HomeMy Public PortalAbout808.2 - Human Resources - Personnel Management - Recruitment and Employment
Human Resources Department Section 808.2
Policies and Procedures Manual Page 1
808.2: Recruitment and Employment
Objective:
Provide a uniform procedure for recruitment and employment processing.
The procedure will be followed in the processing of all permanent position
vacancies, except for appointed and Civil Service Positions.
Authority:
This policy amended by City Council June 26, 2023, Item A-3.
Direction:
Human Resources Director, as an appointed official, serves at the pleasure
of the Mayor, and receives direction through the Chief Administrative
Officer (CAO) or designee.
Functions:
All employment applicants will be processed by the Human Resources
Department.
1. Policy
The City of Orlando community has a population, which is richly
diverse. The effective provision of governmental services within such
a diverse community requires the services of an equally diverse
employee population. The City of Orlando is, therefore, committed to
providing an employee workforce which, in all positions and at all
levels, fairly reflects the community it serves. The City encourages all
segments of its population to become involved with, and seek
Human Resources Department Section 808.2
Policies and Procedures Manual Page 2
employment in, City government. To achieve this goal, it is the policy
of the City of Orlando, binding on all officials and employees, to offer
equal employment opportunity to all persons regardless of race,
color, religion, gender, gender identity, national origin, age, sexual
orientation, disability, pregnancy, or genetic information. The City will
further take whatever steps are necessary to ensure that all
employment practices, including, but not limited to, compensation,
benefits, layoffs, promotions, training, terminations, hiring, and
recruitment, are administered in a manner that provides full and fair
opportunity to all persons.
2. Recruitment
a. The Employment and Recruitment Section will coordinate
recruitment efforts, including all media advertisement. This
Section, in conjunction with the hiring Division/Office, is
responsible for the development of strategies and determination
of the best sources of recruitment.
b. In determining the extent of recruitment required to fill a
vacancy, the following will be considered:
i. Availability of well-qualified candidates within the City’s
workforce. If it is determined that a sufficient number of
qualified City employees will be applying for a position
vacancy, then such vacancy will be posted internally only,
with the concurrence of the requesting Office/Division.
Should the Human Resources Department determine that
outside recruitment is necessary, the position will be
posted as open to the public via advertisement, as
necessary.
ii. Level of skills required by the position and availability of
those skills in the labor market.
iii. Applicant flow for positions that require the same or
similar skills to the position in question.
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Policies and Procedures Manual Page 3
c. To request the posting of a vacancy, Offices/Divisions will
submit an Employment Requisition to the Human Resources
Department. It must be submitted online through Workday. The
request must be approved by the Division Manager and
Department Director before being approved for posting by
Human Resources.
d. All job documentation will be reviewed and verified for accuracy
of the nature of work and the position's minimum requirements
with the hiring manager prior to posting.
e. The Employment/Promotional Vacancy Announcement will be
prepared each week and copies sent to all Offices/Divisions to
be posted.
3. Posting Period
a. Non-bargaining positions will be posted for a minimum of three
(3) workdays.
b. Positions covered by labor contracts will be posted according to
the requirements set forth in the bargaining agreement.
c. The requesting Office/Division or Employment and Recruitment
Section may extend the posting period to attain the desired
quality/number of applicants.
d. Department Directors may request that a position not be posted
due to special circumstances. Requests to fill a position without
posting must be made through the Human Resources Director
for review and recommendations, with final approval authority
by the CAO or designee.
4. Applications Process for Vacancies
a. To be considered for a vacancy, all applicants will complete and
submit online the Employment Application Form and any other
documents required for evaluation.
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Policies and Procedures Manual Page 4
b. Falsification or omission of requested information on the
application, resume or attached documentation may result in
rejection of the application or dismissal if subsequently
employed by the City. Applicants who falsify or omit information
will additionally be ineligible to apply for positions with the City
for a minimum of one (1) year and may be subject to
prosecution under City Code.
c. The Employment and Testing Section will administer and score
certain specific pre-employment tests when required. Hiring
authorities may administer specific job-related tests as part of
the interviewing process. Tests should not be administered
unless they have been reviewed and approved by the Testing
Manager in the Human Resources Department. Persons with a
disability desiring reasonable accommodation(s) for testing
must contact Human Resources prior to the end of the posting
period for the job.
d. Repeat employment testing (excluding Typing or any other,
tests which are covered by Employment internal operating
procedures): Any individual who does not pass the exam for a
position the first time may retake that exam when the position is
posted again provided that at least six (6) months have passed
between the first and the second exam administrations. If an
individual does not pass the second administration of the exam,
they may retake that exam when the position is posted again
provided that at least one (1) year has passed between the
second and third administrations. A waiting period of at least
one year will apply between the third and any subsequent
administrations of the exam. If alternative versions of an exam
exist, different versions of the test will be given each time the
exam is administered, but this does not affect the waiting period
between exam administrations. In some instances, one exam is
used as a screener for more than one position. An applicant
who fails an exam when applying for one position, and then
applies for a second position for which the same test is used
will not be eligible to take the test until the waiting periods
described above have elapsed. Passing test scores are active
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Policies and Procedures Manual Page 5
for two (2) years from the date the test was taken. Applicants
may not retake the exam within the two (2) year period (e.g., in
order to try to get a better score).
e. Test Review
Florida Statutes provide “Examination questions and answer
sheets of examinations administered by a governmental agency
for the purpose of licensure, certification, or employment are
exempt from the provisions of The Florida Public Records Act.
