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HomeMy WebLinkAboutAdministration-Personnel Matter ELIZABETH A. NEVILLE TOWN CLERK REGISTRAR OF VITAL STATISTICS MARRIAGE OFFICER RECORDS MANAGEMENT OFFICER FREEDOM OF INFORMATION OFFICER OFFICE OF THE TOWN CLERK TOWN OF SOUTHOLD Town Hall, 53095 Main Road P.O. Box 1179 Southold, New York 11971 Fax (631) 765-6145 Telephone (631) 765-1800 southoldtown.nor thfork.net THIS IS TO CERTIFY THAT THE FOLLOWING RESOLUTION WAS ADOPTED AT A REGULAR MEETING OF THE SOUTHOLD TOWN BOARD HELD ON AUGUST 1, 2002: WHEREAS, it is the policy of the Town Board to administer personnel matters through the Accounting & Finance Department; now therefore, be it RESOLVED that the Town Board of the Town of Southold hereby RESCINDS their resolution of May 30, 1995 with regard to "Policy on Administration of Personnel Matters"; and be it FURTHER RESOLVED that the Town Board hereby adopts as POLICY ON ADMINISTRATION OF PERSONNEL MATTERS/the attached ',General Procedures to Fill an Employment Position" and Memorandum of New Employee Recommendation. Elizabeth A. Neville Southold Town Clerk ELIZABETI{ A. NEVILLE TOWN CLERK REGISTRAR OF VITAL STATISTICS MARRIAGE OFFICER RECORDS MANAGEMENT OFFICER FREEDOM OF INFORMATION OFFICER Town Hall, 53095 Main Road P.O. Box 1179 Southold, New York 11971 Fax (631) 765-6145 Telephone (631) 765-1800 OFFICE OF TI-IL TOWN CLERK TOWN OF SOUTHOLD THIS IS TO CERTIFY THAT THE FOLLOWING RESOLUTION WAS ADOPTED AT A RECULAR MEETINC OF THE SOUTHOLD TOWN BOARD HELD ON AUCUST 1, 2000: WHEREAS. it is the policy of the Town Board to administer personnel matters through the Accounting S Finance Department; now therefore, be it RESOLVED that the Town Board of the Town of Southold hereby RESCINDS their resolution of May 30, 1995 with regard to "Policy on Administration of Personnel Matters"; and be it FURTHER RESOLVED that the Town Board hereby adopts as POLICY ON ADMINISTRATION OF PERSONNEL MATTERS/ the attached "Ceneral Procedures to Fill an Employment Position" and Memorandum of New Employee Recommendation. A. Neville Southold Town Clerk August 1, 2000 ~ . John A. Cushman CENTRAL DATA PROCESSING John Sepenoski 53095 Route 25 P.O. Box 1179 Southold, New York 11971-0959 Telephone (631) 765-4333 E-mail: accounting~southold, org CENTRAL DATA PROCESSING Telephone (631) 765-1891 E-mail: dataprocessing@southold.org Fax (631) 765-1366 TOWN OF 8OUTI-IOLD OFFICE OF THE SUPERVISOR GENERAL PROCEDURES TO FILL AN EMPLOYMENT POSITION 4~ The Departmem Head notifies the Acco'mating Dept. that a position needs to be filled. The Accounting Department detemfines if a position is available. If a position is available, go to step #7. If a position is not available, the Department Head prepares a draft description of duties, responsibilities and rain/mum qualifications and submits same to the Accounting Dept. From the draf~ description of duties, responsibilities and minimum qualifications prepared by the Department Head, the Accounting Dept. prepares a Duties Statement for the position and indicates the number of positions requested. After the Supervisor signs the Duties Statement, it is then submitted to the Suffolk County Department of Civil Service for classification (e.g., Competitive, Non-Competitive, Exempt or Labor), appropriate title verification or revision. The Department of Civil Service rems the Duties Statement to the Accounting Department with the title indicated, the classification and the Duties Statement number. If this is not a new tire, go to step #7. If classified as a new tire, the Supervisor notifies the CSEA President of the Town's intent to create a new position and rate. The CSEA is given fffieen (15) days to meet with the Supervisor to discuss the new title and provide input on the salary rate for same. The Town Board considers the input provided by the CSEA for the salary, then creates the position and sets the salary of same by resolution. For positions classified as Competitive and full-time, the Accounting Dept. requests a "List of Eligibles" from the Department of Civil Service. For positions classified as Non-Competitive, Exempt or Labor, or for part-time or seasonal positions, a newspaper ad may be placed, but the Town Board must approve placement of the ad by resolution before the ad is placed. Page 1 of 2 8. Upon receipt of the "List of Eligibles" or after the due date for applications, the Aceotmting Dept. coordinates a date and time for interviews with the Department Head and secures the Conference Room for that date/time. The Accounting Dept. then canvasses the list, posts the position, maintains a list of responses and schedules interviews with prospective candidates. 