Chapter 3 - Regular Employment

City of Redmond Personnel Manual

Chapter 3 - REGULAR EMPLOYMENT

3.10 Staffing Policy

3.20 Employment of Relatives

3.30 Methods for Filling Vacant Positions

3.40 Hiring Procedure

3.50 Negotiable Recruiting Incentives for Non-Union Supervisors and Managers

3.60 Probation Period

3.70 Rehiring Former Employees

3.80 Transfers

3.90 Voluntary Demotions

3.100 Acting Appointments

3.110 Traineeships

3.120 Promotions

3.130 At-Will Status

3.10 Staffing Policy

(rev. 7/2018)

It is the policy of the City of Redmond, in service to the City’s citizens, to staff all positions with the most talented and qualified employees. Department directors wishing to fill vacant positions must be mindful of contractual obligations specified in applicable collective bargaining agreements, the Redmond Civil Service Rules, and applicable state and federal laws.

The City reserves the right to contract out work to private service providers and to utilize personal service contracts of temporary employment firms. However, in the event that work has been historically performed by bargaining unit members, the City will notify the affected union and provide an opportunity for bargaining prior to entering into any such contract.

3.20 Employment of Relatives

(rev. 7/2018)

In order to promote fair employment practices and to avoid the appearance of unfairness, improper influence, or conflicts of interest, the City prohibits the hiring of family members of current City employees as well as those who share living quarters with current City employees, when:

- One of the individuals would have authority or practical power to supervise, appoint, remove, or discipline the other;

- One of the individuals would be responsible for auditing the work of the other;

- One of the individuals would handle confidential materials which might create the appearance of improper or inappropriate access to the material by the other;

- One of the individuals is a policy level official of the City;

- Hiring of the individual would create an actual or potential conflict with the City’s interests.

For the same reasons, the City prohibits hiring family members of current City employees (or individuals sharing living quarters with current City employees) when those individuals are employees of government entities regulating City activities if doing so would create an actual or apparent conflict of interest.

In the event two employees of the City of Redmond marry or establish a relationship in which they share living quarters, and any of the bulleted criteria specified above exist which thereby creates an actual or apparent conflict of interest, the City may transfer or dismiss one of the employees. A decision to reassign or dismiss an employee shall be made by the Mayor when action is recommended by a department director. Before recommending reassignment or dismissal, the department director shall discuss the situation with the employees.

3.30 Methods for Filling Vacant Positions

(rev. 7/2018)

All vacancies in regular positions are filled by one of the following methods:

- Hiring a new employee;

- Rehiring a former employee;

- Transfer;

- Voluntary demotion;

- Acting appointment;

- Appointment to a traineeship;

- Promotion;

- Recalling a laid-off employee [See Section 13.20 Layoff].

- City of Redmond Civil Services Rules and Procedures (when applicable).

3.40 Hiring Procedure

(rev. 7/2018)

Notice of Vacancy

The recruitment process begins when the hiring department notifies the Human Resources Department of an opening to be filled. The Human Resources Department confers with the hiring manager to identify the most viable means of soliciting qualified applicants and then initiates the recruiting process.

Position Announcement Published

Position announcements are published by the Human Resources Department to recruit an applicant pool for a position opening.

The position announcement may be posted internally and/or externally. Individuals considered eligible for internal postings include all current employees as well as former employees (whether regular, limited duration, or supplemental) who left employment in good standing (see Section 13.10 Resignation) less than two years previously.

A position announcement may include:

- Classification and/or working title;

- Pay range;

- Duties;

- General qualifications;

- Special requirements (e.g. license requirements);

- Application deadline (when applicable).

Applications Gathered

Employment applications are required of all applicants. The application is intended to elicit information needed to determine whether an applicant is qualified for a position. Resumes and cover letters may supplement an official application. An applicant's electronic signature certifies that all information supplied on the application is true to the best of the applicant's knowledge. An employee will not be hired and may be dismissed if it is found that the employee provided false or misleading information in an application or resume. The Human Resources Department may require proof of education, specialized training, job experience, legal status to work in the United States, or other relevant information.

Note Regarding Continuous Applications: Position announcements for some classifications may be kept open for continuous applications without a closing date when doing so is in the best interest of the City. For those classifications, applications are accepted on a continuous basis.

Note Regarding Existing Applicant Pools: On occasion, the City gathers applications for an existing opening and then, a short time later, another opening occurs for a comparable position. On such occasions, the City may use the existing applicant pool to fill the newer vacancy.

