Introducing the Commission Jean Atkinson, Chair Reappointed - - PowerPoint PPT Presentation

Introducing the Commission

— Jean Atkinson, Chair

Reappointed 7/2015

— Bertha Mullins, Vice Chair

Reappointed 6/2011

— Tray Abney, Commissioner

Reappointed 6/2013

— John Hester, Commissioner

Reappointed 7/2014

— Jenny Martinez, Commissioner

Reappointed 7/2015

— Paul Lane, Commissioner

Appointed 1 /2013

— Darrin Georgeson, Commissioner Reappointed 7/2015

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Introducing the Commission Staff

— Ric Bailey, Chief Examiner — Angie Ureta, Management Analyst — Kym Suh, Civil Service Technician

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Civil Service Commission

— Constituted by the Nevada State Legislature

— Article IX Reno City Charter

— Comprised of 7 City of Reno Citizens — Appointed by the Mayor, Confirmed by Council — Serve 5-year terms

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Role Of Civil Service Commission

— Independent Commission (By Design of Law)

— Autonomous Body -- Self Governing — Regulatory in Nature -- Ensure Fairness and Equity in all

aspects of the Selection / Retention Process

— Appeal Tribunal -- Provide employees opportunity for

Independent Review

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Role Of Civil Service Commission

— Responsible for the process through which People

Acquire and Hold Jobs within the Civil Service

— Authority Limited in Scope

— Do not Create Positions — Do not Assign Work or Determine How a Position will Function — Do not make Hiring Decisions — Provides Lists of Qualified People from which Hiring Decisions may

be made

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Legal Requirements

— Appointments must be made on the basis of

Relative Merit and Fitness

— Candidates enter through Open Recruitments

and Competitive Examinations

— Relative Rank judged based on use of Validated

Tests and Structured Hiring Processes

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This Is Important:

Ensures Compliance with Federal and State Law:

— U. S. Constitution — Title VII, Civil Rights Acts of 1964 and 1991 — ADA and Rehabilitation Act of 1973 — Uniform Guidelines on Employee Selection Procedures — Inter-government Personnel Act — NRS 281.370 — Reno City Charter, Article IX — Myriad of Court Cases – Resulted in Significant

Monetary / Loss Exposure

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This is Important:

Serves the Public’s Interest:

— All members of society have opportunity to compete for

these jobs.

— It helps to build diversity within the workforce –

reflective of the community served.

— Brings in new talent with fresh ideas and different

experiences from among the best qualified candidates.

— Serves to satisfy obligation for public accountability.

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How Does the Civil Service Hiring Process Work?

• Vacancy

Occurs

• Dept. Initiates

Requisition

Step 1

• Circulated for

Internal City Approval

(Budget/HR/CM)

Step 2

• Received by CSC
• Post, Evaluate,

Test, and Certify Names

Step 3

• Department

Interviews

• Makes Selection

Step 4

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Timeline for Hiring Process

FY 16 Through January 31, 2016

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Initiating Requisition and Obtaining Approval

Completion of CS Process

Completion of Interviews and Background Checks Time Between Selection and New Employee Start Date

Average # Calendar Days Based on Actual

25 Days 21 Days 48 Days 12 Days

Factors that Drive Process Time:

— Step 1: Initiating Requisitions

— Organizational Review/Restructuring — Busy with Other Demands

— Step 2: Requisition Approval Process

— Sequential Step Process – Relies on Different

Departments Coordinating Approvals

— May be Unanticipated/Unresolved Financial and/or

Classification Issues

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Factors that Drive Process Time:

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— Step 3: Civil Service Process

— Publish Announcements and Provide Public Notification — Compile Job Analyses Data / Linkages — Develop and Validate Testing Materials — Cross-Coordinate Multiple Schedules w/

Departments, Applicants, Subject Matter Experts, Testing Venues and Outside Assessors

— Step 4: Interview and Hiring Process

— Screen References and Conduct Background Checks

Why Use Job Analysis

— Job Analysis is a process which:

— Foundation for all assessment/selection decisions — Establishes/documents tasks and competencies

required for the job.

