GENERAL PROFESSIONAL IV - (RECORDS MANAGEMENT) (SR-22) - OAHU Salary See Position Description Location State of Hawaii Executive Branch Job Type Various Department Transportation - Admin Job Number 217640 Closing Continuous Recruitment Information Recruitment Number 217640 - Downtown, Island of Oahu Employment Only - $4,413 to $5,167 per month - effective July 1, 2018 (SR-22, Step C to G). Note: Hiring rates will be based on availability of funds, the applicant's qualifications, and other relevant factors. A continuous recruitment may be closed at any time. The notice of the last day to file applications will be posted on the Civil Service Hawaii State Government Jobs page of our website. Duties Summary Independently performs complex professional work which involves considerable research and analysis of a variety of issues, identification of various options and recommendation of the most viable solution. This position is located in the Department of Transportation, Business Management Office, Process Improvement and Records Management Staff, Records Management Section, and is responsible for planning, coordinating and managing the department's records management program. The position is the sole technical resource and liaison for all department-wide, centralized records management systems, including an electronic content management system supported by FileNet P8. The duties and responsibilities of this position include evaluating departmental records to determine whether they will be filed in the department's content management system and organizing the records for retrieval, including retention and disposal of records; coordinating the resolution of electronic record system related problems; modifying departmental policies and guidelines for recording types of departmental records in the public records report system; overseeing the processing of requests for public access to departmental records; organizing and maintaining the information in the departmental library; developing policies, procedures, and instructions for departmental staff; providing technical advice/assistance to managers and support staff on matters relating to records management; training staff on the electronic records systems; and performing other related duties as assigned. Minimum Qualification Requirements To qualify, you must meet all of the following requirements: Basic Education: A bachelor's degree from an accredited four-year college or university. General Experience: One year of responsible professional work experience which required a high degree of analytical skill. Such experience must have involved gathering, evaluating and analyzing facts and other pertinent information required to resolve problems and/or to determine and recommend appropriate courses of action; demonstrated the ability to elicit information orally and in writing; reading, comprehending, interpreting and evaluating technical subjects, analysis or proposals; and applying problem solving methods and techniques, such as defining and analyzing problems, identifying alternative courses of action, using judgment in determining appropriate alternatives; and preparing clear and concise written reports and recommendations for action. The experience must have been comparable to the General Professional III in the State service and must have provided the knowledge, skills and abilities required to perform the duties and responsibilities of the position to be filled. The General Professional III independently performs moderately complex professional work which involves performing research and analysis in order to identify problems and recommend appropriate solutions in accordance with established policies, procedures, standards, guidelines, techniques and methods. Selective Certification Requirement (Records Management Experience) : In order to perform the duties and responsibilities of this position, applicants must possess demonstrated knowledge and understanding of principles, practices and methods of records management, which include identification, storage, circulation and disposal of records; strategies, tools and technologies used to capture, manage, store, preserve and deliver information manually or electronically; and the ability to review and analyze records to determine appropriate storage, retention and disposal requirements; and identify and resolve problems and issues related to the management of records. Therefore, certification of eligibles for this position shall be limited to those applicants who meet the education and experience requirements for the class, General Professional IV. In addition, the one (1) year of General Experience required for the class must include professional work experience which demonstrated the knowledge and abilities described above. Such experience may have been gained from work as a records management analyst, librarian, archivist or other related work experience. Non-qualifying Experience: Work experience performing or supervising clerical tasks limited to the application of policies and procedures relating to the organization, storage, retention and disposal of records in support of records management functions is not qualifying. Such records management system experience above may have been gained concurrently with, or in a separate capacity from , the aforementioned General Experience. Supervisory Aptitude: Supervisory aptitude rather than actual supervisory experience may be accepted. This requirement will be considered to have been met when there is strong affirmative evidence of the necessary supervisory abilities and/or potential. Substitution Allowed: Relevant substitution as described in the Minimum Qualification Requirements, will apply. This does not apply for the Records Management Experience. The information provided above represents a summary of the complete Minimum Qualification Requirements . To view the Requirements in their entirety , please CLICK HERE . 