SANTA CRUZ COUNTY
PERSONNEL
ADMINISTRATIVE MANUAL
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PURPOSE:
To define the
various methods and requirements to make extra-help appointments and the time
limit restrictions for the appointments.
LEGAL BASIS:
County Code
Section 3.12.040 (e) Extra-help
3.28.060 Extra-help Appointments
3.16.090 Classification
of Extra-help
3.28.010 Appointment Procedures
Civil Service Rule VI.I. Extra-help
appointments
Personnel
Regulations 169 - Employment of Retired Annuitants
CROSS REFERENCE: Personnel
Administrative Manual
Section IV.8.
Background Investigations
Section V.1.C.3. Recurrent
Appointments
Section V.1.C.4. Temporary Placement
Using Contract Agencies
Section V.3.B. Extra-help
Certification|
Section V.5.B. Processing
Requirements - Extra-help Appointments
Section VI.1. Physical Job Requirements/Physical
Screening and Examination
Section IX.1. Advance Step
Appointments
Section XII.1. Volunteer Initiative
Program
POLICY:
I.
Extra-help
appointments are temporary (maximum of 999 hours or 960 hours in a fiscal year) appointments where the employees receive no
benefits. There are no positions authorized or allocated. The job classes used
for extra-help are the same as those used for regular appointments with the
exception of Student Worker I - IV, and a few other classes that have been designated
for extra-help use only. Extra-help appointments are made to fill intermittent,
backup, on-call and other temporary assignments that do not warrant the funding
of a .5 budgeted position.
II.
Persons may be
appointed extra-help in the following ways:
A.
Former employee - when employees terminates,
they are asked if they are interested in working in a temporary capacity. The
department may place them in an extra-help capacity with no break in service so
that they can be called for future needs without the need to process them into
the system (See Section V.1.C.3. -Recurrent Appointments). A former employee
that is a retiree must have a bona fide separation in service
of at least 180 days before beginning post-retirement employment. (See
Personnel Regulation 169)
The
department may also make an extra-help appointment of a former employee that
has had a break in service. These employees must be processed prior to their
first day worked.
A
former employee that is a retiree will have a limit of 960 hours or 120 working
days in a fiscal year rather than the 999 hours fiscal year limit for
employment.
B.
Certification
from an eligible or employment list (See Section V.3.B. Extra-help
Certification).
C.
Non-competitive
extra-help employee (no eligible list exists where candidates are willing to
take extra-help appointments) -The individual must meet the requirements of the
position and will be scheduled to take the exam for the job class at the first
available opportunity.
D.
The use of the
Santa Cruz County Temporary Employment Pool - This pool contains a variety of
persons in various job classes that are available for short term placement.
Contact the analyst or technician in Personnel that coordinates the pool.
III.
Extra-help appointees
must meet all of the requirements of the position or job class that are
required for regular appointments including:
Minimum
requirements of the job class;
A.
Pre-employment
physical requirements of the position or job class (See Section VI.1. Physical
Job Requirements/Physical Screening and Examination);
B.
Background
Investigation requirements of the position or job class (See Section IV.8.
Background Investigations);
C.
Processing
requirements - Oath of Office; Employment Eligibility Verification (I-9's) and
IRS Form W-4 forms completion, along with distribution of policies and
descriptions of extra-help appointments (See Section V.5.B. Processing
Requirements -Extra-help Appointments).
IV.
Other methods
of filling temporary needs include:
A.
Use of the
Volunteer Initiative Program (See Section XII.1. Volunteer Initiative Program)
B.
Use of
temporary contract agencies. (See Section V.1.C.4. Temporary Placement Using
Contract Agencies).
V.
Maximum Number
of Hours Worked in a Fiscal Year - 999
The
County has established that extra-help appointments may not be for more than
999 hours in any fiscal year. The Personnel Department monitors these hours and
takes appropriate actions to ensure this cap is not exceeded.
PROCEDURE:
I.
Departments
submit a request for candidate referral for appointment to extra-help. They
complete any interviews necessary and make a selection. They complete the
necessary action forms and documentation required (e.g. justification to hire
retired annuitants; updated county application; a memo if requesting advance
step appointment See Section IX.1. Advance Step Appointments)
OR
they
may submit an action form for a former employee that needs processing (Former
employees are brought back at the step they had attained when they left).
II.
Personnel
Record Unit staff review the paperwork for appropriateness
and
completeness and contact the department if any additional information is
needed. If complete, they contact the department with the date of the
processing appointment.
III.
If a
pre-employment physical is required, the department may not start the person to
work until the physical is cleared. This could be a week or more after the
processing appointment depending on the job class.
IV.
Once all
appointment processes are complete, Records Unit staff input the required
information into the Personnel/Payroll system.
V.
The Personnel
Department Records Unit staff monitors the extra-help hours reports for
individuals "Approaching 999 hours" and "Exceeds 999
hours". Eighty hours before
reaching the 999 hours, the Personnel Department will notify the department
that this employee may not work beyond that time.
Employees
who are retired from a CalPERS agency and accept employment with the County of
Santa Cruz are limited to working 960 hours per fiscal year and prohibited from
“volunteering” hours. Eighty hours before
reaching the 960 hours, or 3 weeks before the end of the appointment, the
Personnel Department will notify the department that this employee may not work
beyond that time.