HR-004 GENERAL HIRING PROCEDURES REVISED DATE: NOVEMBER 24, 2014 LAST REVISION: JULY 1, 2008 PURPOSE: The following procedure has been prepared to provide a guide in recruiting and hiring employees in the City of Hollywood. POLICY: The procedure contained herein is the City of Hollywood's general guidelines to ensure competition and broaden the diversity of qualified candidates. PROCEDURE: The following guidelines are to be followed for filling full-time regular Civil Service positions within the City of Hollywood. These guidelines may apply to part-time, grant, temporary, and other positions at the discretion of the Director, Human Resources (Flow charts follow for reference). 1. Operating Department or Office anticipates a vacancy and prepares a requisition. The originating Department or Office must complete the entire top portion of the City of Hollywood Personnel Requisition. a) Indicate the position status: full time, part time, regular, temporary, under-fill, seasonal, or grant funded. b) Indicate the days per week, the hours, and if shift work is required or likely in the working hours section. c) Indicate an open competitive or closed competitive recruitment preference. d) Under justification/special requirements, list any other information or needs that may be pertinent. Human Resources, in cooperation with the individual Departments, will be responsible for facilitating the process and has the ultimate responsibility for determining the type of recruitment, and/or other special requirements that may exist; however, a review of the EOAP goals at the initial stages is crucial to a successful recruitment process. Human Resources and individual Departments will ensure Equal Employment Opportunity and ADA accommodations are afforded as stated in policy HR-026 & HR-026:1 and HR-027 throughout the recruitment, hiring and employment process.
Personnel Requisition forms may be obtained through the forms in the WORD templates, intranet or from Human Resources. The properly completed Personnel Requisition should be sent to Human Resources who will then forward it to the Department of Financial Services for verification of the continued funding for this position. The requisition will only be approved if funding is available. 2. a) If no eligibility list exists, recruitment will ensue in accordance with the Civil Service Ordinance, applicable bargaining unit contracts and the procedures for applications and examinations as adopted by the Civil Service Board. This process will be followed through to the development of a certified Eligibility List. Veteran s preference will be followed in accordance with applicable laws as stated in policy HR-08 (Veteran s Preference). b) If an eligibility list exists, arrangements will be made to schedule the three (3) highest names on the Eligibility List (or more if the Eligibility List rules have been expanded by the Civil Service Board) for an employment interview. The employment interview should be conducted in accordance with the City of Hollywood Supervisor's Guide for Employee Selection which is also available from the Office of Human Resource and Risk Management and on the City s intranet. Veteran s preference will be followed in accordance with applicable laws as stated in policy HR-08 (Veteran s Preference). 3. If the selected applicant has indicated relationship to any City of Hollywood employee, the hiring authority must follow policy HR-10 (Employment of Relatives) and must demonstrate to the Director, Human Resources and the City Manager that it is in the best interest to hire the selected applicant. 4. If the selected applicant is a previous employee of the City of Hollywood, the hiring authority must follow policy HR-11 (Hiring of Former City Employees) and provide a written explanation to the Director of Human Resources and the City Manager from the applicant s last director or department supervisor (if available) that the selected applicant left under favorable conditions and it is in the best interest to hire the selected applicant. 5. The operating Department or Office may select one of the candidates from among those eligible; the hiring authority will perform and provide to Human Resources for review employment reference checks using the Human Resources reference check form for each employer for the last ten (10) years, if applicable. A minimum of three verifications should be obtained. Verifications can include a combination of employment and professional references. Information which should be obtained when conducting a verification include; dates of the applicant s employment, applicant s current or previous job title, applicant s eligibility for rehire, applicant s relationship to the person providing the verification (ie: direct supervisor, professional co-worker, etc.), quality of the applicant s work, applicant s relationships with coworkers and supervisors, and the reference s recommendation of hire of the applicant with the City of Hollywood. 6. Effective April 5, 2006, selected candidates for hire must sign an affidavit of non-tobacco use throughout their employment (HR-012:1). This affidavit must be signed by the applicant, notarized and included in the hiring packet.
