HomeMy WebLinkAboutRES 301 Draft 01 1980-1984County 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 8.09 (a). OFFICE OF THE DIRECTOR OF PARKS AND RECREATION.
1. Reallocate one position of Accountant II SR -18 to
Accountant III SR -21.
SECTION 8.10. FIRE DEPARTMENT.
1. Reallocate one position of Office Manager SR -18 to
Accountant III SR -21.
2. Reallocate one position of Departmental Personnel Clerk SR -13
to Personnel Assistant SR -17.
SECTION 8.12. POLICE DEPARTMENT.
1. Reallocate one position of Departmental Personnel Clerk SR -13
to Personnel Assistant SR -17.
BE IT FURTHER RESOLVED that a copy of this resolution be transmitted
to the departments of Parks and Recreation, Fire, Police, Finance and
Civil Service for their information.
Dated at Hilo, Hawaii, this
COUNTY COUNCIL
County of Hawaii
Hilo, Hawaii
17th day of
INTRODUCED BY:
March 1982.
Councilman, County of Haw ii
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
March 17, 1982
ATTEST:
3. x,440
L K A
COUNTY CIRMAN & IDING OFFICER
ROLL CALL VOTE
AYES NOES A/E
De Luz, III
x
Domingo
x
Fujii
x
Hale
x
Kawahara
x
Lai
x
Schutte
x
Chr. Yamashiro
x
Reference:
M.B. No
RESOLUTION NO. 3�� `�2
HAWAII COUNTY COUNCIL POSITION INFORMATION FORM
Department: Parks and Recreation Date: L/22/82
Request: Reallocation X Reclassification New Position
31d
Pos.
New
Pos.
1
2.
Class Title
HC No.
SR
118G
Salary
Cost
Diff.
Fund
Source
t of Pos.
in Dept.
Accountant II
2354
$1576
G-7111
1
Accountant III
2354
21E
$1649
$73
G-7111
1
Give reasons how new duties arose (statutes enacted, Ordinances,
Newly authorized programs, basis for increased workloads, etc.):
Comparison of incumbent's duties and responsibilities as of the incumbent's
position in the Fire Department in terms of accountant functions and responsi-
bilities assigned to budget.
If reallocation, list only new duties. (Example: 1
dictation 400; 2. Kceps office accounts 300, etc.):
Rea -location based on scope of program and budget appropriations.
Takes
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.):
Incumbent is the only professional accountant in the department with a nbudget
of $6,225,903.
EXHIBIT "U"
V
4. Was reallocation or reclassification budgeted and if not, why were
manpower needs not planned through budgetary.process?
Funds are available in current 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
Civil Service Note:
The reallocation of subject position is justified in.that there has been a
substantial change in the duties and responsibilities and has been determined to be
on a comparable level with that of the Fi e D partment
Dire for o£ Personnel
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M
M
DEPARTMENT OF PERSONNEL SERVICES
COUNTY OF HAWAII
ACCOUNTANT II
D ti s Summar
2.035
U e _ y•
Independently performs professional accounting work in the mainte-
nance of an accounting system; analyzes fiscal data; and performs other related,;
duties as required,
Distinguishing Characteristics:
This class differs from the Accountant III in that the Accountant II
performs accounting work for a fiscal program or a major component of a larger
program which accounting functions are of a complex nature, and which are
performed in accordancewith standard accounting practices, and the policies
and objectives of the accounting system; whereas the Accountant III,performs
accounting work for a fiscal program or a major component of a larger program
which involve significant complexities arising from such factors found in
operations of a commercial or semi -commercial nature, or where the program
operates on a substantial variety of sources of funds, or other equivalent
problems.
Illustrative Examples of Work:
Sets up and maintains accounting records required in the control of
fiscal operations; compiles, evaluates and prepares reports of fiscal data;
supervises clerical personnel concerned with fiscal control records; classi-
fies, codes, and creates posting controls for pre -audits; distributes accounting
documents covering encumbrances, expenditures and revenues to proper accounts
and funds, collects, compiles, classifies and evaluates fiscal data, takes
trial balances, makes adjusting and closing entries; verifies and analyzes
financial data and prepares financial statements and reports; participates in
making studies and estimates of department's revenues and operating costs and
assists in working out allocation of funds to various programs or activities;
develops and refines cost accounting procedures, inventory and property records;
maintains budget control; may prepare budget.
