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Home My Public Portal AboutADM-105_Hiring Policy_Effective 06-01-2018 City of Lebanon New Hampshire ADMINISTRATIVE POLICIES & PROCEDURES Hiring Policy Policy Number Effective Date Last Revision Page No. ADM-105 6/1/18 Page 1 of 5 Approved by: Section 1.0: Purpose The purpose of this policy is to establish guidelines for recruitment and selection for recognized positions in each department in the City of Lebanon. As an Equal Opportunity Employer, it is the goal of this policy to create hiring practices that remain effective and efficient as well as are in the best interest of the City and applicant. Section 2.0: Scope All departments and/or divisions of the City of Lebanon. Section 3.0: Definitions Equal Opportunity Employer: Departments will adhere to the standards set forth in the department's Affirmative Action Plan and the City of Lebanon Personnel Plan concerning Equal Employment Opportunities. The department will not discriminate based on race, ethnicity, marital status, physical or mental disability, creed, color, condition of handicap, religious affiliation, sex, sexual orientation, age, national origin or political affiliation. No employee or applicant will be subject to unlawful segregation, limitations, classifications or deprivation in any way, which would adversely affect his/her status as an employee or applicant because of the personal characteristics. Section 4.0: Policy Detail 4.1 Job Posting A request to hire for any position must be presented by the department head to the Human Resources Director to be approved for posting. The process for posting a vacancy is as follows: A. Position vacancies are posted in hard copy in employee areas of each building. a. Qualified, regular, in-house applicants are given first consideration. Thereafter, qualified temporary and on-call employee applicants will be considered for position openings. B. External postings are placed on the City of Lebanon web site and may also be advertised in newspapers, professional journals, or listed with other employment sources. City Manager City of Lebanon New Hampshire ADMINISTRATIVE POLICIES & PROCEDURES Hiring Policy Policy Number Effective Date Last Revision Page No. ADM-105 6/1/18 Page 2 of 5 Approved by: C. On-call or temporary positions will be posted directly out of house. The standard posting period is two weeks. D. Exempt positions will be posted directly out of house for the standard 30 days. The posting period can be adjusted accordingly by the hiring department head. E. Posting of union positions shall be done in accordance with any specific conditions that may be listed in the Collective Bargaining Agreement. If no specific requirements are listed, the position shall be posted in accordance with City requirements for all positions. 4.2 Posting Format All job postings must include the following: A. Position title B. Description of the duties, responsibilities, requisite skills, educational level required, and other minimum qualifications to perform the position advertised C. List any special conditions pertaining to the job position D. List any testing requirements E. Provide contact information to acquire an application F. State that the City of Lebanon is an Equal Opportunity Employer G. State the final date that the department will be accepting applications Section 5.0: Selection Process All departments must follow an application and screening process to ensure the most qualified individuals are hired in accordance with the Equal Opportunity Employment standards. All individuals interested in the position, both internally and externally, must fill out an application either in person or through the City of Lebanon website. A. Applications submitted for City positions must be complete upon review. Although a resume is not required, it may be requested in addition to the application. B. Qualified individuals should be contacted by the hiring department manager to conduct an interview(s) for the position. City of Lebanon New Hampshire ADMINISTRATIVE POLICIES & PROCEDURES Hiring Policy Policy Number Effective Date Last Revision Page No. ADM-105 6/1/18 Page 3 of 5 Approved by: C. To ensure Equal Opportunity Employment, all interview questions must be uniform during the hiring process for the position advertised. The Human Resources Director may review proposed interview questions and assist the hiring department manager with the development of appropriate questions. D. Upon completion of the interview(s), department heads or hiring manager should contact all candidates who are not suited for the job position immediately to inform them of the City’s decision regarding his or her employment. E. Implement any required tests for the position or interviews for the position. These include: a. Assessment Centers b. Written Tests c. Physical Agility Tests d. Oral Board Interviews F. The Human Resources Director may assist with verification of items such as educational degrees, valid specific licenses or other requirements of the position. G. Prior to recommendations for hire, the completed application as well as all other completed evaluations, exams, and tests should be submitted to the Human Resources Director for review and approval. H. Department heads shall make a recommendation to the City Manager as to the person they desire to hire along with a draft of an offer of employment letter for the City Manager’s review and subsequent signature. The City Manager may consult with the Human Resources Director to ensure all necessary requirements have been met. A conditional offer of employment signed by the Department Head must be given prior to implementing any of the following: a. Medical Exam b. Background Investigation c. Polygraph d. Psychiatric Evaluation I. All conditional employment hires for City positions are required to sign a release for: a. Driver’s motor vehicle records b. Criminal background checks J. Depending on the position, there may be additional requirements. City of Lebanon New Hampshire ADMINISTRATIVE POLICIES & PROCEDURES Hiring Policy Policy Number Effective Date Last Revision Page No. ADM-105 6/1/18 Page 4 of 5 Approved by: K. A false or incomplete answer on the employment application may be grounds for non-employment or dismissal. Other criteria are grounds for denial of public safety positions. 5.1 Additional Requirements Departments with higher liability, financially or physically, may need to request applicants submit additional information to be qualified for the position. A. Credit Check is required for: a. City Clerk b. Deputy Clerk c. City Manager d. Finance Director e. Deputy Finance Director f. Positions within the police department B. Commercial Driver’s License – mandatory for positions in the Public Works Department, Airport Department or Parks& Recreation requiring the operation of commercial trucks. C. Medical Exam is required for positions (other than administrative positions) listed under the following: a. Police Department b. Fire Department c. DPW d. Airport e. Parks & Recreation f. Custodial D. Polygraph is required for positions listed under the following: a. Police Department (Police Officers and Dispatchers Only) E. Psychiatric evaluation is required for positions listed under the following: a. Police Department (Police Officers and Dispatchers Only) F. Physical Agility Tests are required for positions listed under the following: a. Police Department (Police Officers Only) i. Based on Cooper Aerobic Institute Standards b. Fire Department (Full-Time Firefighters Only) i. Based on the Candidate Physical Ability Test (CPAT) as well as the Acrophobia Test standards as described under Fire 702.01 and Fire 702.02 City of Lebanon New Hampshire ADMINISTRATIVE POLICIES & PROCEDURES Hiring Policy Policy Number Effective Date Last Revision Page No. ADM-105 6/1/18 Page 5 of 5 Approved by: Section 6.0: Procedures All new hires must report to the Benefits/Payroll Administrator to complete new hire packets. The new hire must bring ALL of the following: A. Driver’s License B. Passport or Birth Certificate C. Social Security Card Once all paperwork has been completed, the employee will be directed to their supervising manager or department head for training and orientation. In the event that more than one temporary vacancy occurs at or about the same time and for the same or essentially similar temporary position description, the City will recommend using the same applicant pool for consideration in filling the temporary positions without reposting the temporary opening. Section 7.0: Implementation To facilitate conduct in accordance with this policy, a copy of this policy shall be made available to department heads, employees, volunteers, board and committee members, appointed or elected to office and at such other times as may be necessary. Section 8.0: Policy & Procedure Revision History Section Revisions Date Original Adoption 6/1/18 Amendment Amendment Amendment