Chapter 3.30 PERSONNEL RULES [1] PART 1. - RULE 1, GENERAL PROVISIONS

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1 Chapter 3.30 PERSONNEL RULES Chapter 3.30 PERSONNEL RULES [1] PART 1. - RULE 1, GENERAL PROVISIONS PART 2. - RULE 2, ADMINISTRATION AND MAINTENANCE OF CLASSIFICATION PLANS PART 3. - RULE 3, RECRUITMENT PART 4. - RULE 4, EXAMINATIONS PART 5. - RULE 5, ELIGIBLE LISTS PART 6. - RULE 6, CERTIFICATION AND SELECTION OF CANDIDATES PART 7. - RULE 7, PROBATIONARY PERIODS PART 8. - RULE 8, EMPLOYEE PERFORMANCE PART 9. - RULE 9, DISCIPLINARY ACTIONS PART RULE 10, GRIEVANCES AND ARBITRATIONS PART RULE 11, SEPARATION PART RULE 12, PAY PART RULE 13, HOURS OF WORK PART RULE 14, HOLIDAYS PART RULE 15, LEAVE PART RULE 16, SPECIAL PROVISIONS PART RULE 17, EXECUTIVES PART RULE 18, PRODUCTIVITY AND EMPLOYEE INCENTIVE PROGRAMS PART RULE 19, SUBSTANCE ABUSE TESTING FOOTNOTE(S): --- (1) --- Cross reference Code of ethics, ch. 1.15; employee relations, ch. 3.70; personnel regulations in collective bargaining agreements, ; protection for whistleblowers, ch. 3.75; Anchorage police and fire retirement system, ch. 3.85; exemptions from disclosure of certain public records, ; Anchorage, Alaska, Code of Ordinances Page 1

2 Chapter 3.30 PERSONNEL RULES personnel review board, ; Americans with Disabilities Act advisory commission, ; aquatic resource commission, ch. 4.90; unlawful discriminatory practices, ch. 5.20; traffic administration, ch. 9.06; Port of Anchorage, ch ; municipal airports, ch (Back) Anchorage, Alaska, Code of Ordinances Page 2

3 PART 1. RULE 1, GENERAL PROVISIONS PART 1. RULE 1, GENERAL PROVISIONS Definitions Purpose of chapter Scope of coverage; amendment of chapter Objectives of department of employee relations Authority and responsibilities of director Human resources advisory board Personnel records Cooperation with other merit systems Personnel rules committee Applicability of chapter to temporary employees Termination of seniority Definitions. The following words, terms and phrases, when used in this chapter, shall have the meanings ascribed to them in this section, except where the context clearly indicates a different meaning: Agency means a municipal department, office or enterprise activity identified in chapter The term "agency" does not include the Anchorage Telephone Utility. Agency head means a department head, office director or utility general manager, or any of their designees. Allocation means the action taken to assign a position to an appropriate class of positions. Appointment means those methods by which a person is designated to fill a specific vacant position. Base rate of pay means the pay assigned to each range and step for a class of positions. Candidate means a person who has applied for a position, and has been included on an eligibility list as being available for certification. Certification means the referral of names of qualified applicants by the director at the request of agency heads for selection to a position in the classified service. Class means a group of positions sufficiently similar as to duties performed, scope of discretion and responsibility, minimum requirements of training, experience or skill, and such other characteristics that the same title, the same test of fitness and the same range of compensation apply to each position in the group. Class may also be referred to as a classification. Class series means a group of job classes which the director has assigned to perform work with increasing levels of responsibility so as to form a career progression. Class title means the official title used for all personnel, payroll and budget documents. Working titles may be used for all other purposes. Anchorage, Alaska, Code of Ordinances Page 3

