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HomeMy WebLinkAboutN-215 - Recruitment and Hiring ProcessCITY OF PASCO ADMINISTRATIVE ORDERS Administrative Order No. 215 Personnel Policies & Procedures Subject: Recruitment and Hiring Process Initial Effective Date: February 12, 2013 Revised Approved The following Administrative Order is effective February 12, 2013 and supersedes Administrative Order No. 2A dated 4/2/79, Administrative Order No. 7 dated 10/23/78, and Memorandum dated 2/21/01 regarding Personnel Hiring Process. I. PURPOSE: To establish a uniform and consistent system for hiring individuals to meet staffing needs, and to communicate and document the process. II. DEPARTMENTS AFFECTED: All III. POLICY: The City will determine staffing needs and recruit candidates, assess their qualifications and select the most appropriately qualified person(s) to meet such needs. The scope of recruitment will vary, based on the position to fill and the availability of qualified candidates. Current employees may also apply for posted positions for which they qualify. IV. DEFINITIONS: A. Qualifications: The requirements requirements describe the level o duties /work of the position. B. Job Postine: A job posting department /division, status (e.g., rates and qualifications. V. RESPONSIBILITIES: asset forth in the job description for the position. Such F work - related skills needed to successfully perform the will include a description of the job, job title, full time, part time, temporary, seasonal, etc.), wage A. Candidate (internal or external): An individual interested in a posted job is responsible for submitting a completed and signed application form for that position to Human Resources prior to the application deadline. B. Human Resources: The Human Resources division is responsible for developing sources of candidates for employment, both internal and external, for conducting the recruitment, scheduling and participating in the interviews, and completing the process with offers. C. Department Director: The Department Director (or Division Manager as designee) is responsible for initiating the recruiting process by notifying the Human Resources Division when a need is first determined, participating in interviews, conducting reference checks, and making recommendation to Human Resources for hire. VI. PROCESS: A. Directors/Managers with vacancies will transmit a Personnel Requisition form (Attachment A) to Human Resources. B. Human Resources will assure the necessary authority from the City Manager (and from the budget) to hire as indicated on the requisition form. C. Recruitment will begin as applicable upon receipt of the signed requisition form and the Recruitment Testing Outline (Attachment B). D. Applications will be received by Human Resources. Applications will not be available for Director/Manager review until logged in and EEO information is removed. E. Directors/Managers and the Human Resources Manager will review applications for candidate testing/interviews /selection. F. Testing of candidates selected is to be scheduled, as applicable to the position, upon closure of applications. G. Candidates will be interviewed by Directors/Managers and Human Resources. Senior staff with substantial applicable knowledge and experience may be included in the interview panel. The interview panel will rank the candidates following the interview. H. Upon completion of candidate rankings and testing, if applicable, Human Resources will begin conducting reference checks. With the approval of the City Manager, Directors or their designees may conduct reference checks on the primary candidate(s) under the guidance of Human Resources. The Reference Check form (Attachment C) is to be fully completed, signed and returned to Human Resources. I. Directors will make recommendation for hire to Human Resources when turning in the reference check form. Human Resources will provide all of the information needed to the City Manager for his approval to hire. J. Once the City Manager's approval is secured, Human Resources will make a conditional offer of employment. That conditional offer is based upon passing all pre - employment requirements of the position. K. Upon completion of the pre - employment requirements, Human Resources will prepare the written final offer letter for the City Manager's signature and present it to the candidate. L. Candidates are to report to Human Resources at the beginning of their first day for Orientation. No exceptions. VII. RECORDS: All records, reports, and correspondence relative to the hiring process will be retained in confidential files in the Human Resources Division. (See Administrative Order No. 213, Personnel Files.) Administrative Order No. 215 — "Recruitment and Hiring Process" Page 2 VIII. REFERENCE CHECKS: Gary Reference checks (see VI.H) are conducted to ensure a uniform and consistent practice for hired individuals to meet the staffing needs of the City. Completion of the reference check form documents this uniformity and consistency. A. The reference check form is to be completed in its entirety for each candidate under serious consideration for hire. Target the 8 -10 most recent years of employment experience. B. Reference Process: 1. Notify the applicant that the reference checking process is to begin. Allow the applicant to inform his/her current supervisor that a reference call will be coming. 