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Recruiting, Interviewing, Onboarding (PER-20, Rev. 3)CITY OF DELRAY BEACH ADMINISTRATIVE POLICIES AND PROCEDURES DEPARTMENT: SUBJECT: REVISION: APPROVED BY: PURPOSE Human Resources Recruiting,Interviewing, POLICY NUMBER: SUPERSEDES: EFFECTIVE DATE: PER-20 Rev.2 10/28/24 Terrence Moore,City Manager The City of Delray is dedicated to creating a highly qualified,culturally diverse workforce focused on serving internal and external customers.This policy is designed to establish uniform and consistent procedures for recruiting,interviewing and onboarding that adhere to the provisions of the Fair Labor Standards Act (FLSA), Veterans Preference,Americans with Disabilities Act (ADA)and other applicable statutes. The Human Resources Department is responsible to ensure that all of the requirements specified in this policy are carried out so that only the most qualified individuals are hired as employees with the City of Delray Beach. Selection standards will be job-related,uniformly applied,and provide equal opportunity for all to compete. DEFINITIONS Applicant -Any individual who has applied for a position with the City of Delray Beach that has been posted on the City's website.An applicant may include a current City employee who is applying for a new position. Qualifications -The work experience,skills,level of education,etc.required for each position that are listed on the job posting and on the job description. Testing -Assessments used to evaluate the knowledge,skill,abilities and other relevant criteria of applicants that are required to be completed before an applicant is eligible to be referred to the hiring department for consideration. Candidate Tracking Report-A list of all applicants who were referred to the hiring department for consideration and notes each applicant's Veterans Preference status. Internal Job Posting Job postings that are only available to current City employees. POLICY It is the policy of the City of Delray Beach to post every open position externally on the City's website or internally on the employee-only site and to utilize an online application process.Paper applications will not be accepted.The City will only consider those applicants who meet the minimum qualifications of a position. PROCEDURE A.RECRUITING 1.In order to begin recruiting for any position -new,vacant,or soon to be vacant -the designated employee in the hiring department will open a requisition in the online application system. Recruiting,Interviewing,Onboarding PER 20 Rev.2 Page 2 of 3 Requisitions are approved by the Department Head or designee,Human Resources Director or designee,Budget Administrator or designee. 2.Requisitions will only be accepted for positions with a job description approved by the Human Resources Director.Department Heads who plan to add a new position to their budget will follow the Position Classification Instructions form,available from the Human Resources Department. 3.Once a requisition has been approved,the Human Resources talent acquisition staff will consult with the hiring manager to determine the posting requirements.External job postings must remain active for a minimum of three (3)days while internal job postings must remain active for a minimum of five (5)days.Positions that may be challenging to fill may be posted for up to 30 days.No re- postings will be authorized;a new requisition must be submitted. 4.Only applications received through the online system may be considered. 5.The City of Delray Beach will request information on the application about prior criminal convictions for positions in the Parks and Recreation Department and the Police Department due to the nature of the positions within each department. 6.Once a posting has been activated,job bulletins will be distributed to all administrative assistants to post on departmental bulletin boards.In addition,job postings will be advertised to all City employees via their City email. 7.Advertisement on professional organizations'job boards will be coordinated by the Human Resources talent acquisition staff in consultation with the hiring manager. 8.Human Resources talent acquisition staff will utilize scoring plans in the online application system to determine which applications meet minimum qualifications.Qualified applicants will be referred to the hiring manager for consideration.If skills testing is required,Human Resources will contact qualified candidates and schedule the assessment.Candidates who receive a passing score will be moved forward in the process.Job descriptions may state that a "comparable combination of education,training,and experience which provides the requisite knowledge,skills,and abilities for this position may be substituted for the minimum qualifications."Human Resources,in consultation with the hiring manager,may refer applicants with a comparable combination of education,training, and experience for a position if so authorized in the job description. 9.Once a posting has closed,Human Resources will send a Candidate Tracking Report to the hiring department,listing all applicants who have been referred for consideration.Candidates claiming Veterans Preference,along with internal candidates and former employees,will be noted on the form. B.INTERVIEWS 1.The hiring manager is tasked with selecting and scheduling the applicants they desire to interview. The hiring manager shall prepare an interview list that includes any referred applicants claiming Veterans Preference that meet the same minimum qualifications as any other applicants selected to be interviewed.Refer to PER-14 Veterans Preference for specific regulations. 2.Interview questions must be reviewed and approved by Human Resources prior to all job interviews. A standard interview scoring form provided by Human Resources must be used. Recruiting,Interviewing,Onboarding PER 20 Rev.2 Page 3 of 3 3.Interviews will be conducted by a panel selected by the hiring manager.The panel should strive to include a diverse group of interviewers as well as subject matter experts.A Human Resources representative will participate in all interviews. 4.The Human Resources representative will collect scoring sheets,ensure the forms are scored and totaled correctly and maintain the documents. C.HIRING AND ONBOARDING 1 .When the interview process is complete,the hiring manager will select their preferred candidate based on interview scores,feedback from the panel and the appropriate fit for the team.The hiring manager will complete the Candidate Tracking Report indicating the candidates who were interviewed,all interview scores and the preferred candidate.If the department is requesting to hire the candidate above minimum salary,a justification memo to the Human Resources Director must be attached.Starting salary above the minimum must be approved by the Human Resources Director and City Manager (if applicable)according to Administrative Policy PER-4 Classification and Pay Plans. 2.Once the salary has been approved,Human Resources will draft the letter of conditional employment and send it to the Department Head or designee for signature.Human Resources will then contact the candidate to discuss the job offer from the City.An offer letter will be sent to the candidate along with a secure link to the online Background Screening Consent,if applicable. 3.The pre-employment process will be conducted by Human Resources and consists of: •Background screening including a review of the Applicant's driver's license record; •Pre-employment physical including a test for Tuberculosis and nicotine; •The physical will include drug testing for safety-sensitive positions as defined in Administrative Policy PER-12 Comprehensive Drug and Alcohol Abuse Policy. •Verification of employment eligibility using the 1-9 form and E-Verify •Verification of employment history and reference checks.If the applicant has worked previously for a public agency,Human Resources will request the current personnel files in accordance with applicable public records laws. Specialized background checks,fingerprinting and polygraphs and/or psychological exams that are required by Fire-Rescue,Police,IT and Parks and Recreation will be scheduled by the hiring department.Results will be included in the applicant's personnel file in the event they are formally hired. 4.Any findings on a criminal background screening must be reported to the Human Resources Director for review in consultation with the Department Head. 5.When an applicant has completed all pre-employment steps,Human Resources will notify the hiring department and a start date will be selected.Start dates will be either the first or third Monday of the month in order to coincide with the City's new employee orientation schedule,unless otherwise approved by the Human Resources Director or designee. 6.The hiring department is responsible for sending the completed Employee Appointment Form to Human Resources and for submitting a Help Desk ticket for computer access. 7.Human Resources will be responsible for ordering ID/key cards for all new employees as may be required.Employee ID/key cards will be distributed during the new employee orientation.