4 PART 1. RULE 1, GENERAL PROVISIONS Classification means the process of obtaining adequate position descriptions, gathering necessary additional information, making comparison with other position descriptions and with class specifications, etc., and, finally, of taking official action by allocating a position to a particular class and of assigning a pay range. Classification plan means the orderly arrangement into classes of all positions in the municipal service, and a listing of class title, class codes and pay ranges assigned to each class. Classified service. The classified service shall be composed of all positions with the exception of elected officials, executives who serve at the pleasure of the mayor, the municipal clerk, assistant municipal clerk, director, equal rights commission and ombudsman, volunteer police and firefighters, and such other officers as may be specifically exempted by the assembly. Cumulative service means regular straight time hours worked, holiday hours paid and approved paid leave hours. Demotion means the change of an employee from a position in one class to a position in another class with a lower pay range. Director means the director, department of employee relations, or his designee. Employee means any person in the employ of the municipality who is subject to these personnel rules, has been hired in accordance with these rules, and whose activities are directed by the municipality. Examination means objective evaluation of skills, experience, education and other characteristics demonstrating the ability of a person to perform the duties required of a class or position. Factored rate of pay means the base rate of pay plus the base rate of pay multiplied by the sum of pay enhancement percentages. Flex staffing means a classification procedure by which positions are allocated to more than one class level. Full time equivalency (FTE) means an employee normally scheduled to work 40 hours during the work week. A FTE of 1.0 means the employee is equivalent to a full-time employee. A] FTE of less than 1.0 means the employee is a part-time employee (e.g., a 20-hour per week employee has 0.5 FTE). Immediate family means the employee's spouse, child, mother, father, mother-in-law, father-in-law, brother, sister, grandmother, grandfather, grandchild, brother-in-law, sister-in-law, son-in-law, daughter-inlaw, or step-relationship for those family members listed above, person for whom the employee has been appointed as legal guardian, same sex domestic partner as defined by the MOA, or other family members who reside permanently with the employee. Child means the employee's biological, adopted, or foster child, stepchild, or legal ward. Just cause means that sufficient justification exists for the proposed action against an employee as provided in section Kelly shift employee means an employee of the Anchorage Fire Department regularly assigned a work schedule consisting, over a period of nine days or 216 hours, of 24 continuous hours on, followed by 24 continuous hours off, followed by 24 continuous hours on, followed by 24 continuous hours off, followed by 24 continuous hours on, followed by 96 hours off. Layoff means removal from active work status of an employee for reasons beyond his control that do not reflect discredit on his services, and where certain reemployment or other rights exist. Mayor means the mayor or his designee. Anchorage, Alaska, Code of Ordinances Page 4

5 PART 1. RULE 1, GENERAL PROVISIONS Merit anniversary date means the day of the month following completion of the probationary period. The anniversary date will be advanced by the number of calendar days that total leave without pay exceeds 30 days during the employee's merit anniversary year. Night shift means a shift which starts at or after 11:00 p.m., but before 4:00 a.m. Nonrepresented means an employee, other than an executive employee, who is assigned to a position which is not represented by a bargaining agent certified pursuant to chapter Parallel class means a class that is substantially similar to another class in duties, responsibilities and qualification requirements. Pay enhancement means a percentage to be applied to the base rate of pay for longevity, service recognition, education, certification, license, special team assignments, performance step pay, market based or supervisory adjustments, or other employer pay enhancements incorporated into the personnel rules, or with the written approval of the mayor. Position means the duties and responsibilities assigned to an employee requiring full-time or parttime employment. Promotion means a change in status of an employee from a position of one class to a position of another class having a higher salary range. Reappointment means rehire of an employee in a different class series than he previously occupied or rehire of an employee more than one year after the date of his last separation. Reemployment means appointment of an employee due to recall from layoff within one year to the same classification as the position from which that employee was laid off, to a lower position in the same class series as that position, or to a position at the same or lower range in which that employee had previously earned status. Reemployment list means a list of employees with status who have been laid off and who have made written request for reemployment within one year from date of layoff. Regular appointment means the status of an employee after he has satisfactorily completed his current probationary period in accordance with this chapter. Rehire means an appointment into a position in the same class of positions from which separated in good standing, or into a position in a parallel class, provided the return to employment takes place within one year from date of last separation. Reinstatement means replacement of an employee into a position in the same class occupied previously or a parallel class when there has been no break in service as provided in section Relative means any person who is related by marriage or blood to an applicant or employee. Seniority means the hire date or rehire date of an employee with no break in service. The employee with the longest continuous service shall be first in seniority. Seniority list means a list of employees by classification by title within a department in seniority order for regular part-time and regular full-time employees; and seasonal part-time and full-time employees. Separation means cessation of the work relationship between the municipality and an employee for any reason, including death, dismissal, layoff, resignation and retirement. Status describes an employee who has attained a regular appointment. Subfill means filling a position vacancy at a lower class level in the same or a closely related series, provided that other pertinent rules are followed. Anchorage, Alaska, Code of Ordinances Page 5