Applications Reviewed

Applications are screened by the hiring manager, the Human Resources Department and/or another designated reviewer, assessing each applicant’s overall knowledge, skills, abilities and other job-related qualifications.

Desirable education and experience qualifications stated in the position announcement serve as guidelines for screening.

If an applicant’s materials fail to demonstrate that the applicant possesses minimum qualifications, or if it appears that the applicant is otherwise unfit for the position, the applicant will be disqualified. Grounds for disqualification include, but are not limited to, the following:

- An applicant does not possess minimum qualifications for the position.

- An applicant has falsified statements, failed to disclose pertinent information or used deception on a job application.

- An applicant has been convicted of a felony crime, the felony is directly related to the position for which the applicant is applying, there is a business necessity for excluding the applicant, and the time elapsed since the conviction is less than 10 years from the time of the application for employment.

Exceptions to the foregoing principles regarding disqualification may be made if, in the opinion of the Human Resources Director, doing so would be in the best interests of the City.

Selection Tools

The Human Resources Department, in consultation with the hiring manager, determines the appropriate selection tools to test the knowledge, skills and abilities of job candidates. Selection tools include, but are not limited to, the following:

- Interviews;

- Written examinations;

- Skills tests;

- Aptitude tests;

- Work samples;

- Physical abilities testing;

- Polygraph examinations (Police and positions in other departments with the power to arrest):

- Employer reference checks;

- Personal reference checks;

- Background checks.

Conditional Examinations

For a limited number of job classifications, the City makes formal job offers that are contingent on successful completion of psychological examinations and/or medical examinations. When the City extends job offers that are conditioned upon successful completion of such examinations, the same standards apply to all applicants for those positions. Additional information is stated below:

Psychological examinations: A candidate who has been given an offer of employment that is conditioned on passing a psychological examination may be disqualified, or an employment offer rescinded, if the candidate is unable to perform the essential duties of the position due to a psychologically disabling condition and the individual's disabling condition cannot be reasonably accommodated without undue hardship, or for refusing to submit to a psychological examination, or for refusing to complete psychological history forms relevant to the position.

Medical examinations

A candidate who has been given an offer of employment that is conditioned on passing a medical exam may be disqualified, or an employment offer rescinded, if the candidate is physically unable to perform the essential duties of the position and the individual's disabling condition cannot be reasonably accommodated without undue hardship, or for refusing to submit to a medical examination, or for refusing to complete medical history forms relevant to the position.

Selection

After completion of interviews, tests, background checks, and/or other components of the process identified above, the hiring department determines which applicant is the most highly qualified.

Approval

Department directors have authority to approve appointments to all positions within their respective departments. Only the Mayor has authority to approve appointments of department directors.

Job Offer

After the department director or Mayor approves an appointment, he or she should provide notice of the approval to the Human Resources Department. The Human Resources Department will then send a letter to the chosen candidate making a formal offer of employment and specifying a starting date and salary. If the candidate accepts the offer of employment, the Human Resources Department will verify whether the candidate is legally authorized to work in the United States and will arrange for a new hire orientation. If a candidate fails to respond to an offer of employment, or fails to appear on the designated starting date, the candidate will be presumed to have declined the offer of employment.

3.50 Negotiable Recruiting Incentives for Non-Union Supervisors and Managers

(rev. 7/2018)

Paid Leave as a Recruiting Incentive

A hiring department, in an effort to secure a highly desirable candidate for a non-union supervisory or managerial position, may find it appropriate to offer front-loaded vacation and/or sick leave. These offers of front-loaded paid leave are in addition to the paid leave normally accrued by employees. Typically, however, the amount of additional leave offered should not exceed 10 days (eighty hours). A department desiring to offer front-loaded paid leave should first obtain approval from the Human Resources Director. An offer of additional paid leave should be intended to make an offer of employment more attractive and to facilitate successful negotiation with a highly desirable candidate.

Approval will be granted only when the hiring department demonstrates that making such an offer is in the best interests of the City.

Payment of Moving Expenses as a Recruiting Incentive

A hiring department, in an effort to secure a highly desirable candidate for a non-union supervisory or managerial position, may find it appropriate to offer moving expenses and/or relocation costs. A department desiring to make such an offer should first obtain approval from the Human Resources Director. With the approval of the Human Resources Director, reasonable moving expenses and/or relocation costs may be included in an employment offer.

Eligibility: Moving expenses may be provided under the following circumstances:

- The distance between Redmond City Hall and the candidate’s residence is at least 50 miles.

