Personnel Management for SWCD Directors

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Personnel Management
for Soil & Water
Conservation Districts
Angela P. White, Ph.D.
1
Personnel Management
Responsibilities - DIRECTORS
 Oversee and Manage Employees
 Provide for staff development and training.
 Establish written Personnel Policies.
 Develop performance expectations with employee
at least annually.
 Conduct Job Performance Evaluations at least
annually.
 Maintain employee personnel files.
 Comply with all federal and state labor laws.
2
Personnel Management
Responsibilities - STAFF
Varies.
 Implementation of Board Policies.
Carry out district work with…
– Professional Expertise
– Input
– Data
Serve as a positive representative.
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The Role of Personnel Committees
 Liaison between staff and Board.
– Assure Mutual Understanding
– Communication
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Maintain current personnel policies.
Develop employee job descriptions.
Conduct evaluations.
Make recommendations for position or
salary adjustments.
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Personnel Committees
Continued….
 Recruitment of new employees.
 Review of applications.
 Interviewing.
 Hiring.
 Overseeing Personnel Actions.
 Adhere to Fair Labor Standards Act, Etc.
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Fair Labor Standards Act
 Federal Law
 Governs Wages, Work Schedules, Benefits
 Classifies Positions
– “Exempt” or “Non-Exempt”
 Refer to Tests
 Violations carry fines ($$$)
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District Personnel Supervision
 Final Supervision responsibility rests
with each and every district BOARD!
 Board should establish work
schedules and employee reporting
criteria prior to the beginning of
employment.
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District Personnel Policy
 Vital Document.
 Directors must review &
become familiar w/
content.
 Refer to example under
Course Documents.
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Essential Elements
of a Personnel Policy
Definitions of Positions & Status
Work hours; Holidays
Types of Leave and Procedures
Benefits Description
Travel Reimbursement Procedures & Rates
Grievance Procedure
Procedures for Probationary Period,
Resignation, & Termination
 Statement of Nondiscrimination
 Labor Law Compliance
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Position Descriptions
 Developed for each employee.
 Approved by Board.
 Components
– Job Title
– Job Status (Exempt/Non-Exempt)
– Qualifications
– Expectations
– Roles and Responsibilities
– Salary Scale
– Benefits
– Supervision
10
Individual Development Plans
(IDP)
 Assessment tool and training schedule.
 Created jointly between the employee and

employer.
 Allows for
– Employee = Future Planning.
– Board = Set Measurable Goals for Staff.
11
General Types of
District Positions
 District Manager
– Supervisory Position
– May be combined w/ other positions
– Oversees day-to-day activities of other district
employees (schedules, training, travel,
performance, problems, etc.)
– Provides guidance and advice to other
employees
– Provides input to the District Board on
employee performance and evaluations
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General Types of
District Positions
 Technical
– Conservation Specialist, Conservation
Technician
– Implements components of VA’s Nonpoint
Source Pollution Control Program
• VA Agricultural BMP Cost-Share Program
• Tax Credit Program
• CREP and Tributary Strategies
– Assist w/ Tributary Strategies
– Landowner Needs
– Conservation Planning
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– Manages Equipment Rental Program
General Types of
District Positions
 Administrative
– Administrative Secretary or
Administrative Assistant
– Performs Administrative Duties & Fiscal
Duties
– Types and files for SWCD & NRCS
– Answers telephone, keeps schedules,
orders supplies.
– Prepares and Distributes meeting notices,
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agendas, and minutes.
General Types of
District Positions
 Education/Information
– Citizen outreach
– Public Relations (Media Releases)
– Youth and Adult Education
– Awards Programs
– Other duties assigned by the district and
as described in their position description
15
Employee Expectations
 Professionalism
 Commitment to
conservation.
 Actively promote SWCD
programs.
 Community Example.
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Employee Expectations
Continued…
 Develop and maintain good working
relationships.
 Effective Management Techniques
– Fair Treatment
– Support Staff
– Intervene when problems occur
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Director Expectations
 Professionalism
 Judicious Use of Time
 Concise, Accurate, w/ Attention to
Detail
 Keep directors informed of district
issues, problems, and related business
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Director Expectations
 Adequate preparation for meetings,
especially those in which board
volunteers must play a leadership role
 Prompt response to requests for
information & assistance
 Follow-up of meetings, conferences,
etc.
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PROFESSIONALISM
 Definition: “the conduct, aims, or qualities
that characterize or mark a profession (a
principal calling, vocation, or employment)”
Merriam-Webster Dictionary Online
 In our work, professionalism refers to
treating others with respect which means
being timely, courteous, responsible,
contributing to group efforts, working as part
of a team, focusing on assigned work, being
accountable, and adhering to a moral
standard.
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Sources of Assistance
 Department of Labor (www.dol.gov)
 Code of Virginia
(http://leg1.state.va.us/000/src.htm)
 State or Federal Human Resources Offices
 National Association of Soil & Water
Conservation Districts (NACD)
 DCR Conservation District Coordinator
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