02006:020612:13:AS Other Information PUBLIC SERVICE LOAN FORGIVENESS ( PSLF ) PROGRAM The PSLF Program is a federal program that is intended to encourage individuals to work in public service by forgiving the balance of their federal student loans. To qualify, the individual must have made 120 qualifying payments while employed by a qualifying employer. For more information, please click: ELECTRONIC NOTIFICATION TO APPLICANTS The Department of Human Resources Development (HRD) will use electronic mail (email) to notify applicants of important information relating to the status and processing of their applications as part of our ongoing efforts to increase operational efficiency, promote the conservation of green resources, and minimize delays and costs. Please ensure that the email address and contact information you provide is current, secure, and readily accessible to you. We will not be responsible in any way if you do not receive our emails or fail to check your email-box in a timely manner. In addition, please be aware that you may no longer receive notification about applications submitted if you choose to disable the Job Application Emails feature in your Account Settings. TESTING INFORMATION The examination for this recruitment will be conducted on an unassembled basis where the examination score is based on an evaluation and rating of your education and experience. It is therefore important that your employment application provide a clear and detailed description of the duties and responsibilities of each position you held. In-person interviews and/or further testing in Hawaii may be required at the discretion of the hiring agency. If in-person interviews and/or further testing is a requirement, applicants who meet the minimum qualification requirements and are referred to the vacancy must be available to participate in person and at their own expense in this required phase of the selection process. Applicants are encouraged to submit their applications as soon as possible. In addition to employment availability and score, the referral of qualified applicants may be based upon other factors including date of receipt of the application. The State of Hawai'i complies with federal and state disability laws and makes reasonable accommodations for applicants and employees with disabilities. If you require reasonable accommodations in completing an application, any pre-employment testing, or otherwise participating in the selection process, please call 808-587-0936 for assistance. CLICK HERE for further information about Equal Employment Opportunity, the Merit Civil Service System, Citizenship and other requirements, Reasonable Accommodation, Veterans Preference, Examination Requirements, and the State Recruiting Office's Levels of Review YOUR JOB BENEFITS WITH THE STATE OF HAWAI'I Click on this link: for information regarding the wonderful benefits the State of Hawai'i has to offer employees. The State of Hawaii offers its employees who are members of the civil service a range of benefits. Some benefits are offered as a result of collective bargaining agreements and changes may occur. A summary of these benefits, which is based on full-time employment, is listed below. Note: Benefits for NON-CIVIL SERVICE appointments will be provided by the hiring department at the time of interview. With Civil Service modernization, effective July 1, 2002, employees appointed to temporary positions may also gain membership in the civil service upon satisfactory completion of an initial probation period of at least six months. As a temporary member of the civil service, you will be eligible to apply for promotion and transfer opportunities to permanent as well as other temporary positions. You may also enjoy other rights and benefits afforded to members of the civil service, with the exception of return rights and placement rights associated with a reduction-in-force of a permanent member of the civil service. Paid Holidays You may be eligible for 13 paid holidays each year; 14 holidays during an election year. Paid Vacation You may earn vacation leave at a rate that other employers find tough to match 21 days each full year from the FIRST year of employment. This compares to an average of 10 days offered by private companies. You may accumulate up to a total of 90 days (720 hours) of vacation. Paid Sick Leave You may earn sick leave at the same rate as vacation 21 days per year from the FIRST year, and there is no limit on the amount you can accumulate. Expectant mothers may also use sick leave for pre-natal or post-natal check-ups or any illness related to pregnancy. Plus, unused accumulated sick leave may eventually be used to increase your retirement benefits in certain situations. Other Leaves Reasonable time off with pay may be provided for jury or witness duty, a death in the family, some military duty, and donation to the Blood Bank. Leave sharing donations may be granted to eligible employees who have serious personal illnesses or injuries or need to care for a seriously ill or injured family member. Various leaves without pay may also be granted with full re-employment rights. Health Insurance The State pays a part of the premiums for each employee's enrollment in a State sponsored Medical, Drug, Vision, and Dental Plan. For more information, visit the Employer Union Trust Fund website www.eutf.hawaii.gov for coverage and options. Group Life Insurance The State provides a free life insurance policy for employees. Retirement Plan The State contributes to a retirement plan for eligible employees. Generally, employees under the Hybrid Plan with 10 years of credited service and who have reached 65 