The purpose of the Oneida County Classification Plan is to provide
a system of standardized job titles, standardized job descriptions,
and equitable position evaluation for the effective administration
of essential personnel activities. Oneida County will utilize the
Classification Plan for the following management functions: strategic
planning, budget planning, measurement of job performance, establishment
of fair and equitable pay standards, employee selection and recruitment,
employee training and development, and career development. The Human
Resources Director is responsible for the overall development and
administration of the Classification Plan, in coordination and cooperation
with the Labor Relations and Employee Services Committee, department
heads, and other appropriate resources.
(1)
Fair Labor Standards Act (FLSA); Classification of Employees for
Compensation Purposes. All positions in Oneida County have been classified
according to the provisions contained in the FLSA. The Human Resources
Director is responsible for determining a position's classification.
(a)
Exempt salaried employees are classified as executive, professional
or administrative and are paid on a salaried basis. These employees
are exempt from receiving overtime under the FLSA. The County may
make exceptions as required to meet the staffing demands or particular
intradepartmental needs within the organization. The distinction that
these employees are paid by salary versus hourly wages creates performance
expectations often requiring extra hours of work. Exempt salaried
employees must use paid leave as outlined in the Employee Handbook.
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An employee on a reduced schedule family or medical leave is
subject to leave bank deductions for the difference in hours between
what they would have worked as part of their normally scheduled workday
and the amount of the reduced scheduled leave.
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(c)
Nonexempt employees are classified as hourly employees and are entitled
to receive overtime compensation for all hours worked beyond the established
work period in accordance with the Fair Labor Standards Act (FLSA).
(2)
Representation. Employees are further classified within Oneida County
as represented or nonrepresented. Employees, regardless of representation,
shall be additionally classified according to the FLSA.
(a)
Nonrepresented employees are classified by virtue of supervisory
responsibilities, confidentiality or voluntary nonrepresentation as
unrepresented by a bargaining group.
(b)
Represented employees are represented by a bargaining group and have
a representative established by that bargaining group.
(3)
Types of Employees. Employees may be classified as regular or temporary.
(a)
Regular employees are those working on an ongoing as opposed to a
temporary basis. Regular full-time employees work equivalent to the
department's normal, full-time work period on a regular basis. Regular
part-time employees work fewer hours than the department's regular
full-time workweek on a regular basis.
(b)
Temporary employees are engaged to work full time or part time with
the understanding that their employment will be terminated not later
than the completion of a specific assignment. Employees subsequently
hired as regular employees might not receive time-in-service credit
for work performed as a temporary employee.
1.
Contracted/leased services are temporary employment situations where
employees are obtained through an agency for a specific purpose, need
or project, and will normally be used to meet some sort of emergency
staffing situation. The individuals working in this employment classification
are not considered County employees and receive no benefits or representation
privileges of County employees.
2.
Limited-term employees are authorized and employed for a definite
term, other than regular permanent full-time and part-time employees,
to fulfill the casual needs of a department. Upon request from a department
head, the Human Resources Director may authorize LTEs for a period
not to exceed 450 hours, as may be required by PTO, sickness, special
projects, and leaves of absence or emergencies, provided appropriated
funds are available for such purpose and provided the position is
a duly authorized and a created position. Any LTE request over 450
hours in duration not duly authorized and created shall require the
approval of the Labor Relations and Employee Services Committee. Funding
for LTE positions must be available in the requesting department's
budget.
3.
Intern employees are individuals working for Oneida County in the
capacity of a training position. A department may employ intern employees,
provided that the department head consults with the Human Resources
Director prior to entering into any agreements for an intern employee.
The wage for the intern may be established by mutual agreement between
the department, sponsoring agency and the intern, with the approval
of the Human Resources Director. Departments shall budget for interns
where the County provides compensation.
4.
Seasonal employees are hired for seasonal work by the County. These
employees may be called back in subsequent years. The wage rate shall
be set by the Labor Relations and Employee Services Committee, which
will consult with the department head in charge of the position.
(1)
Each position shall be allocated to its appropriate classification
within the Oneida County Classification and Compensation Plan, on
the basis of duties and responsibilities, by the County Board.
(2)
Each position allocated by the Oneida County Board of Supervisors
shall have on file in the Labor Relations Employee Services office
an approved position description, complete with the appropriate FLSA,
representation, employment status, and compensation classification.
(1)
No regular position may be created except by resolution of the County
Board. The County Board shall allocate to each department the number
of full-time and part-time positions. Under the authority of the County
Board, the Labor Relations and Employee Services Committee may approve
temporary positions.
(2)
The County Board, upon recommendation of the Labor Relations and
Employee Services Committee, may create new classifications or divide,
combine or abolish existing classifications.
(3)
Requests considered during the budget process shall follow the following
steps:
(a)
The position request shall be forwarded to the appropriate oversight
committee for review and approval.
(b)
Requests approved by the oversight committee shall be submitted to
the Human Resources Director on or before the date designated by the
Labor Relations and Employee Services Committee at the beginning of
the annual budget process. All position requests shall be accompanied
by the appropriate form(s) designated by the Human Resources Director.
Other documentation may be necessary as required herein.
(c)
Upon approval by the oversight committee, the Labor Relations and
Employees Services Committee shall consider the request.
1.
All requests shall include the appropriate paperwork, including,
but not limited to, the completed request form(s), position questionnaire,
position description, fiscal note approved by the Finance Office,
and a resolution for submission to the County Board.
2.
The department head, in coordination with the Human Resources Director,
shall complete a position questionnaire, which shall be reviewed by
the Labor Relations and Employees Services Committee. The County may,
in its discretion, submit the position questionnaire to a third-party
consultant for review and analysis.