Minimum Qualification Requirements:
Training and Experience: A combination of education and experience
substantially equivalent to graduation from an accredited college or university
with major work in accounting and two years of responsible work experience in
accounting.
Knowledge of: principles and practices of commercial accounting;
preparation and analysis of financial statements and reports; fiscal administra-
tion including budgeting and financial reporting; office practices and proce-
dures.
M
ACCOUNTANT II
l.bility to: devise and install accounting methods, techniques and
procedures; prepare complete and accurate reports and standards; analyze data,
detect errors and correct inconsistencies in accounting records; maintain
effective working.relationship 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 per-
formance of the duties.
This is the first specification approved for the new class
ACCOUNTANT II.
APPROVED: March 18, 1974CY7Y.
Director of Personnel Services
^' O CEP 30 AM 8 21
I-tAWAII COUNTY COUNCIL POSITION INFORMATION FORM
Department: Fire Date: July 23. 1981
Request: Reallocation xx Reclassification New Position
Old
Pos.
New
Pos.
Class Title
'HC No.Q$1725/Mth
Cost
Diff.
Fund
Source
ik of Pos.
in Dept.
Office Manager
HC -2313
c-2211.AAccountant
III
HC 2313$81
"
1. Give reasons how new duties arose (statutes enacted, Ordinances,
Newly authorized programs, basis for increased workloads, etc.):
(see attachment "A")
2. If reallocation, list only new duties. (Example: 1. Takes
dictation 40a;'2. Keeps office accounts 30%, etc.):
(see attachment "B").
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.):
(see attachment "C")•
EXHIBIT "B"
F1
• . W
O O
Was reallocation or reclassification budgeted and if not, why were
manpower needs'not planned through budgetary process?
No. Salaries and Wages appropriation of Fire Department has sufficient funds to
accommodate difference in new salary range.
5. List other rationale or -pertinent statements ;and data:
The incumbent's job description does not reflect the additional duties, functions
and responsibilities presently assigned. This request is to more accurately reflect
the incumbent's present position and to compensate her on a parity of job responsi-
bilities and functions.
6. Attach:
a. Old Table of Organization
b,. New Table of Organization with changes clearly visible
c. Old class specification
d. New class specification
Civil Service Note:.,
The reallocation of subject position isojustified in that there has been a
substantial change in the duties and responsibil'ties.
Dir c or of Personnel
HAWAII COUNTY COUNCIL POSITION INFORMATION FORM ATTACHMENT "A"
Cont. Pg. 1 (1): Give reasons how new duties arose (statutes enacted, Ordinances,
newly authorized programs, basis for increased workloads, etc.):
1. a. Chapter 131-1, HRS, as amended by Act 241 of the Ninth Legislative
Session, transferred the functions and responsibilities of the State
Fire Marshal's office to the Fire Chiefs of the respective counties.
b. Act 148, Ninth Legislature, 1978, the State comprehensive emergency
medical services systems allows for the County of Hawaii to engage
into contract with the State Department of Health for pre -hospital
patient care and ambulance transport island -wide.
c. Expanded supervisory responsibilities caused by increase in office
support personnel,.i.e., Assistant Account Clerk and Clerk -Typist.
d. Expanded supervisory functions caused by overall increase in department
manpower, i.e., mechanic, uniformed personnel, communications personnel
and clerical staff (from 131 to 200 personnel).
e. Comparative growth of responsibilities expansion since 1973:
1973 1981
Budget 2,206,220 5,509,673
Employees 131 200
Supervision 1 3 + (2) trainees
Additional Programs Fire Marshal (Act 241, Ninth Leg.)
EMS (Act 148, Ninth Legislature)
Company Runs 1,886 8,386
I
HAWAII COUNTY COUNCIL POSITION INFORMATION FORM ATTACHMENT "B"
Cont. Pg. 1 (2) If reallocation,list only new duties. (Example:
1. Takes dictation 40%; 2. Keeps office accounts 30%, etc.):
F scat Duties -& Responsibilities 70%
2. a. Advises the Fire Chief in his decisions by developing and
drafting, for his consideration, new or amended adminis-
trative policies' and procedures involving finances and
budgets.
b. Trains., plans, directs and coordinates the work of accounting
and clerical personnel as well as student employees enrolled
in the Hawaii Community College CVE program and trainees
from Manpower Resources program coordinated with Hawaii State
Employment Service, in the administration of the financial
program in the department.