years of age or have 30 years of credited service and have reached 60 years of age may retire and receive benefits. To find out more about the options you have, go to http://ers.ehawaii.gov. Premium Conversion Plan Participating employees may increase their take-home pay by having the State deduct the cost of health care premiums before payroll taxes are withheld. Flexible Spending Accounts Eligible employees can reduce their federal and state income taxes and social security taxes through a tax-savings benefit program called Island Flex. This program allows employees to set aside money from their paychecks to pay for out-of-pocket health care expenses and eligible dependent care expenses on a BEFORE-TAX basis. Transportation Benefits Participating employees may increase their take-home pay by having the State deduct qualified transportation expenses (i.e. eligible parking fees, monthly bus passes for TheBus, fare coupons for The Handi-Van, Vanpool Hawaii participation fee, etc.) through pre-tax payroll deductions. Deferred Compensation The State offers employees a voluntary pre-tax retirement savings plan designed to give employees a tax break today and an opportunity to build a retirement nest egg through voluntary payroll deductions. Several types of investment options are available. Temporary Disability Insurance Qualified employees may be eligible to receive benefits for a disability caused by a non-work related injury or illness under this program. Social Security As an employer, the State also contributes to an employee's social security account. Promotions & Transfers For employees with membership in the civil service, the State offers promotion and transfer opportunities throughout the State Executive Branch. Training & Continuing Education The State supports developmental activities related to an employee's work. In many departments there are numerous in-service training opportunities available. Sabbatical leaves with pay are available for qualified employees. Travel Expenses The State may pay for certain business related travel expenses including mileage reimbursement for use of a personal car during work, airfare, meals and lodging expenses for trips to neighbor islands or out of state. Incentive & Service Awards The State has a program that recognizes employees for their years of service and provides cash awards for their superior accomplishments and other contributions that improve State operations. Union & Collective Bargaining Employees have the right to join the union for collective bargaining with the State and employee representation. Some employee unions provide discounts, insurance and other opportunities. Employees may also decide not to join a union, however, employees are required to pay union service fees unless the employee's job is excluded from collective bargaining. The above information is solely intended as a summary of the benefits available to State of Hawaii employees and is subject to change. Whether or not you are entitled to a particular benefit will depend on your specific appointment and employment status (included, excluded, exempt, non-exempt). Please refer to the appropriate collective bargaining agreement or executive order and all applicable laws, rules, policies, or plan documents for further details. Nothing herein shall be deemed as creating an employment contract, promise of employment, promise of continued employment, or obligation of any kind on the part of the State of Hawaii. CLICK HERE for more information on the State of Hawaii's Benefits At-A-Glance. The State of Hawaii is an Equal Opportunity Employer Revised 01/13 01 APPLICANT'S ACKNOWLEDGMENT - REQUIRED SUPPLEMENTAL QUESTIONS The responses you provide to these Supplemental Questions will be used in combination with your application to determine whether you meet the qualification requirements and/or your final score. Failure to provide detailed and complete information may result in your application being rejected or receiving a lower score. Please do not submit a resume in place of completing the Supplemental Questions. You must submit verification (e.g., copies of official transcripts or diploma as directed below) in order to receive credit for education. In general, proof of education downloaded from and/or submitted through the internet will not be accepted. Education obtained outside the United States must be comparable to education earned at an accredited school in the United States. We also reserve the right to request further information about your academic program, evidence of comparability, or an original transcript. To receive credit for substitute, temporary assignment, or volunteer experience, applicants must submit an official letter of verification. The letter should include the job title, employment dates, number of hours worked, a description of the professional duties performed, and a contact name and phone number. Any information you submit may be verified. Supporting documents must be either electronically attached to your application or submitted to our office at: State of Hawaii Department of Human Resources Development, 235 South Beretania Street--11th Floor, Honolulu, Hawaii 96813. Documents should be identified by job title and recruitment number. I acknowledge that I have read, understand and agree to all of the above. 