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Personnel, Department of

[Record Group 147-3]

Examinations / Examination History
,
This classification includes records pertaining to the examining and testing of applicants for employment, used to maintain list of eligibles and failures.
Location: In office of record
Benefits Administration / Employee Wage Reports, 4th Quarter
,
List submitted to state of all city employees and their wages in the fourth quarter of the year.
Location: In office of record
Benefits Administration / COBRA Plan Sponsor Lists
,
Lists of employees leaving city employ who become eligible for COBRA (Consolidated Omnibus Budget Reconciliation Act) plans, sent to insurance carriers who offer continuing medical coverage.
Location: In office of record
Benefits Administration / COBRA Notification Letter
,
Letters notifying those leaving city employ that they are eligible to receive continuing benefits under the Consolidated Omnibus Budget Reconciliation Act (COBRA).
Location: In office of record
Benefits Administration / COBRA Benefit Files
,
Records of those enrolled in COBRA (Consolidated Omnibus Budget Reconciliation Act) programs, including copies of premium checks, beneficiary information, and the program termination letter.
Location: In office of record
Classification / Agendas of Civil Service Commission / Administrative Board
,
Agendas that summarize proposed changes in job specifications and pay rates and the establishment of new classifications, submitted to the Civil Service Commission and/or the Administrative Board for approval.
Location: In office of record
Classification / Job Specifications
,
Records of job specifications, copies of desk audits, changes in specifications, and related correspondence going back to the establishment of the class.
Location: In office of record
Classification / Audit History
,
Job audits performed by personnel, including reports sent to the Civil Service Commission related to classification changes, arranged by department and by year.
Location: In office of record
Classification / Classification History
,
History logging all changes in class specifications and pay.
Location: In office of record
Classification / Specification Books
,
One copy of the current job specifications for every class.
Location: In office of record
Classification / Position Action Database
,
Position action requests entered into PC-based database for tracking purposes.
Location: In office of record
Classification / Notice of Pay Changes
,
Notices of the changes in the classification and/or pay rates for employees, copies of which are sent to various city departments.
Location: In office of record
Classification / Questionnaire Folders
,
Copies of job position audits and questionnaires completed by employees describing job responsibilities and time spent performing specific duties, including supervisor's comments.
Location: In office of record
Classification / Pay Evaluation Folders
,
Evaluations of job positions and their pay rates. These include a report of the pay evaluation, which judges the relative worth of the job, the pay report, which accounts for other factors affecting pay rates, and the final recommendation.
Location: In office of record
Equal Employment Opportunity/ Affirmative / EEO Data Sheets
,
Statistical profile of the city workforce, broken down by job title/ category, race, sex, and other determinations. Reports are generated every 6 months for the Equal Employment Opportunity Commission.
Location: In office of record
Equal Employment Opportunity/ Affirmative / EE0 - 4 Reports
,
Yearly report submitted to EEOC, with information about city pay rates and employment broken down by department and by race, sex, and ethic group.
Location: In office of record
Equal Employment Opportunity/ Affirmative / Mayor's EEO Reports
,
A less detailed version of EEO data report, submitted to the Mayor twice a year as a summary of city employment.
Location: In office of record
Equal Employment Opportunity/ Affirmative / EEO Discrimination Complaints
,
Miscellaneous EEO complaints that never become formal investigations, including letters and reports, arranged by year.
Location: In office of record
Labor Relations / Union Contract Negotiations
,
Records documenting the formation and negotiation of contracts with the city's four unions.
Location: In office of record
Training and Development / Employee Education/ Training Leave Request
,
Requests for leave as a result of training or continuing education, including name of training institution, course information, justification of leave, and cost.
Location: In office of record
Examinations / Provisional Appointments
,
Records of provisional appointments, including approvals and applications.
Location: In office of record
Recruitment / Prospective Applicants
,
Resumes, applications, requests for job information, and Personnel's response to these, arranged by job title and alphabetically by individual's name within the file.
