To help you get off to a good start in our organization, an
orientation program will be scheduled for you during your first week
on the job.
A.
On or before your first day of work, an appointment will be scheduled
for you to meet with the Payroll Clerk and a staff administrator.
He or she will explain your benefits, answer your questions and help
you complete the payroll and benefit forms. You will receive a copy
of our Employee Handbook at this meeting. It is important for you
to read our Handbook, as it will answer many of your questions about
the Town/Village of East Rochester and its personnel policies.
B.
During your first day, your supervisor will give you a tour of our
facility and introduce you to your coworkers and your job.
C.
Throughout your early weeks at the Town/Village of East Rochester,
you will be given on-the-job training. During this time, you should
gain a full understanding of your job responsibilities and our standards
for this position. Your supervisor is anxious to help you in any way
he or she can, so do not hesitate to ask questions.
Most employees of the Town/Village of East Rochester are employed
on a full-time basis. We also have employees who work on part-time
schedules. Such arrangements may provide a distinct advantage to our
operations, as well as being a matter of personal convenience to the
individual. Individuals employed in our organization are covered as
required by law for social security, worker's compensation and unemployment
benefits.
A.
Regular full-time employees. Office personnel work on a regularly
scheduled 37.5-hour-week basis. All other full-time employees work
on a 40-hour-week basis. These full-time employees enjoy full benefits
based on position and length of service.
B.
Regular part-time employees. Employees in this category work less
than full-time but up to five days a week, 12 months per year. Employees
scheduled for fewer than five days per week, but for at least 20 hours
each week, shall also be considered regular part-time employees. These
part-time employees are eligible for certain pro-rated benefits enjoyed
by full-time employees, excluding health and dental insurance.
C.
Part-time employees. Employees in this category work less than 20
hours per week and do not work five days per week, 12 months per year.
Part-time employees receive only statutory benefits.
D.
Temporary/Seasonal employees. Employees in this category are employed
to perform a specific function for a specified period, and their employment
is limited due to the nature of the job or availability of the individual.
These employees receive only statutory benefits.
The Town/Village of East Rochester participates in the Civil
Service System as mandated by the Constitution of New York State.
Local responsibility for the administration of the system is vested
in the Monroe County Civil Service Commission, which sets application
standards and qualifications, screens applicants, administers competitive
examinations, certifies candidates, certifies payrolls, prepares lists
of eligible candidates and performs the multitude of administrative
functions of the system. The Village Administrator is designated as
the appointing officer for the Town/Village. The Village Administrator
is responsible for compliance with Civil Service rules and regulations.
A.
Civil Service classifications. Employees are classified into one
of the following classifications in accordance with Civil Service
regulations:
(1)
Competitive. Competitive classifications include positions for which
candidates are screened and must meet certain minimum qualifications.
Such candidates are tested by competitive examination and certified
as eligible based upon the results of such testing.
(2)
Noncompetitive. Noncompetitive classifications include positions
for which competitive examinations are not practicable. Such positions
can only be filled by people who meet certain minimum established
qualifications.
(3)
Exempt. Exempt classifications include positions for which competitive
or noncompetitive examinations are not practicable. These may be highly
confidential positions or appointive offices which are available to
the Town/Village of East Rochester.
(4)
Labor. Labor classifications include all unskilled positions for
which there are no minimum qualifications.
B.
Examinations. Civil Service Law requires examinations when filling
competitively classified positions. This includes the upgrading of
titles, changes in title, reclassification, etc. The procedures require
that a candidate must first meet residency requirements (if any),
apply to the Monroe County Civil Service Commission, be qualified
for the examination, pass the examination and be reachable on a certified
list. The system operates on the "Rule of Three," which stipulates
that a vacancy must be filled by one of the top three interested eligible
candidates for any position which becomes available.
C.
Competitive class appointments. The different types of appointments
made by the appointing officer when appointing an employee to work
for the Town/Village are as follows:
(1)
Permanent appointments. Permanent appointments occur when a position
has been filled in accordance with Civil Service rules and regulations,
and after the employee has achieved permanent status. In accordance
with the Civil Service System, an employee appointed to a competitively
classified position normally has a probationary period. Once the employee
successfully completes the probationary term, he or she has full service
rights under Civil Service Law.