— Forms the basis for development of the test. — Is necessary to provide legal defensibility. — Enhances the utility of the product.

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Why Validate Tests

• Test Validity: Extent to which a test measures

what it suppose to measure.

• Uniform Guidelines: Use of off-the-shelf exams

are acceptable…. as long as the user can demonstrate a measurable connection between questions asked and the job for which that test is being used before the test is administered.

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CSC Staff Resources

Chief Examiner

• Mgmt. Analyst

(New Position – October 2015)

CS Technician

(0.6 FTE Recruitment /0.4 FTE Commission Support)

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Workload In Production Out

Civil Service Component

50 100 150 200 250 M a y 1 5 t h J u n e J u l y A u g u s t S e p t O c t N

• v

D e c . T h r

• J

a n . 3 1 Requisitions Received Hiring Lists Issued

FY 2016 to date

Simultaneously Underway: New Test Development / Recruitment For Fire Fighters

Cumulative

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CSC Recruitment Work Load

FY16 Through January 31, 2016

# New Requisitions Received by CSC 234 # Requisitions Certified/Returned 210 (90%) # Requisitions Remaining w/CS 24 ( 10%) Status of the 24 Remaining Requisitions: # Actively Under Recruitment/Exam 22 # On Hold – Request of Dept. 2

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Status of Open Positions

As of January 31, 2016

—

Associate Planner (List established 2/19/2016)

—

Building Inspector (x2) (List established 2/12/2016)

—

Code Enforcement Officer (Requisition Rec’d 1/21/16 – In process)

—

Combination Inspector (In process)

—

Community Services Officer (x2) (On hold -- Dept. delayed pending construction)

—

Inclusion/Behavior Specialists (In process)

—

Management Analyst (On hold -- Dept. delayed until space becomes available)

—

Parks Maintenance Supervisor (In process)

—

Plans Exam. Supervisor (List established 2/11/2016)

—

Police Assistant I (x4) (In process)

—

Police Services Specialist (x6) (In process)

—

Police Services Supervisor (In process)

—

Residential Plans Examiner (x2) (List established 2/11/2016)

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Efficiency Measures

Civil Service Component

CSC Receipt of Requisition to Certification of Hire List (FY 16 Through Jan. 31, 2016)

Less 1 week 2 to 8 weeks 8 to 12 weeks >12 Weeks Elapsed Time

74%

9% 7% 10%

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CONTINUOUS IMPROVEMENT EFFORTS

(Within Last 24 months)

• Comprehensive Review of Civil Service Commission Rules
• Consensus Document -- Based on Joint Commission/City

3-month review

• Created Amnesty Period -- Transition Long Term Temporary

Employees Into Civil Service

• Created New Rule Language -- Allow Time Served to Count Toward

Probationary Periods on Rehire Following Layoff

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CONTINUOUS IMPROVEMENT EFFORTS

(Within Last 24 Months)

• Added New Rule -- Allow greater flexibility in creating probationary

periods of longer than 6 months.

• Selected and implemented NEOGOV to provide cloud software for
• nline recruitment and applications.
• Worked With P/R/CS Department To Create A “Student

Employment Program” Consistent With Legal Requirements.

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CONTINUOUS IMPROVEMENT EFFORTS

(Moving Forward)

• Created a Joint Work Group to Discuss /Educate on Issues Which

Have Been Raised, e.g.:

• Legality of Excluding Candidates With Felony Convictions
• Timing and Protocol for Conducting Relevant Back Ground Checks
• Working to Jointly Develop “Hiring 101” Training
• Respective Roles of CSC / Hiring Mgrs.
• Legal Considerations When Making Hiring Decisions
• Procedures, Processes and Opportunities
• Engaged in Systematic Rule Review
• Soliciting Ideas/Concerns/Involvement from City Management,

Bargaining Units, Employees and the Public

• Exploring Alternatives to Traditional Hiring Approaches

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