02 APPLICANT'S ACKNOWLEDGMENT (Continued) Applicants must meet all the requirements for the position they are seeking as of the date of the application, unless otherwise specified. In general, concurrent experiences and/or education will not be double credited unless otherwise specified. Your possession of the required amount of experience will not in and of itself be accepted as proof of qualification for the position. The overall paid or unpaid experience must be of such scope and responsibility as to conclusively demonstrate that you have the ability to perform the duties of the position. Our calculation of experience will be based upon a full-time, 40-hour work week. Part-time experience will be pro rated. Example: Twelve months of experience at 20 hours/week will be pro rated to six months of experience. Also, hours worked in excess of 40 hours/week will not be extra credited. Example: Twelve months of experience at 60 hours/week will be credited as one year of experience, not one and a half years. I acknowledge that I have read, understand, and agree to all of the above. 03 APPLICANT'S ACKNOWLEDGMENT - MINIMUM QUALIFICATION REQUIREMENTS (Complete information and details) The information provided in the job announcement represents a summary of the complete Minimum Qualification Requirements. A live link to the complete Minimum Qualification Requirements was provided to me in the job announcement. I acknowledge that I have accessed and read the complete Minimum Qualification Requirements via the live link provided in the job announcement. 04 BASIC EDUCATION REQUIREMENT Please indicate how you meet this requirement by selecting one of the following choices. (Refer to the Minimum Qualification Requirements for more detailed information.) In order to receive credit for your academic training, you MUST SUBMIT a legible copy of your OFFICIAL TRANSCRIPTS by attaching it to your online application or send a copy to our office as soon as possible, if you have not already done so. NOTE: If you are using relevant work experience in lieu of a Bachelor's degree to fulfill the Education Requirement, clearly describe this work experience in your application. In order to receive credit, this experience must be comparable in scope, level, and quality to knowledge and skills gained via completion of study leading to a Bachelor's degree as specified in the Minimum Qualification Requirements. I do not meet the Education requirement. I do not possess a Bachelor's degree, but possess excess professional work experience as described in the Minimum Qualification Requirements. I have a combination of completion of partial university curriculum, and administrative or professional experience comparable to successful study leading to a bachelor's degree from an accredited four-year college or university. I possess a Bachelor's degree from an accredited four-year college or university. 05 GENERAL EXPERIENCE REQUIREMENT How many years of progressively responsible professional analytical experience as described in the Minimum Qualification Requirements do you possess? No Experience Less than 1 year of experience 1 year but less than 2 years of experience 2 years but less than 3 years of experience 3 years but less than 4 years of experience 4 years but less than 5 years of experience 5 or more years of experience 06 If you stated that you have 'No Experience' in Question #5 above, please indicate 'N/A' below. If you stated that you possess the General Experience, provide the following information to address your relevant background. Address each change in employer or position(s) with the same employer separately. The information for EACH employer should include: A. Employer's name, complete dates (Month/year to Month/year), your official job title, and average number of hours per week spent collectively on duties below; B. Description of employer, including the type of organization (e.g., government or private firm, self-employment, etc.), the major sections, the section you worked in, the number and type of staff (including professional) you worked with, the activities of services provided, and primary clientele served; C. The primary function/focus of your position and a detailed description of your major duties and responsibilities; D. Describe your experience, if any, in each of the following areas. Include your specific role, the steps you took, and relevant examples to illustrate the scope and extent of your responsibilities. Address each area separately and in the order given. If no experience in an area, so state: 1) Gathering, evaluating, and analyzing facts and other relevant information required to resolve problems. What kinds of problems did you resolve? What steps did you take?; 2) Eliciting information orally and in writing. What kinds of information did you elicit? From whom and why?; 3) Reading, comprehending, interpreting, and evaluating technical subjects, analysis or proposals. What types of technical subjects? For what purpose did you have to read or analyze them? What did you do with your findings?; 4) Applying problem solving methods and techniques. What were these methods and techniques (e.g., defining and analyzing problems, identifying alternative courses of action, determining appropriate alternatives and why, etc.)? and; 5) Preparing clear and concise reports. What kinds of reports or subjects did you cover? Describe if these were verbal and/or written reports. What kinds of recommendations did you make? For whom did you prepare these reports (intended audience)?; and E. How did your responsibilities and level of authority differ from those of your supervisor? Be specific and complete in your responses. To receive credit, the employer(s) and each position held must be identified in the experience section of your application. A resume submitted in lieu of answering each supplemental question completely will not be accepted. We do not make assumptions. If your write up is unclear, you may be asked to provide a copy of your official Job/Position Description. 