(2)
Provisional appointments. Provisional appointments are made for competitively
classified positions when an established competitive list does not
exist. Such employees must be certifiable, pass a competitive examination
and be reachable under the Rule of Three. Provisional employees have
no Civil Service rights.
(3)
Temporary appointments. Temporary appointments are made when openings
of a temporary nature take place due to maternity, promotions, leaves
of absence or illness. Civil Service Law requires that a list of certified
eligibles be used to fill the vacant position if the anticipated vacancy
for a competitive position is to exceed 90 days, but will last for
less than six months.
D.
Other appointments. Civil Service Law allows certain positions to
be filled without competitive examinations. These positions are classified
by Civil Service as noncompetitive, exempt, labor or part-time class
positions. These positions still must have job descriptions on file
with the Civil Service Commission.
E.
Additional information. Questions on the Civil Service System may
be directed to your supervisor, Department Head or the Village Administrator.
The Town/Village of East Rochester offices are open year-round,
Monday through Friday, between the hours of 8:30 a.m. and 4:30 p.m.
Although working hours may vary, the Town/Village generally observes
a 40-hour workweek. Time reports are kept by each employee showing
the hours worked each week.
A.
Workweek. Because of the nature of our organization, work days and
hours may vary with the job. Our standard workweek for office personnel
consists of 7.5 hours per day. All other employees work eight hours
per day. Our standard workweek is Monday through Friday. However,
Town/Village services are provided seven days a week. Depending upon
the position, hours may vary, and some positions are required to be
available on-call.
B.
Meal breaks. A one-hour meal break for Department Heads should be
taken each day. All other employees are entitled to a half-hour meal
break each day. The scheduling of meal breaks will be approved by
your supervisor.
C.
Breaks. When work schedules permit, your supervisor will schedule
two 15-minute breaks during your shift.
D.
Time sheets. Employees are required to record hours worked and any
absences on a time sheet each day, signing it and then submitting
it to a supervisor once a week.
E.
Overtime for hourly employees (only). All employees are paid on a
straight-time basis. Any hourly employee having worked on a holiday
will receive his or her regular eight hours' pay, plus, at the rate
of double time, the number of hours worked, provided at least 40 hours
have been worked that week. Holiday work must be authorized by the
Department Head. Hourly employees working over 40 hours in a regular-schedule
week shall be paid at the rate of time and one-half.
(1)
The Town/Village agrees to distribute overtime on a fair and equitable
basis among qualified employees performing similar work within a functional
unit. The Town/Village understands that overtime is to be distributed
as equally as possible on an annual calendar year.
(2)
An employee must be at work to be eligible for any scheduled overtime.
Priority will be given to employees at work for filling scheduled
overtime crews. If additional manpower is needed, employees who have
expressed a desire to work overtime, who are not at work, will then
be considered for overtime.
Your position and the work that you do at the Town/Village of
East Rochester is important. It is essential that you be at work on
time for us to serve our residents and run our business in an efficient
manner.
A.
Punctuality. Although individual schedules may vary, you should be
at your work area on time, ready to work. Punctuality is important.
B.
Employee responsibilities. If you are going to be late or absent
from work for a bona fide reason, you must personally call your supervisor
within 30 minutes of your normal starting time.
A.
No employee, except a probationary employee, shall be disciplined
or discharged without cause. Any disciplinary action challenged by
an employee shall be subject to review by the Village Administrator.
B.
Unauthorized absences. All employees will be given a warning after two unauthorized absences during each year. The employee involved shall be notified. The third unauthorized absence makes the employee liable for disciplinary action. An unauthorized absence shall mean any absence for which an employee did not give timely notice as per § EH-4.5A and B above. An employee shall also be absent without authorization when he or she takes vacation leave without the permission of the Department Head.
C.
Tardiness. Any employee who is late will be docked time as follows:
|
Minutes Late
|
Amount of Time Docked
|
|---|---|
|
1 to 15
|
15 minutes
|
|
16 to 30
|
30 minutes
|
|
31 to 45
|
45 minutes
|
|
46 to 60
|
60 minutes
|
|
More than 60
|
Hour(s) plus 15-minute increments, except at discretion of Department
Head
|
D.