6 PART 1. RULE 1, GENERAL PROVISIONS Suggestion program means an incentive award program, administered by the director, which encourages input on methods of work improvement and may award such input through formal recognition and monetary award. Supervisor means an individual having responsibility on behalf of the municipality regularly to participate in the performance of some or all of the following functions with respect to other employees: to hire, transfer, suspend, lay off, recall, promote, discharge, assign, reward, discipline, direct, adjust grievances or effectively to recommend such action, if, in connection with such functions, the exercise of such responsibility is not of a merely routine or clerical nature but requires the exercise of independent judgment. Suspension means an enforced unpaid leave for disciplinary reasons or pending investigation of charges made against an employee. Swing shift means a shift which starts at or after 3:00 p.m., but before 11:00 p.m. Temporary employee means an employee appointed on a temporary or interim basis to a position and subject to the provisions of this chapter. Temporary position means a position established for a defined period of time not to exceed six months except when the director grants an extension under exceptional circumstances. Transfer means a lateral movement from one position to another position in the same class, a different class or a parallel class at the same range, without any break in service. Appointment of a temporary employee to a regular position in the same class, a different class or a parallel class at the same pay range is not a transfer. Veteran is a person who has received an honorable [discharge] from the Army, Navy, Air Force, Coast Guard, Marine Corps, National Guard or organized Military reserves of the United States; and who has served during the following time periods: December 7, 1941 to July 1, 1955; or For more than 180 consecutive days, any part of which occurred after January 31, 1955 and before October 15, 1976; or During the Gulf War from August 2, 1990 through January 2, 1992; or In a campaign or expedition for which a campaign medal has been authorized, including El Salvador, Grenada, Haiti, Lebanon, Panama, Somalia, Southwest Asia, Bosnia or the Global War on Terrorism. Medal holders and Gulf War veterans who enlisted after September 7, 1980 or entered on active duty on or after October 14, 1982 must have served continuously for 12 months or the full period called or ordered to be active duty. Workday means a scheduled daily work period in a scheduled workweek. (AO No ; AO No ; AO No (S); AO No. 85-8; AO No (S-1); AO No ; AO No ; AO No (S); AO No (S); AO No , 1, ; AO No , 1, ; AO No , 1, ; AO No , 1, ; AO No (S), 1, ; AO No (S), 1, , retro eff ) Cross reference Definitions and rules of construction generally, Anchorage, Alaska, Code of Ordinances Page 6

7 Purpose of chapter. TITLE 3 ADMINISTRATION PART 1. RULE 1, GENERAL PROVISIONS The purpose of this chapter is to implement and give effect to the intent and requirements of the Charter to establish and operate a system of personnel administration based on approved merit principles and professional methods of governing the recruitment, selection, employment, transfer, removal, discipline and welfare of employees and other incidents of municipal employment. It is the general intent of this chapter to establish policies which will serve as a guide to administrative action concerning the various personnel activities and transactions. Employee relations bulletins will be issued periodically to amplify the rules by more detailed procedures. It is the specific intent of this chapter to assist in accomplishment of the following objectives: A. To recruit, select and advance employees on the basis of their relative ability, knowledge and skills, including open consideration of qualified applicants for initial appointment; B. To assist in the accomplishment of affirmative action and equal employment opportunity objectives of the municipality; C. To ensure fair treatment of applicants and employees in all aspects of personnel administration without regard to political affiliation, race, color, national origin, age, sex, religious creed, marital status or disability, and with proper regard for their privacy and constitutional rights as citizens; D. To provide security of tenure for municipal employees subject to need for work done, availability of funds, and continued effective performance and acceptable personal conduct of the employees; E. To provide to employees definite assignment of duties, responsibilities and authority; sound practical training, supervision and evaluation; appropriate compensation in line with prevailing practices and pay in the Anchorage area and municipal governments generally; and recognition for continued good and exceptional service; F. To encourage efficient operation and production of all municipal employees through enlightened human relations and personnel administration on the part of all supervisors, toward the end of optimal service to the public; G. To inform employees of their rights, benefits and responsibilities. (AO No ; AO No , 2, ) Scope of coverage; amendment of chapter. A. Applicability to nonrepresented employees. This chapter shall apply to all nonrepresented employees except that: 1. The executive director of the equal rights commission shall be appointed, terminated and paid in a manner determined by the equal rights commission. 2. The municipal clerk, the deputy municipal clerk, the assembly budget/program analyst and the ombudsman shall be appointed, terminated and paid in a manner determined by the assembly. 3. Executive employees shall be subject only to those provisions of this chapter which do not conflict with the discretionary powers of the mayor stated in sections through The terms and conditions of this chapter shall not apply to election officials. Those persons performing as election officials, with the exception of the municipal clerk and such members of his regular staff who work as election officials, shall be appointed, terminated and be paid in Anchorage, Alaska, Code of Ordinances Page 7

