Guide to Employee Selection

Transcription

1 Supplement to AR # 2.41, Employee Selection Policy and Procedure Guide to Employee Selection STEP ONE: INITIATING THE SELECTION PROCESS The employing authority initiates the selection process by submitting a requisition and a detailed position description (essential functions) to the Department of Human Resources via the City s applicant tracking and employment system (CLICK). STEP TWO: ADVERTISING Once job vacancies have been verified and approved, they are posted on the City s applicant tracking and employment system (CLICK). Requests from the employing authority for specialty advertising should be addressed through the requisition. The hiring department is responsible for any associated cost. Job vacancy announcements have a minimum posting period of seven (7) calendar days and a standard posting period of fourteen (14) calendar days. The employing authority may initially elect to advertise for an extended period of time for unique or hard-to-fill positions and when utilizing specialty advertising. STEP THREE: REVIEW OF APPLICATIONS The Human Resources practitioner will review all applications received by the posted deadline and refer the most suitable applicants, based on required and preferred job qualifications, to the employing authority for interview. The employing authority is encouraged to participate in the review process. The Human Resources practitioner shall take into consideration an individual s status as an honorably discharged veteran of the armed forces of the United States in identifying candidates for interview, provided that such veteran meets all of the knowledge, skills and eligibility requirements for the available position. Veteran is defined as any person who has received an honorable discharge and has (i) provided more than 180 consecutive days of full-time, active-duty service in the armed forces of the United States or reserve components thereof, including the National Guard, or (ii) has a service-connected disability rating fixed by the United States Veterans Affairs. STEP FOUR: CERTIFICATION OF FINALISTS Internal Candidates - The official personnel file of each internal candidate identified as a finalist will be reviewed. The review will include the current performance evaluation on file and any documented discipline within the previous twelve months. In instances where a candidate s most recent performance rating is 2.74 or below and/or a disciplinary action has been documented within the previous twelve months, the standard practice will be to not certify the candidate for interview. The same review shall apply to previous employees who are identified as finalists and who have been separated from the City for less than 12 months. Exceptions will be considered by the Human Resources practitioner in those instances where the employing authority provides written justification. External Candidates As a part of the certification process, external candidates shall be screened to determine if they have previously worked for the City of Chesapeake and, if so, are recommended for rehire. Previous employees terminated for cause (other than reduction-in-force, lack of funding or any other administrative issue Page 1 of 5

2 beyond the employee s control) shall be ineligible for rehire for a period of three years from date of termination, regardless of his/her recommendation for rehire. In accordance with the Substance Abuse Policy (AR 2.44), job applicants who have previously been denied employment with the City of Chesapeake due to a positive drug or alcohol test shall be ineligible for employment with the City for a period of three years following the date of the positive test. As part of the certification process, finalists for occasional or routine driving positions will be subject to a Department of Motor Vehicles driving record check to ensure compliance with City Driving Standards (AR 1.20). The Department of Human Resources shall notify the employing authority of the candidates certified for interview. STEP FIVE: CONDUCTING THE INTERVIEW It is the responsibility of the employing authority to contact each certified candidate to schedule the interview. The employing authority is encouraged to establish a panel to evaluate candidates in the interview phase. In such case, every effort should be made to create a panel that is diverse and whose members have knowledge relevant to the position being filled. As a part of the interview, the employing authority shall inquire as to the candidate s eligibility to work in the United States and his/her ability to perform the essential functions of the position, in accordance with the regulations established pursuant to the Americans with Disabilities Act. A copy of the interview questions and any applicable exercises must be submitted confidentially for review and approval by the Human Resources practitioner prior to the commencement of the interview process. In certain instances, the City Manager may conduct a final interview with the selected candidate. A list of those positions subject to this additional review is available in the Department of Human Resources. STEP SIX: PROCESS DOCUMENTATION The employing authority shall notify the Human Resources practitioner of the selected candidate by forwarding to the practitioner interview questions and a summary of each candidate s response; panel rating sheets, if applicable; and all other documentation relating to the selection process. The employing authority shall update the status of each finalist on the applicant tracking and employment system by providing details in support of the decision to select or not select each finalist. The Human Resources practitioner shall review the process documentation and, if approved, proceed with the appropriate background checks for the selected candidate. If the selected candidate is not approved for further consideration, the HR practitioner shall notify the employing authority and determine the appropriate course of action to take in continuing the candidate search. If a selection cannot be made from the group of referred finalists, the Human Resources practitioner should be advised of the reasons for non-selection and requested to refer additional applicants or to re-advertise the position. Page 2 of 5

