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HomeMy WebLinkAboutEmployee Handbook 100 Hiring & Placement (93_-1) City of Rexburg Employee Handbook 1 100 HIRING & PLACEMENT 101 NATURE OF EMPLOYMENT The City is a political subdivision of the state of Idaho, though it is not a part of state government. The City Council serves as the governing body of the City, carrying out local legislative duties and fulfilling other obligations as provided by law. The City Council is the general policymaker for the City, and has primary authority to establish terms and conditions of employment with the City. The Mayor may appoint personnel to help carry out administrative responsibilities. As with all elected public officials, the Mayor and City Council are ultimately responsible to the voters of the City. Each employee should recognize that although he/she may serve as an employee supervised by the Mayor or department head, he/she remains an employee of the City, and not of the official who supervises his/her work. The terms and conditions set forth in this policy, and in the resolutions and policy statements that support it, cannot be superseded by any other official's pledge, without the express action of the City Council. That is particularly true for terms or conditions that would establish a current or future financial obligation for the City. You may, however, work for an office/department with an operational policy that provides additional direction to employees on expectations and procedures unique to that office/department. All persons employed by the City are employed at the discretion of the Mayor and City Council and shall have no right to continued employment or employment benefits, except as may be agreed in writing and expressly approved by the City Council. Employment with the City is voluntarily entered into, and the employee is free to resign at will at any time. Similarly the City may also terminate the employment relationship at any time. Regular full-time employees and regular part-time employees enjoy certain benefits and privileges related to their jobs, which include specific grievance and appeal rights as described under other policies in this handbook. Seasonal, temporary, part-time, and certain employees in exempt positions do not have the same protections as regular full-time and regular part-time employees. Policies set forth in this handbook are not intended to create a contract, nor are they to be construed to constitute contractual obligations of any kind or a contract of employment between the City and any of its employees. The provisions of the handbook have been developed at the discretion of management and may be amended or canceled at any time, at the City's sole discretion. Employees should be notified of changes as they occur. These provisions supersede all existing policies and practices and may not be amended or added to without the express written approval of the Mayor of the City. 102 EMPLOYEE RELATIONS The City believes that the work conditions, wages, and benefits it offers to its employees are competitive with those offered by other employers in this area and in this industry. If employees have concerns about work conditions or compensation, they are strongly encouraged to voice these concerns in a spirit of good faith openly and directly to their supervisors. Formatted: Indent: Left: 0.5", No bullets ornumbering Formatted: Indent: Left: 0.5", No bullets ornumbering Our experience has shown that when employees deal openly and directly with supervisors, the work environment can be excellent, communication can be clear, and attitudes can be positive. We believe that the City amply demonstrates its commitment to employees by responding effectively to employee concerns. 103 EQUAL EMPLOYMENT OPPORTUNITY In order to provide equal employment and advancement opportunities to all individuals, employment decisions at the City will be based on merit, qualifications, and abilities to perform the essential functions of the job with reasonable accommodation. Except where required or permitted by law, employment practices will not be influenced or affected by an applicant's or employee's race, color, religion, gender, national origin, age, disability, or any other characteristic protected by law. The City will make reasonable accommodations for qualified individuals with known disabilities, unless doing so would result in an undue hardship. This policy governs all aspects of employment, including selection, job assignment, compensation, discipline, termination, and access to benefits and training. Any employees with questions or concerns about any type of discrimination in the workplace are encouraged to bring these issues to the attention of their immediate supervisor or the Department Head, or Human Resource Director, or City Attorney or the Mayor. Employees can raise concerns and make reports without fear of reprisal. Anyone found to be engaging in any type of unlawful discrimination will be subject to disciplinary action, up to and including termination of employment. (See 712 Grievance Procedure Employee Handbook 700 Conduct & Disciplinary Action) Note: If necessary, a copy of this handbook is available in enlarged print for employees who are unable to adequately read this handbook in its current print size. 104 PLACEMENT AUTHORITY The City has placed certain controls over the announcements, postings and filling of position openings within City employment. Specifically, vacancy announcements, job postings and advertising for "regular" full- and part-time positions are controlled through the Department Head and Human Resource Department. Such controls include, but are not limited to, time limits for posting, internal notices prior to recruiting, or advertising for applicants outside the existing work force. Department Heads are required to inform and obtain prior approval from the Council member over that department and the Mayor to post announcements or commit to a hiring decision in all cases involving new "regular" full-time positions. In the case of other positions, Department Heads shall have the authority to post announcements, recruit and hire without approval. All hiring must be coordinated through the Human Resource Director so that proper procedures are followed. MFD employee hiring must also have approval from the MFD Board Since available and qualified applicants for new positions may already be in the City's employ, it is the City's intent to fill positions from within the work force wherever appropriate and practicable. Qualified employees, suitable to the needs of the City and who meet the requirements of the City and the Department and apply for such positions during the period the position is open for applications, will be given consideration in filling such positions. City of Rexburg Employee Handbook 3 INTERNAL PREFERANCE Qualified City employees may be given preference over outside applicants to fill vacancies in the work force without following the notice and selection procedures normally required for hiring new employees. If the internal preference