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6.1. It is the Department's policy to employ, retain, promote,
discharge, and otherwise treat equally any and all employees and
job applicants on the basis of merit, qualifications, and competence.
This policy shall be applied without regard to race, color, religion,
sex, age, national origin or ancestry, disability (including blindness),
medical condition, marital status, veteran status, political affiliation,
or any other protected status defined by law.
6.2. It shall be the responsibility of all employees to abide
by and carry out the letter, spirit, and intent of the Department's
equal employment opportunity policy.
6.3. The Department supports merit opportunity concepts by
insuring that all segments of the community have an opportunity
to enter employment on the basis of open competition, and to advance
according to their relative ability and fitness.
6.4. The selection of prospective new employees and the selection
of employees for promotion shall be impartial, objective, and of
a practical nature. The process shall relate to the job content
in a way that fairly and accurately measures the applicant's capability
to perform the job.
6.5. The employment, promotion, and employment separation
of Executive staff, Division Directors, and part-time employees
are not applicable to the Equal Employment policy, except that all
personnel actions regarding these groups shall be taken without
regard to race, color, religion, sex, age, national origin or ancestry,
disability (including blindness), medical condition, marital status,
veteran status, political affiliation, or any other protected status
defined by law.
6.6. The Commissioner will provide a standard application
form to all interested applicants. Applications are available from
the Commissioner and may be picked up in the Commissioner's office
or may be mailed to applicants, upon request. The Personnel Director
will accept resumes in lieu of application forms, but the Department
reserves the right to require applicants to complete the application
form.
6.7. No unsigned and undated applications or resumes will
be accepted.
6.8. The application files are confidential except for review
by staff members participating in the hiring process.
6.9. The Department's application files will include all
applications and resumes that have been received in the Department
in the past twelve (12) months.
6.10. Division Directors requesting the creation of a new
position should make a recommendation to the Personnel Director
after consultation with the Director of the Administrative Services
Division. The recommendation must include a written position description
which includes the activities and results expected from the individual
chosen for the position. The Personnel Director will review the
request to create a position and then will make a recommendation
to the Commissioner. The Commissioner must approve all recommendations
creating new positions prior to its creation.
6.11. Procedure for Filling Vacancies
........6.11.a. For approval
to fill a vacancy submit a written request to the Personnel Director
along with a validated job description and recommended closing date
for the vacancy announcement.
................6.11.a.A. A
validated job description will include:
.........................6.11.a.A.(a).
job title;
.........................6.11.a.A.(b).
salary range;
.........................6.11.a.A.(c).
headquarters;
.........................6.11.a.A.(d).
FLSA exemption status (exempt or non-exempt);
.........................6.11.a.A.(e).
safety sensitive status (if applicable);
.........................6.11.a.A.(f).
nature of work;
.........................6.11.a.A.(g).
responsibilities;
.........................6.11.a.A.(h).
required knowledge, skills and abilities;
.........................6.11.a.A.(i).
minimum qualifications; and
.........................6.11.a.A.(j).
validation signatures.
........6.11.b. Provide information
as to why there is a vacancy (e.g., retirement, resignation, promotion,
new position, etc.). When applicable, also provide the name of the
previous incumbent.
........6.11.c. Indicate in
the request where the position is to be posted (e.g., in-house only,
internally and externally, etc.).
................6.11.c.A. In
keeping with the Department's policy of promoting from within, employment
opportunities should be announced within the Department first unless
it is determined by the Personnel Director that no current employee
meets the minimum qualifications for the position.
6.11.c.A.(a). Current employees will have a minimum of five (5)
working days to respond in writing to any internal position announcement.
................6.11.c.B. When
posting is to be listed outside the Department, include with the
request and job description a four (4) to five (5) line advertisement.
.........................6.11.c.B.(a).
This ad should only include the most pertinent information.
.........................6.11.c.B.(b).
The ad should also include how applicants are to respond (application
and/or resume), closing date, contact name, phone number, mailing
address, and email address.
.........................6.11.c.B.(c).
Also provide the locations and/or a list of where the position
is to be advertised (newspapers, professional journals and publications,
employment publications, job services or other employment services,
and schools or universities).
........6.11.d. Upon approval
from the Personnel Director, the Division Director will be notified
to proceed with advertising the position.
........6.11.e. Division Director
will request from Personnel Director any applications and/or resumes
of qualified applicants that may be on file.
