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