07 RECORDS MANAGEMENT EXPERIENCE REQUIREMENT / SELECTIVE CERTIFICATION REQUIREMENT Applicants must possess at least one year of professional work experience as described in the job announcement. Note: This work experience may be gained concurrently with, or separately from, the one year of experience described under the aforementioned General Experience Requirement. Do you possess the one year of Records Management Experience? Yes No 08 If you answered 'NO' to Question #7 above, please indicate 'N/A' below. If you stated that you possess the required Records Management Experience, provide the following information to address your relevant background. Address each change in employer or position(s) with the same employer separately. The information for EACH employer should include: A. Employer's name, complete dates of employment (Month/year to Month/year), your official job title, and average number of hours spent collectively on duties described below; B. A description of this employer, including the type of organization (e.g., governmental agency; private firm; self employment; consultant; etc.), the major sections, the section you worked in, the number and type of staff (including professional) you worked with, the activities or services provided, and clientele served. You may provide an organizational chart; C. The primary function/focus of your position and a detailed description of your major duties and responsibilities . Avoid using vague terms such as 'analyzed,' 'responsible for,' etc., and instead use specific language that will clearly depict your possession of the appropriate work experience; D. Describe your experience for EACH employer demonstrating knowledge and abilities in the following areas. Include your specific role, the steps you took, and relevant examples to illustrate the scope and extent of your responsibilities. Address each area separately and in the order given. If no experience, so state: 1) Knowledge and understanding of principles, practices and methods of records management in reference to: a) Identification; b) Storage; c) Circulation; d) Disposal; e) Other (e.g., overseeing the processing of requests for public access to departmental records). 2) Knowledge of strategies, tools and technologies used to capture, manage, store, preserve and deliver information manually or electronically. What kinds of strategies and tools? Describe the electronic system used. How did it enable you to streamline business, access and manage all forms of content?; 3) Ability to review and analyze records to determine appropriate storage, retention and disposal requirements. How did you evaluate departmental records to determine whether they will be filed? How did you organize the records for retrieval, including retention and disposal?; 4) Ability to identify and resolve problems and issues related to the management of records; and 5) Any other information you would like to provide in relation to your role in records management services (e.g., developing policies, procedures, and instructions for departmental staff; providing technical advice/assistance to managers and support staff on matters relating to records management; training staff on the electronic records systems). E. Which best describes the level of work you performed: trainee, assistant, fully independent, or supervisor?; F. What degree of supervision did you receive in performing these duties? What kinds of decisions were you authorized and/or not authorized to make?; and G. How did your duties and level of authority differ from those of your supervisor? Be specific and complete in your responses. To receive credit, the employer(s) and each position held must be identified in the experience section of your application. A resume submitted in lieu of answering each supplemental question completely will not be accepted. We do not make assumptions. If your write up is unclear, you may be asked to provide a copy of your official Job/Position Description. 09 SUPERVISORY APTITUDE REQUIREMENT Supervisory Experience is not required; however, Supervisory Aptitude is a requirement. It is the demonstration of aptitude or potential for the performance of supervisory duties. Do you possess Supervisory Aptitude? Yes No 10 If you stated 'NO' to Question #9 above, indicate 'N/A' below. If you stated that you possess the Supervisory Aptitude, provide the following information to address your relevant background. A. Employer's name and your official job title; B. Dates you performed such duties (Month/year to Month/year); C. Brief description of employer, services provided, and clientele served; D. Number and job titles of those you supervised, IF any. IF Yes, provide number and job titles of those you supervised. If none, state so; E. A detailed description of the professional duties you performed which demonstrated your supervisory aptitude or potential ; and F. How did your duties and level of authority differ from those of your supervisor? Be specific and complete in your responses. To receive credit, the employer(s) and each position held must be identified in the experience section of your application. A resume submitted in lieu of answering each supplemental question completely will not be accepted. 11 SUBSTITUTION ALLOWED Do you have education as stated in the Minimum Qualification Requirements to be substituted for experience? If Yes and in order to receive credit, you MUST submit a copy of your OFFICIAL transcript(s) by attaching it to your online application, if you have not already done so. I do not possess the education as described in the Minimum Qualification Requirements. I possess a Master's degree from an accredited college or university. 12 ADDITIONAL INFORMATION If you have additional information related to this position that you would like us to consider, include the information below. Required Question Agency State of Hawai'i Address DHRD - Employee Staffing Division 235 S. Beretania Street, 11th Floor, Honolulu, Hawaii, 96813-2437 Phone 808-587-0936 or 1-877-447-5990 (TTY) ******* Website