APPLICABILITY & PURPOSE
This Personnel Management Regulation (PMR) defines the recruitment and application process associated with the hiring and promotion of all regular County of Marin employees covered by the Merit System.
CONTENTS
30.1 General
30.2 Recruitment Initiated
30.3 Existing Eligible List
30.4 Recruitment Planning
30.5 Promotional Recruitments
30.6 Announcement of Recruitments
30.7 Open and Continuous Recruitment
30.8 Entry Level Recruiting
30.9 Applications for Employment or Promotion
30.10 Qualifications of Applicants
30.11 Background Investigation
30.12 Disqualification of Applicants
APPROVAL
FORMS AND ATTACHMENTS
30.1 General
Recruitment processes as determined necessary will seek out and secure qualified individuals to apply for positions at all levels of the Merit System.
30.2 Recruitment Initiated
The department head will submit a completed Personnel Requisition Form to the Human Resources Department whenever a vacancy occurs or is anticipated. A Personnel Requisition Form is provided on the MINE, under Human Resources. Human Resources may also conduct recruitments as it deems necessary to provide a ready pool of qualified candidates.
30.3 Existing Eligible List
A. The Human Resources Department will verify the vacant, budgeted position or anticipated vacancy, and determine whether a current “eligible list” exists for the vacancy. “Eligible lists” are defined in PMR No. 31, Examination Process.
B. If a current eligible list exists, a certification list is generated and issued to the appointing authority or designee.
30.4 Recruitment Planning
A. The Human Resources Department staff will meet with the appointing authority or designee to review the duties and requirements of the position and plan the recruitment, examination, and selection processes and components. Underutilization of protected classes, affirmative action goals, and recruitment strategies are considered at this time as required by federal law.
B. The Human Resources Department will review the class specification for the position to determine the need for updating, and update as necessary.
30.5 Promotional Recruitments
When appropriate, as determined by the Director of Human Resources in consultation with the department head or designee, promotional examinations may be conducted. Competition will be limited to regular County employees who have completed their initial probationary period of six months (or probationary employees who have completed the first six months of an initial probationary period of longer than six months), or who have been laid off within the last two years in accordance with the provisions of County reduction in force procedures. Employees must possess the minimum qualifications for the class in which promotion is sought. Promotional recruitments may be countywide or departmental, as determined by the Director of Human Resources in consultation with the department head or designee.
30.6 Announcement of Recruitments
A. When a position in the Merit System becomes vacant, and a current eligible list does not exist, the Human Resources Department will post notice of such vacancy so it is readily accessible to County employees, employee organizations, and the public where applicable.
B. Recruitments shall remain open for a minimum of seven calendar days for promotional recruitments, and fourteen calendar days for open recruitments. Filing of applications may be limited to a designated period of time, such as the last day of the recruitment period only.
C. Insofar as reasonable, open recruitments will be conducted to obtain the best possible pool of candidates representative of the labor market for the position.
30.7 Open and Continuous Recruitment
Continuous recruitments for a given class may be announced by a single notice. Open and continuous recruitments may be closed at any time without further notice after a fourteen calendar day period has expired.
30.8 Entry Level Recruiting
When a journey level position vacates, the position may be filled by an entry-level recruitment. The recruitment level will be determined by the Director of Human Resources or designee in consultation with the department head or designee. Consideration will be given to providing County employees the opportunity for consideration of career development and upward mobility.
30.9 Applications for Employment or Promotion
Unless otherwise announced, all applications for employment or promotion must be made upon a standard County employment application form. Supplemental application questions may also be included. Each application must be signed by the applicant and certified that all statements contained therein are true and correct. All applications, resumes and documents pertinent to an application for employment or promotion become the property of the Human Resources Department. Final adjudication as to qualifications for a position rests with the Human Resources Department.
30.10 Qualifications of Applicants
A. In order to qualify for an examination and/or appointment, an individual must:
1. Meet all the general requirements pertaining to filing applications for positions;
2. Meet the additional requirements specified for the particular examination, and/or necessary for appointment including but not limited to education, experience and license; and
3. Prior to appointment meet the job related standards established by the County relative to the physical and/or psychological fitness requirements for the position.
30.11 Background Investigation
A. Candidates for County employment may be subject to appropriate investigation including but not limited to:
1. Employment history investigation.
2. Personal and character investigation, including credit history.
3. Fingerprinting.
4. Search of record of convictions, and for some classifications, search of record of arrest(s).
5. Post offer physical or psychological tests, including a drug and alcohol screen.
6. Driving record.
30.12 Disqualification of Applicants
A. The Human Resources Department may refuse to accept an application, to examine an applicant, or otherwise consider any person for employment and remove their name from an eligible or certification list who:
1. Is found to lack any of the announced requirements set forth in the bulletin announcing the examination, or the official class specification for the position.
2. Is physically or psychologically unfit to perform the duties of the position, and if the applicant is disabled, cannot be reasonably accommodated or would present a direct or imminent threat to the health or safety of self or others.
3. Is a current user of illegal drugs.
4. Has made false statements of material fact in the application for employment or who has, in any way, engaged in deception or fraud in connection with the application and/or examination.
5. Has improperly obtained knowledge of the content of an examination to which an applicant was not entitled.
6. Has used or attempted to use political influence, persons or other methods contrary to the meaning and intent of the Merit System in order to gain advantage in an examination, application or appointment
7. Is a relative by blood, marriage, domestic partnership, or marital type relationship subject to the nepotism policy set forth in PMR 20.2.
8. For any material cause which, in the judgment of the Director of Human Resources in consultation with the department head, would render the applicant unsuitable for the position, including a prior resignation from the County, termination from the County, failure of the probationary period, failure to pass the background for a same or similar position in the County, or a significant disciplinary action. In those cases, the applicant will be notified of such reasons.
APPROVAL
Effective Date: January 2005
Revisions No. : 0
Prepared By: Laura Armor
Approved: ss/Steve Kinsey, President, Board of Supervisors