2. Use the Employment History section of the application as the primary source for references. Check the resume (if included) for additional employment information. Also, check with persons not listed on the application who may have professional knowledge of the candidate. 3. Contact the listed supervisor for references. Document the reference check form as completely as possible. 4. The Professional References section located on the application form may also be used if the references are applicable /professional. Do not use friends or family for references. 5. If discrepancies develop in the employment history, contact the applicant for information. 6. Complete and sign the form for every reference contact. No copies of reference check information are to be kept outside of the Human Resources office. ^7. Reference checks will not be conducted prior to completion of interviews. -2- S l`5 Date Administrative Order No. 215 — "Recruitment and Hiring Process" Page 3 CITY OF PASCO Exhibit A PERSONNEL REQUISITION TO: HUMAN RESOURCES DEPARTMENT DATE: FROM: (DEPARTMENT) We need the following personnel to complete the staff requirements for the above Department. Is this a volunteer position? [ ] Yes [ ] No POSITION JOB REQUIREMENTS (If job description not attached, please complete this section. Use other side of form if necessary). REASON JOB TITLE WORK HOURS & DAYS GRADE SALARY RANGE NO. NEEDED DATE REQ'D [ ] REPLACEMENT [ ] ADDITION [ ] FULLTIME [ ] PART TIME [ ] TEMP. NAME(S) OF PERSON(S) TO BE REPLACED: POSITION(S) REQUIRED TO WORK WITH MINORS AND DEVELOPMENTALLY DISABLED PERSONS? [ ] YES [ X ] NO BACKGROUND QUESTIONNAIRE REQUIRED? [ ] YES [ ] NO COMMERCIAL DRIVER'S LICENSE REQUIRED? [ ] YES [ ] NO BASIC JOB DUTIES: SEE ATTACHED JOB DESCRIPTION EXPERIENCE REQUIRED: SEE ATTACHED JOB DESCRIPTION SKILLS REQUIRED: SEE ATTACHED JOB DESCRIPTION DEGREES, LICENSES PREFERRED: OTHER REQUIREMENTS: WHY FILL THE POSITION AT THIS TIME? DEPARTMENT HEAD DATE REQUESTED BY CITY MANAGER DATE APPROVAL PERSON HIRED VA LEU Exhibit B RECRUITMENT / TESTING OUTLINE Please complete the following and return to HR attached to the Personnel Requisition Form (Attachment A). Name of Position: Posting: ■ How long do you want to ■ Is there an internal posting requirement (IUOE ■ What information do you want included in the posting? Advertising: (needs to be applicable to the position) ■ How long to ■ Where do you want to Testing: ■ Is testing needed? ■ Does an applicable test already exist? ■ Does a test need to be written? ■ Will supplemental questions be used to screen; or prior to testing? ■ How many candidates to test ?. Interviews: ■ Is there an interview questionnaire for this position? (This information is to be retained in Human Resources) ■ Make up of interview panel? ■ Number of candidates to Reference Checks: ❑ Completed by HR? ❑ Completed by department? Administrative Order No. 215 — Outline of Department/Division Needs 2/12/13 REFERENCE CHECK FORM Name of Applicant: Position Applied for: Person Contacted: Title: Contact Phone No.: Address: 1. What were the dates of employment? Start: Company: Finish: Exhibit C 2. Please confirm wage information: Start: Finish: (If not a human resources contact, ask if they could provide name, title and phone number of human resources office /person that could verify benefit information, if needed.) 3. Is person eligible for re -hire? Please explain: Yes: No: 4. What was the nature of his/her duties with your company? 5. (Ifrelevant) Did s/he have any supervisory responsibilities? Please describe: 6. On a scale of Ito 10, how would you evaluate his/her work? 7. Did this person progress in the job? Please explain: 8. What were his /her strong points? 9. Were there any weaknesses /problems /limitations? 10. Would you comment on his/her dependability /accuracy? Administrative Order No. 215 Reference Check Form 2/12/13 Exhibit C 11. Why did he /she leave your company? (if applicable) 12. How did s/he get along with others? How did s/he get along with a supervisor(s)? 13. Is there anything else you feel we should know? NOTES: Signature/Date Administrative Order No. 215 Reference Check Form 2/12/13