C. Reviews. complaints regarding fiscal matters and takes appro-
priate actions for.resolvement of same.
d. Directs.operations:of a credit section for accounts receivable.
Prepares and process statements. Collects and deposits all
Fire Marshal fees, reprint fees, rental of equipment,
reimbursable expenses and contract fees.
e. Writes and prepares grant requests for federally funded
projects. Prepares periodic progress reports on project.
f. Directs the -upkeep of all fiscal forms and periodically
reviews and develops new forms, makes changes and deletions
as required.
Other Duties &' Responsibilities
30%
a. Assists Battalion Chiefs and Fire Captains in administrative
matters.
b. Assists in coordinating and planning of seminars.
C. Supervises and evaluates clerical personnel assigned to the
Fire Department administrative bureau. Interviews applicants
and selects new employees after consultation with Fire Chief.
I
HAWAII COUNTY COUNCIL POSITION INFORMATION FORM ATTACHMENT "C"
Cont. Pg. 1 (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 implementation of the Fire Marshal and the Emergency Medical Services Program
have increased the overall workload of this office causing additional subordinate
positions to be created (see table of organization chart), thereby increasing the
functions and responsibilities of the Office Manager not described in the present
position description. The functions and responsibilities of the position are not
limited to its immediate office, but in its broad scope is a staff position with
authority equal to that of a Battalion Chief, Chief Fire Inspector, Volunteer Fire
Coordinator, Fire Auxiliary Services Officer, Fire Captain (EMS), and Training
Officer, subordinate to the Deputy Chief.
The Office Manager administers the total fiscal program of the Fire Department
and is the staff consultant to the Fire Chief on fiscal programs. Prepares
contract reports for submission to legislative bodies upon request; directs
operations of the credit section for accounts receivable; writes and prepares
grant requests for federally funded projects and maintains progress reports of
project, and other related duties. (These functions noted above are currently
beyond the scope of duties described in the County Department of Personnel
Services position code number 2.252.)
The reason these functions cannot be assigned to a class that is at a higher
pay level (Battalion Chief) is that these chief positions by table of organization
are at the same coordinating level and the second reason is that the Battalion
Chiefs are on a unique work shift that preclude their presence at the office on
a daily basis.
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�I
P81 SEP 30 AM 8 Z1
F U N C T I O N A L 0
Fire Chief coordinates the alloc
output services, associated with
complex in the responsible geogt
charge is a very broad one; it i
ment of the Public Fire Safety
view of fire safety within a tot
scope and detail of this positf<
istrative Planning, (3) Adminit
Control, and (S) Administrative
A D M I N I S
M A N A C
ADMINISTRATIVE SERVICES
fiscal assistance to the Fire Chief assistance to the Fire Chief
A Facilitati
wide
and the Deputy Fire Chief; plan, direct and
provide a di
coordinate the fiscal activities for the
The ems facit iia
systems that
entire department through control of budget
tapable of e
development, expenditures and review; manage
project cyst
the purchasing, accounts receivable, and pay--
system are:
(3) Equipmer
roll functions; prepare regular and special
reports; act as liaison with other depart-
ments and government and private agencies on
fiscal transactions; evaluate all fiscal
organization procedures.
8/6/81
F U N C T I O N A L O R G A N I Z A T I O N C H A R T
Vel SEP 30 AM 8 Z l
FIRE CHIEF
Fire Chief coordinates the allocation of resources, activities, and
output services, associated with the handling of a defined fire problem
complex in the responsible geographical jurisdiction. The position
charge is a very broad one; it is not restricted to the internal arrange-
ment of the Public Fire Safety System. Rather, it implies an encompassing
view of fire safety within a total environmental context. The specific
scope and detail of this position is: (1) Policy Formulation, (2) Admin-
istrative Planning, (3) Administrative Coordination, (4) Administrative
Control, and (5) Administrative Communications.
ADMINISTRATIVE SERVICES
(_ Provide fiscal assistance to the Fire Chief
and the Deputy Fire Chief; plan, direct and
coordinate the fiscal activities for the
entire department through control of budget
development, expenditures and review; manage
the purchasing, accounts receivable, and pay-
roll functions; prepare regular and special
reports; act as liaison with other depart-
ments and government and private agencies on
fiscal transactions; evaluate all fiscal
organization procedures.
8/6/81
A D M I N I S T R A] T I O N L E V E L
MANACEMINT L EVEL
FACILITATING SYSTEM
A Facilitating Subsystem is an organization unit to
provide a direct service to the major project system.