Location: In office of record
Recruitment / Advertising Copy
,
Recruitment advertising records, arranged by job position, showing how and where the advertising was placed.
Location: In office of record
Recruitment / Advertisement Log
,
Log of all advertisements submitted by Personnel to various publications.
Location: In office of record
Recruitment / Recruiting History
,
Records of each job title and the publications where advertising was submitted to recruit applicants.
Location: In office of record
Recruitment / Interest Cards
,
Response cards where prospective applicants express interest in a specific job, including address so that Personnel can contact them when employment examinations take place or other events occur relevant to the job.
Location: In office of record
Certification / Certification Control
,
Control records of requests for certification from city agencies, departments, and commissions, including a copy of the Personnel action data sheet.
Location: In office of record
Certification / Eligible Lists
,
Records listing the names of eligible applicants along with related information.
Location: In office of record
Certification / Certification Referrals
,
Records include requests for certification, referrals of eligibles, and statements of employment reference.
Location: In office of record
Benefits Administration / Regulation 32 Case History
,
Basic summary of individual Regulation 32 cases, including personal information about employees who have been reassigned to accommodate a disability.
Location: In office of record
Benefits Administration / Transmittals to Health Carriers
,
Lists of changes in employees' health insurance plan enrollment and related correspondence sent weekly to health carriers.
Location: In office of record
Benefits Administration / Employee Benefits File
,
Health insurance enrollment for employees in both flex and non-flex plans, which may include annual enrollment form, medical form, student verifications, and related correspondence. May also include documents related to adjustment of insurance to reflect added/deleted dependents.
Location: In office of record
Benefits Administration / Sick Leave Reduction Incentive Program Returns
,
Attendance reports and worksheets used to calculate and record trading in of sick leave by employees in the flex program, arranged by department and by year.
Location: In office of record
Benefits Administration / Annual Certification of Employee Leave Trade
,
Record of employee's decision to trade vacation days for money or long-term disability time, verified by agency Personnel Officer, Administrative Services Director, or appointing authority.
Location: In office of record
Benefits Administration / Benefit Termination Reports
,
Reports from payroll of employees in "out-of-pay" status, received every pay period, broken down by insurance carrier and indicating whether person is flex, non-flex, union, or exempt from benefits program.
Location: In office of record
Benefits Administration / Flexible Spending Accounts (FSA's)
,
Records of employee flex spending accounts, including reports of bi-weekly deposits made to individual accounts, account adjustments sent to the third-party administrator of the program, and the end of the year FSA utilization/balance reports.
Location: In office of record
Benefits Administration / Retiree Beneficiary Designations
,
Form completed at retirement by employees indicating who the beneficiary is for their life insurance. Also may include revisions of beneficiary designation.
Location: In office of record
Benefits Administration / Voluntary Accidental Death / Dismemberment Enrollment
,
Accidental death and dismemberment insurance enrollment information.
Location: In office of record
Benefits Administration / Life Insurance Claims
,
Copies of employee claim reports sent to insurance carrier as a result of death, dismemberment, or disability. Records include a copy of the proof of loss report, and in case of death, a cover sheet recapping the claim. Records are arranged by year.
Location: In office of record
Benefits Administration / Active Life Insurance Claim Recaps
,
Summary list of life insurance claims made by active employees, including social security number, payroll number, date claim was submitted, amount of claim, and date claim was paid. Lists are arranged by fiscal year.
Location: In office of record
Benefits Administration / Retiree Life Insurance Claim Recaps
,
Summary list of life insurance claims made by retired employees, including social security number, payroll number, date claim was submitted, amount of claim, and date claim was paid. Lists are arranged by fiscal year.
Location: In office of record
Benefits Administration / Premium Remittance
,
Documentation from payroll of how many employees belong to each kind of life insurance coverage plan and how much is paid to each carrier by the city as a result, used as a record of monthly insurance premium payments.
Location: In office of record
Benefits Administration / Employee Wage Reports, 1st-3rd Quarters
,
Quarterly list submitted to state of all city employees and their wages.
Location: In office of record
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Last updated on May 9, 1996