SECTION FIVE - RECRUITING AND HIRING FOR NEW AND VACANT POSITIONS
A. Recruiting: Selecting and advancing employees in the County system shall be on the basis of their ability, knowledge and skill levels relevant to the vacant position.
1. Internal Department Recruitment: When a new or existing position becomes vacant, the employees in the department where the vacancy occurs shall be notified. If more than one employee expresses interest in the position, the applicable supervisor will conduct interviews. If the applicable supervisor determines that there is an interested, suitable candidate from within the department, the position may be filled internally upon review and approval from the Human Resource Director and the Board of County Commissioners.
In some instances, where a temporary employee is functioning in a similar position as that being recruited for, the department head/elected official will have the option of filling the vacancy without formal recruitment or competition so long as the temporary employee qualifies for the position. This qualification procedure will be met when 1) the employee has been in a temporary position for a period of at least three months, and 2) has satisfactorily performed the duties for which they have been assigned.
Additionally, when the need has been determined and a request has been approved by the Board of Commissioners, the department head may promote an employee into a newly vacated position.
2. County-wide Recruitment: If internal department recruiting produces no suitable candidates, recruitment may continue by posting the vacancy within all the County departments. Any County employee may apply for a position by contacting the Human Resource Department. After the position closes, the applicable supervisor may interview qualified applicants. If the elected official, department head, or supervisor determines there is a suitable candidate, the position may be filled upon review and approval from the Human Resource Director and the Board of County Commissioners. The supervisor may also elect to refer the position to open recruitment. In such a case, qualified County applicants will be considered with all other open recruitment applicants.
3. Open Recruitment: If a position remains vacant after considering department and County-wide recruitment, the County will publicly advertise or post the vacancy as deemed necessary by the Human Resource Director. Outside applications will be accepted for a minimum of seven (7) calendar days after or concurrent with departmental and County-wide recruitment. At the option of the department head/elected official, Workforce Services or another recruiting entity may be designated to assist in the application gathering and review process. All interested applicants must file their applications with the Human Resource Department. After the recruitment period closes, the Human Resource Department will forward the qualified applications to the applicable supervisor to decide which applicants to interview.
4. Concurrent Recruitment: At the discretion of a department head/ elected official and where it can be demonstrated that it is in the best interest of the department/ office, recruitment for an open position may run concurrently, i.e. internal, County and open recruitment may run concurrently.
B. Hiring Procedures:
1. When a position becomes vacant or the need arises to create a new position, the elected official or department head shall notify the Human Resource Department of recruitment needs. Notification shall be accompanied by the position title and a description of the duties, responsibilities, and required knowledge and skills. Minimum qualifications for education and experience shall be outlined for all recruited positions. All employees and appointments must be hired into position that have existing job classifications (except seasonal, temporary, contractual, non-career and part-time professional positions). Authorization to hire individuals into non-allocated positions must be approved in advance by the Board of County Commissioners.
2. Upon being given approval to recruit, the Human Resource Department shall follow the County recruiting policy and procedure.
3. Upon closing the recruitment, the supervisor and/or department head/elected official over the position being recruited shall review all applications and select a suitable number of interview candidates that meet the minimum job qualifications. The interview process shall be coordinated by the department head/elected official in connection with the Human Resource Department. Upon completing the interviews and any related selection test(s), the supervisor and/or department head/elected official shall submit the recommendation for hire to the Human Resource Director. The Human Resource Director shall submit the final recommendation for hire to the Board of County Commissioners for final approval.
4. Disqualification: The County reserves the right to reject any application which indicates on its face that the applicant does not possess the minimum qualifications required for the position. Applicants and subsequently hired applicants who make false statements or who are found to be engaged in any type of deception or fraud in the application or testing process shall be rejected or immediately terminated.
5. Testing: Applicants may be subjected to competitive testing which may include, but not be limited to: determination of whether an employee is bondable, rating of education and experience, written, oral, or physical agility tests, essential function demonstrations, and/or background investigations, proof of academic attainment, etc. Applicants for positions which require the employee to operate County vehicles or equipment on public roadways must provide a copy of a Motor Vehicle Record (MVR). MVR's will be used to assist in the ranking of applicants who meet the minimum requirements.
