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HomeMy WebLinkAboutMAB Monthly Divisional Activities Summary (July)MAB MONTHLY DIVISIONAL ACTIVITY REPORT – JULY 2026 Submitted by Sommer J. Tokihiro, Director, Department of Human Resources ADMINISTRATIVE SERVICES DIVISION • Continue to process personnel action forms, Flexible Spending Plan change in status forms, and leave sharing requests. • Processed Flexible Spending Program enrollments for Plan Year 2026-2027. • Continue to provide CoHnect training and support to departmental HR staff and working with system implementation partner, CherryRoad Technologies, on various HR reports. • Prepared personnel action forms for negotiated pay increases for HFFA retroactive to July 1, 2025. • Processed negotiated pay increases for UPW, HGEA, and SHOPO employees and executive pay increases effective July 1. CLASSIFICATION & PAY DIVISION • For the fiscal year 25-26, 12 new classes of work were created, and we are currently working on creating two new classes of work to address departmental operational needs. • All audit requests have been completed, with no additional requests pending at this time. • Amended a total of 37 existing classes of work during the fiscal year. • Reviewed and completed 66 intent to adopt new classes of work from the other Jurisdictions during the fiscal year. • Completed the searchable database to summarize license and various class requirements, and documented the date last amended for all classes of work for the County of Hawai‘i. We are currently in the process of reviewing 18 classes of work and determining if amendments are needed. EQUAL OPPORTUNITY/ADA DIVISION • Continue to receive internal and external inquiries, complaints, and requests related to employment matters and reasonable accommodations/modifications. • A total of 14 inquiries/complaints received in June: Two of the 14 were related to EO issues/concerns; and 12 of the 14 were related to ADA reasonable accommodations/modifications, issues, and/or concerns. • Continue to work with IT and departments on WCAG 2.1 AA compliance with a new effective date of 04/26/27. • Conducted monthly Anti-Discrimination and Harassment training. • Completed the Request for Proposal for the County’s Self-Evaluation of its Programs, Services, and Activities process. Altura Solutions was awarded the contract on June 29, 2026. Page 2 of 5 HEALTH & SAFETY DIVISION • Provide guidance to Automotive Division regarding morning stretching/warm-up activities for interested employees. • Completed inspection/walkthrough at Kamana Senior Center. • Completed inspection/walkthrough at Kea‘au Senior Center. • Assisted DWS with semi-annual checklist for safety inspection/walkthrough at Waimea base yard and water treatment plant. • Safety and Driver Improvement Coordinator started 07/08/26. • Completed Safety and Driver Improvement Coordinator interview. Position offered and accepted with a start date of 08/01/2026. • Completed transfer of Safety and Driver Improvement Coordinator tools and materials from DEM. • Working on transitioning the Safety Office to the Training Classroom due to increased personnel and space needs. The Training Classroom will be moved to the former Safety Office. • Updating Driver Improvement Program. • Completed forklifts audits for identifying deficiencies. • Continue to work with UPW on County CDL Training Program, deadline extension requested to 07/24/26 by UPW. • Continue to work on temporary hazard pay request received by HFD from HGEA for WSOs during Kona Low storms. • Continue discussion with Finance regarding procurement relating to union contracts. • Continue to assist Animal Control with the creation of various safety programs for their personnel and facility. • Continue to work on building an Intranet accessible library in SharePoint for H&S training topics/videos, important calendar reminders, etc. • Continue to work on updating H&S policies. • Continue to work on Powered Industrial Truck/Mobile Elevated Work Platform policy. LABOR RELATIONS DIVISION • Provide guidance and support to departments regarding the application of collective bargaining provisions, the grievance process, consultations with the unions, and other labor-related matters. • Attended and participated in conducting training for County supervisors regarding reasonable suspicion determinations. Reasonable Suspicion Training is a mandatory requirement for supervisors who are tasked by the Employer to observe and determine, based on specific behaviors, appearance, speech, or body odors, whether an employee should be directed to take a reasonable suspicion drug and/or alcohol test. The four-hour training conducted in June was held in West Hawai‘i. The upcoming training scheduled for July will be held in East Hawai‘i. • Issued Circular No. 26-002, which provides adjustments for excluded managerial employees in Bargaining Unit 34 (Fire Battalion Chiefs and Assistant Chiefs) for the period of July 1, 2025, through June 30, 2029. Page 3 of 5 PERSONNEL & ORGANIZATIONAL DEVELOPMENT (POD) DIVISION • Per request by the Public Works Department-Building Division, we provided customized Customer Service Training for their Permit Clerks. Specific scenarios for their area were discussed