DATA ACCESS AND PUBLIC RECORDS SPECIALIST (PROGRAM MANAGEMENT SPECIALIST IV) (SR-22) [1 vacancy]

Preserving the Past. Modernizing the Future. The Department of Planning and Permitting (DPP), Data Access and Imaging Branch (DAIB), plays an important role in preserving Honolulu’s history through its collection of building plans, permits, and property records.

As a Program Management Specialist, you will have the opportunity to lead a team, improve public access to valuable City records, and help modernize how historical documents are preserved, organized, researched, and accessed. Your work will support property owners, City agencies, and the public while helping shape future planning, development, and revitalization across O’ahu.

What You’ll Do:

• Lead and support a team responsible for researching and providing access to historical building and property records.
• Develop and improve procedures, workflows, and customer service standards to make records more digitally accessible and operations more efficient.
• Establish processes to modernize records access, including the preservation and organization of historical plans, permits, and property records.
• Serve as the primary specialist for complex records research and analysis.
• Research and resolve complex records requests, including requests subject to public records and Sunshine Law requirements., * Research, analyze, validate, and interpret quantitative and qualitative data, identify trends, and present results using clear reports.
• Plan and coordinate projects, sequence tasks, manage milestones, communicate project status, and identify or escalate risks.
• Develop and manage procurement documents, scopes of work, agreements, evaluations, and supporting records in accordance with public procurement requirements.
• Analyze requests, monitor expenditures, identify variances and resource needs, and support responsible use of program resources.
• Maintain accurate, complete, and retrievable records and reports using records-management practices.
• Communicate clearly with the public, facilitate meetings or sessions, and build cooperative working relationships., What are the benefits of being a City Employee? - Vacation: Employees may earn up to 21 days per year. - Sick Leave: Employees may earn up to 21 days per year. - Holidays: 13 days a year; 14 days during election years. - Training and Development: Computer, career, and personal enhancement courses are offered; curriculum designed for employee, supervisory, and management development. - Medical, Dental, Prescription Drug, and Vision Care: Various health insurance plans are available. Premiums are subsidized by the City and deductible from pre-tax income for participants of the Premium Conversion Plan (PCP). - Group Life Insurance: No cost for eligible employees. - Deferred Compensation Plan: Invest in your future…choose to defer part of your pre-tax income for retirement. - Retirement Plan: The Employees’ Retirement System (ERS) of the State of Hawaii administers retirement benefits for State and County employees. Employee contribution required. - Commuter Choice Pre-Tax Benefits: Employees may designate certain transportation expenses (TheBus, LOTMA, Vanpool Hawaii, etc.) as a pre-tax item - Parking: Some job locations offer parking on-site; others may have access to parking at low monthly rates. - Direct Deposit: Direct deposit of paychecks to a designated financial institution is available. - Employee Assistance Program (EAP): Confidential, professional counseling and resource referral. - Public Service Loan Forgiveness (PSLF) Program: A federal program forgiving the balance of federal student loans for individuals working in public service. For program requirements and additional information, please visit: https://studentaid.gov/manage-loans/forgiveness-cancellation/public-service, * All benefits as stated above, are subject to eligibility requirements and to legislative and/or negotiated changes. Individuals are responsible for any related fees or charges that may apply.

01 APPLICATION GUIDELINES & INSTRUCTIONS: When applying for this position, please thoroughly complete the Education, Work Experience, and Supplemental Question sections of your application. The information provided in these sections, particularly the job-specific Supplemental Questions, will be used to determine whether you meet the qualification requirements for the job and your final score. Failure to provide detailed and complete information or submit any required documentation may result in your application being rejected or you receiving a lower score.

Please do not submit resumes in place of completing any of these sections.

List each work experience separately, do not combine jobs. For example, if you’ve held more than one position or job level(s) for the same employer, they should be listed and described separately so that the resulting changes in your duties and responsibilities are accurately reflected. If any part of your experience is unclear, you may be asked to provide a copy of your official job/position description (PD).

In general (unless otherwise specified on the job posting), the following criteria is utilized for evaluation of the Minimum Qualification Requirements:

• Substitute, temporary assignment, internship or volunteer experience requires an official letter of verification from your supervisor and/or Human Resources department. The letter should include the job title, employment dates, number of hours worked, a description of the duties performed, and a contact name and phone number.
• Concurrent or overlapping experiences and/or education will NOT be double credited.
• Professional experience refers to work that generally involves independent critical thinking, solving complex, non-routine problems, preparing reports, and interpreting and applying technical information.
• Most work experience as an intern will NOT be creditable as equivalent to professional experience.
• Calculation of experience will be based upon a full-time, 40-hour work week. Part-time experience will be pro-rated. Hours worked in excess of 40 hours/week will not be extra credited.
• Example: Twelve months of experience at 20 hours/week will be pro-rated to six months of experience.
• Example: Twelve months of experience at 60 hours/week will be credited as one year of experience, NOT one and a half years.
• All requirements for the position must be met at the time of application or by the closing date of the recruitment.

Possession of the required amount of experience will not in and of itself be accepted as proof of qualification for the position. The overall experience must be of such scope and responsibility as to conclusively demonstrate that you have the ability to perform the duties of the position., If you previously submitted education documents (e.g., transcripts, diploma, etc.) to our office, for most cases you are not required to resubmit them. Supporting documents with an expiration period (e.g., driver’s license, Department of Transportation medical certificate, etc.) will need to be submitted with each application to verify possession of a current license or certificate at the time specified on the job posting.

