HR for Municipalities Iowa Municipal Finance Officers Association

Transcription

1 HR for Municipalities Iowa Municipal Finance Officers Association April 19, 2018 Recruiting The way we always have done it -no longer practical Think outside the box Evaluate the perception of solid waste 1

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3 Job Descriptions Foundation for hiring process Create interview questions Set the expectation and responsibilities Define the essential functions of the position (ADA & ADAAA) Job Descriptions Heading Summary Duties/ Responsibilities Qualifications Physical Demands 3

4 Interviewing Important part of hiring process Candidate meets qualifications, requirements Ask the same general questions of all candidates Omit discriminatory topics Disregard the information or redirect if candidates share Do not ask any thing that would disclose the applicant as member of a protected class. Are you legally eligible to work in the United States? Can you with/without reasonable accommodation perform the essential functions of the job? If hired, can you provide proof your are 18 years of age? Have you ever worked under another name? Explain the work schedule, ask the candidate if they have any problems working the schedule. Are you a United States citizen? Do you have any physical or mental disabilities? How old are you? Gender related questions Do you have children, plan on having children? What is your religious affiliation? 4

5 Iowa-4+ EE Federal-15+ EE Sex Race Color National Origin Religion Retaliation Creed Age (18) Disability (Mental or Physical-including Pregnancy) Sexual Orientation Gender Identity Sex Race Color National Origin Religion Additional Acts cover The Age Discrimination in Employment Act (40) The Pregnancy Discrimination Act (pregnancy, childbirth and related medical conditions) Title VII of 1964 Civil Rights Act Iowa Civil Rights Act 1965 Legal obligation to maintain a workplace free from harassment Age Color Creed Gender Identity Mental Disability National Origin Physical Disability Race Religion Retaliation Sex/Pregnancy Sexual Orientation 300 days from last discriminatory/unfair practice to file a claim 5

6 Pre-Employment Assessments Skills Assessment Physical Fitness Physiological Fitness *Consistency in exams. No medical inquiries. Background Checks Provide a defense against negligent hiring Verification of job/educational history Motor Vehicle Check Reference Check Credit Check Criminal History Have been convicted of a crime in the last seven years? vs. Have you had a conviction where the courts jurisdiction is pending, continuing or has ended in less than seven years? 6

7 Benefits 4/17/2018 New Hire-Checklist Orientation Short term Initial tools/information to start position Onboarding Long term Ongoing tools/information to be successful Engaged employees Customer Service Employee Attitudes Improved Length of Employment Employee Communication 7

8 Handbooks Provide on day-one Go-to reference for policies/procedures User-friendly Adapt to your culture/expectations Not one-size-fits-all Employee Handbook Checklist 8

9 FLSA Recordkeeping Records that are required for non-exempt employees: Employee's full name and social security number Address, including zip code Birth date, if younger than 19 Sex and occupation Time and day of week when employee's workweek begins Employers are required to display an official poster outlining the provisions of the Fair Labor Standard Act FLSA Recordkeeping Hours worked each day Total hours worked each workweek Basis on which employee's wages are paid Regular hourly pay rate Total daily or weekly straight-time earnings Total overtime earnings for the workweek All additions to or deductions from the employee's wages Total wages paid each pay period Date of payment and the pay period covered by the payment 9

10 Does the firm have 10+ paid employees? (includes FT/PT, seasonal and paid volunteer firefighters) NO Firm doesn't need to post an OSHA 300A log. (Firm should still track workplace injuries) YES Firm must have an OSHA 300 log for each establishment. (OSHA 300 logs must be kept for a minimum of 5 years) Firm must post an OSHA 300A Summary at each establishment, from February 1 to April 30 in a common area. (OSHA 300A summaries must be kept for a minimum of 5 years) OSHA 300 Log and 300A Posting Does the establishment have 250+ employees? NO Does the establishment have employees? NO Does the establishment have <20 employees? YES YES YES Is the establishment's primary NAICS, considered high risk by OSHA? E-Filing/Online Reporting Required YES NO No E- Filing/Online Reporting Required Firm: Employer (city, county, agency, etc.) Establishment: Location at the firm (city hall, courthouse, police station, library, secondary roads, etc.) OSHA E-Filing/Online Reporting 10

11 Communication Training Evaluation Training Satisfaction/ Morale Productivity/ Efficiency Safety 11

12 Evaluations Quality Accountability Communication Common Employee Issues Policy/Procedure Performance Violation Behavior/Conduct Absenteeism/Tardiness 12

13 Effects of Problem Employees Increased absenteeism Decreased productivity Increased health-care cost High employee turnover Poor public view Litigation costs Poor work environment/morale Corrective Explain the Issue Listen Policy Violated Document Set Expectations Prior Performance Issues 13

14 Documentation Protects the City Provides a record Establishes patterns of behavior Notify the Employee Provides areas to improve Provides support for a promotion or salary increase Helps make better decisions Documentation Do Follow the policy List first and last names Just the facts Set expectations Provide tools for success Be consistent Be detailed Date documentation Don t Abbreviate Be subjective Wait Backdate Rush Be inconsistent Be too vague Have important conversations via text or 14

15 Discipline Just Cause Policy Immediate Hot Stove Progressive Prior to Termination 15

16 Exit Interviews Information about what is going well and areas to improve Conducted by human resources or impartial person Information that can be acted upon Assure the employee there are not negative consequences from honest feedback. Final Check Code of Iowa Chapter 91A.4 What questions do you have? Lisa A. Mart SPHR, SHRM-SCP (515)