6. Physical Examination / Drug Testing: Public health and safety demands that employees be physically able to perform the duties of the job classification to which hired. The physical requirements of the job constitute bona-fide occupational qualifications. When hiring a new employee, job offers are considered conditional if it is determined that the candidate is required to pass a physical examination by a qualified medical examiner before commencing work. The results of the exam will be presented to the department head/elected official, in writing, and will be treated as a confidential medical record. The County will also accommodate employees and applicants in compliance with the Americans with Disabilities Act (ADA) and provide "reasonable accommodation".
a. The County will pay the cost of any required medical examination
b. A Final candidate for any position may be required to undergo drug and alcohol testing. (See appendix A, Drug Free Work Place Policy)
7. Employment Eligibility Verification: In conformance with the Immigration Reform and Control Act of 1986 (Pub. L. 99-603), the Human Resource Department shall establish an employment verification system, and shall verify that all applicants for vacant positions or persons hired to fill vacant positions are authorized to work within the boundaries of the United States of America.
a. The Human Resource Department shall complete of have completed Immigration and Naturalization Service Form I-9 prior to the hired employees first day of work and verify work eligibility through examining such documents as a United States Passport, birth certificate, social security card, driver’s license or an alien identification card.
b. Employees must also attest in writing that they are authorized to work in the United States of America.
C. Final Appointment: The department head/elected official shall make recommendations for final appointments for new hires to the Human Resource Director.
D. Orientation Period: All appointments to positions within the County, whether new hires, rehire, reinstatements (affected by reduction-in- force or leave without pay) or promotion, require an orientation period during which both the County and the employee can determine compatibility and competence. This period is regarded as a testing period designed to acquaint the new employee with the position and allow the employee, supervisor, and department head/elected official to measure fairly the employee's suitability for the job. The orientation period shall be six (6) months in duration with an option by elected officials/department heads to extend the period an additional six (6) months. The orientation period for Sheriff's Office employees shall be eighteen (18) months in duration with an option to extend the period an additional six (6) months. The employment relationship may be terminated at any time during the new hire orientation period, with or without notice, and with or without cause, by either the employee or the County.
Promoted employees and all new employees who fail to demonstrate competence and/or compatibility with new assignment within the six (6) month period or the eighteen (18) month period for Sheriff Office personnel shall be terminated, unless the department head/elected official decides to extend the employees orientation period. Sheriff’s Office personnel that are required to have POST certification (road deputies and correctional officers) shall have an orientation period that extends through the POST certification program(s) required for their job. In other words, the orientation period does not end until the eighteen months after the POST certification program is completed.
Upon completion of the orientation period, the supervisor shall conduct a performance review to apprize the employee of their suitability for the position and determine the employment actions to be recommended to the Board of County Commissioners.
After the employee has completed the designated orientation period the employee is deemed to be a regular San Juan County employee.
E. Re-employment of Retirees: It is the policy of San Juan County to comply with Utah Code § 49-11-505 (1953, as amended), regarding the re-employment of retirees. Furthermore, Internal Revenue Service (IRS) regulations require that there be a “bona-fide” separation period before a retiree returns to work. Additionally, it is a violation of IRS regulations to have a “deal” of re- employment arranged prior to retirement. Therefore, an exemplary employee who is otherwise qualified to retire under the Utah Retirement System (URS) may retire and, at the sole discretion of the County, become re-employed in a full or part-time capacity for any open position which he/she may be qualified for after six (6) months have passed from the retirement date without post-retirement restrictions under the above statutory section.
F. Other Employment Actions:
1. Promotion: A promotion is defined as a change in job title and/or grade recognizing a substantial change in the employee’s duties (see Section Four, Position Management, Reclassification). Employees promoted to a higher pay grade will receive an increase which is to go into effect the pay period following the promotion date.
2. Reinstatement/Rehire: Former employees who left voluntarily and in good standing may be reinstated to a vacant position only when their qualifications and ability indicate a potential for performance which would clearly exceed expected performance of interested qualified current employees.
Previous experience may be given credit in determining placement of employee on salary schedule and accrual of benefits if the rehire or reinstatement occurs within one (1) year from the date of termination.
Former employees that were terminated or left County employment without giving proper notice are not deemed to have the left County in “good standing” and may be denied an opportunity to apply or interview for an open position.
3. Transfer: When a position becomes vacant in any office/department within the count, employees are free to make application for the position without hindrance from other department head/elected officials. However, employees are encouraged to visit with his or her department head/elected official before making such application. The employee must be considered on an equal basis with all other applicants. The office/department accepting the employee shall accept all accrued leave time as they budgetary obligation.
4. Reassignment: The effective operation of an office/department requires periodic changes in work assignments to match functional needs with capabilities from one position to a similar position in the same classification and grade within the office/department. Also, employees may request reassignments, but must do so in writing through established chains of authority.