• I certify that I have read and understand the above statements.

02 ORGANIZATIONAL STRUCTURE For each position listed in the Work Experience section of your application where you performed planning or program management work, provide a brief description of the organization and department you worked in.

Include in your explanation:

• The employer and your official position title;

• The type of organization (e.g., government, private, non-profit, etc.) and a description of the major goals and functions of the organization;

• The size of the organization (approximate number of employees) and what the major departments/divisions are within the organization;

• A description of the major functions of the division/department you worked in, and the level/rank of your position within your division/department;

• The primary function of your position;

• Identify the program(s) and project(s) for which you were responsible and describe the goals and objectives of each.

03 GENERAL PLANNING OR PROGRAM STRUCTURE For each position you listed in the Work Experience section of your application that qualifies you for this position, describe in detail each program or project that you were responsible.

Include in your explanation:

• Official position title;

• For each program(s) or project (s) listed Question 2, list the major activities, services, or functions performed by the program or project; and

• The role of your position in coordinating or supporting those activities and how your work contributed to the organization.

04 PLANNING OR PROGRAM MANAGEMENT EXPERIENCE For each position you listed in the Work Experience section of your application that qualifies you for this position, describe in detail the professional planning or program management work you performed.

Include in your explanation:

• Official position title;

• Your specific responsibilities and level of responsibility;

• The types of data or information you gathered and analyzed;

• The plans, policies, procedures, or options you developed, analyzed, or evaluated;

• Your experience with budgeting or procurement related to the programs or projects;

• The standards, requirements, policies, or procedures you monitored for compliance;

• The steps you took to evaluate the program or project to determine whether goals, standards, or requirements were being met; and

• Recommendations, improvements, technical advice or direction or other actions you took based on your analysis.

An unclear response that does not clearly identify each position listed or refers to your resume in lieu of answering this question may lead to disqualification of your application. You may be asked to provide a copy of your official job/position description for clarification. 05 PROGRAM DEVELOPMENT AND IMPROVEMENT EXPERIENCE For each position you listed in the Work Experience section of your application that qualifies you for this position, describe in detail your professional experience developing, implementing or improving programs, processes, procedures, workflows, or service standards.

Include in your explanation:

• Official position title;

• The program, process, procedure, workflow, or service you worked on;

• The problem, need, or objective you were addressing;

• The steps you took to evaluate existing operations or determine the need for improvements;

• The changes, recommendations, or solutions you developed or implemented; and

• The results or improvements achieved through your recommendations or actions.

An unclear response that does not clearly identify each position or refers to your resume in lieu of answering this question may lead to disqualification of your application. You may be asked to provide a copy of your official job/position description for clarification.

• Experience in records management, including the organization, preservation, and retrieval of historical documents.
• Supervisory or team leadership experience
• Knowledge of urban planning, permitting, land use, or building development processes.
• Experience researching and interpreting real property records, building plans, permits, or other development-related documents.
• Familiarity with legal research and the interpretation of laws, regulations, and policies related to public records, property records, or land use, including Hawaii’s Uniform Information Practices Act (UIPA)., A combination of education and experience substantially equivalent to:

a) Graduation from an accredited four-year college or university with a bachelor’s degree; OR

b) Four years of progressively responsible 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, analyses or proposals;
• Applying problem-solving methods and techniques, such as defining and analyzing problems, identifying alternative courses of action and using judgement in determining appropriate alternatives; and
• Preparing clear and concise written reports and recommendations for action.

Education must have been completed by the time of application in order to be credited. Education obtained outside of the United States must be comparable to a degree earned at an accredited college/university in the United States. In order to receive credit for the education, proper documentation, e.g., a foreign credential evaluation (FCE), must be provided. We also reserve the right to request further information about your academic program, evidence of comparability, or an original transcript. Education Verification Requirement: Education information must be listed clearly on your application. If available, please attach a legible electronic copy of your diploma, official transcripts, and/or applicable foreign credential evaluation to your application. As part of the hiring process, you may be asked to furnish documentation to verify your education to move forward for further consideration. SPECIALIZED EXPERIENCE REQUIREMENT:

Two years of professional planning or program management experience. Such experience must have involved one or a combination of the following:

• Professional or analytical work experience in any field which involved work such as:
• developing plans, policies, and option analysis;
• managing projects and portfolios;
• budgeting and procurement;
• compliance monitoring and reporting;
• gathering and analyzing data to determine conformance with standards and requirements and recommending improvements; and

• giving technical advice and direction pertaining to program standards, requirements, or techniques.

• Professional or analytical work experience in:
• urban planning, land use, zoning, development, or permitting process;
• managing, organizing, preserving, or researching historical, property, or governmental records;
• researching and responding to complex inquiries, providing substantive information, or interpreting and explaining policies, rules, procedures;
• researching property ownership, land records, or property history, including records maintained by the Land Court, Bureau of Conveyances, or government agencies.

Enjoy excellent employment benefits including generous time off (up to 21 vacation days, 21 sick leave days, and holidays), comprehensive health coverage, retirement plan, career development, and much more! View details about all our available benefits by clicking on the “Benefits” tab at the top of this posting or visiting https://www.honolulu.gov/dhr/benefits/.