Best Practices for Implementing an External Recruiting Partnership
Temporary Employee Orientation
1. Temporary Employee Orientation
CITY OF
PRESCOTT, AZ
Welcome to
Everybody’s Hometown!
www.cityofprescott.net
928-777-CITY (2489)
Prescott Downtown ~ “The Gem of Arizona”.
4. City Government 101
Citizens
Mayor and Council
Appoint_____________________________
City Attorney
City Clerk
City Judge
Legal – Prosecution, Workers Compensation,
Contract Review, Risk Management
Deputy City Manager
•Field & Facilities - Sanitation, Streets,
Fleet, Facilities, Parking Garage
•Fire - Suppression, Prevention, Wildland
•Library
•Recreation Services - Parks/Trails
Recreation, Programming, Lakes, Golf
Course
City Manager
Water Resource Management
•Budget-Finance/IT - Accounting, Budget, Treasury, Utility Administration,
Sales Tax, IT, GIS
•Community Development - Historic Preservation, Planning/Zoning,
Building Safety, Code Enforcement, Grants Administration
•Economic Initiatives – Airport, Tourism, Special Events
•Human Resources – Payroll, Benefits, Employee Relations, Recruitment
•Police - Investigations, Patrol, Training, Records, Traffic Enforcement,
Community Restitution, Animal Control, Regional Dispatch Center
•Public Works - Engineering, Construction, Transportation Services,
Water, Wastewater
5. Employee Portal and Remote Access
krypton.prescott-az.gov
You can access the
Employee Portal from
home by logging in to the
remote address. The most
frequently used functions
are listed below.
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Employee News
City Email
Employee Phone Book
Employee Self Service
HR and Payroll Forms
Employee Handbook
Safety Manual
Facilities Request
I.T. Request
6. Employee Self Service
Pay/Tax Information
• W-2
• W-4
• Paycheck Simulator
Timesheet
• Choose your date range
• Enter hours worked & SUBMIT
• Modify changes if needed, using
the down arrow button next to
hours that need modifying &
SUBMIT
DO NOT USE THE “SUBMIT” BUTTON AFTER YOUR
SUPERVISOR STARTS THE PAYROLL BATCH
7. Payroll FAQ’s
How is OVERTIME calculated?
On a weekly basis (Sunday-Saturday), regular hours worked totaling more than 40 hours will be paid
at time and a half (as Overtime).
Deadlines and State Law?
• Terminated employees must be paid within seven (7) working days of their last day worked.
• W-2’s must be mailed by the employer by January 31st after the previous calendar year worked.
W-4 Changes?
W-4 changes must be submitted to payroll by the Wednesday preceding the payroll week, to affect
that paycheck. Later submittals will affect the future payroll period.
Deliberately and knowingly making false claims on your W-4 in an attempt to reduce proper tax
withholding can result in an IRS fine of $500, a criminal fine (upon conviction) of $1,000 or up to
a year imprisonment, or both. The IRS may also send a “lock-in” letter, which dictates the only
deductions the employee is allowed to take.
8. Reviewing a Pay Stub
Deduction Definitions
Social Security Contributions
Medicare Contributions
Federal Income Tax
Arizona State Income Tax
Arizona State Retirement Contributions
Arizona State Retirement Disability Contributions
Direct Deposit
9. Compensation - Retirement
Arizona State Retirement System (ASRS)
800-621-3778
www.azasrs.gov
11.54% - Contribution (pre-tax)
11.30% ASRS pre-tax,.24% LTD (long term disability)
ASRS contributions only apply to temporary employees that meet (or intend to meet) the
20/20 rule, which means they work 20 hours a week for 20 weeks or more in a year (fiscal).
Withdrawals from ASRS cannot be made without termination from
City employment and will be taxed at the time of withdrawal.
Contribution is matched 100% by the City.
10. Located in the Legal Department
Across the parking lot from City Hall
Lori Burkeen
Risk Management Technician
777-1257
12. Employee Responsibility
It is your responsibility to perform the job safely
Attend Safety Meetings/Risk Trainings
(Many are OSHA mandated)
OSHA: Training records viewed during investigations
Suggestions are welcome
Ask your supervisor if unsure about a task
or contact Risk at 777-1257
14. If you are injured, notify your
supervisor. He or she will contact
Risk Management at 777-1257.
Supervisors need to complete form
found on Employee Portal:
Forms & Documents
Risk Management
Report even MINOR injuries
Use ANY doctor who takes work
comp – See Risk for names
15. In case of Motor Vehicle
Accident, Damage, Injury to Private Property
or Citizens
NEVER ADMIT LIABILITY
Investigation must be done first
Do not even say “I’m Sorry”
Contact Your Supervisor
Contact the Police if Vehicle Accident
Document, Document, Document
16. Driving and Vehicle Safety
Non-City personnel are NOT allowed in City
vehicles: Including take home vehicles
No cell phone use while driving
17. If your job description qualifies you for the
Hepatitis Shot Series, and you completed the
Vaccination Request Form when completing
your HR paperwork, and you have not had
your Titer done… please do so.
