others.
Health and Physical Condition:
Persons seeking appointment to positions in this class must meet the
health and physical condition standards deemed necessary and proper for per-
formance of the duties.
This is an amendment to the specification for the class
SENIOR CLERK-STENOGREI'HIIt, which was approved on
;-ugus�>2��
r'.ugust 26, 1957.
APPROVED: W.RCH 30, 1965
Personnel Director