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HomeMy WebLinkAbout(P 1) Council Discussion - 073024City of Port Arthur Vacancy Presentation July 30, 2024 Agenda •Overview •Hiring Process •Status of Vacancies and Current Number •Vacant Positions –2+ Years •Number of Temporaries •Contract/Consultant Positions –2+ years •Final Tips/Takeaways •Future Plans •Questions 2 Overview •The Human Resources Department continues to work with the all-City departments to fill vacancies as promptly and efficiently as possible, while adhering to all applicable city policies, description requirements, and state and federal employment laws. •Job vacancies are, of course, positions within the City that are currently open and available for individuals to apply for. These vacancies arise due to various reasons such as employee turnover (i.e., retirements, resignations, terminations), restructuring, or reclassifications. •The number of vacancies will fluctuate with every update due to the reasons mentioned. •Human Resources and Department Heads are working to fill vacancies as quickly as possible. We recognize we are in competition with other municipalities as well as industry. 3 Hiring Process •When the City of Port Arthur has a job vacancy, we typically advertise the position(s) through various channels such as online job boards, City’s websites, or through recruitment agencies (TML). The job vacancy announcement includes details about the position such as job title, responsibilities, qualifications required, location, salary, and benefits. •Job vacancies provide opportunities for job seekers to apply and potentially secure employment in their desired field. For the City, filling job vacancies with qualified candidates is essential for the smooth operation and growth of the organization. •The process of filling job vacancies typically involves several steps including receiving and reviewing applications, conducting interviews, assessing candidates' qualifications and fit for the role, and ultimately selecting the most suitable candidate to fill the position. Filling vacant positions •Vacancy or new position becomes available •Department submits a requisition and justification for the vacancy and is executed by the City Manager •Position is posted internally, externally or both depending on the skillset needed for one week (entry level positions are posted internally initially), if there are not internal bidders, it is then posted externally to the public using The Applicant Manager (also posts on Indeed, ZipRecruiter, Jobs.com, etc.). Positions posted on website may not be equal to the number of vacancies the City has due to the amount of time posted. The position is considered closed after the period and will not be shown on the website. •Per Section 17-27 of the Personnel Policy, ‘a regular or probationary employee shall be given preference over all other applicants if minimum qualifications are met. Applications are reviewed by Human Resources to seek those who meet the minimum qualifications for the vacant position. It is imperative that an applicant complete the application in its entirety to be considered. Incomplete applications will not be reviewed until complete. The current system DOES send the applicant a notice via email that the application is incomplete and complete. 5 Filling vacant positions •The applications and referrals forms sent to the department to review and setup interviews with an HR representative present. •HR request the interview questions, matrix and matrix criteria for review prior to interviewing candidates. The department must coordinate with candidates on a date(s) they are available to interview which takes effort. •Once a candidate has been recommended, the City Manager’s signature executes the document and pre-employment prerequisites are setup. This process varies depending on when a potential candidate is available to start said process. • We make every effort to make this process as quickly as possible; however, there are instances when it takes longer than normal (i.e. candidates schedule, testing facility, etc.) •Once pre-employment requisites are clear, HR coordinates with the candidate and department a start date to begin work. •A regret letter is sent to other candidates who were not hired via the Applicant Manager once the position is closed. If an internal bidder was recommended for an internal posting, regrets are sent to those employed via interoffice mail confidentially. 6 Approximate Number of Vacancies effective July 30, 2024 Professional Positions –4, Assistant Director of PW, City Attorney, Sr. Assistant City Attorney, Children’s Librarian) Technical Positions – 4 Administrative Positions – 9 Labor/Operations Positions – 27 (streets, drainage, water utilities, transit) Total - 44 7 Approximate Number of Temporary Positions City and Agency There are approximately ten (10) City temporaries and forty-four (44) agency temporaries through Argus Talent for which we have a contract with Argus Talent. Employing temporary employees through an agency reduces the cost to the City as far as benefits and liability. City agency temporaries allows for staffing flexibilities. We currently have one (1) position, Water System Maintenance Supervisor in Utility Operations – Water Distribution that has been open since August 2022. There is a nationwide issue with individuals securing the license needed to perform the duties of this position. 8 CONSULTANTS The City of Port Arthur currently has one (1) consultant that has been performing duties for Public Services (Public Works and Utility Operations) and has been since approximately January 2018. 9 Final tips & takeaways •The number of vacancies went from 78 to 44 since May 21, 2024. Vacancies are constantly being filled. The COPA makes every effort to fill vacant positions, demonstrating its commitment to maintaining operational efficiency and achieving its goals by: •Effective Recruitment Strategies: The organization may deploy a variety of recruitment strategies to attract a diverse pool of qualified candidates. This could include advertising on multiple platforms, networking with industry professionals, utilizing employee referrals, or partnering with recruiting agencies. •Competitive Compensation and Benefits: Offering competitive salaries and benefits packages can make job openings more attractive to potential candidates. This could include perks such as healthcare benefits, retirement plans, flexible work arrangements, or professional development opportunities. •Streamlined Application Processes: Simplifying the application and hiring processes can help expedite the time it takes to fill vacancies. This might involve using applicant tracking systems to efficiently manage applications, providing clear job descriptions, and ensuring timely communication with candidates throughout the hiring process. •Investing in Employer Branding: Building a strong employer brand can help attract top talent to the organization. This involves showcasing the organization's values, culture, and commitment to employee development and well-being through various channels such as social media, company websites, and employer review sites. 10 More tips and takeaways •Internal Talent Development: Developing and promoting talent from within the organization can help reduce the need to constantly fill vacancies externally. Providing opportunities for career growth, training, and mentorship can help retain existing employees and cultivate a pipeline of skilled candidates for future roles. •Diversity and Inclusion Initiatives: Prioritizing diversity and inclusion in recruitment efforts can broaden the talent pool and foster a more inclusive workplace culture. This involves actively seeking out candidates from underrepresented groups and creating an environment where all employees feel valued and supported. •Continuous Improvement: Regularly evaluating and refining recruitment processes based on feedback and performance metrics can help optimize hiring practices and adapt to changing market conditions or organizational needs. •By implementing these strategies and prioritizing the recruitment and retention of top talent, organizations can increase their chances of filling vacant positions with qualified candidates who are a good fit for the role and the company culture. 11 We are planning to: •Host a job fair tentatively in early October 2024. We will be partnering with other entities to make it a success. •We are creating accounts with other free job posting sites such as Glassdoor, LinkedIn, SimplyHired, etc. •The RFP conducted for the study of competitive salaries for positions mentioned in the May 21 presentation was awarded to an organization, Evergreen Solutions, LLC out of Tallahassee, Florida. 12 Thank you, any questions?