Refusal of work assignments. Employees who refuse a work assignment
or who walk off the job site without supervisory permission shall
be sent home with pay for the remainder of the work day, pending the
scheduling of a disciplinary hearing. Employees in these situations
may not return to work without the express permission of the Department
Head.
A.
Posting of vacancies; applications. All vacancies within the Town/Village
of East Rochester shall be posted in the proper places, a minimum
of five days prior to hiring. All employees who are interested in
applying must notify the Department Head in writing within the five-day
period.
C.
Decision. All the above criteria will be considered in making the
decision to fill a vacancy. The Mayor and Town/Village Board will
make the final decision.
D.
Seniority. Seniority shall prevail in that the Town/Village recognizes
the general principle that senior employees shall have preference
in employment. An employee shall be placed on the seniority list after
30 days of employment as of his or her first date of hire. Seniority
will be broken for the following reasons:
E.
Layoff and recall. When it becomes necessary to reduce the work force,
the last employee on the seniority list shall be laid off first, and
when the force is again increased, the employees are to be returned
to work in the reverse order in which they were laid off.
The Town/Village is committed to a policy of fair and equitable
compensation for work well done.
A.
Wage and salary program. The rate of compensation assigned to each
job is based on the nature of the position as well as economic conditions
within the Town/Village and the community. Rates of pay are established
by the Town/Village Board and generally are based upon an analysis
of similar positions in other municipalities in Monroe County.
B.
Pay raises. You may receive an increase in pay when there has been
an improvement in or sustaining of an already good performance during
the review period. Your Department Head normally will review your
compensation rate on or prior to May 31. When reviewing salaries,
your Department Head considers your willingness to work, ability to
learn and record of accomplishments. Some positions with the Town/Village
are subject to longevity pay increases which are awarded periodically
according to Town/Village Board policy.
C.
Payday. Generally, employees will be paid every two weeks on Thursday.
When Thursday is a holiday, our payday is normally on Wednesday.
The Town/Village is committed to the principle of open communication
between employees and their Department Heads concerning any aspect
of the employment relationship. Working together, we can find a solution
to any problem. In every organization there are always honest differences
of opinion about working conditions, discipline, policies and other
work-related difficulties. Don't keep your concerns to yourself. Let's
talk over any problem you may have and try to resolve it. Remember,
we cannot solve a problem unless we know it exists.
A.
First step. If you have a problem, complaint or question about any
aspect of your employment relationship with the Town/Village, you
are encouraged to discuss the issue with your Department Head. We
hope that most matters can be satisfactorily resolved by such discussions.
B.
Second step. If you continue to have concerns or questions, you may
schedule a meeting with the Village Administrator to discuss the issue.
C.
Third step. The answer to a complaint may be appealed in written
form to the Town/Village Board. The Board's decision will be final
and binding on all parties.
Each employee is responsible for keeping his or her own work
area neat and orderly.
A.
Work areas. You may personalize your work area if this does not result
in clutter or disorder. The Town/Village reserves the right to exercise
judgment as to what is or is not acceptable.
B.
Break room. Please remember when using these facilities that others
will use them after you. If you spill anything, clean it up.
C.
Beverage bottles. Beverage cans and bottles should be disposed of
in recycling containers and not left to accumulate.
It is important that our telephone lines be free during working
hours for Town/Village-related business calls. We recognize that you
may occasionally need to use the Town/Village's telephones, including
cell phones, for non-business-related matters. You are requested to
limit these calls to an absolute minimum. The abuse of this privilege
would negatively impact the already heavy demand on our telephone
lines and interfere with the efficiency of our operations. Long-distance
calls are prohibited.
A.
While the Town/Village recognizes the importance of communication,
it cannot allow the use of personal cell phones to interfere with
work duties or become safety hazards.
B.
Provisions of the policy.
(1)
Carrying a personal cell phone while at work is a privilege.
You may not use it for non-Town/Village business purposes during work
hours except in an emergency.
