HomeMy WebLinkAbout2.b. Hiring PracticesI
CITY OF ROSEMOUNT
EXECUTIVE SUMMARY FOR ACTION
City Council Meeting Date: September 21, 2004
AGENDA ITEM: Hiring Practices
AGENDA SECTION:
A PREPARED BY: Dawn Weitzel I AGj O
Assistant City Administrator 2 B
ATTACHMENTS: Personnel Policies
RECOMMENDED ACTION: Provide Staff Direction
ACTION:
APPROVED BY:
ISSUE
On July 14, the human resources division asked that Council consider a change to the City's
recruitment and hiring practices. The reason for the request was due to the challenge of
hiring employees in a timely manner. By giving the City Administrator more administrative
authority, procedures could be streamlined to make more efficient use of time in filling some
vacant positions.
The human resources division was given a directive by Council to develop a policy that would
continue the current procedures of Council authorization when hiring newly budgeted or
supervisory positions. For all other positions, the City Administrator would then be given the
ability to hire new employees.
BACKGROUND
For seasonal and temporary employees, staff is allowed to hire on an as needed basis
without Council approval. For all regular full -time and part-time positions, the following
procedures are used as a guide when filling a vacancy:
• Council is requested to authorize the recruitment process
• Staff advertises for the position
• Staff interviews applicants
• Staff makes a conditional offer of employment based upon a background check and
Council approval (and drug testing /physical when appropriate)
• Staff requests that Council approve the candidate's hiring
• Hiring process is finalized
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Policy: JOB POSTINGS AND RECRUITMENT
Section:
Approved by: City Council
Page: 1 of 2
Council Approval For all vacant supervisory and newly budgeted positions, staff will
of Vacancies request authorization of recruitment by Council. For all other
positions, the City Administrator will give approval to the
department director to recruit.
Job Posting In addition to any external advertising, position vacancies for
regular full -time and regular part-time positions will be posted on
the official City bulletin boards and will be announced by e-mail
prior to filling the vacancy. The posting will specify the title;
starting salary or range; the nature of the work to be performed;
how to apply; the closing date for receiving applications; and any
other pertinent information.
Recruitment The Assistant City Administrator will manage the recruitment
process to assure compliance with state and federal laws as well
as City of Rosemount practices. This includes approving all job
postings, advertisements, placing of job advertisements,
addendums to the application and other recruitment materials.
The Assistant City Administrator will meet with the appropriate
department director or designee to determine the best methods
for recruiting.
When /if the City recruits a position externally, the position will be
advertised in any of the following communication vehicles:
selected newspapers, periodicals, newsletters, internet postings
or through direct mailings. In addition, the City may mail notices of
job openings to colleges, universities, vocational and technical
schools, and organizations whose membership includes people
with disabilities, minorities and women in an effort to recruit a
broad range of diverse and qualified applicants.
All advertisements will include the job title, the nature of the work
to be performed, how to apply, the closing date for receiving
applications and any other pertinent information. All
advertisements will include the statement "The City of Rosemount
is an Equal Opportunity Employer" or "EEO" or some other similar
statement which conveys the City's commitment to equal
employment opportunity.
Promoting from The City encourages promotion from within existing employee
Within ranks whenever possible. Promotional opportunities are offered to
existing employees on a competitive basis. This does not
preclude the City from recruitment and /or selection of applicants
outside the City of Rosemount. This policy is not a waiver of job -
relevant qualifications for the position, nor is it a guarantee of
promotion to existing employees. The City has the right to make
the final hiring decision based on qualifications, abilities,
experience and City of Rosemount needs.
Transfers from Occasionally an employee will apply to transfer to a vacant
Within position. Transfers, like promotions, are offered to regular
employees on a competitive basis. This does not preclude the
City from recruitment and /or selection of applicants outside the
City of Rosemount. This policy is not a waiver of job - relevant
qualifications for the position, nor is it a guarantee of transfer to
existing employees. The City has the right to make the final hiring
decision based on qualifications, abilities, experience and City of
Rosemount needs.