A person who has taken such an examination shall have the
right to review his own completed examination.”
Therefore, an examinee may review their own test and answer
sheet. An applicant who reviews an exam will not be eligible to
take the exam and will not be eligible to apply for any positions
for which the exam is a screener for a period of six (6) months
after the review. Examinees will be informed of this policy prior
to their review of the exam.
Review sessions will be monitored by a representative of the
Human Resources Department who will ensure examinees do
not take notes or take any part of the test or answer sheets.
Any examinee who takes notes or attempts to remove or
removes any part of the exam or answer sheet from the area
will be asked to leave the review session and will not be eligible
to retest for a period of three (3) years. The length of time
provided for a review session will be set at one-half of the time
the examinee was allowed for the administration of the exam
unless additional time is required as an accommodation for a
person with a disability.
5. Processing of Applications/Screening
a. The Employment and Recruitment Section will screen all
employment applications/resumes to qualify/disqualify based on
the advertised minimum requirements.
Human Resources Department Section 808.2
Policies and Procedures Manual Page 6
b. If an applicant is identified as being ineligible for rehire at the
department/division level, they may appeal through Labor
Relations to have this status reviewed and request that it be
overturned. Labor Relations will work with the
department/division to determine whether the status will be
overturned. The decision is made at the department/division
level in consultation with Labor Relations. If an applicant is
identified as being ineligible for rehire City wide, this is a final
decision made by the Human Resources Director, and there is
no appeal process.
c. To be considered for employment, an applicant must be
qualified according to the minimum requirements of the position
in question. It will be the responsibility of the applicant to
provide all relevant information needed for screening.
d. The hiring Office/Division will review the applications qualified
by Human Resources and schedule all interviews.
e. Hiring Offices/Divisions will complete Employment
Verification(s) on the applicant selected encompassing at least
the last seven (7) years of work history. Employment
Verification(s) checks are required and must be completed prior
to making a conditional offer for the position. The Employment
Verification form(s) should be included in the interview package
returned to Human Resources Department. The Employment
Section will ensure degrees are verified on all applicants
selected for hire when a degree is a requirement for the
position.
f. Background checks will be conducted by Human Resources
Department for all applicants selected to fill positions with the
City of Orlando. Hiring guidelines for those with criminal
convictions will be followed as set forth in Policy & Procedure
808.31 – Criminal Convictions. A polygraph examination will
also be required for certain positions requiring cash handling
and/or security as their primary responsibility or other specific
positions as approved by Human Resources.
Human Resources Department Section 808.2
Policies and Procedures Manual Page 7
g. After interviewing, performing Employment Verification(s) and
selection, the applicant should be made aware by the hiring
authority that the job offer is contingent upon the applicant
successfully completing the City's medical examination which
includes drug screening, the background check for criminal
convictions, and a polygraph if required.
h. Former City employees that are currently receiving a pension
under any City Defined Benefit Plan or receiving medical
benefits under the Defined Contribution Plan from the City may
not be re-employed in a permanent or contracted (with benefits)
position. Exceptions to this policy may be granted if the
candidate has a specific, related skill or knowledge from prior
employment with the City that will be of direct benefit in the new
position. Exemptions must be submitted to the Chief
Administrative Officer (CAO) or designee for approval prior to a
job offer.
i. No permanent or temporary non-Civil Service, non-exempt
employee will be allowed to work in more than one City job
without specific approval of the CAO or designee. Seasonal
employees may not work for more than one department.
j. Applicants selected for employment must be eligible to work in
the United States. The City will not normally sponsor applicants
applying for work Visa’s unless it is determined by the City to be
in the best interest of the City. This determination will be made
by the CAO or designee with a recommendation by the Human
Resources Director.
6. Starting Rates (New Hires)
a. Recommendation of starting pay for a new hire is made by the
hiring Department Director or designated Appointed Official and
is based on several factors.
i. Salaries offered to new employees must be within the
applicable pay range.
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Policies and Procedures Manual Page 8
ii. The candidate’s qualifications and work experience
relative to the job requirements.
iii. Current pay levels of incumbents in the same or similar
positions within the City.
