Human Resources Budget 2005

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Human Resources Budget 2005
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2005 City General Fund Budget

• 1.12

3
2005 Human Resources Budget 449,493
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City Self-Insured Insurance Companies
Non-General Fund

• H

• 2005 Budgeted Expenditures

5
Why Self Insurance???

• Cost Savings
• Program/administrative Control
• Program Design

• W

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Mandated Services and Functions
Collective Bargaining (Chapter 41.56 RCW)
Police Civil Service Operations (Chapter
41.12 RCW)
Fire Civil Service Operations (Chapter 41.08
RCW)
Charter Civil Service Operations (City
Charter mandated)
Retirement System Administration
(Chapter 41.28 RCW)
Self Insurance for Health Insurance
(City Policy/State Regulated)
Self Insurance for Workers Compensation
(City Policy/State Regulated)
ICMA 457 Deferred Compensation Plan
(City Policy Chapter 41.56 RCW)
Self Insurance for Unemployment
Insurance (City Policy/State Regulated)
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Mandated Services and Functions - Continued
FLSA (Fair Labor Standards Act) (Federal
Mandate)
ADA (Americans with Disabilities Act)
Administration (Federal State Mandated)
FMLA (Family Medical Leave Act)
Administration (Federal State Mandated)
FTA/DOT Random Drug Testing Administration
(Federal Mandate)

• Federal Employment Eligibility Verification
  (I-9) (Federal Mandate)

Pre-Employment Physical Examination
Administration (City Policy)
Record Retention Act (Chapter 40.12 RCW)
EEOC Compliance (Federal Chapter 49.60 RCW)
Preparation of Pay Ordinance (Chapter 41.56
RCW City Policy)
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Human Resources Manager Archie Sutton

• Federal Regulation Compliance of Employee Random
  Drug Testing
• Unemployment Compensation Administration Claims
  
• ICMA Deferred Compensation Administration
• AFSCME Contracts/Negotiations Administration
• Workers Compensation Compliance
  Administration
• General Mandated / Information Training

• Community Relations
• Grievance Investigations
• Plans and coordinates city wide mandatory/safety
  training
• Management Staff Recruitment (job advertisement,
  screen verify applications for completeness,
  applicant tracking, prepares correspondence to
  applicants, schedules pre-employment physical
  industrial hearing test) 2005 Budget includes 69
  Management Positions
• General overall supervision of Human Resources
  Division

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Deputy Human Resources Manager Sheryl Smith

• Police / Fire / AFSCME Contract Negotiations
  Admin.
• Administers self-insured medical, vision,
  dental, life insurance and other employee benefit
  programs
• FMLA (Family Medical Leave Act) compliance /
  Admin.
• ADA (American with Disabilities Act) compliance /
  Admin.
• Preparation of Policies and Reports for City
  Manager
• Workers Compensation Compliance Admin.

• Assists Management staff with employee relation
  problems
• Advises Management Staff regarding Disciplinary
  Actions
• Investigate grievances grounds for discipline
• Coordinate Specialized Training Programs
• Conducts termination / exit interviews
• General overall supervision of Human Resources
  Division

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Civil Service Chief Examiner Carol Maples

• Administers recruitment selection processes
  for all levels of Charter Civil Service Police
  Fire Civil Service hiring
• Plans, evaluates, selects and/or develops
  appropriate testing materials
• Trains examination panels on position
  requirements, laws and rules governing
  examination procedures and desirable
  qualifications of the examinees
• Conducts reference checks other pre-employment
  verifications

• Certifies candidates for hire or promotion
• Develops classifications and conducts
  compensation analysis and recommends pay
• Maintains updates Commission records, rules
  and regulations
• Management and employee counseling
• Prioritizes, coordinates and schedules tasks to
  have an efficient continuation of projects and
  tests

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Human Resources Specialist Karen Bissell

• Civil Service Police Fire Recruitment
• Prepares job advertisements, screens verifies
  applications for completeness, applicant
  tracking.
• ,Assists with test administration schedules and
  assists with physical fitness ability test
  prepares correspondence to applicants
• Schedules pre-employment physical industrial
  hearing test for new employees and maintains
  Civil Service register for applicants

• Schedules for English/Spanish bilingual/bi-litera
  te skills test
• Proctors of examinations
• Provides information to other agencies on
  salaries, benefits, salary surveys
• Coordinates and conducts testing for Selah
  Police and Union Gap Police Fire
• 2005 Budget includes 172 Police Employees and 81
  Fire Employees (full time)

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Human Resources Specialist Marlene Adams

• Charter Civil Service Recruitment
• Prepares job advertisements screens verifies
  applications for completeness applicant
  tracking
• ,Assists with test administration schedules and
  assists with physical fitness ability tests
  prepares correspondence to applicants
• Schedules pre-employment physical industrial
  hearing test for new employees and maintains
  Civil Service register of eligible applicants

• Schedules for English/Spanish bilingual/bi-litera
  te skills test
• Proctors of examinations
• Provides information to other agencies on
  salaries, benefits, salary surveys
• 2005 Budget includes approx. 370 full time
  Charter Civil Service employees

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Human Resources Specialist Isabelle (Izzy)
Ackeret