(d)
In the event the Labor Relations and Employees Services Committee
determines that a need for the position exists, and that funding is
identified and available, the resolution shall be forwarded to the
County Board. The County Board shall thereafter consider the recommendation.
(4)
Under extraordinary and unanticipated circumstances, a department
seeking additional positions not previously allocated to that department
shall present in writing the need and reasons for the position to
the oversight committee, which shall consider the merits of the request
and, if approved, shall forward the request to the Labor Relations
and Employee Services Committee for consideration.
(a)
The Labor Relations and Employee Services Committee shall consider
the request from the oversight committee, review the need for the
position, and determine the validity of the extraordinary and unanticipated
circumstances that exist that necessitate the creation of this position
outside of the budget process and that funding is identified and available.
After consideration of the information presented, the Labor Relations
and Employee Services Committee shall approve or disapprove the request.
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If the Labor Relations and Employee Services Committee determines
either that the request does not meet the "extraordinary and unanticipated
circumstances" criterion, or that the need for the position is not
sufficient to justify an out-of-budget allocation, the Committee,
in its sole and final discretion, may deny the request.
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(b)
Upon approval of the Labor Relations and Employee Services Committee,
the Administration Committee shall determine the availability and
source of funds required for the position and may, at its sole discretion,
allocate from the unencumbered balance of the Contingency Fund an
amount equal to the total cost of the position and/or make other necessary
budget adjustments in accordance with § 65.90(5)(b), Wis.
Stats.
1.
Positions which the Administration Committee determines cannot be
funded with available resources shall be referred back to the Labor
Relations and Employee Services Committee for further study.
(c)
If approved by all three Committees, the resolution shall be brought
before the County Board for consideration.
1.
The extraordinary and unanticipated need for the position shall be
expressly documented within the resolution to be presented for approval
to the County Board. The resolution shall state that an exception
to the budget process has been recommended and a draft position description
shall be attached reflecting the rate of pay, cost of benefits and
the effective date.
2.
Said resolution will require the necessary vote of the Board to be
adopted, unless statutory requirements mandate a larger majority of
the Board.
(5)
Any position created within the budget cycle shall be effective on
January 1 of the following year, unless otherwise stated in the resolution.
A position created as an exception to the budget cycle shall be effective
on the date of passage of the resolution creating and authorizing
the position, unless otherwise provided.
(6)
Nothing contained in this chapter shall be construed to require the
Labor Relations and Employee Services Committee or any department
to fill all positions allocated by the County Board.
The primary purpose of classification review and reclassification
is to establish the appropriate compensation of a particular position/employee.
It is the intent of Oneida County to balance accurate classification
of employees with responsible budgeting of the tax dollars levied
by the County. For that reason, the classification review and reclassification
process will be conducted as part of the annual budget process. A
request for reclassification of an existing position or classification
of a new position shall be initiated in accordance with the budget
timelines established by the Administration Committee.
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In situations where one or more of the following circumstances
exist, the procedures set forth in Subsection (6) shall be observed:
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(1)
One or more new positions are under consideration for possible establishment.
(2)
Significant change of duties or responsibilities of any existing
position, which may require the reallocation of such position to a
different classification. Reclassification consideration for existing
positions requires that the employee and the department head document
that there have been substantial changes in the character of existing
duties since the most recent review of the position. Changes in duties
may result from one of the following:
(a)
Changes resulting from a substantial, immediate reassignment of duties
due to reorganization shall be clearly documented in writing and verified
by the department head and the Human Resources Director.
(b)
Changes resulting from a logical and gradual change of responsibilities
must have been in effect since at least January 1 preceding the reclassification
request so that it is clear that the changes that exist are likely
to remain as part of the essential duties of position.
(c)
Reclassification consideration shall not be given for temporary changes
in job duties.
(3)
A new classification is created to which any position more may appropriately
be allocated.
(4)
In the event of an abolition or combination of any existing positions
or classifications, an amendment to the Classification Plan is required.
(5)
A position is vacant for more than one year.
(6)
Reclassification procedures are as follows:
(a)
Department heads shall report the significant facts relating to such
possible changes in the Classification Plan to the oversight committee.
The employee and the department head shall complete a revised position
questionnaire, which shall include a statement identifying those duties
that have changed, and which shall be reviewed by the Human Resources
Director. The Human Resources Director shall review and analyze the
questionnaire. The County may, in its discretion, submit the position
questionnaire to a third-party consultant for review and analysis.
Upon completion of the review, the position questionnaire and any
recommendation regarding the position shall be forwarded to the Labor
Relations and Employee Services Committee for further consideration.
(b)
The Labor Relations and Employee Services Committee shall initiate
an inquiry into the classification of any position upon its own initiative
or at the request of a department head, the Human Resources Director,
or upon written request of any employee, not more than once every
two years. Under no circumstance shall a position be re-evaluated
more than once in any twelve-month period without authorization of
the Human Resources Director and the committee of jurisdiction.
(c)
After the inquiry has been completed, the Labor Relations and Employee
Services Committee shall adopt, modify or reject the proposed change.
In the event the Labor Relations and Employee Services Committee approve
changes in the Classification Plan, it shall prepare a resolution
outlining such changes and forward it on to the County Board for review
and action. The Human Resources Director shall notify the Finance
Department of any changes in compensation.
(d)
Successful requests for the reclassification of an existing position
or classification of a new position shall be placed in the department's
budget request and shall be effective on the first day of the next
fiscal year. In certain circumstances, such as an ongoing appeal,
a retroactive adjustment may be warranted. In these instances, such
retroactive adjustment shall be by recommendation of the Human Resources
Director to the Labor Relations and Employee Services Committee and
shall be at the discretion of the Labor Relations and Employee Services
Committee.