7. At a minimum, a background check will be conducted on all City of Hollywood applicants/employees that consists of the following: a) Criminal history checks covering both the applicant/employee s home State and the United States. b) Level II criminal history checks will be conducted on applicant s working with children, the disabled or the elderly c) County court house searches d) Social Security Verification e) Sexual Offenders and Predators Check f) Department of Motor Vehicles Check g) Education verification h) Professional license and/or certification verification i) Employment verification j) Professional references k) Internet search of candidates names and/or aliases For City of Hollywood employees with fiscal oversight, involved in cash handling, authorizing large cash transactions, as well as Police Officers, Firefighters, Inspectors, and Code Enforcement Officers, an extensive Credit Check will be required. The background checks listed above will be carried out by Human Resources for all City of Hollywood employees with the exception of sworn/non-sworn police personnel whose entire background check will be conducted by City of Hollywood Police Department s background investigators. Certified/non-certified fire personnel background checks will be conducted by select fire personnel in conjunction with City of Hollywood Police Department background investigators. The results of which will be evaluated by the Human Resources Analyst, Human Resources Administrator, the Director of Human Resources, the Assistant City Manager/Police Chief and the City Manager. For City of Hollywood Public Safety related positions, a more in-depth series of background checks and testing will be conducted. For the City of Hollywood Police and Fire Rescue Departments the following additional checks and tests will be administered: a) Psychological Evaluation (Police Officers Only) b) Polygraph Examination (Police Personnel Only) c) Teletype - NCIC/FCIC database checks d) CCIS database check e) DAVID database check f) CLEAR database check g) Other Agency Check h) Neighborhood Check Psychological evaluations and polygraph examinations will be completed by outside professional agencies. The Teletype, CCIS, DAVID and CLEAR database checks as well as Agency checks will be the sole responsibility of City of Hollywood Police Department s Background Investigators. Either the Police or Fire department will conduct Neighborhood checks for their respective personnel. The results of these background checks and testing
will be evaluated by the Human Resources Analyst and approved Police Department personnel with recommendation for hire made by the corresponding Chief for approval by the City Manager. 8. Once an employment decision is reached, a conditional job offer with the appropriate salary is prepared. The prospective employee must be made aware the offer is contingent upon the successful completion of the background investigation and approval by the City Manager. To determine the appropriate salary see either the applicable bargaining unit contract or the compensation policy (HR-019) in this manual. The Department or Office Director should then complete the Proposed Hiring Decision and submit it to Human Resources. The Department/Office shall also prepare a Personnel Action Form in accordance with the following criteria: a) The effective date of action must be the date the employee actually starts work. This should remain blank until an employee has been approved for employment and the hiring Department/Office indicates when they will report to work. b) The Position Designator Number comes from Financial Services and is available in the Position Designator Control Listing. c) The employee's initial review date depends on the employment status and is addressed in HR-99-013021, and the AFSCME General Employee Organization Agreement. d) Both the Division and Department or Office Director must sign this form unless the position being filled is a Division Director position, in which case the Department/Office Director s signature will only be needed. 9. Upon receiving final approval from the City Manager, Office of Human Resources shall proceed to make arrangements for the appropriate medical and drug test examinations; for full-time, temporary, or part-time positions which are safety sensitive or are of such a physically demanding nature that a medical examination is required, candidates shall undergo and pass a medical examination to determine the candidate's physical health and fitness to perform the required essential functions. Each position classification in the City service is assigned to a Medical Examination Group which determines the scope of the medical examination required. The Office of Human Resources will be responsible for determining the scope of the examinations. Once results are received, the Department/Office will make the offer of salary/employment and arrange the date of employment with the City. 10. On or before the new employee s start date, the employee must report to Human Resources to complete appropriate paper work (W4, I9, direct deposit, etc). Human Resources will schedule the new employee for orientation at the first session available after employee's start date.
11. Operating Departments or Offices must ensure that the new employee is familiar with work rules, safety considerations, work schedules, where to report, and the expectations of the Department regarding the job tasks. 12. Operating Departments or Offices must then send decision letters to the candidates they interviewed and did not select. Revised 05/17/04, Revised 07/01/2008