|
RECRUITMENT PROCEDURE
The following procedure will
be used in the recruitment for vacancies.
6.1 Transfer and
Promotion.
6.1.1 Feasibility.
The recruiting department should first determine the feasibility of filling the
vacancy with a qualified County employee through transfer or promotion.
6.1.2 Departmental
Promotion Files. Departments are encouraged to establish and maintain files
of employees eligible for and wishing to be considered for promotion within
their department.
6.1.3 Human
Resources Department Transfer File. The Human Resources Department shall
maintain a file of eligible County employees wishing to be considered for
interdepartmental transfer or promotion. Part-time and full-time employees are
eligible for promotion and transfer opportunities provided they were originally
hired through a open and competitive recruitment conducted by the Human
Resources Department. The Human Resources Department may refer employees for
current openings when it best meets the operational needs of the County.
However, employees, on their own volition, can apply for openings irrespective
of whether they have requested to be on the transfer list.
6.2 Job Order.
If the recruiting department is unable to fill the vacancy through transfer or
promotion or prefers not to use such methods, a job order is placed with the
Human Resources Department. The job order will include salary, hours,
responsibilities and any unique aspects of the position.
6.2.1 Eligibility
Register. When it best meets the needs of the County and recruiting
department(s) and when in compliance with generally accepted recruiting
practices and procedures, openings can be filled from prior recruitments for
positions in the same or similar classifications.
The use of eligibility
registers to fill openings is at the discretion of the Department Head and will
be evaluated on a case-by-case basis. Generally, eligibility registers will be
effective for up to one year.
6.3 Recruitment
Announcements.
6.3.1 Filling a
Vacant Position. Department Heads have the obligation of obtaining the most
qualified person available from the pool of applicants received.
6.3.2 Distribution
of Announcements. Public announcements of position openings shall be posted
on designated bulletin boards for a minimum of five working days. The Human
Resources Department shall provide for such other publicity as deemed
appropriate to attract sufficient numbers of qualified applicants.
6.3.3 Content of
Announcements. Recruitment announcements of position openings shall state
the general duties, essential functions and compensation of the position in the
available classifications, the minimum qualifications required, the dates, place
and manner of making application for the position required, EEOC information and
other information which may be pertinent.
6.4 Applications.
6.4.1 Filing of
Applications. All applications for employment shall be made upon official
County application forms, properly completed and filed with the Human Resources
Department. Each application shall be signed by the applicant and such
signature shall constitute a certification that all information contained
therein is true to the best knowledge of the applicant. An application form can
be rejected if it is not completed in its entirety or is not signed. The Human
Resources Department is under no obligation to contact applicants who fail to
complete or sign their application. The Human Resources Director may conduct
pre-employment investigations to verify the past employment record and to obtain
other information relating to the qualifications of the applicant.
6.4.2 Life of
Applications. An application may be disposed of, if:
6.4.2.1 There have been
no appointments made, or other reason to consider it within one year after the
date the application was submitted; or
6.4.2.2 The applicant has
failed to respond within ten working days to an inquiry relative to
availability; or
6.4.2.3 At the request of
the applicant.
6.5
Qualifications and Screening of Applicants.
6.5.1 Applicants.
Applicants for appointment to positions shall possess the minimum qualifications
and other requirements for the classification, notwithstanding the fact that
positions can be underfilled where the Department Head feels it is appropriate.
6.5.2 Screening of
Applicants. At the close of recruitment, the Human Resources Director or
designee will screen applicants using the most appropriate screening techniques
to determine whether applicants possess the minimum knowledge, skill and other
requirements listed in the classification description.
6.6 Evaluation
of Applicants.
6.6.1 Screening and
selection techniques approved by the Human Resources Director and used by the
Department Head must be job related and may be written, oral, physical, in the
form of a demonstration of skill, an evaluation of training and experience, or
any combination of these. They may take into consideration education,
experience, aptitude, capacity, knowledge, character, physical fitness, length
and quality of service, and other qualifications to determine the relative
fitness of the applicants.
6.6.2 The Human
Resources Director will assure that all techniques used to evaluate applicants
are job-related and comply with various state, federal and county policies,
procedures, rules and regulations.
6.7
Disqualification of Applicants. The Human Resources Director or Department
Head may reject the application of any person who:
6.7.1 Is found to lack
the qualifications prescribed for admission as announced in the recruitment
announcement;
6.7.2 Is physically
unable to effectively perform essential functions of the classification and
where reasonable accommodation cannot be made;
6.7.3 Is found to be
unfit for County employment by reason of prior criminal convictions or an
unacceptable prior employment history;
6.7.4 Is found to be
unfit for County employment pursuant to the Douglas County Driving Policy;
6.7.5 Has used or
attempted to use improper political influence or bribery to secure an advantage
in appointment;
6.7.6 Has made false
statements in the application or has omitted material information;
6.7.7 Has failed to
complete and sign the application form;
6.7.8 Has practiced or
attempted to practice deception or fraud in the application;
6.7.9 Has otherwise
violated these Rules;
6.7.10 Has failed to
comply with all requirements outlined on the job announcement.
6.8 Nepotism
Prohibited.
6.8.1 Nepotism is the
exercise of preferential selection practices based upon family relationship, or
other relationship, rather than merit.
6.8.2 Family, for the
purposes of this policy, consists of the employee's wife, husband, son,
daughter, mother, father, brother, brother-in-law, sister, sister-in-law,
son-in-law, daughter-in-law, father-in-law, mother-in-law, aunt, uncle, niece,
nephew, stepparent or stepchild.