(2)
Safety is our primary focus. Employees responsible for operating
Town/Village-owned vehicles and equipment must refrain from using
cell phones while operating such vehicles.
(3)
Personal use of cell phones and similar devices should only
occur during break and lunch times.
(4)
Use of cell phone cameras and other video recording devices
is prohibited during work hours and in non-public areas of Town/Village
facilities at any time. Photographing of employees is not permitted.
(5)
The personal use of Town/Village-issued cell phones, which the
IRS considers to be a taxable fringe benefit, must be shown as taxable
income. Taxable income will be calculated in compliance with the latest
IRS regulations.
A.
The impression that we make on visitors to the Town/Village of East
Rochester is important. There is no substitute for neatness, propriety
of dress, good grooming and speech and a professional attitude. Sensitivity
to these areas will ensure that our good relationships with the community
are maintained and fostered.
B.
Dress code. Although no formal dress code exists, you are asked to
wear conventional attire which is appropriate for your position and
the work that you do. Your clothing should be neat, clean, in good
taste and not constitute a safety hazard.
We believe the major contribution and role of people in our
organization comes from their skills and their commitment to continuous
improvement.
A.
Meeting with your supervisor. Your performance is evaluated by your
Department Head. It should not take the place of informal discussions
between you and your Department Head regarding performance, but rather
should provide regular opportunities to discuss the job relationship
in depth.
B.
Probationary term. New employees or employees with new jobs must
successfully complete a probationary period. This period is established
by Civil Service rules and depends on the title and nature of the
job. The term is generally between eight weeks and 52 weeks.
Whenever possible, the Town/Village will promote or reassign
qualified employees to fill new or vacated positions.
A.
Promotions. Promotions occur in accordance with the needs of the
Town/Village. Decisions regarding promotions are based on Civil Service
examinations and eligible lists where applicable.
B.
Reassignments. We encourage qualified employees to pursue reassignment
opportunities within the Town/Village. Reassignments provide employees
with the opportunity for further growth and development within the
Town/Village. Such reassignments are governed by the Civil Service
Law.
C.
Announcement of Civil Service examinations and Town/Village job openings.
Since promotions and reassignments are often done from Civil Service
examination lists, it is in the employee's interest to take examinations
for jobs in which they may be interested in the future. To encourage
promotion from within, a list of upcoming Civil Service examinations
and a list of Town/Village job openings will be posted on the Eyer
Building bulletin board located on the second floor by the Clerk-Treasurer's
office and other Town/Village facilities.
For the Town/Village of East Rochester to operate efficiently
and safely, it is necessary for all personnel to observe the policies
and procedures governing our work environment. If an employee's conduct
interferes with the orderly and efficient operations of a department,
disciplinary measures will be taken.
A.
Initial discussions regarding conduct concerns. Before taking corrective
action, the supervisor will meet with the employee to explain why
the need for corrective action is warranted.
B.
Grounds for corrective discipline. Grounds for corrective discipline,
up to and including discharge, may include, but are not limited to,
blatant misconduct, violation of Town/Village policies or safety rules,
insubordination, poor performance, excessive absenteeism and/or tardiness,
theft or dishonesty, physical, verbal or sexual harassment of employees,
vendors or residents, possession, use or sale of illicit drugs or
alcohol on Town/Village property or reporting to work under the influence
of drugs or alcohol.
C.
Corrective action. Depending upon the severity of the matter, disciplinary
measures may include a verbal warning, written warning, suspension
with or without pay, or discharge. Certain classifications of employees
are entitled to a formal hearing as part of the disciplinary process.
The appropriate corrective action will be determined by the Village
Administrator.
To ensure fairness and consistency throughout the Town/Village
of East Rochester, terminations are handled in accordance with the
following provisions.
A.
Types of terminations. Terminations addressed in this policy refer
to either voluntary resignations initiated by the employee or involuntary
terminations initiated by the Town/Village.
B.
Voluntary terminations. Employees resigning voluntarily are expected
to give a minimum of two weeks' notice in writing, so the proper replacement
can be made. An employee's consideration in this situation will be
viewed favorably by management should the employee reapply for employment
with the Town/Village later or request a favorable reference from
his or her former supervisor.
