Item 8.2 - Citywide Guideline Contingent Offer at Hiring Event — original pdf

Backup

Human Resources Department – Citywide Guideline – Contingent Offer at Hiring Events Effective: January 1, 2025 Approved by: ___________________________ Date: _____________ 12/26/2024 Susan Sinz, HR Director PURPOSE This pilot program will last twelve months and waive the posting requirement for hiring certain Citywide positions. It focuses on roles that require no experience or those where substitutions for minimum experience are allowed. The list of positions included in this pilot is in Attachment A. The program will be implemented at various qualifying events, including City, Community, and University Job Fairs, commercial driver license school graduations, reentry-initiative programs, and other talent acquisition efforts aimed at attracting new talent. Events, where contingent offers can be extended, will be advertised through City newsletters to ensure internal job seekers are aware and able to participate. All job seekers for open positions will participate in a modified interview process, during which they will be assessed on merit and fitness, as well as screened to verify they meet both the minimum and preferred qualifications. After a contingent offer is issued, successful individuals will then complete an application for the position. Job seekers will be required to complete any necessary assessments and, where appropriate, successfully pass background checks. GUIDELINES All departments are eligible to participate in this pilot program if they have titles included on the approved list. This process eliminates the posting requirement, as approved by the City Council on November 21, 2024, Item 60. However, the procedures below must still be adhered to in accordance with the Municipal Civil Service rules. Eligible Events Only events designed to recruit new talent may be used for this process. Examples include: City-sponsored job fairs University job events Reentry-initiative programs Community job events Once an event has been identified, it must be submitted to HRDCommunications@austintexas.gov to advertise in the Human Resources Department (HRD) and Citywide weekly newsletters. The same information should be shared in any department focused newsletters. All City-sponsored, community, or public events where contingent offers will be provided must be advertised to allow current employees and temporary employees the ability to participate. Departments participating in an event where they are recruiting new talent must pre-identify positions Event Preparation on Attachment A in their department that are vacant. Prior to the event, the Hiring Manager should work with their department's Human Resources (HR) staff to discuss the following: Identify target Job Title(s) and PCNs to be filled. 1. Pre-Event 2. Assign roles and responsibilities to department HR to manage/facilitate interviews. 3. Establish a screening matrix with pre-determined criteria for job seekers, including the minimum qualifications and preferred qualifications. 4. Develop a list of interview questions to be asked a. Relevant Experience Question, b. Preferred Qualification Question, c. 3 – 5 Competency Questions. 5. Department HR must format questions in the Interview Questionnaire format to be used for interviews based on the position. 6. Department HR will create and have copies of Interview Questionnaires, scoring matrices, top candidate selection summaries, and zone determination forms. 7. Department HR will create a contingent job offer letter that contains the job seeker’s name, address, start date, and salary. This will be customized and completed at the conclusion of the event. 8. Department HR should identify and secure an area to conduct interviews. 1. During Events Job seekers will bring a resume for screening and identify the job title that they wish to be considered for. 2. Department HR staff will screen job seekers for minimum and preferred qualifications using the pre-determined screening matrix and identify candidates they wish to interview. 3. Confirm that the job seeker can work the schedule and location. 4. Department HR staff at the event will schedule a time to interview the job seeker using pre- determined questions. 5. Using the pre-determined questions, an interview should be conducted. Post Event 1. Department Hiring Managers or HR staff will contact candidate(s) with a contingent offer(s). 2. Department HR must ensure job seekers complete a City of Austin employment application. 3. Department HR initiates any post-offer checks, like reference checks, background checks, employment and education verification, or assessments needed. At the conclusion of the hiring event, Department HR is responsible for the following: Contingent Offers 1. Presenting to candidates a contingent offer letter outlining employment terms and conditions, including salary, benefits, start date, and any contingencies. 2. Explaining the contingencies that must be completed before hiring – background check, alcohol or drug testing, references, education verification, etc. Clearly communicate the timeline for completion. 