- The hiring department demonstrates that making an offer to pay moving expenses would be in the best interests of the City. The City’s interests may be assessed though an analysis of factors such as the candidate’s willingness or ability to relocate without assistance from the City; identification of the unique or special skills of the candidate; evaluation of market factors.

Allowable expenses: Moving and/or relocation costs are ordinarily limited to:

- Packing, moving, and unpacking of routine household items not to exceed 15,000 pounds. Items that are unusually large or requiring special handling are not considered routine household items.

- Payment may be made for moving of no more than two family cars.

- Maximum insurance coverage is $75,000 per move; any additional insurance will be the responsibility of the prospective employee.

- Storage while in transit at either the origin or destination for up to 30 days total.

- Reasonable travel expenses one-way for relocation of the prospective employee and family members. Expenses considered reasonable may include transportation, lodging, and meals while traveling. If the prospective employee is traveling by car, reimbursement will be made for mileage at the allowance rate established by the Internal Revenue Service. Allowable lodging expenses will be determined on the assumption that the prospective employee will be driving at least 500 miles per day.

Payment

- The newly hired individual must provide the hiring manager with copies of three written quotes from moving companies. The department director reserves the right to make the final selection of a moving company.

- The newly hired individual must provide receipts for reimbursement of any claimed expenses to the hiring manager.

- The Payroll Division has responsibility for processing payment of authorized moving expenses.

- The newly hired individual is solely responsible for any tax consequences that may result from payments covering moving expenses. If the City determines that any moving expense payment meets IRS guidelines for taxable income, that amount will be included on the employee’s year end W-2 form.

Reimbursement Obligation: If the newly hired individual resigns or is terminated for cause, that person will be required to reimburse the City for moving/relocation costs according to the following schedule.

City Visitation and/or House Hunting Trip as a Recruiting Incentive

A hiring department, in an effort to attract a highly desirable candidate for a non-union supervisory or managerial position, may find it appropriate to pay costs for a trip to the City of Redmond. The purpose of such a visit would typically be either to enable a job candidate to become initially acquainted with the City or to allow a candidate to begin a search for a new home. A department desiring to offer a paid visitation should first obtain approval from the Human Resources Director. If the Human Resources Director approves, the City will pay reasonable visitation expenses such as associated airfare, car rental for three days, hotel accommodations for three days, and meals for three days for both the prospective employee and a spouse or partner. The job candidate is solely responsible for any tax consequences that may result from the visit to the City of Redmond.

Interim Housing Expense as a Recruiting Incentive

Interim housing expenses are offered only to department directors. The Mayor has discretion to offer to cover a new department director’s residential rental or lease costs for a maximum of six months following the date of hire. Covered expenses are limited to the specific negotiated amount and may not exceed $15,000. If the new department director purchases a home, an allowance for interim housing expense may also be used to cover real estate taxes until six months following the date of hire. A director receiving an interim housing expense is not eligible to also receive moving expenses from the City. However, with the approval of the Mayor, a director who is provided an allowance for interim housing expense may use a portion of that allowance to cover moving expenses. The newly employed director is solely responsible for any tax consequences that may result from payment of an interim housing expense.

3.60 Probation Period

(rev. 6/2023)

Probationary Period for Non-Represented Employees

For non-represented employees hired on or after June 1, 2023, the initial twelve (12) months of employment shall constitute a probationary period. Employees will receive an evaluation six months after their start date and may receive a merit increase to base and/or lump sum payment. Their next evaluation will occur one year later and annually thereafter, or if their department has a fixed date evaluation period, they will receive a prorated evaluation to that fixed date and then annually thereafter.

If employees take extended leave or work light duty during the probationary period, management has the discretion to extend the probationary period for that length of time.

During the probation period employees serve as at-will employees and may be terminated without cause and without right of appeal. Employees can request to resign in lieu of probationary termination, and approval may be granted at department director discretion.

Probationary Period for Civil Service Employees

Newly hired civil service employees, who are not represented by a union, serve a probationary period as outlined in Redmond Municipal Code 4.20.080 (D).

Probationary Period for Union Employees

Newly hired union employees serve a probationary period as outlined in their collective bargaining agreement.

3.70 Rehiring Former Employees

(rev. 7/2018)

Rehiring

A former regular employee who resigned in good standing (see Section 13.10 Resignation) within the last two years may, at the City’s discretion, be reappointed to a vacant position in the same classification or to a vacancy in a comparable or lesser classification without participating in a competitive recruitment process. Department directors have authority to approve rehire appointments. A rehired employee serves the same probation expected of a newly hired employee.