Appointed Officials are encouraged to reference salaries
of current job incumbents prior to making the initial salary
recommendation.
b. New Hire Salary Guidelines
i. The normal hiring range for new external employees is
between the minimum and midpoint of the pay range. A
new hire meeting the requirements for the position but
possessing less than one year of relevant experience for
the job will normally be hired at or near the minimum of
the pay range. Candidates with more significant
experience and qualifications may be hired closer to the
midpoint of the pay range.
All requests for starting rates above the minimum salary
and up to midpoint must be approved by Division
Manager and Department Director with final approval by
the Human Resources Director before an employment
offer is made.
ii. There may be occasions when a candidate’s
qualifications and relevant work experience warrant a
starting salary that is greater than the midpoint of the pay
range. Relevant experience is defined as those skills and
attributes as identified in the job specification and
uniformly recognized in the external market. All requests
for starting rates above the midpoint must be approved by
Division Manager and Department Director and submitted
to Human Resources with final approval by the CAO
before an employment offer is made.
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Policies and Procedures Manual Page 9
7. Processing of Selected Applicant
a. The hiring Office/Division will complete and forward to Human
Resources a hiring packet that includes:
i. Interview Report & Selection Authorization form with
appropriate Division Manager/Director Signature.
ii. Employment Verification(s).
iii. All additional documents that were created for
interviewing such as interview questions/notes of all
applicants interviewed, scoring matrix (if used), etc.
Human Resources will review the packet for completeness and
schedule the appropriate screenings.
b. Internal Applicants – Required to successfully pass a drug
screen and background check, as well as a polygraph, if
required. Once clearance is received by Human Resources, the
current employee’s supervisor will initiate the transfer in
Workday (see Policy 808.36). The employee shall be subject to
another probationary period.
c. External applicants – Must successfully pass a pre-employment
physical which includes a drug screen, background check, as
well as a polygraph, if required.
i. New employees will not be allowed to report to work
before processing by the Human Resources Department,
Records Section and successfully completing the required
medical examination, background check, and polygraph if
required.
ii. The Human Resources Department, Records Section will
contact the applicant to arrange for an appointment for
onboarding. The new employee will be required to
present their original Social Security Card (not laminated)
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Policies and Procedures Manual Page 10
and Driver's License, State issued I.D. or other
acceptable identification at the time of onboarding.
iii. The Human Resources Department, Records Section will
issue a Final Processing form to the new employee upon
completion of the new-hire processing. The new
employee must present this form to their supervisor when
reporting for the first day of work. The employee will not
be allowed to work without this form.
8. Non-Selection Notices
All applicants who apply for vacancies with the City will receive an
email notification from Human Resources Department of non-
selection once the position has been filled, and the requisition has
been closed.
9. Establishment of Eligibility Lists
a. The Employment and Recruitment Section will establish
eligibility lists for positions which do not require extensive
recruitment. The announcement creating eligibility lists will be
posted for all applicants as determined by the Human
Resources Department.
b. City employees may request to be placed on a list at any time
during the list’s duration.
c. Applicants will be removed from the list under the following
conditions:
i. Hired by the City.
ii. Failure to show for a scheduled employment interview
with the City unit.
iii. Upon notification that applicant is no longer interested in
obtaining employment with the City.
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Policies and Procedures Manual Page 11
iv. Falsification or omission of information on application
and/or resume.
Forms:
Employee Vacancy Interview Form, Interview Report & Selection
Authorization Form; Employment Application Form; Final Processing Form;
Transfer Request Form; Employment Verification Record.
Committee Responsibilities:
None.
Reference:
City Council Minutes of January 29, 1960; September 23, 1963; procedure
adopted by City Council July 7, 1969, Item 20; page 2; amended October 1,
1973, Item 25; amended May 16, 1977, Item 6; procedure renumbered
from 708.2 to 808.2 and amended, approved by City Council July 11, 1983,
Item 13, 5-A; amended by City Council June 21, 1993, Item 2-P; amended
August 9, 1993, Item OO; amended July 10, 1995, Item UU; amended
September 25, 1995, Item 2-S; amended December 18, 1995, Item B;
amended March 11, 1996, Item 3KK; amended March 23, 1998, Item
3KKK; amended April 3, 2000, Item 2PPP; amended September 11, 2000,
Item 7X, amended October 15, 2001; amended September 15, 2003; re-
formatted only April 2004; amended June 18, 2007, Item A-2; amended
April 27, 2009, Item A-9; amended September 11, 2000; amended October
15, 2001; amended September 15, 2003; amended June 18, 2007, Item A-
2; amended April 27, 2009, Item A-9; amended July 28, 2017, Item A-1;
amended September 21, 2020, Item A-2; amended June 26, 2023, Item A-
3.
Human Resources Department Section 808.2
Policies and Procedures Manual Page 12
Effective Date:
This policy effective June 26, 2023.