3. Explaining the establishing base pay process, benefits, or other items. P a g e | 2 RESPONSIBILITIES • • Department Director Supports department recruitment efforts to fill positions on the pilot list. Supports filling open positions as quickly as possible with candidates who meet the merit and fitness for the position. • Works with Hiring Managers to identify positions appropriate to offer contingent offers at Department HR Staff events that recruit new talent. • Determines with Hiring Managers who will participate in and facilitate onsite interviews. • Develops a screening matrix with pre-determined criteria for job seekers. • Develops interview questions to include questions regarding minimum qualifications, preferred qualifications, and competency questions. • Develops a contingent offer letter to be used at the event. • Identifies a place to conduct interviews at the event. • Reviews the resume or other information provided to determine whether the job seeker meets minimum qualifications. Interviews job seeker at the event. Ensures a City of Austin employment application is completed. Completes any post-offer checks. • • • • Must provide the HRD Talent Acquisition team with a summary of the event within two weeks, including the number of interviews conducted, the number of contingent offers made, and the number of new employees who started using this process. • Hiring Managers Identifies positions (on Attachment A) where contingent offers could be used at events that recruit new talent. • Works with Department HR staff on who will participate and conduct onsite interviews. • Onboards candidates to complete the hiring process. • Establishes start date for the candidate. • • • Human Resources Department Provides resources as needed. Ensures City-sponsored events have the space and resources needed to complete onsite interviews to support the contingent offer process. Provides updates to the Municipal Civil Service Commission after 6 months of operating under the pilot program with program information. All Parties Ensures compliance with all relevant federal, state, and local employment laws and regulations. Promotes inclusive and diverse hiring practices. • • • Maintains confidentiality of candidate information and does not engage in discussion of sensitive topics with unauthorized individuals. • Conducts interviews professionally and ethically throughout the recruitment process. • Maintains regular communication with candidates, whether they are selected or not. • Handles candidate data responsibly and securely. By following these guidelines, we can ensure a fair, efficient, and compliant hiring process when extending contingent job offers. P a g e | 3 City of Austin Attachment A Dept. Multi Multi Multi AE Aviation Aviation Aviation Aviation Aviation Aviation Multi ARR ARR OCA APH Multi Multi SMBR BSD Multi APH APH Multi PARD Multi Multi APH AE Multi Multi AE Multi Multi AE Multi Multi Multi APD Fleet Fleet PARD Title Accountant I Accounting Associate I Administrative Assistant AE Utility Chemist I Airport Access Control Tech Airport Agent Airport Facility Representative Guest Services Specialist Airport Operations Communications Specialist Airport Operations Specialist Architect ARR Associate ARR Operator Trainee Auditor I Breastfeeding Peer Counselor Budget Analyst I Building & Grounds Assistant Business Development Counselor I Carpenter Cashier I Community Health Worker I Community Worker Contract Management Specialist I Culture & Arts Instructor Customer Service Representative Customer Svc Assoc Disease Surveillance Specialist Distribution Electrician Helper Drainage Operations & Maintenance Assistant Electrician I EMS/ADMS SCADA Analyst I Engineering Associate A Engineering Technician A Elec Power Grid (EPG) GIS Analyst I Equipment Technician I Facility Svcs Representative Financial Analyst I Fingerprint Technician Fleet Equipment Technician I Fleet Tire Technician Golf Shop Associate Min Education Requirement Bachelor's with major course work in a field related to the job High school or equivalent; substitutions allowed High school or equivalent; substitutions allowed Bachelor's with major course work in a field related to the job, substitutions allowed High school or equivalent Associate Degree, substitutions allowed High school or equivalent; substitutions allowed High school or equivalent High school or equivalent Bachelor's with major course work in a field related to the job, substitutions allowed Bachelor's with major course work in a field related to the job None None Bachelor's with major course work in a field related to the job High school or equivalent Bachelor's with major course work in a field related to the job None Bachelor's with major course work in a field related to the job, substitutions allowed High school or equivalent; substitutions allowed High school or equivalent High school or equivalent High school or equivalent Bachelor's with major course work in a field related to the job, substitutions allowed Associate Degree, substitutions allowed High school or equivalent High school or equivalent Bachelor's with major course work in a field related to the job High school or