The facilitatjng subsystem is composed of unit sub-
systems that demonstrate a specialized expertise
capable of enhancing the performance of each major
project system. The elements of the facilitating sub-
system are: (1) Communicationa, (2) Maintenance, and
(3) Equipment and Facility Resources.
SYSTEM PREVENTIiti SYSTEM SERVICE
Direct,the Volunteer Training Program..
Due to the area served, volunteer fire
fighters are essential•in providing
needed fire protection throughout rural
Hawaii. Responsible for organizing and
'having well trained and well equipped
volunteer fire companies.
Fire Prevention refers to the organiza-
tional operations, duties and activities
concerned with ignition prevention, the
reduction of fire casualties, and the
reduction of modular fire loss in
buildings. To achieve these objectives,
the fire prevention subsystem is mainly
involved in educational programs, survey
programs, investigation programs, and
maintaining information flow between the
fire safety system and the public.
The Service Subsystem relates to the
organizational operations, duties and
activities concerned with direct public
emergency services which emphasize fire
suppression and rescue work. Functions
of the service system are not limited
to emergency efforts. Based upon the
-
flexibility of objectives and the level
of service implementation, members of the
service system may be assigned duties
associated with the total operations
area.
SYSTEM
The Training Section provides and evaluates a total
education and training program for the system. Conducts
the training for short and long-range goals accordingly.
Conducts recruit training for the Service System and
the Service System's continual training and education
program. Also responsible for coordination of Civil
Defense and hospital training programs which includes
the periodical exercises.
EMERGENCY MEDICAL SERVICES SYSTEM
The emergency medical services role in the system
generally is limited to the pre -hospital phases.
Provides a minimum basic life support service as needed,
with special emphasis on definitive type treatment of
patients with acute medical emergency and trauma victims
providing a greater potential for survival. Assures and
maintains quality service through in-service retraining
programs.
101
U
2.252
DEPARTMENT OF PERSONNEL SERVICES
COUNTY OF HAWAII
OFFICE'MANAGER
Duties Summary.
.Supervises and directs administrative housekeeping and office services
functions of a department or major division; provides general administrative, -Ser=
vices on fiscal and personnel matters; and performs other related duties as
required.
Distinguishing..Chara.cteristics:
This class is distinguished by its responsibility tosupervise and
direct administrative housekeeping functions and office ser -,,ices functions involv-
ing fiscal record keeping and reporting, purchasing, budget preparation and
expenditure control, operational reporting, personnel services, and inventory
maintenance and control,.., filing, typing and other related clerical work of a
department, division, or agency.
Illustrative Examples of Work:
Plans, assigns, reviews and coordinates the work..of clerical personnel
engaged in; work-aotivitis relating to various office services functions; super-
vises personnel in the maintenance of files and records; supervises the preparation
and processing of civil service forms and records; compiles and prepares data for
budgetary and other purposes; meets with unit heads to discuss budgetary needs;
prepares budget request for discussion with administrator; attends budget meetings;
advises department head and others on fiscal matters; reviews finances and recom-
mends requests for additional funds or transfer of funds; compiles statistical
data and prepares reports of activities; advises division personnel on matters
concerning civil service laws, rules and regulations, and contract agreements;
reviews organization and initiates requests to fill vacancies; prepares corre-
spondence concerning fiscal, purchasing and personnel matters for signature of
department head; participates in staff meetings and provides information relat-
ing to fiscal and personnel matters; acts as liaison for the administrator with
operating personnel of the department and others.
Minimum Qualification Requirements:
Training and Experience: A combination of education and experience
substantially equivalent to graduation from an accredited college or university
with a major in public administration, business administration or a related field
and 3 years of work experience involving the supervision of fiscal personnel
record keeping activities.
Knowledge of: principles and practices of office management; office
practices and procedures; principles and practices of supervision; budget prepa-
ration and control of expenditures; principles and practices of bookkeeping;
purchasing policies and procedures; basic practices of personnel administration.
OFFICER MANAGER -2-
0
Ability to: plan, organize, direct and coordinate administrative
housekeeping and office services functions; establish and maintain various
records and files; recognize need for special studies and/or changes in admin-
istrative policies and procedures; gather and compile data for budgetary and
other purposes; prepare budgetary requests for discussion; prepare clear and=- ^'-
concise reports; prepare correspondence: secure and .analyze _facts and make
sound recommendations based on the facts; establish"and•maintain effective
working�rela'tionships.with 'others.'.`
Physical Requirement:
Persons seeking appointment to positions in this class must meet'Ahe
health and physical condition standards deemed necessary and proper for per-
formance of 'the duties.•-
This- is:the first specification approved for the-new.class:
OFFICE MANAGER.