8 PART 1. RULE 1, GENERAL PROVISIONS accordance with title 28, pertaining to elections. Election officials are considered employees only to the extent that federal law requires their participation in FICA. B. This chapter shall apply to represented employees pursuant to chapter which provides that collective bargaining agreements entered into after May 24, 1989 shall incorporate by reference the then current provisions of these rules, unless another provision has been negotiated. C. Agency rules. Upon coordination with the director, agency heads may establish written agency rules which do not conflict with the provisions of this chapter and collective bargaining agreements. A copy of these agency rules and this chapter shall be available to all affected employees and their collective bargaining representative. D. Grant programs. When an employee is employed under the provisions of a special grant program, the provisions of that grant which conflict with this chapter shall apply. E. Amendments. Employees and agency heads are encouraged to submit recommended additions or modifications to the director at any time. The director shall evaluate such recommendations and forward them to the personnel review board for its consideration in accordance with section C. The administration may submit additions or modifications of this chapter to the assembly for its consideration at any time using the procedures of section C in addition to those periodic recommendations of the board under section C. F. Applicability to employees of Anchorage Telephone Utility. This chapter shall not apply to employees of the Anchorage Telephone Utility. (AO No ; AO No ; AO No (S-1); AO No ; AO No ; AO No (S); AO No (S); AO No , 1, ) Objectives of department of employee relations. The objective of the department of employee relations is to implement and maintain an employee relations program that is responsive both to management and employee needs and consistent with requirements to provide service to the community. (AO No ; AO No ; AO No. 85-8) Authority and responsibilities of director. The director shall have overall authority and responsibility for labor relations and personnel administration concerning the municipal service under the general direction of the mayor. In addition to the responsibilities specified elsewhere in this chapter, the director shall: A. Advise the officials of the municipality on all matters pertaining to the administration of personnel and ensure that personnel rules and related contractual obligations are observed by all concerned. In this capacity, the director has final responsibility for interpretation and enforcement of the rules. B. Maintain or direct the maintenance of an up-to-date personnel records system. C. Prepare or direct the preparation of reports on personnel as may be required to prescribe forms required to accomplish all employee relations activities. D. Advise and assist all supervisors in the interpretation and application of all employee relations matters. E. Develop and maintain classification and pay plans. Anchorage, Alaska, Code of Ordinances Page 8

9 PART 1. RULE 1, GENERAL PROVISIONS F. Direct the operation of recruitment, employment and promotion programs and ensure equal employment opportunity in these areas. G. Conduct long range manpower planning to project future requirements of personnel, with emphasis on professional, supervisory and managerial positions. H. Review and implement the personnel aspects of all organizational plans and modifications thereto as directed by the mayor. I. Promote and develop programs for improving employee effectiveness, such as training, health, counseling, welfare and productivity improvement programs. J. Develop and maintain a manpower information system. K. Maintain a position control system based on the budget as approved by the assembly. L. Direct the labor relations functions of the municipality. (AO No ; AO No ) Human resources advisory board. A. Establishment. An impartial citizen's human resources advisory board consisting of five members shall be appointed by the mayor with the approval of the assembly. No members will be employed in any capacity in any agency of the municipality or have personal or financial interest which could result in a conflict with successful discharge of duties. Appointees shall have a minimum of four years of recent professional experience in the field of human resources and be recognized as a professional in the field of human resources within the human resources community. The board shall be constituted in accordance with applicable municipal ordinances. B. Meetings, hearings and procedures. The board shall conduct its business in accordance with applicable municipal ordinances. C. Responsibilities. The board will periodically review and make recommendations on this chapter and any amendments thereto. The administration will submit the recommendations of the personnel review board with its own to the assembly for approval. Periodic reviews under this section may be conducted at least once each 18 months after the effective date of the ordinance from which this chapter is derived. Failure to complete periodic review shall not affect the validity of any rule or regulation. D. Quorum and majority rule. Three members of the board shall constitute a quorum for the transaction of business. All actions of the board shall be by simple majority of those present. E. Duties of director; records. The director shall attend all meetings of the board without vote, act as its secretary and record its actions. (AO No ; AO No ; AO No (S); AO No (S); AO No , 1, ) Cross reference Code of ethics, ch. 1.15; public meetings, ch. 1.25; Anchorage police and fire retirement systems, ch. 3.85; boards and commissions, tit Personnel records. A. Generally. The director shall provide for the establishment and maintenance of the following records. Personnel records are those documents which reflect an individual's employment record during the period of his employment and take three forms: Anchorage, Alaska, Code of Ordinances Page 9