3 STEP SEVEN: BACKGROUND CHECKS FOR SELECTED CANDIDATE The Human Resources practitioner shall oversee a comprehensive background check on each candidate selected for hire. City employees serving in a probationary status must obtain the signature of their immediate supervisor and their department director authorizing the demotion, transfer or promotion. The form for this purpose is provided by the Department of Human Resources. The Criminal History Record Check Policy (AR #2.52) outlines the required criminal inquiries based on job classification. STEP EIGHT: EXTENDING THE OFFER Upon receipt of acceptable background information, the Human Resources practitioner will authorize the employing authority to proceed with a job offer. A conditional job offer may be extended, when authorized by the Human Resources practitioner, pending receipt of certain background checks or to allow for post-conditional offer testing. In such instances, the candidate is required to sign a letter of conditional offer. This document shall be attached to the Personnel Action form that is submitted to the Department of Human Resources. For special project or grant-funded positions, an acknowledgement statement must be provided to, and signed by, the prospective hire and forwarded to the Department of Human Resources for inclusion in the individual s official personnel file. The statement must specify that the position is only funded for the duration of the project or the grant. STEP NINE: POST-CONDITIONAL OFFER TESTING Applicants for certain designated positions shall be required to submit to a post-conditional offer physical examination and/or alcohol/drug screenings. In such case, the selected candidate shall not report to work or assume the new position in the case of an existing employee until clearance has been received from the Department of Human Resources. STEP TEN: NOTIFICATION OF FINALISTS The employing authority shall notify all candidates interviewed of their status once the selected candidate has reported to work. Page 3 of 5

4 Addendum to Guide to Employee Selection: Class Titles That Require an Interview with the City Manager Budget Director of Budget Senior Budget Analyst Community Services Board Economic Development Assistant Director, Community Services Board Mental Retardation Program Director Arts Coordinator Conference Center General Manager Development Services Coordinator Senior Business Development Manager Mental Health/Substance Abuse Prog. Director Assist. Director of Economic Development Convention and Tourism Coordinator Director of Economic Development Finance Assistant Director of Finance Director of Finance Fire General Services Human Resources Human Services Assistant Fire Chief Deputy Fire Chief Fire Chief Director of General Services Fleet Manager Assistant Director of Human Resources EEO Compliance Administrator Assistant Director, Juvenile Services Director of Human Services Deputy Coordinator of Emergency Programs Division Chief Facilities Manager Purchasing and Contracts Manager Director of Human Resources Assistant Director, Social Services Information Tech. Assistant Director, Information Technology Chief Information Officer Libraries and Rsearch Svcs. Neighborhood Services Asst. Director of Libraries and Research Services Library Manager II Code Compliance Manager Director of Neighborhood Services Youth Services Coordinator Director of Libraries and Research Services Senior Library Manager Code Enforcement Administrator Neighborhood Services Coordinator Zoning Administrator Parks and Assistant Director of Parks and Recreation Coordinator of Special Programs Recreation Director of Parks and Recreation Recreation Superintendent Planning Police Public Communications Public Utilities Assistant Director of Planning Planning Administrator Animal Control Superintendent Deputy Chief of Police Director of Public Communications Public Information Coordinator Assistant Director of Public Utilities Director of Public Utilities Financial/Customer Service Administrator Water/Wastewater Administrator Director of Planning Chief of Police Police Major Public Communications Coordinator Customer Service Manager Engineer IV and V Water Resource Management Administrator Page 4 of 5

5 Public Works Assistant Traffic Engineer City Engineer Director of Public Works Expressway Administrator Project Manager Right-of-Way Agent Streets Administrator Waste Management Administrator Bridge Administrator Customer Service Manager Engineer IV and V Operations Manager Public Works Information Specialist Stormwater Administrator Traffic Operations Superintendent The City Manager may elect to conduct a final interview with candidates for positions other than those listed above. Page 5 of 5