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HomeMy WebLinkAbout300-11POLICY & PROCEDURE Subject: New Positions Index: Human Resources & Risk Management Number: 300-11 Effective Date: 4/11/2023 Supersedes: 4/1/97 Page: 1 of 4 Staff Contact: Ellen Bradley-Mak Approved By: 1.0 PURPOSE: To establish guidelines, policy and procedures for departmental request of a new position. 2.0 ORGANIZATIONS AFFECTED: All departments/divisions 3.0 REFERENCES: Policy 370-06, Hiring Process 4.0 POLICY: A request for a new position, conversion or reorganization must be supported as justifiable for the efficient and necessary operation of a department or division. New positions derived through the elimination of another position will be reviewed and scrutinized and may require certain guarantees that the original position will no longer be required. 5.0 DEFINITIONS: 5.1 Conversion: Occurs when a Department recognizes the need to implement a permanent single position change. This can take the form of upgrading a 0.5 FTE to a 1.0 FTE (or vice-versa), adding a lower level position to address the workload when a higher level position was included in the budget, changing a limited-term position to a regularly funded position, or adding a higher level position to replace a lower level position in the budget. 300-11 New Positions p. 2 5.2 Reorganization: Occurs when a Department recognizes the need to make staffing changes that alter two or more existing positions and may result in an increase in department FTE’s. 5.3 FTE: Full-time Equivalent 6.0 PROCEDURES: When a department believes a new position, conversion, or reorganization is necessary, it must initiate a position request. 6.1 A written request must be completed by the department and forwarded to Human Resources & Risk Management, either as part of the regular biennial budget process, or at least ninety (90) days prior to the next planned budget adjustment, as follows: 6.1.1 The request for a new position shall include a description of the duties, responsibilities, knowledge, skills and abilities, a justification for the new position, anticipated implementation date for the new position, and an explanation of how the position will be funded. 6.1.2 For conversions, the request shall include a detailed description of the intended change, a justification for the change, and how the change will be funded, as well as the anticipated date for the change. 6.1.3 Reorganization requests shall include the proposed organization chart after the reorganization, a detailed description of any changes to existing positions’ essential functions or knowledge, skills and abilities, reporting structure, proposed wage changes, and justification for the change, as well as the anticipated date for the change. 6.1.4 For reorganizations or new positions, the requesting department shall review their assigned chapter of Title III of the Renton Municipal Code to determine whether it remains accurate or needs updating in conjunction with the reorganization. If changes are needed, the department shall propose draft changes to the City Attorney Department for inclusion in an ordinance amending the applicable chapter. 6.2 The HRRM Department will review the request, conduct a job evaluation, recommend a salary grade for new or altered positions (where responsibilities have changed substantially), and produce a position description. 6.3 The HRRM Department will provide the recommended salary grade, estimated hiring timeline, proposed organization chart, and any other relevant information to the Finance Department. The Finance Department will: 300-11 New Positions p. 3 6.3.1 Calculate the total cost impact of the changes, which may include: Total salary and benefits costs for new positions or conversions, salary and benefit savings for eliminated positions, and internal service costs (IT, Fleet, and/or Facilities) for all new positions. 6.3.2 Discuss funding plan for the new position with the requesting department to ensure budget is available. 6.4 Once the position has been approved by both the HRRM and Finance Departments, the requesting department will forward the request, along with supporting data, to the Mayor. Requests will be evaluated on the following criteria: 6.4.1 Emergency need or significant safety issue would be addressed by the staffing change; 6.4.2 The full-time position (FTE) is supported by new revenue or updated revenue projections; 6.4.3 The FTE is supported by reduction in expenditures; 6.4.4 The position helps generate citywide efficiencies and savings in long-term expenditures; 6.4.5 Impact to the General Fund; and 6.4.6 Long-term impacts to the Internal Service Fund. 6.5 If the position request is denied, the Mayor notes the reasons in writing on the request form and returns it to the requesting department. HRRM and Finance departments are notified of the denial. 6.6 If the request is approved by the Mayor, and the request is being made in connection with the biennial budget process, the requesting department shall coordinate with the Finance Department to create a new decision package for inclusion into the department level budget request. Final budget authority will be approved, or denied, as part of the budget review process of administrator, Mayor and Council approvals. 6.7 If the request is approved by the Mayor, and is being made outside of the biennial budget process, the request will require Council approval in conjunction with a budget adjustment and ordinances that authorize any necessary salary changes, authority for new positions, and any changes to Title III of the Renton Municipal Code. The requesting department will be required to take their request to the Finance Committee for final approval by Council prior to the request being included in a budget adjustment. 300-11 New Positions p. 4 6.7.1 For Council approval, the requesting department will create an Agenda Bill to be referred to the Finance Committee. Human Resources must be put in the agenda bill review queue for approval. The City Attorney Department shall be provided with at least two weeks to assist in the preparation of any required ordinances associated with a reorganization prior to the agenda bill being submitted to the Council. 6.7.2 If the Agenda Bill is approved it will be the requesting department’s responsibility to coordinate with the Finance Department for inclusion in the next budget adjustment. Changes to department duties/authority, position salaries, and new positions authorized are not approved and shall not be implemented until the ordinances authorizing the changes to the budget and/or Title III of the Renton Municipal Code take effect. 6.8 New positions that receive approval from the City Council, will be processed by Human Resources & Risk Management as position vacancies according to the policy and procedure delineated in 370-06. Wage negotiations may alter the Council-approved wage for positions represented by a Union.