Credit for Past Service Vacation

An employee rehired within one year of separation receives full credit for prior years of service in determining the rate of vacation accrual.

Sick Leave

See Section 9.30 Sick Leave "Reinstatement Upon Rehire."

3.80 Transfers

(rev. 7/2018)

Department directors have authority to transfer employees in the same classification within their own department. In the event that an employee desires to transfer to a position in the same classification in a different department, both affected department directors must approve. The transferring employee’s pay range and pay anniversary date will remain unchanged.

3.90 Voluntary Demotions

(rev. 7/2018)

An employee who wishes to voluntarily demote to a lower classification within their current department may do so with the approval of the department director. An employee who wishes to voluntarily demote to a lower classification in a different department may do so only with the approval of both affected department directors. The voluntarily demoting employee will continue to receive pay at his or her current rate so long as the current rate falls within the pay range for the new position. However, if the demoting employee’s current pay rate of pay is greater than the maximum pay rate for the new position, the demoting employee’s pay will be reduced to the maximum rate in the new pay range. The demoting employee’s pay anniversary will remain unchanged.

3.100 Acting Appointments

(rev. 7/2018)

The Mayor (and his/her designee) and each department director (and each department director’s designee) have authority to temporarily appoint an employee to fill a vacancy during an absence pending appointment of a replacement. An acting appointment ends when the position is filled by the regular occupant’s return, the hiring of a replacement, or whenever the Mayor (or designee) or department director (or designee) deems it appropriate to end the acting appointment. Acting appointments normally shall not exceed six months, but the duration of an acting appointment may be extended at the discretion of the Mayor (or designee) or department director (or designee). An employee serving in an acting appointment is entitled to return to his or her prior position when the acting appointment expires. An employee serving in an acting appointment shall be paid at a rate consistent with the position’s level of responsibility, but shall not be less than the minimum rate for the position being filled. See Section 7.90 Working Out-of-Class for additional information on applicable pay rates.

3.110 Traineeships

(rev. 7/2018)

Policy

Traineeships may be created for any position. Traineeships are used to offer in-house employee development opportunities for current regular employees demonstrating high potential for advancement. A department director wishing to provide a regular employee with a traineeship opportunity must submit a written request to the Human Resources Director. The written submission should include a plan to develop the trainee’s skills, to measure the trainee’s progress, and how the traineeship will be concluded. Upon the approval of the Human Resources Director, the employee may be appointed to the traineeship. An employee may serve as a trainee for up to one year.

Pay

Trainee pay is set by the Human Resources Director in consultation with the department director, but generally it will not be less than 85 percent of the minimum pay for a comparable non-trainee position. A trainee receiving less than 95 percent of non-trainee pay and making satisfactory progress in training is eligible for a pay increase of up to five percent after six months.

In the event a traineeship is offered to a bargaining unit member, the trainee will be required to maintain membership in the bargaining unit (and continue to pay union dues) throughout the duration of the traineeship. The union will continue to represent the employee during the traineeship in regard to rate of pay and other mandatory subjects of bargaining.

3.120 Promotions

(rev. 7/2018)

The City encourages current employees to apply for promotions. If the Human Resources Director determines that there are a sufficient number of individuals currently employed by the City qualified to compete for a position, an internal-only recruitment may be held. An employee who is promoted receives a pay increase on the effective date of the promotion in the amount of seven percent (7%) or to the minimum step of the new pay range, whichever is greater. The promoted employee’s pay anniversary date will be adjusted to the date of promotion, and the employee will receive a pro-rated evaluation (see Section 10.10 Performance Appraisals).

Competitive vs. Non-Competitive

Promotions may be by a competitive or non-competitive process. A department director wishing to implement a non-competitive promotion must first submit a written request for authorization to the Human Resources Director outlining why a non-competitive promotion is in the best interests of the City. If the Human Resources Director approves the request, the department director may proceed with the non-competitive promotion.

3.130 At-Will Status

(rev. 7/2018)

Employment Status

At-will employment means that either the employee or the City may terminate the employment relationship at any time, with or without cause. The authority to terminate an at-will employee lies with the Mayor or department director as described in this section.

What City Employees are At-Will?

- Department Directors and Mayor's Staff. Department directors and employees on the Mayor's staff who are not bargaining unit members are at-will employees who serve at the pleasure of the Mayor.

- Newly Hired Employees. Newly hired individuals are at-will employees during their probation period and serve at the pleasure of their department director.