Page 98 - Personnel Policy and Procedures Manual

Section 800.005 Vacant Positions

Vacant positions may be filled by recruitment from inside and/or outside sources as determined appropriate
in coordination with the selecting Department Director, Online Hiring Center (OHC) user or HR Liaison.
While the substantial majority of job vacancies meet the criteria for posting, there are a few circumstances
that do not warrant advertisement of positions.

When a job posting is warranted, vacancies may also be advertised with the local employment commission,
newspapers and electronic media, other government agencies, journals, private recruiting firms, colleges,
professional and civic organizations, and other sources at the hiring department’s expense.

To be eligible to apply for a posted position, an employee must have performed competently for at least six
(6) months in his/her current position. Employees who have received a written warning, disciplinary
probation, or suspension in the last twelve (12) months are not eligible to apply for posted positions. Eligible
employees should only apply for and will only be considered for posted positions for which they possess
the required skills, competencies, and qualifications.

The department must complete a requisition form in NEOGOV to fill any vacancy. This form will include
but is not limited to:

a. Advertising Method (Area of consideration)
i. Internal
1. Departmental
2. Divisional
3. All Employees
ii. External
1. Open to the Public
b. Working Hours and Location
c. Safety Sensitive Position Status

The requisition must undergo several stages of approval:

a. The Director must certify that the requested position is funded.
b. The HR Director or designee must authorize the advertisement of the position.

After a requisition has been approved, an HR representative and the Departmental HR Liaison will review
the most current version of the job description to determine if it needs to be updated or revised. The job
description will provide valuable information to help screen for Minimally Qualified (MQ) and Highly
Qualified (HQ) candidates. Questions from the principle duties and responsibilities, educational
requirements, knowledge, skills and abilities will be used during the automated screening process.
Additionally, an HR representative may contact the HR Liaison for supplementary information regarding
the position to determine any “Selective Placement Factors” (SPF) such as specific certifications needed
for optimal performance or job specific information (i.e. certified aluminum welder, advanced certification
in excel, public speaking experience, or bilingual capabilities).

To ensure that HR is recruiting qualified candidates for the opening, it is essential that the departmental
liaison and HR staff communicate with each other regarding the posting and subsequent activities during
the recruitment process. The hiring department has (48) hours to make any necessary updates to the job
descriptions after the initial job description review. All changes to the job description must be approved by
All Rights Reserved – As approved by the Commission on 05-07-2019 98 | P a g e