10 PART 1. RULE 1, GENERAL PROVISIONS 1. Central personnel file. The central personnel file is the official personnel record for an individual employee, and includes but is not limited to employment applications, reports of medical condition, prior employment, work performance, disciplinary actions other than oral reprimands, personnel action forms and tax withholding and benefits information. 2. Departmental personnel file. An agency head may establish and maintain an unofficial personnel file for individual employees for use by supervisors. The maintenance of the departmental personnel file and access to that file by the employee and other persons shall be in accordance with this section as determined by the director. 3. Medical file. Employee relations will maintain a separate file for an individual employee which contains reports of medical condition resulting from preemployment physical examinations, physical examinations required by the municipality or voluntary physical examinations as described in the Americans with Disabilities Act. B. Access to personnel files. 1. Employees shall have access to their own personnel files during normal office hours. A personnel file may be inspected by the employee's agency head, the director and any other person authorized by the director. Except as otherwise provided in this section, a personnel file shall be inspected by others only following presentation of written consent by the employee to whom that file pertains. A document contained in a personnel file, however, shall not be confidential unless it is protected from disclosure by a provision of this Code. 2. Review of any personnel files shall be conducted in the presence of the director. No document shall be removed from a personnel file without prior written approval from the director and notice to the employee. The director shall record a written note on a personnel file for every person who reviews it. C. Use of personnel files. Personnel files shall not be used as private dossiers for employees. Employees shall have an opportunity to comment upon each document placed in their personnel files. D. Records. Notwithstanding chapter 3.90, all records maintained by the department of employee relations shall be confidential to the extent that they include an analysis, evaluation or critique of an employee's performance, or their disclosure may reveal personal information about an employee or his dependents, such as telephone numbers and addresses, or otherwise constitute an unwarranted invasion of privacy. Employment applications, except those of executive employees, and examination materials are confidential and not open to public inspection. However, an applicant for municipal employment who appeals an examination score may review written examination questions relating to the examination unless the questions are to be used in future examinations. The director may authorize municipal employees, agents and contractors to review these records and may make such records of a compelling public interest available to others upon order of a court of competent jurisdiction. (AO No ; AO No (S-1); AO No , 3, ) Cooperation with other merit systems. The director may cooperate with the governmental agencies of other jurisdictions whose merit systems operate in conformity with standards comparable to those contained in this chapter. The director may announce and administer joint examinations and establish joint lists from which eligibles may be certified for appointment in accordance with the provisions of this chapter. (AO No ) Anchorage, Alaska, Code of Ordinances Page 10

11 Personnel rules committee. TITLE 3 ADMINISTRATION PART 1. RULE 1, GENERAL PROVISIONS A. Purpose. There will be a five-member personnel rules committee whose sole purpose is to provide individual comments and recommendations to the employee relations director, the human resources advisory board and the municipal assembly regarding proposed changes to the municipal personnel rules. However, they are free to accept or reject any comments or suggested changes recommended by members of the committee. The committee should neither expect nor demand any response to their individual suggestions. The personnel rules committee is not to be construed as representational in nature, and is established solely as an informational tool to provide input to the employee relations director, the human resources advisory board and the assembly. The committee is not charged with proposing changes to the personnel rules, but instead with providing input on changes proposed by the administration or assembly. All proposed changes to the personnel rules shall be reviewed by the personnel rules committee prior to the scheduled public hearing. B. Constitution. Each municipal agency shall select a nonrepresented employee of that agency to be part of a nomination committee that will recommend nonrepresented employees to the human resources advisory board to serve on the personnel rules committee. The nominating committee shall select by majority vote five nonrepresented employees for submission to the human resources advisory board. The human resources advisory board shall approve each employee submitted individually and, upon declining to appoint an employee submitted, shall request from the nominating committee additional names for review and approval. Once appointed, the five nonrepresented employees serving on the personnel rules committee shall vote to elect a chairman who shall serve as the functional head of the personnel rules committee for a two-year term. Executive employees are not eligible to serve on the committee. Members shall serve staggered four-year terms. C. Meetings. The committee will meet upon the request of the employee relations director or the chairman of the personnel rules committee with the advance approval of the director. The director or his designee will attend all meetings of the committee. Committee members will not be required to use paid leave to attend scheduled meetings of the personnel rules committee. (AO No , 2, ; AO No , 2, ) Editor's note AO No , 2, adopted December 6, 1994, created a new section Former section which was derived from AO No pertained to residence requirements and was repealed by AO No (S-1) Applicability of chapter to temporary employees. A temporary employee is exempted from this chapter except as otherwise stated in specific provisions of this chapter. (AO No ; AO No ; AO No (S); AO No. 85-8; AO No (S-1); AO No ; AO No ; AO No (S); AO No (S); AO No , 1, ) Termination of seniority. Seniority shall be terminated and the employee's service shall be broken under the following conditions: Anchorage, Alaska, Code of Ordinances Page 11

12 PART 1. RULE 1, GENERAL PROVISIONS 1. Resignation or retirement. 2. Discharge. 3. Layoff in excess of one year. 4. Failure to return from leave of absence or vacation on the agreed date unless approval has been obtained from the employer. (AO No ; AO No ; AO No (S); AO No. 85-8; AO No (S-1); AO No ; AO No ; AO No (S); AO No (S); AO No , 1, ) Anchorage, Alaska, Code of Ordinances Page 12