9. The Department Head conducts the interviews along with those Town Board members wishing to participate. 10. Upon I!. completion of interviews, the Department Head sends a written recommendation, utile'rig the attachedfo,n, to the Accounting Department. The Accounting Dept. prepares a resolution for consideration to the Town Board. The morning after the Town Board meeting, the Town Clerk's Office notifies tine Accounting Department of all Board approvals and subsequently forwards appropriate approved resolutions to the Accounting Department. The Accounting Department then notifies the Department Head of any Board decisions pertaining to his department regarding personnel confuming the start date, position title and salary. In turn, the Department Head notifies the new ettlployee of the Board's action. The Accounting Department then sends a follow-up letter to the new employee with a packet of paperwork to be completed and sends letters of regret (to those who interviewed for the position but were not hired.) Once an individual is Board approved for a position with the Town and .all required paperwork is received by the Accounting Department, said employee's im~ormafion is entered in the computer system for payroll processing. Page 2 of 2 <' ~ ,'~ 3ohnA. Cushman CENTRAL DATA PROCESSING John Sepenoski 53095 Route 25 P.O. Box 1179 Southold, New York 11971-0959 Telephone (631) 765-4333 E-mail: accounting@southo!d.org CENTRAL DATA PROCESSING Telephone (631) 765-1891 E-mail: dataprocesshag@southold.org Fax (631) 765-1366 TOWN OF SOUTI-IOLD OFFICE OF THE SUPERVISOR MEMORANDUM TO: John Cushman Accounting Department FKOM: DATE: RE: New Employee Recommendation I am recommending that the following person be hired by the Town of Southold: Name: Position: (Please ~inO Department: Salary: per Start Date: Chec~ One: Full-Time Part-Time Seasonal --. (If seasonal, indicate start and end dates: __ to ACCOUNTING & FINANCE DEPT. John A. Cushman, Town Comptroller Telephone (63J_) 765-4333 Fax (631) 765-1366 E-ma/l: accounting~town.southold.ny.us TOWN HALL ANNEX Feather HilI, Building J_0 620 Traveler Street P.O. Box 1179 Southold, NY 11971-0959 TO~q'q' OF SOUTHOLD OFFICE OF THE SUPERVISOR MEMORANDUM GENERAL PROCEDURES TO FILL AN EMPLOYMENT POSITION The Department Head notifies the Accounting Dept. that a position needs to be filled. The Accounting Department determines if a position is available. If a position is available, go to step//7. If a position is not available, the Department Head prepares a draft description of duties, responsibilities and m'mimum qualifications and submits same to the Accounting Dept.. From the draft description of duties, responsibilities and minimum qualifications prepared by the Department Head, the Accounting Dept. prepares a Duties Statement for the position and indicates the number of positions requested. After the Supervisor signs the Duties Statement, it is then submitted to the Suffolk County Department of Civil Service for classification (e.g,) Competitive, Non-Competitive, Exempt or Labor), appropriate: title verification or revision. The Department of Civil Service returns the Duties Statement to the Accounting Department with the title indicated, the classification and the Duties Statement number. I£this is not a new, title, go to step #7. If classified as a new title, the Supervisor notifies the CSEA President of the Town's intent to create a new position and rate. The CSEA is given fifteen (15) days to meet with the Supervisor to discuss the new title and provide input on the salary rate for same. The Town Board considers the input provided by the CSEA for the salary, then creates the position and sets the salary of same by resolution. For positions classified as Competitive and full-time, the Accounting Dept. requests a "List of Eligibles" from the Department of Civil Service. For positions classified as Non- Competitive, Exempt or Labor) or for part-time or seasonal positions, a newspaper ad may be placed, but the Town Board must approve placement of the ad by resolution before the ad is placed. Page 1 of 2 8. Upon receipt of the "List of Eligibles" or after the due date for applications, the Accounting Dept. coordinates a date and time for interviews with the Department Head and secures the Conference Room for that date/time. The Accounting Dept. then canvasses the list, posts the position, maintains a list of responses and schedules interviews with prospective candidates. 