Application Forms Applicants must complete the City Application for Employment
form and return it to the Human Resources Division. Each
application must be completed and signed by the person
applying. Applicants may be required to submit certificates from
educational and training institutions, military discharge
information, physical ability information, and reasonable proof of
any statements made on the application. Unsolicited applications
will not be kept on file. Applicants will be required to submit a new
application for all positions for which one is applying.
Equal Employment All posting and recruitment will comply with the City's policy on
Opportunity Equal Employment Opportunity. See Section 3.01 for further
information on the City's EEO policy.
Policy: EMPLOYEE SELECTION AND BACKGROUND
CHECKS
Section:
Approved by: City Council
Page: 1 of 3
Policy The City of Rosemount selects the best qualified person for each
available position from among applicants who have proper
qualifications. Evaluation of qualifications is based solely on job -
related criteria. In no case is selection based on race, color,
creed, religion, national origin, sex, marital status, sexual
orientation or identity, disability, age, status with regard to public
assistance or veteran status be excluded from any employment or
be subjected to discrimination regarding any and all terms and
conditions of employment.
Selection The Assistant City Administrator will manage the selection
process to assure compliance with state and federal laws as well
as City of Rosemount practices. This includes reviewing
applications, approving training and experience rating forms,
reviewing interview questions, written exercises and any other
selection process prior to it being used. The Assistant City
Administrator will meet with the appropriate department director or
designee to determine the best selection process for open
positions.
E)
:amples of selection procedures include, but are not limited to:
An evaluation of knowledge, skills and abilities listed on the
Application for Employment and any addendum, resume or
other submitted material
Structured interviews
Written responses to questions
Written "in- basket" exams
Role plays and /or presentations
Physical agility examinations
Reference checks and discussion with former employers
Managerial profiles
Medical exams, driver's license checks and background
checks
False Information Any applicant who gives false or misleading information on an
application form, cheats on an examination, or falsifies a
statement; certificate or evaluation will not be considered for
employment. Fraud or attempts to commit fraud which would
preclude the City from impartially executing the provisions of this
policy book will be cause for the City to refuse to hire an
applicant.
Reference The City conducts reference checks prior to making a job offer for
Checks all employees. This may include inquiries into all statements
contained on the application for employment or made during the
selection process, including, but not limited to:
1 Former employers for information concerning employment,
ability, experience and behavior on the job
2. Records maintained by an educational institution relating to
academic performance such as transcripts
Background The City conducts background checks at the finalist stage or after
Checks a conditional job offer has been made for all positions. This may
involve a computerized history check through the State of
Minnesota or county /counties of residence to ensure there are no
relevant felony, gross misdemeanor, or misdemeanor convictions,
a warrant check to ensure there are no warrants for arrest, and a
driver's license check to ensure that the applicant has a valid
driver's license and the status of their driving record (if
applicable). If something in the applicant's background makes
them ineligible for employment, the City will withdraw the job offer
at that time. Background checks are conducted by the Police
Department in conjunction with the Assistant City Administrator.
See City Ordinance Chapter 8 for additional information on
background checks.
Employment of See Section 3.15 for information on the employment of relatives.
Relatives
Selection Decision The City has the right to make the final hiring decision based on
and Approval of qualifications, abilities, experience and City of Rosemount needs.
Hiring For all vacant supervisory and newly budgeted positions, staff will
request authorization to hire by Council. For all other positions,
the City Administrator will make the final hiring decision.
Veteran's Minnesota Statutes 43A.11 and 197.447 provide preference to
Preference veterans in the hiring process. The City complies with veteran's
preference requirements in its selection procedures.
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Contacting The City will attempt to notify every applicant of the employment
Unsuccessful decision. This will be done through the Human Resources
Candidates Division.
Equal Employment All selection procedures will comply with the City's policy on Equal
Opportunity Employment Opportunity. See Section 3.01 for further information
on the City's EEO policy.