HomeMy WebLinkAboutAdministrative Order No. 1995-01 Recruitment and Selection ProceduresAdministrative Order No. 95-01
The City o£ Bozeman's Recruitment and Selection Procedures,
attached hereto, ar~eQhereby adopted.
Dated this ~°~day of C-„wu.,~,n,til , 1995
~J
CITY OF BOZEMAN
~ r
mes E. Wysocki, City Manager
RECRUITMENT AND SELECTION PROCEDURES
A. Selection and Hiring Authority
1. The City Manager has the power to hire, discipline,
manage and fire City personnel. The City Manager, in
turn, delegates this responsibility to the City's
Department Heads and Supervisors. In cooperation with
the Department Heads and Supervisors, the Personnel
Director administers and coordinates the hiring process
of all position vacancies.
2. The City's recruitment and selection procedures are
designed to insure all applicants are treated equally and
without regard to race, color, religion, creed, sex, age,
marital status, national origin or disability, and that
positions are filled based upon job qualifications.
B. Recruitment
1. Job Description Review - As soon as knowledge of a job
vacancy occurs, the Job Description shall be reviewed to
determine necessary revisions. This review shall be
coordinated by the Personnel Officer, and shall include
input from persons familiar with each position. Where
necessary, the description will be classified to insure
the correct pay level.
2. Position Vacancy Announcement - A~ position vacancy
announcement is to be prepared by the Personnel Director.
This announcement will include the title and salary of
the vacant position, bargaining unit affiliation and Fair
Labor Standards Act status, as well as a brief descrip-
tion of the major duties, the required or desirable
qualifications, and how, where and when applicants should
apply.
3. Internal Recruitment - It is the City's policy to insure
that its recruitment procedures afford adequate oppor-
tunity for the promotion of City employees. Therefore,
whenever possible, notice of vacancies will be initially
advertised internally by posting on the bulletin boards
of all City offices for a minimum of five ( 5 } working
days. If, at the close of internal recruitment, no
applicant is selected, external recruitment may begin.
4. External Recruitment - The City will utilize those
recruitment sources which will provide the highest number
of qualified applicants. Positions will be advertised in
appropriate media, and with the Job Service, and Affirma-
tive Action recruitment sources, for a minimum of five
(5) working days. Unless there is a bona fide recruit-
ment problem, the City generally will not utilize
employment agencies who charge a fee for their services.
C.
The City reserves the right to extend recruitment periods,
when necessary, to increase the number of qualified applicants
for each position.
Selection Procedures:
1. Hirina Committee - The Department Head/Supervisor will
appoint a Hiring Committee whose responsibility it will
be to develop selection tools, screen, interview, and
perform reference checks on applicants, and make the
selection recommendation. The Hiring Committee may
include the Department Head, the Supervisor, a person in
the same position who has similar duties, the Personnel
Officer.
2. Desian of Selection Procedures - The City may use any
selection procedure or combination of selection proce-
dures which meets its needs. These procedures shall
include written criteria against which applicant perfor-
mance is to be measured, and qualifications of applicants
shall be numerically evaluated. At a minimum, forms used
during each selection procedure will include a screening
tool for applicant qualifications, an interview tool, and
an employment reference check form. Selection procedures
shall be developed by the Hiring Committee in advance of,
and will be approved by the Personnel,Director prior to,
any review of applicant qualifications
3. Applicant Screenina - The Personnel Director will
initially screen applications for minimum job qualifica-
tions and proper application materials. Those applica-
tions satisfying the initial screening process shall be
forwarded to the Hiring Committee for review.
Using the approved tool, the Hiring Committee shall
screen the remaining applications and recommend to the
Personnel Director, persons to be interviewed. When
appropriate, the Personnel Director shall expand the list
of persons to be interviewed to include members of
affected classes who meet the minimum qualifications of
the vacant position, and for whom a target hiring goal
has been established. The Personnel Director will then
provide the Hiring Committee with the list of persons to
be interviewed.
3. Employment Interview - The employment interview will be
conducted by Hiring Committee. The interview shall be of
a structured nature, and shall include questions perti-
nent to the position. The results of this interview
shall be scored using a predetermined numerical rating.
3. Reference Checks - At least two (2) reference checks
shall be performed on each job finalist. Reference
checks shall relate to the applicant's ability to perform
the specific duties of the vacant position.