U
2.040
DEPARTMENT OF PERSONNEL SERVICES
COUNTY OF HAWAII
ACCOUNTANT III
Duties Summary:
Performs difficult professional accounting work in the maintenance;
revision and/or development of an accounting system; analyzes fiscal data;
provides -interpretive and advisory services to management; and performs other
related duties as required,
Distinguishing Characteristics:
This class differs from the Accountant IV in that the Accountant III
performs the most difficult and complex accounting work for a fiscal program or
a major component of a`larger program; whereas the Accountant IV performs the,
most difficultiand complex accounting work for a major and comprehensive fiscal
program and is responsible for supervising a large accounting and fiscal staff,
Illustrative Examples of Work:
. Collects, compiles, classifies and evaluates fiscal data; takes trial
balances, makes adjusting and closing entries, verifies and analyzes financial
data and prepares financial statements and reports; supervises lower level
personnel concerned with fiscal control; recommends changes of forms, proce-
dures and policies governing the accounting functions and implements changes as
directed; conducts internal review to insure that accounting systems and proce-
dures are effective, efficient and properly implemented; prepares reports
necessary for the determination and reporting of federal and state expendi-
tures and fund balances on federal grant-in-aid programs and/or state -funded
programs and projects; confers with representatives from the department and
budget office; may assume responsibility of higher level accountant or fiscal
officer in their absence,
Minimum Qualification Requirements:
Training and Experience: A combination of education and experience
substantially equivalent to graduation from an accredited college or university
with major work in accounting and three years of bxperience in professional
level accounting.
Knowledge of: principles and practices of commercial and governmental
accounting; preparation and analysis of financial statements and reports; public
fiscal administration including budgeting and financial reporting; the account-
ing system and procedures of the assigned agency; office practices and proce-
dures; principles and practices of supervision.
Ability to: devise and install accounting methods, techniques and
procedures; plan, assign and direct the work of subordinates; prepare complete
and accurate reports and standards; analyze data, detect errors and correct
inconsistencies in accounting records; maintain effective working relationships
with others.
0 0
ACCOUNTANT III -2
Physical Requirement:
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. -t.-'
This is the first specification approved for the new class
ACCOUNTANT III.
�G
APPROVED Maichtl8ii 1974 '
Director of Personnel Services
i
O a'&:I SEP 30 AM 8 2'3
lIAWAII COUNTY COUNCIL POSITION INFORMATION FORM
Department: HAWAII FIRE
Request: Reallocation x
Old
Pos.
New
Pos
1
2.
Reclassification
Date: J July 31, 1981
New Position
Class Title
�
'HC No.
SR Salary
Cost
Diff.
Fund
Source
0 of Pos.
in Dept.
Dept'l Personnel C
erk 2588
13 $1;287/Mth
G -2211.A
-1-
Personnel Asst.
2588
17 $1,339/mt
$52
"
Give reasons how new duties arose (statutes enacted, Ordinances,
Newly authorized programs, basis for increased workloads, etc.):
Increase in the volume and complexity of the personnel responsibilities
of the ,position.
If reallocation, list only new duties. (Example; 1. Takes
dictation 40%;12. Keeps Mice accounts 30%, etc.):
Assists & advise dept11 employees in personnel related areas - 55%.
Participation in the decision making process relating to personnel matters - 20%.
Provides & assembles information for use by the Dept. of Personnel Services )
in collective bargaining. Prepares and submits all documents for•submittal ) 5%
to the ARC & for classification action'by the Dept. of Personnel Services: )
Keeps abreast of the operational routine (methods, procedures, changes,
etc.) of, the fiscal section to insure continuity in the absence of the
Office Manager. Assumes the position of Office Manager in her absence:
Assists in all phases of payroll preparation if required. (Refer to Position
Description Form.)
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.):
Departmental, needs -dictates requirement; of a full' -time position to carry out
the dept'l personnel functions to insure continuity in administration.of the
personnel program and to coordinate its efforts with other agencies. Day-to-
day assistance is'requ,ired thereby relieving higher level administrators to
concentrate on the accomplishment of the overall goals of the.department.
