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HomeMy WebLinkAbout07/01/2021 Mason County Civil Service Commission Notice of Special Meeting NOTICE IS HEREBY GIVEN that the Mason County Civil Service Commission will hold a special meeting on Thursday, July 1, 2021 at 5:00 p.m. SAID meeting will be to consider the following item: 1) Public Hearing to consider approval of revisions to the Civil Service Rules relating to the Promotion in Place for Support Specialist positions. (Attached) If questions prior to the hearing, please contact the Chief Examiner at (360) 427- 9670, Ext. 268. DATED this 1 Oth day of June, 2021. MASON COUNTY CIVIL SERVICE COMMISSION Becky Rogers, Chief Examiner c: Mason County Sheriff Jeff Wagner, IAM/Woodworkers District Lodge W38 iFiber One Shelton-Mason County Journal Mason County Civil Service Website Post: Building 1 (Administration) Bulletin Board Building 9 (Human Resources) Bulletin Board If special accommodations are needed,please contact the Human Resources office,427-9670, Ext. 422. MASON COUNTY CIVIL SERVICE COMMISSION Notice of Hearing NOTICE IS HEREBY GIVEN that the Mason County Civil Service Commission will hold a virtual public hearing on Thursday, July 1, 2021, at 5:00 p.m. SAID HEARING will be to consider revisions to the following Civil Service Rules: Section 2. Definitions; and Section 6.10 Promotional Examinations; and Section 6.14 Clerical Promotions (Promotions in Place). (See attached) If questions prior to the hearing,please contact the Chief Examiner at(360) 427- 9670, ext. 268. All interested citizens are invited to attend to speak for or against the proposal. DATED this 1 Oth day of June, 2021. MASON COUNTY CIVIL SERVICE COMMISSION --���� Becky Rogers, Chief Examiner c: Mason County Sheriff Mason County Civil Service Website Building 1 (Administration)Bulletin Board Building 9(Human Resources)Bulletin Board Jeff Wagner,IAM/Woodworkers District Local Lodge W38 If special accommodations are needed,please contact the Human Resources office, 427-9670, Ext. 268. 2. DEFINITIONS Definitions of terms used in these rules and regulations: Unless a different meaning is plainly required by the context, the following words and phrases, as used in these rules and regulations, have the meanings indicated ALLOCATE means the act of assigning each position to its proper class. APPOINT means the act of the appointing authority in assigning to a position an eligible applicant who has been certified by the chief examiner for assignment in such position. APPOINTING AUTHORITY means the Mason County Sheriff or his or her designee. CERTIFY means the act of the chief examiner in supplying the appointing authority with the names of eligible persons to fill a vacant position in the classified service for which certification is requested. CHIEF EXAMINER means the position of secretary and chief examiner of the Commission. CLASS/CLASSIFICATION means a position or group of positions having similar duties, responsibilities, and authority, requiring similar qualifications, which can be properly designated by one title indicative of the nature of the work and salary range. CLASSIFIED SERVICE means all positions within the Mason County Sheriff's Office except those specifically included in the unclassified service. COMMISSION means the Mason County Civil Service Commission. COMMISSIONER means any one of the members of the Mason County Civil Service Commission. CONTINUOUS SERVICE means employment in the classified service as a regular or probationary employee for the requisite period of time immediately preceding the application deadline or other deadline as established by the commission that is uninterrupted except for authorized leave of absence, disability or family medical leave, or separation due to layoff; however, time lost due to layoff, disability leave, or approved absence in excess of 30 days without pay shall not be included in the determination of length of continuous service except as otherwise provided by these rules or required by federal or state statute. DEMOTION means the change of a regular employee from a position in one class to a position in another class having a lower maximum salary range. ELIGIBLE means a person listed on an active eligibility list that has rights under these rules to be certified for appointment. ELIGIBILITY LIST means a list of all persons who have qualified for appointment to positions within a certain class under the provisions of these rules and who have not yet been appointed to such class or removed from such list in accordance with these rules. EMPLOYEE means a person occupying a position within the classified service who is paid a salary or wage for services rendered. EXTRA HELP means a temporary appointment above normal staffing levels during a short term, non-emergency situation requiring additional staff. Reasons for extra help include but are not limited to leaves, boat patrol, special events, training, and unforeseen service needs. LATERAL ENTRY means entrance into a Deputy Sheriff or Correction Officer position through an open competitive testing process, where candidates are required to be currently employed in a like classification. LEOFF means the Washington law enforcement officers and fire fighters retirement system. PART-TIME EMPLOYEE means an eligible person hired off of an eligibility list, lateral entry list, recall list, or rehire list into the classified service of the sheriff's office that is an employee hired in a regular, county-budgeted position who is budgeted to work set hours on a regular, recurring basis for a minimum of twenty hours and less than forty hours per week, and is subject to the rights, responsibilities, and rules of civil service; or PRELIMINARY RANKING EXAMINATION means an examination used to narrow and rank the field of applicants in the first phase of a multi-phased examination process. POSITION means a group of current duties and responsibilities described by a job specification that has been assigned or delegated by the appointing authority and that requires the full time or part time service of an employee. PROBATIONARY EMPLOYEE