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Hiring EmployeesCapital Assets The following steps must be utilized by every Elected Official, Department Head, or Hiring Official when hiring employees. POSITION JUSTIFICATION  Vacancies cannot be filled without verifying that the current Departmental workload has not changed and that the current status of the County budget will allow the vacancy to be filled.  Review the approved job description for the position you need to fill. If the job description is no longer accurate, work with the County Executive Assistant to have the Job Description updated by the County’s Human Resource consultant.  Refer to the most current Pay Grade Chart to determine the pay grade for the position you need to fill.  Refer to the current Salary Plan Administrative Guidelines to determine the hiring pay rate for the vacant position (86-90% of the Market Point). In general, the salary for all newly hired employees will be 86% of the Market Point. RECRUITMENT PROCESS  Internal Hires: It is acceptable to internally hire or promote existing County employees to an open position by first following the steps listed above. If hiring from County employees outside your department, advertise the position to all employees via email. Interested employees should apply for the position by submitting an application and any other required documentation as defined by the job advertisement. Interviews of qualified applicants should follow the interview process defined below.  External Hires: If hiring outside the County, you must first follow the steps listed above and then advertise by posting the position on the Teton County website, Teton County Facebook page, the Jackson Hole News and Guide and the Teton Valley News for a minimum of one week. It is also advisable to post certain jobs on professional websites that apply to the position advertised. APPLICATION REVIEW PROCESS  Review all applications and determine how many applicants to interview. It is recommended to interview all applicants who meet the minimum qualifications.  If you do not receive qualified applicants, it is recommended to extend the deadline and advertise again for the position.  If you receive an overwhelming amount of applicants with a majority meeting the minimum qualifications, it is permissible to increase the minimum qualifications, extend the deadline, and advertise for the position again. INTERVIEW PROCESS  Determine who will be involved in the hiring process. It is advisable to always have more than one interviewer present in each interview.  Develop a list of questions that will be asked to every person interviewed. During a given interview, certain responses may lead to other interview questions that apply only to that individual. Guidelines for developing appropriate interview questions may be accessed on the Teton County server.  Once interviews are complete, interview notes should be sent to the County’s Risk Manager. They will be kept on file as a confidential County record for 4 years at which time they will be properly destroyed in compliance with the State of Idaho Records Retention Schedule. Revision: 6 Date: 2/7/17 Original Issue Date: 9/27/10 Number of Pages: 2 Approved: BOCC TETON COUNTY ADMINISTRATIVE POLICIES Hiring Employees Teton County Administrative Policies: HIRING EMPLOYEES Page 2 of 2 JOB OFFER PROCESS  After interviews are complete an offer of employment may be made to the top candidate subject to the results of any job related specific exams, reference checks, background checks or pre- employment drug and alcohol screening. Positions that require background checks and pre- employment drug and alcohol screening are indicated in the corresponding job description.  Teton County will accord a preference for employment to veterans of the U.S. Armed Services in accord with provisions of Idaho Code § 65-502 or its successor. In the event of equal qualifications for an available position, a veteran or family member who qualifies for preference pursuant to Idaho Code § 65-502 or its successor will be offered employment.  Once screening is complete, an official offer may be made based on the following:  If your new employee will earn 86% or less of the Market Rate, and if you are certain that your budget includes funding for the position, you may make an offer contingent upon completing the Supervisor’s Portion of the Payroll Form and obtaining an approval signature from one of the County Commissioners.  A newly-hired employee may not be offered a salary greater than 86% of the Market Point without prior written approval from the Board. If you believe that your new employee should receive a starting salary greater than 86% of the Market Point due to his/her special qualifications, experience, and/or education, you must write a brief explanatory memo to the Board. Your memo will be reviewed and discussed during a regular meeting.  Once an applicant has accepted the position, notify all applicants that the job has been filled. Sample rejection letters may be accessed on the Teton County server.  After an employee accepts a position, deliver the Payroll Form to the Payroll Office within 5 working days so payroll becomes aware that a new employee has been hired and can be prepared on their initial date of employment. Schedule time during the new employee’s first week of work to go through the orientation process with the Payroll Clerk.  Be sure your newly hired employee completes all required payroll forms at least 7 days prior to the date of their first paycheck.