13 PART 2. RULE 2, ADMINISTRATION AND MAINTENANCE OF CLASSIFICATION PLANS PART 2. RULE 2, ADMINISTRATION AND MAINTENANCE OF CLASSIFICATION PLANS Purpose of classification plans Contents and applicability of classification plans Adoption and maintenance of classification plans Class specifications Class titles Allocation and reallocation of positions Review of allocations Establishment of positions Exempted positions Purpose of classification plans. The municipality shall establish classification plans for its employees. Classification plans approved for individual bargaining units under subsections B, C, D and E of this section will maintain traditional occupational relationships and career ladders. The purpose of these classification plans is twofold: to assist in determining the most effective means of work assignment and the position placement within the municipal organization and to relate the position to the pay plan of the bargaining unit to ensure internal equity in pay administration. Specific plans shall be maintained for: A. Executive employees. B. General classified employees. C. Police employees. D. Fire employees. E. Craft employees. (AO No ) Contents and applicability of classification plans. The classification plans provide a grouping into classes of all classified service positions sufficiently alike in duties and responsibilities to be called by the same descriptive title, to be assigned the same pay range, to be given the same examination and to require substantially the same qualifications on the part of applicants or incumbents. Employees shall be compensated on the basis of the classification plans and their attendant pay plan schedule. Executive positions shall be classified and compensated as provided in rule 17. (AO No ; AO No (S); AO No , 4, ) Anchorage, Alaska, Code of Ordinances Page 13

14 PART 2. RULE 2, ADMINISTRATION AND MAINTENANCE OF CLASSIFICATION PLANS Adoption and maintenance of classification plans. The classification plans shall be set forth by separate ordinance. A. Revisions. Revisions to a classification plan which affect all of the classes set forth in the plan require approval of the assembly and shall become effective on the date specified by the assembly. Revisions, including reclassification actions and the creation of new or abolition of existing classes, which affect individual classes or series shall become effective upon approval by the mayor. B. Maintenance. The director shall be responsible for the maintenance of the classification and pay plans, including the allocation of new or changed positions, the determination of proper compensation rates within the provisions of the plans, maintenance of up-to-date class specifications, class lists and allocation records and the preparation of recommendations to the mayor or assembly, as appropriate, on revisions to the plan. (AO No ) Class specifications. A. Contents. The director, with the advice and assistance of agency heads, shall provide and maintain written class specifications for each class of positions. Each specification shall include: 1. An appropriate title. 2. A general statement of duties and responsibilities. 3. Distinguishing features of work. 4. Examples of duties. 5. A listing of minimum qualifications that must be met by the applicant for his application to be accepted for consideration. Class specifications shall be considered only as descriptive guidelines and not as inclusive of all duties to be found in positions allocated to a particular class. To the extent possible, specifications shall be kept up-to-date so that positions existing at any time will be covered by current, published class specifications. B. Position descriptions. It shall be the responsibility of agency heads to prepare and maintain accurate position descriptions which define the duties and qualifications required for each of their positions. Such position descriptions may be less inclusive than the specifications for the class the position is assigned but the standards and minimum qualifications may not exceed those required by the specifications. C. Duties of employees. Any employee may be required by an agency head to perform any of the duties described in his class specification, any other duties which are of similar kind and quality, and any duties of lower classes in the same occupational series or in other series which have similar characteristics. D. Qualifications statements. The qualifications statements in each class specification establish requirements that must be met by an individual before consideration for appointment or promotion to a position in the class. Common alternative combinations of education, training or experience are specified in the class specifications. However, other combinations may be qualifying, if deemed equivalent by the director. Personal suitability qualifications commonly required by any employee occupying a position in any class, such as good character, loyalty, honesty, demeanor, industry, amenability to supervision, and willingness to cooperate with associates shall be qualifications Anchorage, Alaska, Code of Ordinances Page 14