9. The Department Head conducts the interviews along with those Town Board members wishing to participate. 10. Upon completion of interviews, the Department Head sends a written recommendation, utilizing the attached form, to the Accounting Department. The Accounting Dept. prepares a resolution for consideration to the Town Board. 11. The morning after the Town Board meeting, the Town Clerk's Office notifies the Accounting Department of all Board approvals and subsequently forwards appropriate approved resolutions to the Accounting Department. 12. The Accounting Department then notifies the Department Head of any Board decisions pertaining to his department regarding personnel confirming the start date, position title and salary. In tm'n, the Department Head notifies the new employee of the Board's action. The Accounting Department then sends a follow-up letter to the new Employee with a packet of paperwork to be completed and sends letters of regret (to those who interviewed for the position but were not hired.) 13. Once an individual is Board approved for a position with the Town and all required paperwork is received by the Accounting Department, said employee's information is entered in the computer system for payroll processing. Page 2 of 2 ACCOUNTING & FINANCE DEPT. John A. Cushman, Town Comptroller Telephone (631) 765-4333 Fax (631) 765-1366 E-mail: accounting@town.southold.ny.us TOWN HALL ANNEX Feather Hill, Building 10 620 Traveler Street P.O. Box 1179 Southold, NY 11971-0959 TOWN OF SOUTHOLD OFFICE OF THE SUPERVISOR MEMORANDUM TO: FROM: DATE: RE: John Cushman Accounting Department New Employee Recommendation I am recommending that the following person be hired by the Town of Southold: Name: Position: Department: Salary: Start Date: Check One: (Please PrinO per Full-Time Part-Time Seasonal (If Seasonal, indicate start and end dotes: __ to ) ACCOUNTING & FINANCE DEPT. 3olxn A. ~'ushman, Town Comptroller Telephone (631_) 765-4333 Fax (631) 765-1366 E-mail: accounting@town.southold.ny.us TOWN HALL ANNEX Feather Hill, Building 10 620 Traveler Street P.O. Box 1179 Southold, NY 11971-0959 TO: FROM: DATE: RE: TOWN OF SOUTHOLD OFFICE OF THE SUPERVISOR All Department Heads John Cushman Accounting Department June 28, 2000 Procedure for Hiring New Personnel Attached is an updated listing regarding the procedure for hiring new employees. Please note item #10 that refers to the attached "New Employee Recommendation" form. This form should be duplicated, completed and sent to the Accounting Department after the interview process. Also note item #12 -- it is the Department Head's responsibility to notify the new employee of the Board's action the morning after the Town Board meets. Thank you. Is Attachments JUDfI~Ii T, TEllRY TOWN CI,ERK REGISTRAR OF VITAL STATIS~gICS i~LRRIAGE OFFICER RECORDS MANAGEMENT OFFICER FREEDOM OF INFORMATION OFFICER Town ~T~t, 53095 M~n Road P.O. Box 1179 Southnld, New York 11971 Fa~ (516) 765-1823 TeIept~ne (516) 765-1800 OFFICE OF THE TOWN CLEIIK TOWN OF SOUTHOLD THIS iS TO CERTIFY THAT THE FOLLOWING RESOLUTION IIAS ADOI~-ED BY THE SOUTHOLD TOWN BOARD AT A REGULAR MEETING HELD ON MAY 30. I995: ~ POLICY ON ADMINISTRATION OF PERSONNEL MATTERS WHEREAS, it is the policy of the Town Beard to administer personnel matters through the Accounting $ Finance Department; .now. therefore, be it RESOLVED that the Accounting & Finance Department staff shalI be responsible for notifying in a timely manner both successful and unsuccessful candidates following appointment decisions of tine T~wn E~oard, except in the case of appointments to Committees. Planning Board, Board of Appeals. Ethics Board, and any other non-remunerated position, in which case the responsibility for notifying candidates rests with the Tow,~ Board's Standing Committee on Personnel. J(~ditf, T. Terry Southold Town C]er~ May 31, 1995