C.
Involuntary terminations. Specific considerations apply to the different
types of involuntary terminations.
(1)
Reduction in force (RIF). During operations, the termination
of an employee may occur because of a decreased workload, Town/Village
restructuring or other reasons resulting in the need to reduce the
work force. Prior to terminating individuals in this category, an
effort will be made to reassign them to other positions that are consistent
with their performance level, background, experience and skill level
as well as the needs of the Town/Village.
(2)
Discharge. Grounds for discharge include, without limitation,
the following: blatant misconduct, violation of Town/Village policies
or safety rules, insubordination, poor performance, excessive absenteeism
and/or tardiness, theft or dishonesty, physical, verbal or sexual
harassment of employees, vendors or visitors, possession, use or sale
of illicit drugs or alcohol on Town/Village property or reporting
to work under the influence of drugs or alcohol.
D.
Disposition of unused vacation time upon termination. Employees who
resign voluntarily, giving two weeks' notice, will be paid for earned
but unused vacation time. Employees who are discharged for cause or
who resign with less than two weeks' notice are not entitled to payment
for earned but unused vacation time.
E.
Disposition of unused sick leave upon termination. Unused sick leave
is not paid upon termination.
F.
Medical insurance. Premiums for medical insurance will be paid through
the 30th of the month following the date of termination. If you have
medical insurance with the Town/Village, you have the option of continuing
these benefits under the Consolidated Omnibus Reconciliation Act (COBRA).
Tuition costs for night school may be reimbursed only if it
pertains to the job duties of East Rochester Town/Village employees.
Reimbursement will be based on the following procedure:
A.
The schooling and/or class taken must be approved by the Town/Village
Board and/or Village Administrator.
B.
The approved course must be completed.
D.
The employee who was reimbursed for the schooling or class taken
must remain a Town/Village employee for a minimum of one year after
completion of the course, or must reimburse the Town/Village for the
cost of the program.
You are responsible for notifying the Town/Village Clerk-Treasurer's
office when there is a change in your personal data. This information
needs to be kept up-to-date so your benefit plans and payroll withholdings
are properly administered. Timely notification of these changes will
also enable Town/Village of East Rochester to assist you and your
family in matters of personal emergency. Notify the Accounting Department
if any of the following changes:
In accordance with New York State Labor Law § 27-b,
the Town/Village hereby adheres to the following:
A.
Purpose. The purpose of this section is to ensure that the risk of
workplace assaults and homicides is evaluated by affected public employers
and their employees and that such employers design and implement workplace
violence protection programs to prevent and minimize the hazard of
workplace violence to public employees.
B.
EMPLOYEE
EMPLOYER
RETALIATORY ACTION
SUPERVISOR
WORKPLACE
Definitions. For the purposes of this section, the following terms
shall have the meanings indicated:
A public employee working for an employer.
The Town/Village of East Rochester or a public authority,
a public benefit corporation or any other governmental agency or instrumentality
thereof.
The discharge, suspension, demotion, penalization or discrimination
against any employee, or other adverse employment action taken against
an employee in the terms and conditions of employment.
Any person within an employer's organization who has the
authority to direct and control the work performance of an employee,
or who has the authority to take corrective action regarding the violation
of a law, rule or regulation to which an employee submits written
notice.
Any location away from an employee's domicile, permanent
or temporary, where an employee performs any work-related duty during
his or her employment by an employer.
C.
Risk evaluation and determination. Every employer shall evaluate
its workplace or workplaces to determine the presence of factors or
situations in such workplace or workplaces that might place employees
at risk of occupational assaults and homicides. Examples of such factors
shall include, but are not limited to:
(1)
Working in public settings (e.g., social services or other governmental
workers, police officers, firefighters, teachers, public transportation
drivers, health-care workers and service workers);
(2)
Working late night or early morning hours;
(3)
Exchanging money with the public;
(4)
Working alone or in small numbers;
(5)
Uncontrolled access to the workplace; and
(6)
Areas of previous security problems.
D.