15 PART 2. RULE 2, ADMINISTRATION AND MAINTENANCE OF CLASSIFICATION PLANS required for each class, even though such traits may not be specifically mentioned in the specifications. (AO No ; AO No , 3, ) Class titles. A. Official class titles. Each of the titles specified in the classification plans is used to identify a class of positions and shall be used also as the official title to identify each individual position of the class. The class title shall be used to designate positions or employees in all budget estimates, payrolls, personnel records, reports and other official titles to identify each individual position of the class. The class titles only will be used on all official records required in administering this chapter. B. Working titles. For the purposes of external relations, or other purposes not relating to personnel administration, any suitable working title may be used, provided that such title is not similar to, or may be confused with, any standard class title other than the one by which the position involved is officially designated. C. Class levels. The class titles are generally indicative of the work of the class and of the level of its importance and responsibility. Where Roman numerals are affixed at the end of a title to indicate level within an occupation subseries, the higher numbers represent the higher levels. The Roman numerals affixed to titles in one subseries have no relation to those in titles of another subseries, and different titles with the same Roman numeral may properly be at different grade levels. (AO No ) Allocation and reallocation of positions. The mayor shall have authority to allocate and reallocate positions. The director shall recommend to the mayor, with the advice and assistance of agency heads, allocation of new positions and reallocations of existing positions to classes he finds appropriate by comparison with class specifications and position descriptions, and consideration of other factors affecting classification such as organizational location of positions and relationships to other positions. The agency heads' recommendations will accompany that of the director. A. Classification actions. Classification actions are of the following types: 1. Reclassifications are reallocations of positions from one class to another as a result of changed duties, responsibilities or authority of a position either through direct reassignment by management or through structured development as in flex staffing. 2. Range changes are an adjustment affecting all positions in a class and result from reasons such as amendment of the pay plan, necessity to provide for internal equity, or continuing recruitment difficulty where it is necessary to maintain the competitive posture of the municipality in attracting and retaining well-qualified persons. 3. Title changes result solely from the adjustment of the title for a class of positions to meet the requirements of section and do not necessarily require any change in the qualifications or range assigned to the class. B. Organizational changes. The agency head, with approval of the mayor, may establish, abolish or change organizational units within the agency in the interests of economy and efficiency in accordance with sound administrative practice and principles. Any personnel action resulting may be requested only after appropriate allocation or reallocation action has been approved by Anchorage, Alaska, Code of Ordinances Page 15

16 PART 2. RULE 2, ADMINISTRATION AND MAINTENANCE OF CLASSIFICATION PLANS the mayor. Reorganizations requiring ordinance changes will be submitted to the assembly for approval. C. Change in type of position. There exist four separate types of positions: executive, regular fulltime, regular part-time, and temporary. Requests to change the allocation of a position from one of the four types defined in section to another shall be accomplished by the deletion of the position in the old type and creation of a position in the new type. An employee who occupies a position which is deleted in accordance with this section shall have the benefit of the reemployment preference and displacement rights as provided in section B. (AO No ; AO No (S-1)) Review of allocations. A. Periodic review. The director shall provide for a systematic and periodic review of positions in the classified service for the purpose of reallocating positions when duties and responsibilities and authority have changed substantially, or when current allocations are found to be in error. B. Employee requests. Employees shall have the right to the consideration of requests they may have regarding the application of the classification and pay plans to their position. The employee shall make his request through his agency head, who shall forward the request with his comments and recommendations concerning the appropriate allocation to the director for his review. The employee and the agency head will be advised in writing on the disposition of the request. (AO No ) Establishment of positions. A. Generally. No person may be appointed, reappointed, reinstated, rehired, transferred, demoted or promoted except to an established position for which a classification, position control number, salary range and minimum qualifications have been assigned. A position shall be established: 1. By direct approval of the mayor through allocation action recommended by the director after certification that funds are available. 2. By assembly approval of the new position in the budget and subsequent allocation of that position by the mayor. 3. By the director for a period not to exceed 60 days pursuant to written certification by the agency head that such a position is necessary and that funds are available and a finding by the director that a classification already exists to which such a position may be allocated. B. Allocation and reallocation requests. Agency heads shall submit requests for allocation and reallocation actions to the director. This request shall be accompanied by a position description which shall set forth duties, responsibilities and other essential information and also an organization chart which shall clearly identify the affected position and its relationship to other positions. C. Official position description. The position description and agency request for action as a cover sheet, with the approved class, class code, range, position control number and effective date, shall constitute the official position description. Copies of all position descriptions shall be retained in the personnel office and agency concerned. A copy shall be given to the incumbent of the position. D. Effective date of allocation or reallocation action. Allocation actions which officially establish positions become effective on the date designated by the mayor. Reallocation actions which change the classification, range assignment or title of a position become effective on the date designated by the mayor. Copies of the official position description will be furnished to the agency following approval. Anchorage, Alaska, Code of Ordinances Page 16

17 PART 2. RULE 2, ADMINISTRATION AND MAINTENANCE OF CLASSIFICATION PLANS 1. When a position which has been reallocated is vacant on the effective date of such reallocation, recruitment action may then be initiated in accordance with rule If a position which has been reallocated is filled, and the incumbent meets the minimum qualifications for the newly allocated classification, the incumbent will remain in the position and be paid in accordance with rule 12. (AO No ; AO No (S-1); AO No , 5, ; AO No , 4, ) Exempted positions. Positions may be established outside the classification plans referenced in AMC and outside the collective bargaining units established in AMC in response to the need to use the municipal payroll system to compensate individuals for work performed for organizations outside the executive organization described in chapter 3.20, as a result of agreements reached between the municipality and those organizations. Positions in grant funded programs which provide services to other governmental organizations are an example of exempted positions. Incumbents in exempted positions are not hired in accordance with this chapter and are not entitled to any benefits or credited service under this chapter. (AO No , 2, ) Anchorage, Alaska, Code of Ordinances Page 17

