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Policy 07.01 Human Resource Management

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POLICY TITLE:

Human Resource Management

POLICY NUMBER:

07.01

VERSION:

2.0

REVISED DATE:

January 06, 2018

REVIEWED DATE:

March 13, 2018

APPROVAL DATE:

March 22, 2018

EFFECTIVE DATE:

April 2, 2018

NUMBER OF PAGES:

3

A. OVERVIEW

1. Description and Purpose The City of Saint Paul (hereinafter referred to as City) respects its most valuable resource, its employees. The City hereby shows this respect and appreciation by establishing a Human Resources Division within the Administrative Services Department to build and maintain positive relations with all its employees.

2. Applicability This Policy applies to all City employees, hereinafter referred to as Personnel.

3. Failure to Comply Failure to comply with this Policy may result in disciplinary action in accordance with any and all disciplinary policies of the City.

B. POLICY AND PROCEDURE

1. Role of Human Resources

a. Human Resources (HR) suggests to directors, managers and supervisors how to strategically manage people as resources. This includes managing recruiting and hiring employees, coordinating employee benefits and suggesting employee training and development strategies.

b. HR serves as a consultant, they advise directors, managers, and supervisor on issues related to employees and how they help the City achieve its goals.

2. Human Resources Division

a. The City Manager shall serve as the Human Resources Manager for the City.

b. A Human Resources Division established within the Administrative Services Department to perform the roles and functions as stated in this Policy.

c. The HR Division will be made up of the City Manager, City Clerk and Payroll Manager, and other employees designated by the City Manager.

d. The HR Division may elicit assistance from legal counsel when needed.

3. Human Resources Functions

a. Recruitment and Retention

i. HR will perform the following recruitment and retention functions:

a) Review and advertise job announcements. It is the responsibility of supervisors to prepare job announcements;

b) Screen applicants;

c) Conduct reference checks;

d) Conduct criminal background checks if appropriate;

e) Coordinate interviews and hiring efforts with director(s), manager(s) and supervisor(s) responsible for making the final selection of candidates.

b. Safety and Risk Management

i. HR will support workplace safety training and maintain federally mandated logs for workplace injury, accident, and fatality reporting.

c. Employee Relations

i. HR supports strengthening the employer-employee relationship through measuring job satisfaction, employee engagement and resolving workplace conflict.

ii. HR will provide support to directors, managers and supervisors for conducting performance evaluations, as well as reviewing and processing all performance evaluations.

iii. HR will provide support to directors, managers and supervisors for employee incentive programs.

iv. HR will provide consultation and advisory services to directors, managers, supervisors and employees for behavioral, conduct and performance deficiencies.

d. Compensation and Benefits

i. HR will work with the City Manager to set compensation structures and evaluating competitive pay practices.

ii. HR will work with the City Manager to establish position classifications.

iii. A comp and benefits specialist also may negotiate group health coverage rates with insurers and coordinate activities with the retirement savings fund administrator.

e. Compliance

i. Compliance with labor and employment laws is a critical HR function. Noncompliance can result in workplace complaints based on unfair employment practices, unsafe working conditions and general dissatisfaction with working conditions that can affect productivity and ultimately, profitability.

ii. HR must be aware of federal, tribal, and state employment laws such as Title VII of the Civil Rights Act, the Fair Labor Standards Act, the National Labor Relations Act and many other rules and regulations.

f. Training and Development

i. Employers must provide employees with the tools necessary for their success which, in many cases, means giving new employees extensive orientation training to help them transition into a new organizational culture.

ii. HR will conduct new employee orientation.

iii. HR will work with management to identify and provide leadership training and professional development to all City employees.

g. Policy Development and Maintenance

i. HR with assistance the City Manager with developing and maintaining personnel policies and procedures.

h. Recordkeeping

i. HR will be responsible for personnel data entry personnel, medical, and complaint file maintenance.

ii. Individual directors, supervisors are responsible for providing a signed copy of each all personnel related forms and related verbal or written notifications to HR.

i. Disciplinary Action

i. HR will advise directors, supervisors on disciplinary actions and decisions;

ii. HR will review all Disciplinary Action Notices and related documents before they are issued to an employee for:

a) Technical correctness;

b) Consistency with City policy;

c) Procedural violations of disciplinary actions;

d) Applicability and fairness of disciplinary actions taken.

j. Legal and Technical Policy Interpretations

i. The City Manager will request from legal counsel when needed legal interpretations of City policies.

ii. HR will provide assistance to directors, managers, supervisors, and employees with technical interpretations of City policies.

C. FORM(S)

1. None.

D. REFERENCE(S)

1. None.

E. DEFINITION(S)

1. None.

F. POLICY HISTORY

1. This policy replaces Section 11.01 in the City Code of Ordinances (CCO).