EXHIBIT "B"
4. Was reallocation or reclassification budgeted
ana if not, why•were
''. manpower needs'not planned through budgetary
process?
No. .Because of turn -over in administration.
I
S. List.other rationale or'pertinent statement's
.and data:
t
G. Attach:
a. Old Table of Organization
b. New Table of,Organization with
changes clearly visible
c. Old' class specification
d. New class specification
Civil service. Note:
The reallocation.•ofsubject-position is'justified in
that.there has been a
substantial change .in the .duties 'and responsibilit'es.
Dire tor'. o. PersQnne,1,.
R
L' Ye:
_
i
i
g
mA
-M
i
J tz
8
un
o€
d3s�-
1
R
RESOURCE ALLCCATi3N SUPPORT SYSTEM
The Resource Allocation Support System is concerned with
the activities associated with the allocation of present
and future resources ---money, men, and equipment ---to
the support and service systems. The elements of this
subsystem are identified as: (1) Performance budgeting
Unit, (2) Manpower and.Resources, and (3) Systems
Engineering
8/6/81
F U N C T I O N A L 0 R C A 11 1 Z A T 1 0 N C 11 A R T
FIRE CHIEF
Fire Chief coordinates the allocation of resources, activities, and
output services, associated with the handling of a defined fire problem
complex in the responsible geographical jurisdiction. The position
charge to a very broad one; it is not restricted to the internal arrange-
ment of the Public Fire Safety System. Rather, it implies an encompassing
view of fire safety within a total environmental context. The specific
scope and detail of this position is: (1) Policy Formulation, (2) Admin-
istrative Planning, (3) Administrative Coordination, (4) Administrative
Control, and (5) Administrative Communications.
DEPARTMENTAL
PERSONNEL OFFICE
The Departmental
Personnel Office
administers the
day-to-day depar
mental personnel
functions to en-
hance the accom-
plishment of the
overall goals of
the department.
A D M I N I S T R 4 T I O N L E V E L
M A N A G E M E N T L E V E L
FACILITATINC SYSTEM
A Facilitating Subsystem is an organization unit to
provide a direct service to the major project system.
The facilltat;ng subsystem is composed of unit sub-
systems that demonstrate a specialized expertise
capable of enhancing the performance of each major
project system. The elements of the facilitating sub-
system are: (1) Co=_unications, (2) Maintenance, and
(3) Equipment and Facility Resources.
SYSTEM
Direct the Volunteer Training Program.
Due to the area served, volunteer fire
fighters are essential in providing
needed fire protection throughout rural
Hawait. Responsible for organizing and
having well trained and well equipped
,olunteer fire companies.
SYSTEM
Fire Prevention refers to the organiza-
tional operations, duties and activities
concerned with ignition prevention, the
reduction of fire casualties, and the
reduction of modular fire loss in
buildings. To achieve these objectives,
the fire prevention subsystem is mainly
involved in educational programs, survey
programs, investigation programs, and
maintaining information flow between the
fire safety system and the public.
SERVICE
The Service Subsystem relates to the
organizational operations, duties and
activities concerned with direct public
emergency services which emphasize fire
suppression and rescue work. Functions
of the service syster., are not limited
to emergency efforts. Eased upon the
flexibility of objectives and the level
of service Implementation, members of the
service system may be assigned duties
associated with the total operations
area.
TRAINING SYSTEM
The Training Section provides and Evaluates a total
education and training program for the system. Conducts
the training for short and long-range goals accordingly.
Conducts recruit training for the Service System and
the Service System's continual [raining and education
program. Also responsible for coordination of Civil
Defense and hospital training programs which includes
the periodical exercises.
EMERGENCY MEDICAJ, SERVICES SYSTEM
The emergency medical services role in the,system
generally is limited to the pre -hospital phases.
Provides a minimum basic life support service as needed,
with special emphasis on definitive type treatment of
patients with acute medical emergency and trauma victims
providing a greater potential for survival. Assures and
maintains quality service through in-service retraining
programs.
I_J
DEPARTMENT OF PERSONNEL SERVICES
COUNTY OF HAWAII
DEPARTMENTAL PERSONNEL CLERK
Duties Summary:
0
1.300
Maintains departmental personnel and position records and files;
completes forms for requesting personnel actions and processing transactions;
explains civil service, compensation and related laws, rules and regulations
to departmental personnel; and performs other related duties as required.
Distinguishing Characteristics:
This class is distinguished from other clerical classes by the specialized
nature of clerical duties performed in connection with the operation of a depart-
mental personnel program.