Written workplace violence prevention program. Every employer with
at least 20 full-time permanent employees shall develop and implement
a written workplace violence prevention program for its workplace
or workplaces that includes the following:
(1)
A list of the risk factors identified in Subsection C of this section that are present in such workplace or workplaces;
(2)
The methods the employer will use to prevent incidents of occupational
assaults and homicides at such workplace or workplaces, including
but not limited to the following:
(a)
Making high-risk areas more visible to more people;
(b)
Installing good external lighting;
(c)
Using drop safes or other methods to minimize cash on hand;
(d)
Posting signs stating that limited cash is on hand;
(e)
Providing training in conflict resolution and nonviolent self-defense
responses; and
(f)
Establishing and implementing reporting systems for incidents
of aggressive behavior.
E.
Employee information and training.
(1)
Every employer with at least 20 permanent full-time employees
shall make the written workplace violence prevention program available,
upon request, to its employees, their designated representatives and
the Department of Labor.
(2)
Every employer shall provide its employees with the following
information and training on the risks of occupational assaults and
homicides in their workplace or workplaces at the time of their initial
assignment and annually thereafter:
(a)
Employees shall be informed of the requirements of this section,
the risk factors in their workplace or workplaces, and the location
and availability of the written workplace violence prevention program
required by this section; and
(b)
Employee training shall include at least:
[1]
The measures employees can take to protect themselves from such
risks, including specific procedures the employer has implemented
to protect employees, such as appropriate work practices, emergency
procedures, use of security alarms and other devices; and
[2]
The details of the written workplace violence prevention program
developed by the employer.
F.
Program violations; inspections by Commissioner of Labor; retaliatory
action prohibited.
(1)
Any employee or representative of employees who believes that
a serious violation of a workplace violence protection program exists
or that an imminent danger exists shall bring such matter to the attention
of a supervisor in the form of a written notice and shall afford the
employer a reasonable opportunity to correct such activity, policy
or practice. This referral shall not apply where imminent danger or
threat exists to the safety of a specific employee or to the general
health of a specific patient and the employee reasonably believes
in good faith that reporting to a supervisor would not result in corrective
action.
(2)
If, following a referral of such matter to the employee's supervisor's
attention and after a reasonable opportunity to correct such activity,
policy or practice, the matter has not been resolved and the employee
or representative of employees still believes that a violation of
a workplace violence prevention program remains, or that an imminent
danger exists, such employee or representative of employees may request
an inspection by giving notice to the Commissioner of Labor (Commissioner)
of such violation or danger. Such notice and request shall be in writing,
shall set forth with reasonable particularity the grounds for the
notice, shall be signed by such employee or representative of employees,
and a copy shall be provided by the Commissioner to the employer or
the person in charge no later than the time of inspection, except
that on the request of the person giving such notice, such person's
name and the names of individual employees or representatives of employees
shall be withheld. Such inspection shall be made forthwith.
(3)
A representative of the employer and an authorized employee
representative shall be given the opportunity to accompany the Commissioner
during an inspection to aid such inspection. Where there is no authorized
employee representative, the Commissioner shall consult with a reasonable
number of employees concerning matters of safety in the workplace.
(4)
The authority of the Commissioner to inspect a premises pursuant
to such an employee complaint shall not be limited to the alleged
violation contained in such complaint. The Commissioner may inspect
any other area of the premises in which he or she has reason to believe
that a serious violation of this section exists.
(5)
No employer shall take retaliatory action against any employee
because the employee does any of the following:
(6)
The Commissioner may, upon his or her own initiative, conduct
an inspection of any premises occupied by an employer if he or she
has reason to believe that a violation of this section has occurred
or if he or she has a general administrative plan for the enforcement
of this section, including a general schedule of inspections, which
provide a rational administrative basis for such inspecting.
(7)
Any information obtained by the Commissioner pursuant to this
subsection shall be obtained with a minimum burden upon the employers.
(8)
When a request for an inspection has been made in a situation
where there is an allegation of an imminent danger such that an employee
would be subjecting himself or herself to serious injury or death
because of the hazardous condition in the workplace, the inspection
shall be given the highest priority by the Department of Labor and
shall be carried out immediately.
