To enable the personnel department to perform its duties accurately and expeditiously, each appointing authority shall report promptly, on forms provided or by letter where no form is prescribed, on the following transactions:
A. 
Requisition for certifications.
B. 
All appointments.
C. 
Separation from service. If resignation, copy of letter submitted by employee.
D. 
Transfers and demotions. Names of employees wishing to be considered for transfer and demotion.
E. 
Changes in organization resulting in the creation or abolishment of a position, promotion or demotion, changes in duties or classification.
F. 
Leaves of absence.
G. 
Disciplinary action.
H. 
Vacation.
I. 
Sick leave.
J. 
Performance appraisal reports.
(Prior code § 14.800; Ord. 5478-B (Attach. A), 2007)
Each department head shall appoint an assistant, or so act himself or herself, to cooperate with the personnel department and be responsible for properly reporting personnel transactions and for properly distributing within his or her department personnel, material and information including the posting of notices upon the department bulletin board.
(Prior code § 14.805; Ord. 5478-B (Attach. A), 2007)
A. 
The personnel department shall keep such records as are necessary for transactions and references and for making reports showing administrative actions.
B. 
The personnel department shall maintain an official roster containing the names, addresses, classification, and department of all employees holding positions in the classified and unclassified service of the county.
C. 
With the exception of DSA represented employees, any request for an employment reference received by the county employee shall be immediately forwarded to the personnel department.
The personnel department shall disclose only: (1) date of hire; (2) last date of employment; and (3) the position last held by the employee. If the employee or former employee provides a waiver instructing the county to release additional information, said information will be released within the context of the waiver provided.
(Prior code § 14.810; Ord. 5478-B (Attach. A), 2007; Ord. 6246-B, 1/23/2024)
All personnel records, including applications, examination papers, and employment lists, shall be considered confidential, and may be made available to employees and department heads only with approval of the director of human resources, except that an employee or his or her authorized representative may inspect any record relating to the employee's service in connection with a grievance or appeal.
(Prior code § 14.820; Ord. 5478-B (Attach. A), 2007; Ord. 5991-B § 1, 2019)
A. 
The following shall be considered permanent records:
1. 
Initial application for employment;
2. 
Employee roster card;
3. 
Certification form;
4. 
Personnel action forms;
5. 
Letter of resignation;
6. 
Letters of reprimand;
7. 
Disciplinary action;
8. 
Performance evaluations.
B. 
All other records relating to personnel, including correspondence, applications, examination records, and reports shall be considered nonpermanent records.
C. 
Permanent records may be sealed by the director after consultation with county counsel.
D. 
Nonpermanent records may be sealed or destroyed by the director after consultation with county counsel unless specifically required to be kept by provisions of state law.
E. 
Departmental personnel records are nonpermanent records and may be sealed or destroyed by the department head after consultation with county counsel.
F. 
Notwithstanding any other provisions of this section, records relating to disciplinary action involving any employee, whether in personnel action forms, letters of reprimand, formal disciplinary actions and appeals, or otherwise, may be sealed or destroyed by the director after consultation with county counsel unless specifically required to be kept by provisions of state law.
G. 
Employees shall have the right to petition the director of human resources to have letters of reprimand removed from their file after three years and suspensions of five days or less removed from their file after five years following the date of the action of no subsequent discipline has occurred.
(Prior code § 14.825; Ord. 5058-B (Attach. 10), 2000; Ord. 5295-B, 2004; Ord. 5478-B (Attach. A), 2007; Ord. 5991-B § 1, 2019)
No salary or wage shall be paid except upon the certification of the director that the employment has been in accordance with these rules.
(Prior code § 14.830; Ord. 5478-B (Attach. A), 2007)