means any employee who is serving a probationary period. PROBATIONARY PERIOD means a trial employment period prior to regular employment to test the actual performance of duties and to determine the employee's fitness for the position. PROMOTION (and Promotion in Place) means the appointment of an employee certified from the appropriate promotional register to a position in a class having a higher maximum salary range. PROMOTIONAL LIST means an eligibility list established by a promotional examination. PROVISIONAL APPOINTMENT means a non-competitive appointment to fill a classified position pending establishment of an eligibility list for the class. PROVISIONAL EMPLOYEE means any employee filling a position by provisional appointment. REALLOCATE means reassigning a position to a different class in the classification plan. RECALL LIST means an eligibility list established by listing former regular or probationary employees who have been separated from the classified service by layoff and current employees who have been reclassified or reallocated in accordance with Rule 4.8. RECLASSIFY means changing the classification of a position. REFERRAL means the names certified by the Chief Examiner to the appointing authority in response to a request in order to fill a position. REHIRE LIST means an unranked employment list of persons who resigned voluntarily, left employment due to being laid off, or was reclassified or reallocated from the sheriff's office. REGULAR EMPLOYEE means any employee in the classified service who has completed a probationary period in a regular county budgeted position. REINSTATEMENT means the appointment to the formerly held position without competitive examination of an employee who separated from the classified service while in good standing, who has completed the probationary period in the classification, and who has maintained the qualifications for the position. RESIGNATION means a voluntary separation from employment initiated by an employee in writing. SELECTIVE CERTIFICATION means certification of names from an eligibility list for a position as requested by the appointing authority based on specific bona fide occupational qualifications that are necessary for sexual privacy, medical or psychological treatment, or undercover law enforcement. SHERIFF means the elected Mason County Sheriff. SUSPENSION means the temporary removal of an employee from duty. TRANSFER means the change of a regular employee from one position to another position within the same classification, or the change of a regular employee from one classification to another. UNCLASSIFIED SERVICE consists of the positions of sheriff, undersheriff, chief criminal deputy, chief civil deputy, chief of corrections, chief deputy of administration, or such equivalent positions as designated in accordance with RCW 41.14.070. The unclassified service is exempt from the provisions of these rules. VACANCY means a position that is not occupied. WORKING DAYS, for the purpose of any notice period provided for herein, means Monday through Friday, excluding legal holidays. 6. EXAMINATIONS 6.1 Examinations: All examinations shall be impartial and shall relate to those matters that will fairly test the capacity and fitness of candidates to efficiently perform the duties of the position to be filled. Examinations may include written, oral, physical fitness, and performance tests, or any combination of these. Tests may take into consideration such factors as education, experience, aptitude, knowledge, physical fitness, or any other qualifications or attributes that, in the judgment of the commission or chief examiner, enter into the determination of the relative fitness of applicants. The results of personality tests, if given, may be considered as part of the scoring of any oral examination. Support Specialist Examination Process: Written application and examination by Civil Service in the presence of the chief examiner. Any of the examination modes outlined in Civil Service Rules 6.14 may be altered for good cause in the discretion of the Civil Service Commission. 6.2 Identity of Examinees Concealed: The chief examiner may require that the identity of all persons taking a competitive test be concealed by use of an identification number for all or specific parts of the examination process until all scores are established. 6.3 Rating Examinations: Final examination scores shall be expressed on, or converted to, a scale of one hundred (100) for maximum possible attainment with the required passing score set by the commission or the chief examiner. 6.4 Minimum Score on each Section: The commission or chief examiner may set a minimum score for any part, parts, or phase of entry-level examinations. Any candidate who fails to attain such minimum score shall be considered to have failed the entire examination. 6.5 Number of Applicants: The commission or chief examiner may limit eligibility in subsequent exam parts to those examinees scoring highest on a preliminary ranking exam or series of tests; provided, however, the number of examinees is established before the application deadline. 6.6 Review of Examinations: If the commission or chief examiner determines that the nature of an examination would allow review, a candidate may review the examination and the examination answer key. Such review must be requested and made within ten tggg(10) calendar days after the examination. The review shall be made in the presence of the chief examiner, and the candidate may not take notes. A. After such review, if a candidate wishes to challenge any answer, a written challenge shall be submitted to the commission. Such challenge must be made within the ten (10) day review period. All such challenges shall be considered by the commission. If the commission determines such challenge is valid, the examination answer key shall be revised accordingly. The original examination answer key, together with any changes, shall be used in scoring all examination papers. B. No eligibility list shall be established until the commission issues its determination. 