4. Selection Recommendation - The Hiring Committee shall
provide the Department Head/Supervisor with all notes and
ratings resulting from the structured interview and
reference inquiries, as well as a list of persons who
best meet the qualifications of the position, and the
person recommended for selection. Where appropriate,
second and third choice applicants will also be identi-
fied.
5. Personnel Director Review - All materials related to the
hiring process, as well as the selection recommendation,
will be forwarded to the Personnel Director for review
and consultation. The Personnel Director may request
additional information, if necessary to thoroughly
document the hiring process.
6. Employment Offer - The Department Head/Supervisor shall
formally offer the position to the selected applicant.
A letter of acknowledgement will follow from the Person-
nel Director which states the position title, type of
appointment, starting salary, beginning date of employ-
ment, dates of probationary period, and the name and
location of the position's supervisor.
7. Notif ication of Non-Selectees - All non-selected candi-
dates will be notified, in writing, by the Personnel
Officer, that they were not selected.
8. Document Maintenance - The following materials shall be
included among the documentation for each selection:
(a) The position description;
(b) A copy of the vacancy or position announcement.
(c) A copy of the newspaper advertisement, if any, and
a list of all recruitment sources used;
(d) All applications, application supplement question-
naires, and any other application materials re-
ceived;
(e) A copy of alI selection procedures and any criteria
used to evaluate performance;
(f) Any written evaluations;
(g) The names and titles of any persons who partici-
pated in the design or administration of the se-
lection procedures;
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(h) Records or other information for applicant flow;
(i) Correspondence with applicants.
The items mentioned in above shall be retained, by the
Personnel Director for a minimum of three (3) years.
D. Special Circumstances: Under certain circumstances, the City
reserves the right to dispense with the formal selection
procedures. These special circumstances include, but are not
limited to, positions reopening within six months, when only
one internal applicant applies, special employment programs
and emergencies. Other special circumstances will be consid-
ered, by the Personnel Director, on a case-by-case basis.
1. Positions Reopening within Six Months. If, after being
occupied for a period of six (6) months or less a
position becomes vacant, the City will implement appro-
priate internal recruitment procedures. If no successful
applicant is found internally, the Department Head/
Supervisor may, with the consultation of the Personnel
Director, select one or more of the following options to
fill that position:
a. The Department Head/Supervisor may offer the posi-
tion to any applicant identified, during the ini-
tial hiring process, as meeting the job require-
ments. Reference checks must be completed, in
advance of any employment offer, on the applicant
being considered for the position. This process may
be used until all qualified interviewees have been
offered the position.
b. Interview additional qualified individuals with
applications on file;
c. Implement the external recruitment process.
The period begins when, and ends six months after, the
employment of the initial candidate takes place.
2. Known Abilities - When, during internal recruitment,
only one employee applies, the Personnel Director shall
perform initial applicant screening. If the applicant is
found to meet the minimum qualifications, and the Hiring
Committee determines that the employee's skills and
abilities satisfy those demanded by the job, the remain-
ing selection procedure may be dispensed with upon
concurrence of the Personnel Director.
3. Special Employment Programs - Special employment programs
are those funded, in whole or in part, by external
agencies and include employment training programs,
volunteer programs, and internships. Where the need for
a special employment program placement is deemed neces-
sary or beneficial, the Department Heads/Supervisors
forward their requests to the Personnel Office which, in
cooperation with the requesting department, develops a
statement of tasks to be performed. The request is then
forwarded to the appropriate external agency(ies) for
action.
The Personnel Office will review and maintain records on
special employment program participants, including any
contractual agreements between the City and the provider
agencies. Department Heads/Supervisors are responsible
for providing the Personnel Office with regular perfor-
mance evaluations on program participants and feedback on
program strengths and weaknesses.
4. Emergencies - Whenever an emergency exists which requires
the immediate services of one or more persons and it is
not practical or possible to secure the services of such
persons through the normal recruitment process, the
Department Head/Supervisor may, upon consultation with
the Personnel Director, make emergency appointments for
a period not to exceed sixty (60) calendar days.
Emergency appointment employees shall not be entitled to
City employee fringe benefits, except as specifically
provided under state law and/or in these policies.
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