Policy Text
Page 1 of 4 14/01 (Rev 5/07)
Hiring Procedure for New Non-Sworn Employees
This Order specifies procedure fo r filling non-peace officer De partment vacancies.
I. Policy Statement
The Sheriff is the appointing author ity for all employment in t he Sheriff’s Department.
The Sheriff’s authority is del egated to the Undersheriff and to the Chief Deputy for
Management and Human Resource Ser vices. No other person is emp owered to extend
an offer of employment o r hire an employee.
II. Filling Vacancies
A. Division commanders are res ponsible for determining the oper ational
need to fill a non-sworn vacancy, and for initiating the proces s to fill actual
and anticipated vacancie s in the division.
B. Unless impractical to do so , vacant positions shall first be offered to
current employees in the appropria te classification via the Onl ine Job
Announcement system on the Sher iff’s Intranet site pursuant to General
Order 12/01.
III. Authority to Fill
A. Commanders requesting to fill a vacancy other than by the tr ansfer of an
incumbent employee shall forw ard such request to the service ar ea chief.
The request should include:
1. Class title of vacant position 2. Work location and schedule 3. Reason for vacancy, i.e., r etirement, resignation, promoti on, etc.
4. Justification for filling t he position, i.e., critical sta ffing, increased
o v e r t i m e c o s t s , e t c . 5. Name and contact information for supervisor/manager who wi ll be
c onducting the hiring interviews
6. Statement indicating why t he position was not filled using the
i n t e r n a l J o b A nnouncement process
B. Upon approval of the request, th e service area chief will no tify the Position
Control Specialist, Human Resour ces Division. (E-mail is prefe rred.)
Page 2 of 4 14/01 (Rev 5/07) IV. Certification List
A. The Human Resources Office will verify the vacancy and submi t a
personnel requisition to the Pers onnel Services Agency. The HR Office
will receive and forward to the division and to the Pre-Employm ent
Investigations Bureau a copy of t he certified list of the eligi ble candidates.
B. The HR Office will consult wit h the division representative, and discuss:
1. The number of candidates to be interviewed 2. Any pre-screening of applicat ions, resumes, etc. to be
a c c o m p l i s h e d p r i o r t o i n v i t i n g c a n d i d a t e s t o i n t e r v i e w 3. Any specific information about the position, working condi tions, or
s e l e c t i o n p r o c e s s t o b e g i v e n t o p r o s p e c t i v e c a n d i d a t e s 4. The date, time and location to schedule interviews
C. The HR Office will mail to eac h individual in the candidate pool a Notice of
Certification. Included with the notice will be:
1. An information letter contai ning contact information, selec tion
process description, resume submission instruction and
background investi gation requirements
2. Request for Waiver/In active Status form
D. HR Office staff will track re sponses to Notice(s) of Certifi cation, schedule
candidates for interview appoint ments and obtain written waiver s from
candidates who are not interested.
V. Interviews and C andidate Selection
A. The division commander or des ignee will conduct an interview and assess
the relative qualificat ions of the applicants.
1. Interviewers and any person involved in the evaluation and
selection must take care not to imply or extend any offer or promise
of employment to any candidate 2. A guide to interviewing prac tices, prohibited questions and sample
appropriate questions are contai ned in the “Sacramento County
Employee Selection Handbook”, a vailable on the county intrane t
site http://insidehra.saccounty.net/
B. At the conclusion of the proc ess, the division representativ e will
communicate the results to the Hu man Resources Office, to inclu de:
1. The name(s) of the candidate(s) selected 2. A prioritized list of other candidates to be selected in th e event the
first choice drops out of the process or fails the pre-employ ment
investigation
Page 3 of 4 14/01 (Rev 5/07) 3. The names of all candidates interviewed
4. The name of any candidate invi ted to interview who failed t o
participate 5. A completed “Request for Waiv er/Inactive Status” form for a ny
interviewed candidate no longer i nterested in continuing in t he
process
VI. Requisition Processing
A. The HR Office will coordinate notifications at the conclusio n of the
process, including:
1. Selection, disposition, and waiver/disqualification informa tion to the
County Department of Personnel Services 2. An acknowledgement letter to the candidates not selected in