Other relationship, for
purposes of this policy, includes others living in the same household, living
with, or otherwise closely associated with.
6.8.3 Appointments,
transfers, and promotions to positions with Douglas County shall be based on
merit as determined by a comparison of job-related qualifications.
Discrimination in favor of candidates who are related to persons involved in, or
having an effective influence upon, the selection of those candidates is
prohibited.
6.8.4 No Department
Head shall hire, promote, transfer or retain an individual if such action or
retention:
6.8.4.1 Would constitute
a violation of any law of this state or of the United States, or any rules
promulgated pursuant thereto, with which the County and/or Department Head is
required to comply;
6.8.4.2 Would constitute
a violation of the conditions of eligibility for receipt by the County or
Department Head of financial assistance from the government of this state or the
United States;
6.8.4.3
Would place the individual in a position of exercising supervisory, appointment
or grievance adjustment authority over a member of the individual's family (or
an individual with whom the employee is otherwise closely identified) or in a
position of being subject to such authority with a member of the individual's
family (or with whom the employee is otherwise closely identified) exercises; or
6.8.4.4 Would cause the
employer to disregard a bona fide occupational requirement reasonably necessary
to the normal operation of the employer's business.
6.8.5 Nothing in this
policy should be construed to prevent the employment of more than one member of
a family in the same department provided that employment has been based upon
merit principles, and a member of the employee's family (or with whom the
employee is otherwise closely identified) does not influence selection by the
Department Head and would not be placed in a position of supervising that
prospective employee.
6.9 Notification
of Applicants Who Have Been Interviewed. Those applicants referred to a
Department Head and who were interviewed but not appointed, shall be so notified
by the Department Head or Human Resources Department after an appointment is
made.
6.10 Appointments.
6.10.1 Kinds of
Appointments.
6.10.1.1 Full time. A position expected to last
one year or longer and which is budgeted 40 hours per week. All full-time
positions will be budgeted and scheduled to work 40 hours per week unless
written approval has been given by the Board of Commissioners to regularly work
fewer hours. Full-time positions regularly working less than 40 hours per week
without Board approval will jeopardize their full-time status, related benefits,
and may be reclassified to part-time.
6.10.1.2
Part time. Those positions which are budgeted at less than .50 FTE and
receive no benefits.
Pro-Rated Part-time. Those
positions which are budgeted between .50 FTE and .9 FTE and receive pro-rated
benefits.
6.10.1.3 Temporary. A
position working 40 hours per week or less and which is expected to last less
than one year. However, a position of expected duration of two years or less,
(i.e. a person hired for a specific project of expected duration of two years or
less) may be classified as temporary with prior Human Resources Director
approval.
6.10.1.4 Emergency. To aid
in unexpected vacancies or short-term staffing needs, a Department Head may make
an emergency appointment irrespective of normal recruitment procedures for up to
a four-month period. The Human Resources Director will approve all emergency
appointments. Emergency hires are not considered employees for purposes of
promotional recruitments and are not eligible to apply except through a public
open and competitive recruitment.
6.10.2 Transfers.
6.10.2.1 A Department Head
may, within the department, assign an employee from one position to another
position in the same classification without prior approval.
6.10.2.2 Unless an
emergency exists, a Department Head must give an employee ten working days'
notice of a transfer, if a transfer is being made without the consent of the
employee.
6.10.2.3 Upon mutual
agreement between two department heads, an employee can be transferred between
departments once given a ten-day notice. Likewise, at the request of an
employee, with approval of both department heads, an employee can voluntarily
transfer between departments.
6.11 Physical
Examinations.
6.11.1 Regardless of
having otherwise qualified for employment with Douglas County, each person,
prior to actual employment, must be certified by a physician approved by the
Human Resources Director, as physically fit to perform the duties of the
position to which the appointment is contemplated. To qualify for such
certification, prospective employees may be required to undergo a physical
examination, and other medical evaluation as deemed appropriate pursuant to the
Employment Physical Policy and Rule 23 Drug and Alcohol Policy.
Additionally, prospective employees for sensitive positions, as the term is
defined in Rule 23, will be required to submit to and pass a chemical detection
screen.
6.12 Employment
Decisions by the Board of Commissioners.
6.12.1 Application of
Rules. If the Board is the appointing power, the provisions of Rule 6 that
authorize or require action by the Department Head shall be construed to mean
the Board unless such construction clearly would be inappropriate.
6.12.2 Advisory Bodies.
The Board may appoint an advisory body to assist and advise the Board on
employment of a department head or any other public officer or employee.
6.13 Driver
Qualification Policy.
6.13.1 Prospective
Employees. A valid Oregon driver's license will be a condition of
employment for employees whose job classification or work duties require, at any
time, driving a motor vehicle for Douglas County. A prospective employee from
out of state must possess a valid out-of-state driver's license and obtain a
valid Oregon driver's license within 30 days of obtaining employment with
Douglas County. The prospective employee will be required to submit at the time
of the interview, at his/her own cost, a current driver's license and a current
driving history from the Oregon Department of Motor Vehicles or from another
state's licensing authority. The current driving history of the prospective
employee will be used to assess the risk the prospective employee presents as a
person whose job classification or work duties require driving a motor vehicle
(private or County-owned) for Douglas County. Based on Douglas County Driver
Policy, Standards for Operation of Vehicles, #5, the current driving
history will be reviewed by the Human Resources Department and the affected
Department Head prior to a job offer being made. The current driving history
will include the last five years. Prospective employees found to have an
unacceptable driving record (Standards #5) will not be considered for employment
in a position which requires driving. |