Illustrative Examples of Work:
Maintains files of individual employee folders; supervises the posting
of or posts data to employee records relative to compensation, earnings, status,
anniversary dates, leaves, positions held and related matters; maintains position
control files and records; completes and submits to the Department of Personnel
Servicesforms required for requesting personnel actions or processing personnel
transactions such as appointments for in-service changes, contractual employment,
reallocations, pay changes, separations, and other matters; contacts the Department
of Personnel Servicesand the Office of the County Attorney on legal and technical
questions relating to civil service, compensation, vacation, sick leave, and related
matters; assists employees and applicants in completing personnel forms; dissemi-
nates information about and explains civil service, vacation, sick leave, retire-
ment requirements and benefits to new employees and departmental personnel; com-
pletes, checks, and processes forms and reports relating to workmen's compensation;
prepares or assists in the preparation of payrolls and personal services budgets;
attends and participates in staff meetings; compiles data for and prepares reports
on the personnel program.
Minimum Qualification Requirements:
Training and Experience: A combination of education and experience
substantially equivalent to graduation from high school including or supplemented
by commercial training and 3 years of clerical experience, one of which must have
included personnel record keeping and related activities.
Knowledge of: Laws, rules, regulations and procedures governing the
county civil service system and 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, rules and regulations; keep
records; maintain files; make arithmetic computations; operate a typewriter,
adding machine and calculating machine; work harmoniously with others; maintain
effective relationships with county officials, employees and the public; follow
oral and written instructions.
DEPARTMENTAL PERSONNEL CLERK -2-
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 perfor-
mance of the duties.
- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -
This specification is an amendment to the class specification for
PERSONNEL CLERK and is to be substituted for that specification.
APPROVED: SEPTEMBER 6, 1957-%� 1 'Z_/
Director of Personnel Services
O 1.305
DEPARTMENT OF PERSONNEL SERVICES
COUNTY OF HAWAII
PERSONNEL ASSISTANT
Duties Summary:
Assists in the development and execution of a departmental personnel
program or assists in the execution of assignments encompassing one or more
functional areas in the central personnel agency; supervises the preparation
and processing of personnel transaction forms and other records; and performs
other related duties as required.
Distinguishing Characteristics:
This is the top class in the personnel clerical sub -series. This class
differs from the classes in the Personnel Clerk series in that the Personnel
Assistant assists the Director and/or other personnel specialists in developing
and executing a personnel program, including delegated responsibility for phases
of the program in matters beyond the scope of clerical aspects, and supervises
personnel clerical activities; whereas, the Personnel Clerk classes are primarily
concerned with supervising and participating in personnel clerical activities and -
may assist in the development and execution of a departmental personnel program
to the extent that such assistance is limited by virtue of the narrow scope of
the program.
Illustrative Examples of Work:
Provides advice and assistance to administrative and supervisory staff
and other employees by interpreting and explaining requirements of civil service
laws, rules, regulations and procedures pertaining to recruitment, placement,
transfer, promotion, examination, classification and other related personnel
matters; conducts preliminary studies on classification, pay and other personnel
matters and makes recommendations of action to be taken as required; participates
in departmental staff conferences regarding personnel policies, procedures and
other related matters; provides assistance to employees presenting various
personnel problems or grievances by explaining regulations, making suggestions
for meeting problems, or by referring them to appropriate sources; substitutes
on pre-employment interviews and arranges for such interviews by supervisors and
makes recommendations for selection; checks all requests for industrial accident
Workers' Compensations and processes to proper agency; checks all requests for
claims under collective bargaining agreements; collects and reviews cost data
and summarizes information for use in negotiations; advises and instructs other
departmental personnel clerks in the collection of cost data; provides input and
may assist in the preparation of budget requests; supervises the auditing of
individual payroll certifications to assure compliance with civil service laws,
rules and regulations and with collective bargaining agreements; responsible for
preparation of examination announcements and distribution to all departments,
individuals and agencies on mailing list; issues application forms and explains
proper filing of application and answers applicants' queries regarding duties,
minimum training and experience requirements, resident requirements, etc.;
checks applications for completeness, verifies citizenship, veteran's preference,
licenses, certificates, education; checks residency and obtains statement where
PERSONNEL ASSISTANT -2-
necessary; explains need for required certificates, licenses, etc., where
lacking and refers them to proper agencies; advises applicants on completing
application forms; attests applications; compiles recruitment figures for
budgetary and statistical purposes; prepares correspondence in providing
recruitment information and material and in requesting educational and licensing
verification; works with subject matter specialists and others in the construction
of examination for review of superior; .supervises and participates in the gathering
of test materials requested by superior, arranges for examination sites and faci-
lities, notifies candidates of administration dates; determines monitor (proctoring)
and rater (performance) needs and arranges for their employment, prepares test score
distribution sheets, convents raw scores to grades, records scores on individual
applications and completes eligible lists, notifies candidates of test results,
maintains control of test review and appeal periods, explains distributions,
examination procedures and practices to candidates reviewing their examination
results, if required; maintains personnel records and files.