18 PART 3. RULE 3, RECRUITMENT PART 3. RULE 3, RECRUITMENT General policy Request for recruitment Recruitment announcements Deadline for receipt of applications Coordination with union hiring halls General policy. A. Except for executive employees, the director shall recruit all candidates for employment. B. The most qualified applicant shall be appointed to a position without discrimination based on race, national origin, color, age, religious creed, sex, political affiliation, marital status, disability or other criteria prohibited by law, except when the essential requirements of the position constitute a bona fide occupational qualification necessary to proper and efficient performance, and such performance cannot be accomplished through reasonable accommodations. C. Position vacancies shall be filled by promotion from within the municipal service whenever practicable and in the best interest of the service on the basis of most qualified. This policy is observed so that employees and the public will regard municipal service as a career, efficiency and ability will be recognized, and turnover of personnel will be minimized. Applicants for promotions must meet minimum qualifications for the vacant positions as described in the recruitment announcement. D. Veterans, as defined in AMC , possessing the necessary minimum qualifications for a given job classification are eligible for an opportunity to interview for a position during an open competitive recruitment. In addition to certifying the top five recruitment applicants for interviews, the Municipality will forward an additional (not to exceed five) top ranked veteran applicants to interview for each vacant Municipal position subject to this Section. E. Qualified disabled persons shall be encouraged to apply for municipal employment, but such a condition shall not entitle any person to an appointment. (AO No ; AO No (S-1); AO No , 6, ; AO No (S), 2, ) Request for recruitment. Agency heads shall notify the director as far in advance as possible of the need to fill a vacated or a new position. Upon receipt of the request, the director shall approve the method for filling the position as set forth in section B. (AO No ) Anchorage, Alaska, Code of Ordinances Page 18

19 Recruitment announcements. TITLE 3 ADMINISTRATION PART 3. RULE 3, RECRUITMENT A. Contents and distribution. When necessary to recruit for a position vacancy, the director shall circulate a recruitment announcement. The announcement shall specify the title and salary range of the class or position, the minimum qualifications required, the final date on which applications will be accepted, the type of examination and other pertinent information and requirements. Every reasonable effort shall be made to attract qualified persons to compete in the examination. Copies of announcements shall be furnished to the appropriate bargaining unit representative. Copies may also be sent to public officials, educational institutions, professional and vocational societies, newspapers and other individuals or organizations and media consistent with obtaining qualified applicants. B. Circulation. Recruitment announcements shall be circulated as follows: 1. Agency: only within the agency to which the position is assigned. 2. Organization: only within the municipal work force. 3. Open-competitive: both within the municipal work force and publicly. C. Procedure for issuance. The director in consultation with the agency head shall issue an appropriate recruitment announcement based upon his determination that the best qualified persons are likely to be available in that group and in accordance with the following procedures: 1. Agency announcement. When an examination is restricted to employees within a particular agency, the examination will be announced on an agency basis only. Recruitment announcements will be published for no less than five working days. A temporary employee may not compete for a position that is announced on an agency basis only. 2. Organization announcement. When an examination is restricted to employees in the municipal service, the examination shall be announced to the municipal work force. Announcements shall be circulated for no less than five working days. 3. Open-competitive announcement. Open-competitive announcements will be published for no less than seven working days. Applications may be received from any persons who wish to apply, including municipal employees. D. Continuing announcements. Open examinations may be announced on a continuing basis at the discretion of the director, without a designated closing date for receipt of application, under two conditions: 1. When experience shows that vacancies occur frequently enough in a particular class that candidates should be available immediately on an ongoing basis to avoid interference with municipal services. A class announcement designated under this provision will indicate to applicants that they will be considered for future vacancies based on their initial application. Applications so received may be retained in a special continuing file. Only those applications already received and on file with recruitment and examination as of the date applicants are to be certified will be considered for the filling of the vacancy. A continuing announcement under this subsection will apply to all vacancies that occur within the designated class until such time as the class is withdrawn from continuous recruiting. 2. When it is anticipated the designated seven working days for publishing an announcement, open-competitive, may not be adequate for generating qualified applicants. A continuing opencompetitive announcement designated under this subsection will indicate that the period for application will be open until further notice. When an appropriate number of qualified applications have been received or upon request by the requisitioning agency, a notice closing the announcement shall be published providing an additional 24-hour period for final receipt of applications. Applications received after the 24-homployee to timely submit written notice of his Anchorage, Alaska, Code of Ordinances Page 19