Human Resources
Policies and Procedures
TABLE OF CONTENTS
► Policy 101 Authority of
the County Manager
◦ Procedure 101-1 Authority of the Dept. of
Human
Resources (HR)
◦ Procedure 101-2 Authority of the Office of
Financial
Management
◦ Procedure 101-3 Authority of Department/Agency
Leaders
► Policy 102 Coverage of
the HR Policies and Procedures
◦ Procedure
102-1 Human Resources Practices
and
Department/Agency Rules
► Policy
104 Employment-At-Will
► Policy 105 Equal
Opportunity in Employment
(approved Dec. 16, 2004)
◦ Procedure 105-1
Reporting and Investigating Allegations of
Discrimination
◦ Procedure 105-2
Requests for Reasonable Accommodation
► Policy 106 Productive
Work Environment
(approved Dec. 16, 2004)
◦ Procedure
106-1 Reporting and Investigating Allegations
of
Harassment
► Policy 107 Ethics and
Business Conduct
► Policy 108 Union-Free Workplace
AUTHORITY OF THE
PURPOSE
The purpose of this Policy is to
describe the role of the
POLICY
It is the policy of the Johnson
County Government that the
The
Department
Directors who under
The
1. Bear responsibility for the daily administrative functions of the County;
2. Organize the administration and the organizational structure of all offices, the appointive officials and employees of the Johnson County Government, except as otherwise provided by law or as provided in the Charter;
3. Execute the policies of the Commission through the functional divisions and departments of administration;
4. After appropriate consultation with the Commission, prepare and submit a recommended annual budget, including all revenue sources, to the Commission for final adoption, and administer the budget after its effective date;
5. Submit reports or information to, confer with, assist and advise the Chair, and make recommendations to the Commission on all matters concerning the welfare of the Johnson County Government;
6. Ensure that all resolutions, codes, regulations, rules, policies, directives, and actions of the Commission are faithfully enforced, administered, and executed;
7. Attend, or provide appropriate staff to attend, and participate as necessary and advisable in all official Commission meetings, except any meeting in which the continued employment of the County Manager is the business under consideration;
8. Assist the Chair and the Commission in the preparation of meeting agendas, resolutions, rules, regulations, policies, and all such other matters as may be requested by the Commission;
9. Submit to the Commission and make available to the public periodic annual reports of the financial administrative affairs of the Johnson County Government and keep the Commission advised of the financial conditions and needs of the Johnson County Government;
10. Prepare
and submit to the Commission recommendations for a capital improvements and
financing program for
The
AUTHORITY OF THE DEPARTMENT OF
HUMAN RESOURCES
OVERVIEW
The purpose of this Procedure is to describe the role of the Department of Human Resources in the management and administration of the Johnson County Government.
The
Director of Human Resources functions as the head of the Department of Human
Resources and is responsible to the
The Director of Human Resources is responsible for handling the County’s human resources function and, in that capacity, serves as a senior consultant to senior management on all matters concerning human resources management. In addition, the Director of Human Resources provides staff assistance to supervisors, managers, and Department/Agency Leaders in developing, communicating, and carrying out the County’s personnel policies.
The Director of Human Resources may delegate to or vest his/her authority in other employees within the Department of Human Resources or other departments/agencies, unless otherwise provided by law, Human Resource Policies or County resolution, but the Director of Human Resources retains the overall responsibility for the exercise of that authority.
The Director of Human Resources’ responsibilities include the following:
AUTHORITY OF THE OFFICE OF FINANCIAL MANAGEMENT
OVERVIEW
The purpose of this Procedure is to describe the role of the Office of Financial Management in the management and administration of the human resources function.
The Director of Financial Management functions as the head of the Office of Financial Management and is responsible to the Office of County Management. The Director of Financial Management, as operating head of the Office of Financial Management, supervises the work of the office’s staff.