Minimum Qualification Requirements:
Training and Experience: A combination of education and experience
substantially equivalent to graduation from high school and 5 years of clerical
experience, 3 of which shall have been in public personnel work and some of
which shall have been in a supervisory capacity.
Knowledge of: basic principles and practices of personnel administra-
tion, merit system philosophy; civil service laws, rules and regulations;
collective bargaining laws and contracts; interviewing principles and techniques;
personnel transactions and methods of keeping personnel records; data gathering
and computational techniques; office practices and procedures; principles and
practices of supervision.
Ability to: understand and interpret civil service, collective
bargaining contracts and departmental rules, regulations, policies and procedures;
plan and lay out work of subordinates; deal tactfully with the public and fellow
workers.
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
This is an amendment to the specification for the class
PERSONNEL ASSISTANT which was approved on July 1, 1977.
APPROVED: August 7, 1980 CC; :' C '•� '
j' Director'of Personnel Services
Old
Pos.
New
Pos.
c
+gZ JAN Z� At1 9 04
HAWAII COUNTY COUNCIL POSITION INFORMATION FORM
Department: Hawaii Police Date: 01-25-82
Request: Reallocation x Reclassification New Position
Class Title
HC No.
SR
Salary
Cost
Diff.
Fund
Source
# of Pos.
in Deot.
Departmental
Personnel Clerk
2237
13
1240.00
G-2011.0
1
Personnel
2237
r17Assistant1290.00
50.00
G-2011.0
0
1. Give reasons how new duties arose (statutes enacted, Ordinances,
Newly authorized programs, basis for increased workloads, etc.):
New duties evolved through expansion of existing programs, requirements for
increased records keeping and documentation of personnel -related matters,
and new programs, i.e.: EEOC and Affirmative Action.
2. If reallocation, list only new duties. (Example: 1. Takes
dictation 400; 2. Keeps office accounts 300, etc.):
Provides assistance to administrative and supervisory staff and other employees by
explaining civil service rules and regulations pertaining to appointments, in-service
changes, separations, and other personnel matters. Responsible for all department's
input into personnel/payroll computer system reflecting personnel transaction
changes. Supervises the work of student or other temporary workers. 200
Responsible for having all personnel.evaluated for their performance during proba-
tionary periods and for annual evaluations. Responsible for maintaining training
records on each employee; keeps annual physical examination reports on each police
personnel. Responsible for maintaining a current seniority list, both departmental
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 department has no positions at higher level which can be assigned the new
duties. The duties are ongoing in nature and do not lend themselves to short
term contracts.
*continued on attachment
T
4 O O
4. Was reallocation or reclassification budgeted and if not, why were
manpower needs not planned through budgetary process?
Funds are available in current budget.
5. List other rationale or pertinent statements and data:
None.
6. Attach.
a. Old Table of Organization
b. New Table of Organization with changes clearly visible
C. Old class specification
d. New class specification
Civil Service Note:
The reallocation of subject position is justified in that there has been a
substantial change in the duties and responsibilities.
Dire of ersonnel
. � 0
Attachment
2. (continued)
and grade seniority, and publishing these lists once a year for
distribution. 20%
Compiles data and prepares reports relating to personnel matters requested
by the department head or other agencies. Prepares replies to inquiries
from external agencies regarding employment and wage verification, etc.
Compiles data, prepares and submits quarterly EEO forms as required by
Affirmative Action Program. Serves as liaison between department of
Health Fund Office, assisting employees in interpreting Health Fund rules
and regulations, completing all forms for enrollment, changes,
cancellations, refunds, etc. 10%
Explains to employees the provision of the election of compensation
options. Reviews all physicians' reports and bills, processing bills for
payment through County Physician, and distributing reports to concerned
agencies.
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