process is used, it should be completed prior to seeking outside applicants for the position. VETERAN'S PREFERENCE AND RIGHTS The City will accord a preference to U.S. Armed Services veterans, or certain of his/her family members, in accordance with provisions of Idaho Code, Title 65, Chapter 5. In the event of equal qualifications for an available position, a veteran or family member who qualifies for the preference will be employed. Any qualified veteran who has been restored to his/her position in accordance with Idaho Code § 65-508 will not be discharged from such position without cause for a period of one (1) year after such restoration. During this one-year period, a returning veteran will be entitled to an opportunity to be heard prior to termination. Such returning veteran will also be considered as having been on an unpaid leave of absence during his/her period of military duty. He/she will be restored to his/her position without loss of seniority, status or pay. 105 EMPLOYMENT APPLICATIONS The City relies upon the accuracy of information contained in the employment application, as well as the accuracy of other data presented throughout the hiring process and employment. Any misrepresentations, falsifications, or material omissions in any of this information or data may result in the City's exclusion of the individual from further consideration for employment or, if the person has been hired, termination of employment. 106 PRE-EMPLOYMENT SCREENING Reference Checks To ensure that individuals who join the City are well qualified and have a strong potential to be productive and successful, it is the policy of the City to check the employment references of all considered applicants. The Department Head or Human Resource Department will respond to all reference check inquiries from other employers. Responses to such inquiries will confirm only dates of employment, wage rates, and position(s) held. Other employment information may only be given by the Human Resource Director or the City Attorney.move to section 210 Drug Tests All potential new hires, as a condition of regular full-time employment, may will be subject to at least an initial drug and alcohol screening prior to beginning work. A negative test result must be received by the Human Resources Department before they begin work. Refusal of drug screen will make the applicant un-hirable (See 703(F) in 700 Conduct & Disciplinary Action) Background Checks All potential new hires, as a condition of employment, may will be subject to a background check, and shall cooperate fully in accomplishing such checks. Formatted: Font: Bold Formatted: Font: 11 pt Formatted: Indent: Left: 0.13" Formatted: Font: Bold Formatted: Normal, No bullets or numbering,Tab stops: -0.25", Left + 0.25", Left + 0.75",Left + 1.25", Left + 1.75", Left + 2.25", Left + 2.75", Left + 3.25", Left + 3.75", Left + 4.25", Left + 4.75", Left + 5.25", Left + 5.75", Left + 6.25", Left + 6.75", Left Formatted: Indent: Left: 0.5", No bullets or numbering Formatted: Indent: Left: 0.5", No bullets ornumbering 107 HIRING OR SUPERVISION OF RELATIVES No person will be employed by the City when the employment would result in a violation of provisions found in Idaho Code, including but not limited to I.C. § 74-401 et seq., I.C. §18-1359 and their successors. Any such employment made in violation of these sections may be void. The appointment or employment of the following persons is prohibited: a. No person related to the Mayor or a City Council member by blood or marriage within the second degree will be appointed to any compensated office, position, employment or duty; and b. No public servant, including Elected Officials and employees, will appoint or vote for the appointment of any person related to him/her by blood or marriage within the second degree to any compensated office, position, employment or duty. This means no one related within the second degree to anyone involved in any way in the hiring process can be hired and/or that no one related to an applicant within the second degree can take part in the hiring process.  An employee whose relative is subsequently elected may be eligible to retain his/her position and pay increases as allowed by relevant provisions of Idaho law, including Idaho Code § 18- 1359(5). The employment or supervision of relatives in the same area of an organization may cause serious conflicts and problems with favoritism and employee morale. In addition to claims of partiality in treatment at work, personal conflicts from outside the work environment can be carried into day-to-day working relationships. Relatives of persons currently employed by the City may be hired only if they will not be working directly for or supervising a relative. The City employees cannot be transferred into such a reporting relationship. If the relative relationship is established after employment, the individuals concerned will decide who will request a transfer. If such a request is not made within 30 calendar days, management will decide. In cases where a conflict or the potential for conflict arises, even if there is no supervisory relationship involved, the parties may be separated by reassignment or terminated from employment. Idaho statute 59-703 prohibits nepotism. For the purposes of this policy, relatives are defined as those people within the 2nd degree of consanguinity. (See Consanguinity Chart Attached – Appendix B Employee Handbook Appendixes) 108 IMMIGRATION LAW COMPLIANCE The City is committed to employing only individuals who are authorized to work in the United States and does not unlawfully discriminate on the basis of citizenship or national origin. In compliance with the Immigration Reform and Control Act of 1986, each new employee, as a condition of employment, must complete the Employment Eligibility Verification Form I-9 and present documentation establishing identity and employment eligibility. Employees who do not provide the proper documentation, or who fail to provide documentation legally required, shall not remain employed. Failure to timely and promptly provide required documentation will result in termination, City of Rexburg Employee Handbook 5 since no employee can legally continue in employment for more than three (3) days in the absence of proper documentation being presented. Former employees who are rehired must also complete the form if they have not completed an I-9 with the City within the past three years, or if their previous I-9 is no longer retained or valid. Employees with questions or seeking more information on immigration law issues are encouraged to contact the Department Head or the Payroll ClerkHuman Resource Department. Employees may raise questions or complaints about immigration law compliance without fear of reprisal. 109 RESIDENCY REQUIREMENT The City of Rexburg has no residency requirement, though each department may require a certain emergency response time. Additionally, employees should review their own department’s Standard Operating Procedures (SOP) Manual for the residency or any other departmental requirements.