Introducing the Commission

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2 Introducing the Commission Jean Atkinson, Chair Reappointed 7/2015 Bertha Mullins, Vice Chair Reappointed 6/2011 Tray Abney, Commissioner Reappointed 6/2013 John Hester, Commissioner Reappointed 7/2014 Jenny Martinez, Commissioner Reappointed 7/2015 Paul Lane, Commissioner Appointed 1 /2013 Darrin Georgeson, Commissioner Reappointed 7/2015 2

3 Introducing the Commission Staff Ric Bailey, Chief Examiner Angie Ureta, Management Analyst Kym Suh, Civil Service Technician 3

4 Civil Service Commission Constituted by the Nevada State Legislature Article IX Reno City Charter Comprised of 7 City of Reno Citizens Appointed by the Mayor, Confirmed by Council Serve 5-year terms 4

5 Role Of Civil Service Commission Responsible for the Process through which People Acquire and Hold Jobs within the Civil Service Authority Limited in Scope Does not Create Positions Does not Assign Work or Determine How a Position will Function Does not make Hiring Decisions Provides Lists of Qualified People from which Hiring Decisions may be made 5

6 Role Of Civil Service Commission Independent Commission (By Design of Law) Autonomous Body -- Self Governing Regulatory in Nature -- Ensure Fairness and Equity in all aspects of the Selection / Retention Process Appeal Tribunal -- Provide employees opportunity for Independent Review 6

7 Legal Requirements Appointments must be made on the Sole Basis of Relative Merit and Fitness Candidates enter through Open Recruitments and Competitive Examinations Relative Rank judged based on use of Validated Tests and Structured Hiring Processes 7

8 This Is Important: Ensures Compliance with State and Federal Law: U. S. Constitution Equal Treatment and Due Process Title VII, Civil Rights Acts of 1964 and 1991 Equal Employment and Non-discrimination ADA and Rehabilitation Act of 1973 Uniform Guidelines on Employee Selection Procedures Jointly issued by the U.S. Dept. of Justice, Dept. of Labor, Office of Personnel Management, and EEOC Inter-government Personnel Act Governs eligibility for and award of federal funds Myriad of Court Cases Resulted in Significant Monetary / Loss Exposure 8

9 This Is Important: Promotes the Public s Interest: All members of society have opportunity to compete for these jobs. It helps to build diversity within the workforce. Brings in new talent with fresh ideas and different experiences from among the best qualified candidates. Serves to satisfy obligation for public accountability. 9

10 Are All City Positions Covered by Civil Service? Appointive Officers/Employees and Elected Officials and their Staff ~12% of City Workforce Non-Civil Service positions Civil Service Employees ~88% of City Workforce Recruitments are managed by Civil Service staff 10

11 How Does the Civil Service Hiring Process Work? Vacancy Occurs Dept. Initiates Requisition Step 1 Step 2 Circulated for Internal City Approval (Budget/HR/CM) Received by CSC Post, Evaluate, Test, and Certify Names Step 3 Step 4 Department Interviews Makes Selection 11

12 Time To Complete Hiring Process Period May 15 - Dec. 21, 2015 Average Elapsed Time Step 1: Vacancy Dept. Initiate Requisition 12 days Step 2: # Days for Requisition to Reach CSC Step 3: # Days Complete CSC Process Step 4: # Days Between Cert. of List and Hire Date 23 days 16 days 43 days Average Vacancy to Hire Date 94 days 12

13 Factors that Drive Process Time: Step 1: Initiating Requisitions Organizational Review/Restructuring Busy with Other Demands Step 2: Requisition Approval Process Sequential Step Process Relies on Different Departments Coordinating Approvals May be Unanticipated/Unresolved Financial and/or Classification Issues 13

14 Factors that Drive Process Time: Step 3: Civil Service Process Publish Announcements and Provide Proper Notification Compile Job Analyses Data and Validate Materials Cross-Coordinate Multiple Schedules w/applicants, Subject Matter Experts, Testing Venues and Outside Assessors Step 4: Interview and Hiring Process Reference and Background Checks 14