........6.11.f. All applications
and resumes that are received will be forwarded to the Division
Director. Depending upon the number of qualified responses to an
opening, the Division Director should arrange to interview from
three (3) to five (5) of the most qualified applicants.
................6.11.f.A. Announcements
may sometimes result in an unusually large number of applicants
who meet the minimum position requirements. When such circumstances
arise, the Personnel Director may limit the number of applicants
or candidates to advance through the process based on such considerations
as:
.........................6.11.f.A.(a).
length, type and level of work experience related to the position;
.........................6.11.f.A.(b).
applicability of past work experience to the Department's programs,
operations, and needs; and/or
.........................6.11.f.A.(c).
type, degree, and relevance of job preparation for prescribed
responsibilities, including course work, training and educational
achievements.
........6.11.g. All interviews
must be conducted by an interview team of at least three (3) members
that should include the Division Director or his/her designee; the
Personnel Director or his/her designee and a third party mutually
agreed to by the first two (2) members. Exceptions to this practice
require the permission of the Personnel Director.
................6.11.g.A. The
interview team will meet prior to interviewing candidates to discuss
strategy, goals, and to develop an appropriate line of questioning.
The Department reserves the right to test applicants on their skills,
abilities, and education related to the position for which they
are a candidate.
................6.11.g.B. All
interview questions and tests will be reviewed by the Personnel
Director prior to the interview. Test approval will be made in writing
by the Personnel Director.
................6.11.g.C. A standard
interview form will be used as the basis for interviews. The interview
form is to be completed and signed by each interviewer. The completed
interview forms are confidential and are to be kept with candidate
files.
................6.11.g.D. Interviews
should only contain questions and conversation that is directly
related to the specific duties, responsibilities, and requirements
of the position. Questions and conversation should remain consistent
among all candidates for a position.
................6.11.g.E. The
interview team will meet following the conclusion of all interviews
to rank candidates and to present a written recommendation to hire
to the Commissioner, which ranks the candidates and lists reasons
for the recommendation.
........6.11.h. Once interviews
are completed, the Interview Committee will forward their recommendation
as well as the selected applicant's application and resume to the
Personnel Director who will discuss the recommendation with the
Commissioner.
........6.11.i. If the Commissioner
concurs with the recommendation of the Interview Committee, reference
checks will be conducted by the Department Investigator.
........6.11.j. Upon completion
of the investigation, a recommendation will be given to the Commissioner
for the final decision on employment.
........6.11.k. Upon Final Approval
by the Commissioner
................6.11.k.A. A
copy of the approval will be sent to the Division Director.
................6.11.k.B. Original
application, resume, and investigative report will be sent to Personnel
Director.
................6.11.k.C. Division
Director will call applicant with job offer.
................6.11.k.D. Upon
acceptance of the job offer, the Division Director will notify the
Executive Division so that a congratulation letter can be sent to
the applicant from the Commissioner.
................6.11.k.E. At
this time the Division Director must submit a personnel action request
form to the Executive Division so that the new employee is placed
on the payroll in a timely manner.
................6.11.k.F. Letters
of regret will be sent by the Division Director to the unsuccessful
candidates.
................6.11.k.G. All applications,
resumes, and interview evaluation forms will be returned to the
Personnel Director for filing.
6.12. Employment Separation
........6.12.a. The Commissioner
must approve all discharge actions in writing. The Commissioner
or his/her designee will provide written notification of discharge
to the employee. The notification will list reasons for discharge.
The notification will list the terms of separation, including date
and status of employee benefits.
................6.12.a.A. An
employee may be subject to a non-disciplinary, involuntary discharge
in connection with a shortage of funds, abolition of a position,
or the lack of need for the work performed by an employee or group
of employees. The Commissioner will give an employee as much advance
notice of the discharge as conditions permit.
........6.12.b. Discharge for
disciplinary reasons is discussed in Section 15 of this policy.
........6.12.c. Employees who
resign are encouraged to provide as much notice as possible to the
Commissioner to allow the smooth transition of the resigning employee's
workload and responsibilities.
........6.12.d. Separation Procedures
................6.12.d.A. Employees
who leave the employment of the Department will be required to turn
in any Department property to their supervisor prior to their final
workday.
................6.12.d.B. An
exit interview may be required of employees upon separation from
employment. The purpose of the exit interview is to provide the
opportunity for the employee to evaluate his/her time of employment
with the Department and to suggest improvements. The Commissioner,
Deputy Commissioners, or Personnel Director may conduct exit interviews
at the Commissioner's discretion.
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