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 2

Introducing the Commission Staff — Ric Bailey, Chief Examiner — Angie Ureta, Management Analyst — Kym Suh, Civil Service Technician 3

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 4

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 5

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 6

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 7

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 8

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. 9

How Does the Civil Service Hiring Process Work? • Vacancy Step 2 Occurs • Dept. Initiates • Circulated for Requisition Internal City • Received by CSC Approval Step 1 Step 4 • Post, Evaluate, (Budget/HR/CM) Test, and Certify • Department Names Interviews Step 3 • Makes Selection 10

Timeline for Hiring Process FY 16 Through January 31, 2016 Initiating Requisition Completion of Time Between Completion of CS and Obtaining Interviews and Selection and New Process Approval Background Checks Employee Start Date 25 Days 21 Days 48 Days 12 Days Average # Calendar Days Based on Actual 11

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 12

Factors that Drive Process Time: — 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 13

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. 14

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 . 15

CSC Staff Resources Chief Examiner Mgmt. Analyst (New Position – October 2015) CS Technician (0.6 FTE Recruitment /0.4 FTE Commission Support) 16

Workload In Production Out Civil Service Component 250 Simultaneously Underway: New 200 Test Development / Recruitment For Fire Fighters Cumulative 150 Requisitions Received 100 Hiring Lists Issued 50 0 e t t v . 1 h y t c 3 s p c n l o t e u u O 5 e N . u D g n J S 1 J u a y J A a o M r h T FY 2016 to date 17

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 18

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) 19

Efficiency Measures Civil Service Component CSC Receipt of Requisition to Certification of Hire List (FY 16 Through Jan. 31, 2016) 10% 7% Elapsed Time Less 1 week 9% 2 to 8 weeks 8 to 12 weeks 74% >12 Weeks 20

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 21

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 online recruitment and applications. • Worked With P/R/CS Department To Create A “Student Employment Program” Consistent With Legal Requirements. 22

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 23