15 CSC Staff Resources Chief Examiner CS Technician (0.6 FTE Recruitment /0.4 FTE Commission Support) Mgmt. Analyst (New Position Started end of October 2015) 15

16 Workload In 250 Production Out Civil Service Component Cumulative Simultaneously Underway: New Test Development / Recruitment For Fire Fighters Requisitions Received Hiring Lists Issued 0 From May 15 June July August Sept Oct Nov Thru Dec

17 CSC Recruitment Work Load Period May 15 December 21,2015 # New Requisitions Received by CSC 203 # Recruitment/Exam Completed 184 (91%) # Requisitions Remaining w/cs 19 ( 9%) Status of the 19 Remaining Requisitions: # Actively Under Recruitment/Exam 15 # Coming up Next up in the Queue 4 17

18 Titles of Positions Remaining As of Dec. 21, 2015 Under Active Recruitment/Examination: Associate Civil Engineer Senior Planner Senior Systems Analyst Associate Planner Senior Engineering Technician (x4) Plans Examiner Supervisor Residential Plans Examiner (x2) Building Inspector I (x2) Business License Technician Parks Maintenance Worker II 18

19 Efficiency Measures Civil Service Component CSC Receipt of Requisition to Certification of Hire List (May 15 to Dec. 21) 3% 6% 15% 76% Elapsed Time Less than 7 days 8 to 42 days 43 to 56 days >56 days 19

20 Comparative Staffing Levels/ Processing Time Recruitment Staff : FTEs Performance Goals Las Vegas Metro 1 : % w/in 84 days 5 Regional Agencies* 1 : 248 % w/in days Las Vegas 1 : 297 % w/in days Washoe County 1 : 422 Average 56 days Reno Civil Service 1 : 520** 85% w/in 56 days Clark County 1 : % w/in 84 days * Includes Scottsdale, Stockton, Fremont, Spokane, and Bellevue **New CSC Mgmt. Analyst stated late October, Following her hire, CSC Staffing Ratio improved to 1 :

21 CONTINUOUS IMPROVEMENT EFFORTS (During Last 2 Years) Comprehensive Review of Civil Service Commission Rules Consensus Document -- Based on Joint Commission/City 3-month review Created Amnesty Period -- Transition Long Term Temporary Employees Into Civil Service Created New Rule Language -- Allow Time Served to Count Toward Probationary Periods on Rehire Following Layoff 21

22 CONTINUOUS IMPROVEMENT EFFORTS (During Last 2 Years) Added New Rule -- Allow greater flexibility in creating probationary periods of longer than 6 months. Undertook Efforts Before Reno Charter Review Committee To Bring About Charter Changes Expanding Appointive Officers and Appointive Employees Authority. (A.B Legislative Session) Worked With P/R/CS Department To Create A Student Employment Program Consistent With Legal Requirements 22

23 CONTINUOUS IMPROVEMENT EFFORTS (During Last Two Years and As We Move Forward) Selected and implemented NEOGOV to provide cloud software for online recruitment and applications Working to Jointly Develop Hiring 101 Training Respective Roles of CSC / Hiring Mgrs. Legal Considerations When Making Hiring Decisions Procedures, Processes and Opportunities Created Calendar for Systematic Rule Review Soliciting Ideas/Concerns/Involvement from City Management, Bargaining Units, Employees and the Public Exploring Alternatives to Traditional Hiring Approaches 23

24 Other Collaborative Opportunities Shift Focus -- From After The Fact To Before The Event Approach Initiate Requisitions Before Vacancies Occur Loop CSC Early Into New Position Creation and Anticipated Vacancies 24

25 Other Collaborative Opportunities Have HR Initiate Evidence Based Workforce Planning Strategy Allows for Forecasting of Hiring Needs Provides Early Start on Job Redesign and Organizational Restructuring Enable Creation of Annual Recruitment Plan Enable CS to Provide Request Ready Lists 25

26 Other Collaborative Opportunities Agree Upon a Joint Civil Service / City Council Meeting Schedule Provide Regular Opportunity to Exchange Information Balance Flow of Information 26