and a roadmap on how to handle these situations were provided. Some of these tips will be incorporated into the current Customer Service Training Program. • POD will be hosting an Informational Session on July 17th to highlight divisional programs such as the County Tuition Reimbursement Program, Mentor Program, and other engagement programs. • One New Hire Orientation was conducted in Hilo, and a Reasonable Suspicion Training was held in Kona. The Informational Session that was scheduled with Civil Defense was postponed due to disaster recovery activities that Civil Defense coordinates. Their session will be re-scheduled for the fall. RECRUITMENT & EXAMINATION DIVISION Continuous Recruitment Update for June 2026 • Started with 60 continuous recruitments • Closed 11 continuous recruitments • Closed 18 continuous recruitment per refresh initiative • Changed 13 recruitments to continuous recruitments • Ended with 44 continuous recruitments • Continuous recruitments decreased by 16 in June 2026 Closed • Animal Control and Protection Administrator • Architect II • Community Service Worker III • Fire/EMS Recruit • Information and Education Specialist II • Musician II • Pool Lifeguard • Pre-Audit Clerk • Recreation Technician II • Recreation Technician III • Recycling Specialist II (Recruitment & Examination Division continues on the next page.) Page 4 of 5 Closed Refresh Initiative • Account Clerk • Assistant Plumbing Inspector • Building Inspector Aid • Civil Engineer II • Civil Engineer III • Civil Engineer V • Claims Investigator-Adjustor • Construction Inspector • Contracts Clerk • Driver License Examiner I • Electrical Engineer II • Mechanical Engineer IV • Mechanical Engineer V • Plans Examining Manager • Plumbing Inspector • Purchasing Agent • Senior Account Clerk • Transit Storekeeper Changed To Continuous • Civil Engineer IV • Clerk-Dispatcher I • Engineering Support Technician I • Engineering Support Technician II • Engineering Support Technician III • Fire Communications Officer I • Information Systems Analyst V • Legal Clerk IV • Planning Inspector I • Recreation Director II • Safety & Driver Program Specialist • Scale Attendant • Supervising Legal Clerk II Continuous Recruitment Refresh Initiative: • To assist departments with filling vacancies, the Recruitment and Examination team has implemented a new approach for open-continuous recruitments. Our team recently reviewed all currently open-continuous recruitments and identified several recruitments that have remained open on a continuous basis for more than six months. Based on our findings, recruitments that remain open for extended periods tend to lose applicant interest and generate fewer new applications over time. To help refresh and reactivate interest, we began closing continuous recruitments that have been open for more than six months. In addition, the team is open to discussing alternative recruitment strategies, including multi-level recruitments, or recruiting at a lower level when appropriate. (Recruitment & Examination Division continues on the next page.) Page 5 of 5 Working On The Following To Boost Recruitment: • The Recruitment and Examination team has expanded the Department’s social media presence through the development of a new initiative, Mālama in Action, designed to support County departments in filling vacancies in a more engaging and meaningful way. Through short “Day in the Life” videos, we are highlighting the dedicated employees who keep the County running every day. By sharing their stories and showcasing the important work they do, we hope to provide prospective applicants with a better understanding of the position, offer insight into the wide range of career opportunities available, and encourage more individuals to consider a career with the County of Hawaiʻi. • Radio ad campaigns with KWXX, The Wave @92FM, Pacific Media Group, and Hawaiʻi Island Radio ran from 06/17/2026 through 06/30/2026. This month’s campaign featured the County’s registration recruitments, including Custodian/Groundskeeper I, Groundskeeper I, Laborer II, and Park Caretaker I. These are entry-level, unskilled positions that do not require an examination. Registration recruitments are typically conducted every six months. Other Activities/Projects: • Recruitment staff have completed the administration and scoring of the Police Officer I (Recruit) written examination on 06/24/2026. • HR Manager continues to assist the Fire Commission with conducting the recruitment of the Fire Chief. WORKERS’ COMPENSATION DIVISION • There are 256 open workers’ compensation claims. • HB1509 relating to Workers’ Compensation Treatment Plan Amendments was signed by the Governor on 06/24/26. The new law requires Employers to file a written response (accepting or objecting) with the Director within ten days upon receipt of a treatment plan. Failure to file a response within ten days will result in a fine of $1,000.00 unless good cause is shown. • Continue to actively recruit to fill our Account Clerk position. • Work Comp 101 training provided to Housing Department HR. • Continue to work with our medical bill auditing contractor to address bill disputes with vendors to comply with the Workers’ Compensation Medical Fee Schedule.