The Director of Financial Management is responsible for handling the County’s financial management and accounting functions and, in that capacity, serves as a senior consultant to senior management on all matters concerning financial management. In addition, the Director of Financial Management provides staff assistance to supervisors, managers, and Department/Agency Leader in developing, communicating, and carrying out the County’s personnel policies with regard to employee benefits, payroll, risk management, workplace safety, and employee expenses and reimbursement.
The Director of Financial Management may delegate to or vest his/her authority in other employees within the Office of Financial Management or other departments/agencies, unless otherwise provided by law, Human Resources Policies, or County resolution, but the Director of Financial Management retains the overall responsibility for the exercise of that authority.
The Director of Financial Management’s responsibilities with regard to the management and administration of the human resources function include the following:
OVERVIEW
The
purpose of this Procedure is to describe the role of Department/Agency Leaders
in the management and administration of the human resources function within
their departments/agencies.
Department/Agency
Leaders function as the executives of the various departments/agencies of the
Johnson County Government and are responsible to the
Department/Agency
Leaders are responsible for the efficient and effective provision of services
to the public and operation and management of the various departments/agencies
of the Johnson County Government.
Department/Agency Leaders are responsible for and shall answer to the
The
COVERAGE OF THE Human Resources Policies and Procedures
PURPOSE
The purpose of this Policy is to notify employees that the Human Resources Policies and Procedures apply to all employees to the fullest extent possible.
POLICY
It is the policy of the Johnson County Government that the Human Resources Policies adopted by the Board of County Commissioners and any Human Resource Procedures adopted by the County Manager will apply to the fullest extent possible to all employees, including elected officials, civil service employees, appointed officials, and employees who have written employment agreements, to the extent permitted by law.
The Human Resources Policies and Procedures will apply in full, unless a statute, contractual obligation, or Board resolution contains specific language that is clearly and directly inconsistent with specific language in the Human Resources Policies and Procedures and cannot be reasonably interpreted to reconcile such inconsistency. If the inconsistency cannot be reasonably reconciled, then the specific language in the statute, contractual obligation, or Board resolution that is in question will apply but only to the narrowest extent possible in order to reconcile the specific inconsistency and to give the broadest application possible to the Human Resources Policies and Procedures.
To the extent that a statute or
regulation of the State of
The
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PROCEDURE 102-1
HUMAN RESOURCES PRACTICES AND DEPARTMENT/AGENCY RULES
OVERVIEW
The purpose of this Procedure is to set forth the manner in which Human Resources Practices and Department/Agency Rules may be adopted and enforced.
The Department of Human Resources and/or the Office of Financial Management, in consultation with the Legal Department, may develop Human Resources Practices to ensure effective and efficient implementation of the Human Resources Policies and Procedures and to establish the responsibilities of various employees within the Department of Human Resources and the Office of Financial Management. Human Resources Practices shall be entirely consistent with the Human Resources Policies and Procedures.
Department/Agency Leaders may develop Rules to meet the operational needs of the specific department/agency. Department/Agency Leaders may adopt any rules they believe are beneficial or appropriate for the department/agency, provided that rules adopted by departments/agencies shall not conflict with the Human Resources Policies, Procedures, or Practices. Department/Agency Rules must be in writing. Those rules or practices which impact employment practices shall be filed, in written form, with the Department of Human Resources, and if those rules are inconsistent with any policy or practice of the County, then the department/agency shall amend its rules or practices. Departments/agencies are responsible for providing updates to the Department of Human Resources.
PROCEDURES
Any Human Resources Practices will apply to all County employees, including elected officials, appointed officials, civil service employees, and employees who may have written employment agreements, in the same manner as the Human Resources Policies and Procedures.
Department/Agency Rules will apply to all employees who hold positions of any type within that department/agency. Department/Agency Rules may address matters of human resources administration in addition to operational matters. To promote efficiency and minimize subsequent disagreement, departments/agencies shall consult with the Department of Human Resources and/or the Office of Financial Management in connection with the development of any rules touching on matters of human resources administration.