• Administers Citys Self-Insured Workers
  Compensation Program.
• Coordinates Return-to-Work Policy in compliance
  with Department of Labor and Industries
  Regulations
• Assists in the administration of the Citys
  self-insured medical, dental, life insurance and
  other employee benefit programs
• Conducts DRS Retirement Eligibility verification
  for new employees

• Conducts Orientation for all permanent new hires
• Conducts individual orientations for employees
  with bargaining unit changes
• Processes medical report for Payroll
• Receives insurance premiums from retirees from
  Department of Retirement

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Human Resources Assistant Coleen Imbery

• Prepares, distributes and processes employee
  evaluation forms and merit increase Personnel
  Action forms for all City employees
• Provides guidance and instructions to Managers,
  Supervisors timekeepers regarding the
  preparation of a variety of Human Resources Forms
• Advises Management on regarding Retirement
  System Eligibility of temporary positions
• Assists employees with calculating payroll
  deductions for deferred compensation

Receives and answers inquires from the public /
employee by phone, or in person

• Assists walk-in customers with a variety of
  inquiries mails out miscellaneous documents as
  requested by employees/customers
• Maintains a variety of personnel records
  and ICMA program files
• Human Resources Timekeeper

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Human Resources Assistant Maria Martinez

• Receives and answers inquiries from the
  public/employees, by phone, or in person
• Mails job applications/job information per phone
  requests assists with posting of current job
  openings/oral boards
• Receives and processes all incoming mail
  processes employment verifications by outside
  agencies
• Prepares and distributes service award
  certificates to respective departments for
  employees

• Files employee personnel/medical file documents,
  daily (as needed) creates personnel and medical
  files for all new hires
• Processes/routes Department of Retirement Plan 2
  3 letters/booklets for all new PERS eligible
  hires
• Schedules mandatory training meeting (ICMA,
  sexual harassment, AFLAC) and informs employees
  by emails, memos, etc.
• AIMMS Administered 2,465,563 (2004)
  (processes invoices, receipts, direct / service
  purchase orders, statements or other documents
  verifies appropriateness of, and inputs billing
  for payment and maintains associated files)

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2003 Workforce Composition

• Total Perm Hired 69
• Total Perm Minority 20 or 25.54
• Total Perm Female 23 or 44.60
• Total Temp Hires 209
• Total Temp Minority 51 or 28.99
• Total Temp Female 101 or 33.33
• Total Hired 278
• Total Minority 71 or 24.40
• Total Female 124 or 48.33

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2003 Workforce Composition -continued

• 40 Hispanic 14.39
• 16 Afro-American 5.76
• 4 Native American 1.44
• 10 Asian 3.60
• 1 Unknown Female .3597
• 12 Hispanic 17.39 1 Native American 1.45 4
  Afro-American 5.80 3 Asian 4.35
• 28 Hispanic 13.40 3 Native American 1.44
  12 Afro-American 5.74 7 Asian 3.35 1 Unknown
  Female .4784

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2003 Recruitment Highlights
Applications Processed 162 Promotional
Civil Service Applications 1,439 Outside
(Public) Civil Service Applications 210
Management Applications

• 109 Total Tests Administered

• Examination Summary
• 38 Oral Boards
• Written Examinations
• Work Sample Examinations
• Evaluation of education training

Hiring Summary Hired 64 Initial Hires
(Outside/public) Hired 59 Promotional
Appointments Hired 6 Management Employees
Hired 150 Temporary Employees
1999- 2004 Positions eliminated - 5
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2004 Incoming Phone Calls
Archie 1,338 Sheryl 2,504 Carol 3,022 Karen
1,152 Marlene 2,976 Izzy 5,443 Coleen 2,417 Ma
ria 2,792
Main Line (Maria) 4,085 Conference
Room 198 Filing Room (Maria) 10 Fax 1,092 Job
Info. Line 861

• Total Calls 27,921

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Employment Files

• Approx. 6000 Individual Documents (filed
  annually)
• Approx. 1500 PA, Evals, etc. (filed annually)

• Employee Personnel Files Applications,
  Evaluations / PAs, Training / Certifications,
  Safety / Accidents, Discipline, Miscellaneous
• Employee Medical Files Pre-Employment
  Physical, Industrial Hearing Test, Random Drug
  Testing, FMLA, and other medical matters, etc.
• Workers Compensation Claim Files Work related
  injury claim documentation
• Maintain approx. 6,000 Personnel Files
  Terminated, retired deceased employees
  (permanent retention)
• Federal Employment Eligibility Verification (I-9
  Form)
• Affirmative Action Files

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Civil Services Recruitment Files
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Medical / Police Fire Employee Folders
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General Temp Employee Folders
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Terminated, Retired Deceased Employee Personnel
Files

• Approx. 6,000 Files

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Contingency Budget Reduction Plan

• 26,000

• 47,000

• 5,000

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Increased Efficiency Measures

• Consulting Service Contracts outside
• Classification studies
• Report preparation
• Assessment center preparation
• Policy preparation as directed
• Technological Advancement
• Purchased Applicant Tracking system
• Eliminated part time Police Fire Civil Service
  Examiner position consolidated with Charter
  Civil Service Chief Examiner
• Remodeled office to include self-contained file
  room w/phone
• Service Reductions city wide training
  (supervisory, safety, etc.)
• Contracted out Charter Civil Service recruitment
  Not Successful