equivalent None High school or equivalent Bachelor's with major course work in a field related to the job, substitutions allowed Bachelor's with major course work in a field related to the job, substitutions allowed High school or equivalent; substitutions allowed High school or equivalent; substitutions allowed High school or equivalent; substitutions allowed Associate Degree, substitutions allowed Bachelor's with major course work in a field related to the job High school or equivalent High school or equivalent High school or equivalent; substitutions allowed High school or equivalent; substitutions allowed Min Experience Code 0 2 3 0 2 2 2 2 3 0 3 0.5 1 0 0.5 0 1 0 2 0 1 1 0 1 2 1 1 0 0.5 1 0 0 1 1 2 1 0 1 0.5 0.5 0.5 Pay Grade 16 7 7 13 10 10 8 10 13 14 21 7 8 n/a 7 17 7 13 8 7 7 7 11 7 10 7 9 11 8 14 21 15 9 15 9 7 16 7 9 7 7 19497 19484 11181 11377 10462 10446 10224 10242 18655 10405 10640 18188 10188 11036 11630 10220 10134 19490 11325 14083 10203 11765 19489 12276 12340 16580 13001 12974 13083 13220 17651 13530 13590 10326 13755 16624 19485 13968 13715 14083 14214 Citywide Guideline Contingent Offer at Hiring Events Page 1 of 3 City of Austin Attachment A Dept. Multi Aviation Multi Multi Multi CTM CTM CTM CTM CTM APL APD APL APL PARD Multi Multi APH AE AE PARD PARD PARD APH APH AWU Multi Multi Multi Multi APD AE AE EDD APH APH APH AE BSD Multi APH Title Graduate Engineer - A Ground Transportation Controller Human Resources Assistant Inventory Control Specialist II Inventory Planner I IT Application Analyst IT Business Systems Analyst IT Geospatial Analyst IT Geospatial Technician IT Support Specialist Landscape Technician Law Enf Records Spec Library Associate Library Security Specialist Lifeguard I Mail Services Clerk Maintenance Worker II Medical Assistant Meter Electrician I Meter Service Rep Park Construction Worker Park Ranger I Parks Grounds Assistant Patient Representative Phlebotomist Pipeline Technician Worker, AW Planner I Plans Examiner A Plumber I Plumber II Police Digital A/V Spec Power Control System Tech I Power Plant Apprentice Program Specialist Public Health Educator I Public Health Program Specialist I Public Health Youth Prgm Spec Relay Technician I Security Guard Shuttle Driver Social Worker Min Education Requirement Bachelor's with major course work in a field related to the job High school or equivalent High school or equivalent; substitutions allowed High school or equivalent; substitutions allowed Bachelor's with major course work in a field related to the job, substitutions allowed Bachelor's with major course work in a field related to the job, substitutions allowed Bachelor's with major course work in a field related to the job, substitutions allowed 2 years of education related to the job, substitutions allowed 1 years of education related to the job, substitutions allowed 2 years of education related to the job, substitutions allowed High school or equivalent High school or equivalent Associate Degree, substitutions allowed High school or equivalent High school or equivalent; substitutions allowed High school or equivalent High school or equivalent; substitutions allowed High school or equivalent High school or equivalent High school or equivalent None High school or equivalent None Associate Degree, substitutions allowed High school or equivalent High school or equivalent Bachelor's with major course work in a field related to the job, substitutions allowed Bachelor's with major course work in a field related to the job, substitutions allowed High school or equivalent; substitutions allowed High school or equivalent; substitutions allowed Associate Degree, substitutions allowed 2 years of education related to the job, substitutions allowed High school or equivalent Bachelor's with major course work in a field related to the job, substitutions allowed Bachelor's with major course work in a field related to the job, substitutions allowed Bachelor's with major course work in a field related to the job, substitutions allowed Bachelor's with major course work in a field related to the job, substitutions allowed 2 years of education related to the job, substitutions allowed High school or equivalent High school or equivalent Bachelor's with major course work in a field related to the job Min Experience Code 0 3 2 3 0 0 0 0 0 0 3 5 1 1 1 1 2 0 1 1 1 1 1 2 0.5 0 0 1 3 4 0 0 0 3 2 0 0 0 1 0.5 2 Pay Grade 20 8 7 8 14 19 19 15 12 14 9 10 7 9 7 7 8 7 15 10 8 7 7 7 7 7 13 15 12 14 10 16 11 9 13 8 8 16 7 7 15 13495 18590 14648 19483 19494 12243 11251 14929 14938 11241 15015 10156 15140 10278 10274 19497 15235 15165 15635 15665 16529 16545 16609 16648 16760 19422 16915 19538 16995 17000 14139 17090 16370 17187 17290 17365 17361 10283 18100 14653 18185 Citywide Guideline Contingent Offer at Hiring Events Page 2 of 3 City of Austin Attachment A Dept. AE AWU APH Title Substation Electrician Helper Treatment Plant Worker, AW Vital Records Assistant Min Education Requirement High school or equivalent High school or equivalent High school or equivalent Min Experience Code 0 0 3 Pay Grade 11 7 7 10268 18830 17701 Citywide Guideline Contingent Offer at Hiring Events Page 3 of 3