If any Department/Agency Leader
has concern regarding the authority to adopt or enforce a Human Resources
Practice or Department/Agency Rule, the matter shall be submitted to the
POSITIVE EMPLOYEE RELATIONS
PURPOSE
The purpose of this Policy is to advise employees of the County’s intent to maintain a positive and rewarding work environment and of employees’ obligation to behave and perform in a manner that is consistent with such a work environment.
POLICY
It is the policy of the Johnson County Government to seek employees who are committed to excellence in the provision of services to the public. The County is dedicated to providing its employees with a family-friendly and productive work environment that encourages and rewards outstanding performance. The County values a diverse workforce and expects mutual respect and cooperation from all employees regardless of their differences. The County will implement effective Human Resources Policies and Procedures, provide managers and employees with available resources and appropriate training, use performance management to encourage all employees to support the organization’s best interests, and offer employees market-competitive compensation and benefits programs to meet those goals.
The County is committed to a mutually rewarding and direct relationship with its employees. Thus, the County attempts to:
The County, as part of its commitment to providing the public excellent services and to creating a productive work environment, expects all employees to:
The County retains the sole discretion to exercise all managerial functions, including the right to:
Employment with the County is on an at-will basis, so that either the County or employees may end the relationship at any time and without cause. Nothing within the Human Resources Policies and Procedures changes the employment-at-will relationship or creates an express or implied contract or promise. The County retains the right to interpret and amend its policies, practices, rules, and regulations as it sees fit.
EMPLOYEE SUPERVISION
OVERVIEW
The purpose of this Procedure is
to notify employees that their work will be supervised and to discuss the
nature of the supervisory relationship.
STANDARDS
The work of all County employees will be assigned, directed, and reviewed by supervisors. Employees ordinarily will have only one direct supervisor to whom they report. Employees are expected to provide productive services for the purposes of conducting County business and providing services to the public. Employees are not expected, and shall not be required, to perform personal services for supervisors, managers, department/agency leaders, or appointed or elected officials.
A primary role of each supervisor
is to provide a link between executive management and employees. Accordingly, supervisors are expected to know,
comply with, and communicate the County’s goals and policies to the employees
they supervise. They also are expected
to communicate to executive management the attitudes, suggestions, and
complaints of their employees.
To foster appropriate managerial
decision-making without the fear of personal liability, the County will defend
and indemnify its supervisors and managers from and against ordinary damages
regarding employment-related actions taken within the scope of their authority
and duty, provided that such actions are in full compliance with the Human
Resource Policies and Procedures, any other applicable County policies and
department/agency rules, subject to the limitations imposed by the Board or by
law. No legal assistance, defense, or
indemnification will be provided in any event for willful, malicious, or
criminal acts, or for serious, pervasive, or repeated refusal to comply with
County policies or rules or other instructions or directives of the Board or
the
Supervisors are expected to provide leadership and supervision for all employees consistent with the guidelines described below. These guidelines should not be considered as creating a contract or promise, express or implied, to employees. While supervisors are expected to treat similarly situated employees consistently, each situation must be addressed individually and employees will not always be treated in an identical manner.
PROCEDURES
In addition to understanding the technical skills needed in their work unit, supervisors should be able to lead and motivate their employees to do their best work. Thus, supervisors should attempt to:
Supervisors are responsible for ensuring that the County’s goals for employee conduct and performance are achieved and that the Human Resource Policies and Procedures are implemented. Therefore, supervisors’ duties typically include:
1. Recommending the hiring of personnel and overseeing special job training;
2. Keeping employees informed about their work assignments, work progress, and opportunities for advancement;
3. Evaluating the performance of employees;
4. Recommending salary adjustments, promotions, transfers, and termination of employment;
5. Scheduling vacations and meal and rest breaks;
6. Approving allowances and reimbursement of employee expenses;
7. Controlling absenteeism and tardiness and approving requests for time off;
8. Verifying employee time records and scheduling overtime when necessary;
9. Complying with applicable federal and state laws and regulations, including those concerning nondiscrimination, sexual harassment, and employee safety;
10. Maintaining neat and orderly work areas;
11. Implementing suggestion, disciplinary, and problem review procedures; and,
12. Ensuring that employees comply with all rules and regulations.
EMPLOYMENT-AT-WILL
PURPOSE
The purpose of this Policy is to inform employees that the County only provides employment on an “at-will” basis except as approved by the Board of County Commissioners.
