HomeMy WebLinkAboutEmployment ProceduresTO: All Department Heads
FROM: John Cushman
Accounting Department
DATE: June 28, 2000
RE: 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
MEMORANDUM
GENERAL PROCEDURES TO FILL AN EMPLOYMENT POSITION
1. The Department Head notifies the Accounting Dept. that a position needs to be filled.
2. 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 minimum qualifications and submits same
to the Accounting Dept..
3. 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.
4. The Department of Civil Service returns the Duties Statement to the Accounting
Department with the title indicated, the classification and the Duties Statement number.
5. If 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.
6. 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.
7. 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.
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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
, the Department Head notifies the new employee of the Board’s
and salary. In turn
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.
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MEMORANDUM
TO: John Cushman
Accounting Department
FROM: _______________________________
DATE: _______________________________
New Employee Recommendation
RE:
* * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * *
I am recommending that the following person be hired by the Town of Southold:
Name: __________________________________________
(Please Print)
Position: __________________________________________
Department: __________________________________________
Salary: ___________________ per ___________________
Start Date: __________________________________________
Check One: Full-Time _______
Part-Time _______
Seasonal _______ (If seasonal, indicate start and end dotes: ______ to______)
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
RESOLVEDRESCINDS
that the Town Board of the Town of Southold hereby their resolution
of May 30, 1995 with regard to “Policy on Administration of Personnel Matters”; and be it
FURTHER RESOLVEDPOLICY ON
that the Town Board hereby adopts as
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