(a) Purpose and Scope. The purpose of this section is to prescribe policy and responsibilities for personnel management so supervisors have a complete understanding of their role as personnel manager of their employees. This section is applicable to all supervisors.
(b) Policy.
(1) All necessary action, within the administrative responsibility of the Municipality will be taken to ensure that supervisors effectively fulfill their personnel management responsibilities.
(2) Supervisors have the ultimate responsibility for personnel management. They are in the best position to know their employees and to have knowledge of their problems and performance. Supervisors are the personnel managers for the employees they supervise and must fulfill their personnel management responsibilities as outlined in this section.
(3) Personnel management is the supervisor’s greatest responsibility. This is recognized in the salary of supervisory positions. Therefore, each supervisor’s competence and effectiveness in completing this phase of his or her job will be considered in his or her performance evaluation.
(c) Responsibilities. Supervisors shall:
(1) Direct and administer the Municipal Personnel Program. This includes classification and wage administration, employment, placement and separation, employee-management relations, employee services, employee development, processing and keeping records, recognition and awards program, and employee retirement. The Manager will furnish training to supervisors in the procedures and principles of personnel management and advise and assist them in carrying out their responsibilities.
(2) Safeguard against placing “closely related” employees in the same organizational unit positions involving them in a supervisor-employee relationship or in positions that would necessitate frequent official contact or association. Existing personnel not affected.
(3) Maintain these regulations in a current status and review them annually.
(4) Assign duties and responsibilities to each employee under their jurisdiction.
(5) Ensure that employees are engaged in the duties they were employed for except when the work situation warrants a detail to perform other duties.
(6) Prepare official position descriptions, insuring clarity, accuracy, and integrity in describing duties.
(7) Maintain accurate records of performance and conduct on all employees.
(8) Submit Request for Personnel Action for all personnel actions except those specifically restricted by another regulation.
(9) Make employees available for aptitude and achievement tests or development of tests for use in connection with probational examinations; ensure proper application of test results in in-service placement and training; not participate in, administer or use results of any tests not specifically authorized by the Manager.
(10) Select personnel referred for position vacancies consistent with the principle of “best available” qualified person for the job.
(11) Orient new employees and provide training to prepare them to perform their job assignments.
(12) Develop performance requirements and make them known to employees.
(13) Evaluate employee performance on a continuous basis, hold regular discussions with employee about work performance, and assign annual performance ratings.
(14) Use the results of performance evaluation to:
A. Identify development needs.
B. Recognize the above average employee; and
C. Take action to reassign, change to lower grade or separate employees who cannot attain the required degree of proficiency after attempts have been made to improve their performance.
(15) Keep employees informed of current information from higher levels of management.
(16) Keep higher levels of management informed of ideas and information received from supervisors and employees at lower levels.
(17) Support, participate in and encourage employee participation in recognition and awards program.
(18) Be thoroughly familiar with rules of conduct and standards of disciplinary actions. Administer discipline fairly and impartially consistent with the established rules and standards.
(19) Keep employees informed of their rights to organize, join or refrain from joining any lawful organization.
(20) Be thoroughly familiar with and keep employees informed of the policies and procedures covering grievances and appeals. Resolve or give employees assistance in resolving grievance and complaints.
(21) Adhere to government policy that there will be no discrimination because of race, religion, color, national origin, sex, age, political affiliation, marital status, or physical handicap in employment practices.
(22) Maintain a working knowledge of employee benefits such as leave, insurance, compensation, retirement and salary in order to advise and counsel employees.
(23) Be thoroughly familiar with policies and regulations concerning the administration of leave of all types and advise and counsel employees on the use/misuse of all types of leave.
(24) Maintain safe and healthful work environment; train employees in safe work habits. Advise employees of procedure they must follow in case of injury.
(25) Determine employees’ training and development needs and encourage employee participation in self-development as well as officially sponsored development activities.
(26) Do everything possible to promote good employee relations and job satisfaction.
(27) Always set a good example for other employees to follow in conduct, attendance and performance.
(28) Advise and counsel employees on personal matters that could affect efficient performance of assigned duties, such as health, honoring financial obligations and other matters of a personal nature brought to their attention by the employee or others.
(Ord. 436. Passed 9-12-77.)