POLICY
It is the policy of the Johnson County Government that all employees who do not have a written employment contract with the County for a specific, fixed term of employment are employed at the will of the County. Employees who do not have an individualized written employment contract are subject to termination of employment at any time, for any reason, with or without cause or notice. At the same time, these employees may terminate their employment at any time and for any reason. No employee should have any expectation that the employment relationship is continual or permanent in nature.
Only the Board of County
Commissioners, via resolution, is authorized to make exception to this Policy
and enter into an employment contract with an employee or prospective
employee. Any such exception must be in
writing and signed by both the employee and the
No County employee, elected official, appointed official, or representative is authorized to modify this Policy for any employee or to enter into any agreement, oral or written, that changes the at-will relationship. Supervisors and managers shall not make any representations to employees or applicants concerning the terms or conditions of employment with the County that are not consistent with County policies. No statements made in pre-hire interviews or discussions, or in recruiting materials of any kind, alter the at-will nature of employment or imply that discharge will occur only “for cause.”
This Policy may not be modified by any statements contained in the Human Resources Policies and Procedures, Human Resources Practices, or Department/Agency Rules or any other employee handbooks, employment applications, County recruiting materials, County memoranda, or other materials provided to applicants and employees in connection with their employment. None of these documents, whether singly or combined, create an express or implied contract of employment for a definite period, or an express or implied contract concerning any terms or conditions of employment. Similarly, County policies and practices with respect to any matter should not be considered as creating any contractual obligation on the County’s part or as stating in any way that termination will occur only “for cause.” Statements of specific grounds for termination set forth in the Human Resources Policies and Procedures or in any other County documents are examples only, not all-inclusive lists, and are not intended to restrict the County’s right to terminate at-will.
Completion of the Introductory or Qualifying Period or conferral of regular status does not change an employee’s status as an at-will employee or in any way restrict the County’s right to terminate the employee or change the terms or conditions of employment.
In the absence of a written employment contract approved by the action of the Board of County Commissioners, no employee or prospective employee has the right to or may rely on any promise, representation, or agreement (oral or in writing) made by any elected official, appointed official, director, division head, manager, supervisor, or other employee that would be contrary to “at will” employment.
PURPOSE
The purpose of this Policy is to inform employees of the County’s commitment to equal employment opportunities and the County’s commitment to provide a workplace that is free from harassment or unlawful discrimination.
It is the policy of the Johnson County Government not to discriminate against any employee or applicant for employment because of race, color, sex, religion or creed, age, disability, pregnancy, ancestry or national origin, military status or membership or service in the military. The County prohibits and will not tolerate unlawful discrimination by employees and elected and appointed officials against any employee or applicant for employment. In addition, the County prohibits discrimination on the basis of political affiliation or belief.
This policy prohibiting discrimination in employment includes, but is not limited to:
No employee or elected or
appointed official shall aid, abet, compel, coerce, or conspire to discriminate
or harass another employee because of race,
color, sex, religion or creed, age, disability, pregnancy, ancestry or national
origin, military status or membership or service in the military. Each
supervisor and manager has a responsibility to keep the workplace free of
harassment and discrimination.
The County will use for job referral purposes only those agencies which
do not discriminate. All programs and
services shall be offered in a non-discriminatory manner.
The County will make reasonable accommodations for the
impairments of qualified individuals with disabilities, consistent with the qualifications required for the essential
functions of the position, unless the accommodation would cause undue
hardship. The County will make reasonable
accommodations for individuals’ bona fide religious beliefs and practices to
the extent required by federal or state law, unless undue hardship to the
County would result.
The County shall comply with all applicable federal, state, and local laws, rules, and regulations for the protection of the rights of applicants and employees, including federal and state employment-related statutory recordkeeping and notice requirements.