6.7 Notification of Results: Each applicant taking an examination shall be given written and/or electronic notification of the results thereof, and if successful, of the total earned rating and relative position on the eligibility list. 6.8 Error in Scoring: An error in scoring or rating, if called to the attention of the chief examiner within the ten (10) day review period, shall be corrected. Corrections shall not impact any appointments made prior to the corrections. 6.9 Credit Applied to a Passing Examination: These credits may not be combined. A. Veterans Scoring Criteria: Veterans, as defined in RCW 41.04.005, who obtain a passing score on an examination for original appointment, shall receive credit in accordance with Chapter 41.04 RCW. To receive such credit, a Department of Defense Certification Number DD 214 must be presented prior to or on the day of examination. In addition, applicants must certify that they have not previously obtained employment using such veteran's preference. B. Service Credit for Reserve Deputies and Provisional Employees: Applicants who are current reserve deputies or provisional employees for the Mason County Sheriff's Office and who obtain a passing score on an examination for original appointment, shall receive an additional 10 (ten) percent preference points. C. Service Credit for Employees of the Mason County Sheriff's Office: Applicants, who are current employees in good standing and off probation within the Mason County Sheriff's Office and who obtain a passing score on an examination for original appointment shall receive an additional 10 (ten) percent preference points. D. Credit for Mason County Residents: Applicants who have a physical address in Mason County and who obtain a passing score on an examination for original appointment shall receive an additional 10 (ten) percent preference points. 6.10 Promotional Examinations: Vacancies may be filled through promotional examination. When the commission determines that there will be a promotional examination, the commission shall: A. Establish, in addition to other eligibility requirements, the required minimum period of service in the lower classification or classifications, which shall not be less than one year; B. Approve the examination plan for each promotional examination process, which shall include the date of a single examination, or each date of a multiphase examination process; C. Set the minimum score required to advance in each phase of a multi-phased examination process if a minimum score will be required; D. Set the maximum number of applicants that may advance at the completion of each phase of a multiphase examination process. 1. When two or more applicants achieve the same minimum score and occupy the lowest rank of applicants approved to advance from the preliminary ranking examination, then all applicants with that minimum score advance to the next phase of the examination process even if the resulting number of applicants to advance will exceed the maximum set in accordance with Section 6.10. 2. A preliminary ranking examination may be waived by the chief examiner when the number of applications received at the deadline for filing applications is equal to or less than the number approved to advance from a preliminary ranking examination. E. Veteran's Scoring Criteria: Veteran's as defined by RCW 41.04.005 who were called to active military service from employment with Mason County shall be awarded 5 (five) percent added to promotional examinations until the first promotion only (RCW 41.04.10(3)). Promotion in Place is permissible for Support Specialists when a position is filled at an entry level for recruitment, training, and development and when the employee's job performance and skill development support upgrading the incumbent and the position to the higher level. Promotion in Place is permissible for Support Specialist I & II. A promotion is the appointment of an employee to a different classification with a higher salary range. (eg. Support Specialist I to Support Specialist II). 6.11 Qualified as Eligible for Promotion: Applicants that successfully complete an assessment center examination or other type of final examination phase and are determined to be qualified as eligible for promotion will be ranked on the appropriate promotional eligibility list. 6.12 Time Interval: Any person who unsuccessfully competes in an examination for a particular class or is removed from an eligibility list under Rule 7.3 or 7.4 E shall not be eligible to compete in another examination for the same class within six (6) months of the establishment of the eligibility list resulting from the first examination unless otherwise authorized by the commission. 6.13 Postponement and Cancellation: Any examination may be postponed or cancelled at the discretion of the commission or chief examiner. In either case, each applicant shall be notified of the postponement or cancellation. 6.14 Clerical Promotions (Promotions in Place): It is the policy of Mason County Sheriff's Office to fill a position at a lower level for recruitment and/or training and development, until the employee's knowledge, skills and abilities (job performance) support upgrade of the position to the higher level. When vacancies occur in any class gfade they shall, whenever practicable, be filled by promotion from the next lower class gfade (eg. Support Specialist I to Support Specialist II). Such promotions shall be upon merit and examination open to members from the next lower class or classes gFade or gr of the division in which the vacancies exist, as may be determined by the Commission. Promotions in place shall be made upon positive merit of the person promoted as shown by previous service, as well as upon merit shown by the examination. A. Examinations for promotions shall be practical in character and shall test the general intelligence, accuracy, and qualifications of applicants for the position involved. B. No person who fails to attain a 70/100 score or 70% average overall complete proficiency shall be deemed eligible for promotion. C. Qualifications for admission for promotional examinations are set forth in CSR Section 6.10.