18. Prescott City Government
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Council-Manager format
Mayor serves a two-year term
Six City Council members serve staggered four-year terms
Council establishes policy and determines the types and
levels of service the City will provide
• City Manager makes Council policy happen, manages the
day-to-day operations and the mandates of Council
19. City Rules
• City Code
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Book of Ordinances adopted by Council to make policy to govern the City
Staff uses as resource to find policies
City Clerk is responsible for updating code
City Employee Portal, Links, City Code
Visit www.prescott-az.gov
• City Ordinance
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In general, the highest, most authoritative action the Council can take
Council can declare something illegal and provide for violations
State Law can require Council action be taken in the form of an Ordinance
Council can amend or repeal another Ordinance
Council action on a matter that is more permanent in nature
• City Resolution
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Typically addresses a singular matter of non-recurring nature and when required by Charter, code or State Law
Declare emergencies
Support public events or declare special days
Approve development agreements or IGA’s (Intergovernmental agreements)
Amend an existing resolution or action taken by resolution
20. Mayor and City Council
Charlie Arnold
Steve Blair
Marlin
Kuykendall
22. City Mission Statement
The mission of the City of Prescott is to provide
SUPERIOR CUSTOMER SERVICE
to create a
FINANCIALLY SUSTAINABLE CITY
and to serve as the
LEADER OF THE REGION
23. Customer Service
Who is a Customer?
• Citizens
• Visitors
• Vendors
• Property Owners
• Other Employees
• Other Agency Employees
A customer is any individual who receives service
from the City. The customer may be a co-worker, a
visitor, a person at the counter, on the phone or in the
parking lot. Customers are not only individuals who
receive City services from a department, but may
need assistance locating the correct department or
individual that can provide the desired service.
What is Customer Service?
Customer service is defined as the ability to provide for customers' wants and needs. It is all
about people. Start thinking of your customers as individuals not as an anonymous
interruption of your business. The customer is your business, in addition to the products or
services that we deliver. Remember the tips listed below.
No runaround!
Respect
Listen
If you don’t know – find out!
Repeat their concerns (show you understand)
Be nice
Follow through!
Never say “It’s Not My Job”.
24. Core Beliefs
To create a culture of action and accountability, our core beliefs
are used to guide behaviors and actions as defined in specific
performance standards. It is how we conduct City business.
Performance Standards
• Acting with integrity
• Working as a team
• Having personal commitment and loyalty
• Solving problems
• Taking pride in excellent results
• High level of productivity
• Being nice
25. Policies to Remember
Political Activity - See City Clerk for rules on participation
Gifts and Gratuities
• Best Rule of Thumb Keep it under $20.00!
– Check with your department to see if they are more stringent than City
policy
• Conflict of Interest, Disclosure, & Related Party Transactions
– See City Clerk or City Attorney for specifics
“Delete” means nothing!
Personal Use of City Equipment
Rule of thumb - “Do you
want to see it in the paper?”
• Use should be infrequent in nature and of short duration
• Employee responsible for personal telephone, copy and fax charges
• Computers – Remember that all records on a City computer, phone or other
electronic device can be made public.
26. Dress Code
• Although there is no official citywide dress code, some
departments do have dress regulations. You are expected to
wear professional clothing appropriate to your job and work
site. Your dress and appearance should be neat, clean, in good
taste, and not constitute a safety hazard.
• You may be required to wear uniforms in the performance of
your duties. These uniforms are to be worn during regular
working hours and may be worn to and from work, but they are
not to be worn at other times. The City either provides the
uniforms or an allowance for uniforms, and it is your
responsibility to properly care for them.
27. Harassment Policy
Anti Harassment & Discrimination Policy
All employees are to be treated with respect and dignity. Sexual harassment or
harassment for any reason by another employee or supervisor will not be
tolerated under any circumstances and can lead to severe disciplinary action.
Any incident of harassment needs to be reported to the Human Resources
Department.
• Derogatory comments to or about an individual based upon their race,
national origin, religious beliefs, sex, or age – also protected by Title VII
• Deliberate exclusion of employees from office activities in which all others
are included
• Derogatory comments to or about an individual based upon a disability
28. Sexual Harassment
Sexual Harassment is a violation of
Title VII of the Civil Rights Act of 1964.
The City of Prescott prohibits sexual harassment by all employees at
all levels. This policy applies to all officers, employees, temporary
employees and volunteers of the City of Prescott.
Video Training
After reviewing this power point presentation please select the link to
view the sexual harassment video training entitled “A Common Sense
Approach” by Kantola Productions
29. Making a Harassment Complaint
Where Do I Go?
It is OKAY to circumvent
chain of command!
• Immediate Supervisor?
• Division or Department Head?
• Human Resources?
• City Manager?
Reporting complaint:
When reporting a complaint it is very important to provide details: person or persons committing sexual
harassment and their job title; the specific nature of the harassment; specific dates; any employment action
taken against you or any other threats made against you as a result of the harassment; names of witnesses.
Keep a log of information.
Investigation of complaint:
The Human Resources Director may delegate to another department such as Police or Legal to investigate
the complaint, and shall determine a course of action, if any, based upon the investigator’s report. The
accused employee shall be warned not to retaliate in any way against the accuser or witnesses in the
investigation.
30. Workplace Violence
The City defines workplace violence as any act of violence against an employee or
member of the public, threats to inflict physical, emotional or psychological harm,
damage to property, or any intentional behavior that would cause a reasonable
person to feel threatened with physical, emotional or psychological harm.
The City supports the concept of a safe work environment and the prevention of
workplace violence. Prevention efforts include, but are not limited to, informing
employees of this policy, training employees regarding the dangers of workplace
violence, the proper handling of emergency situations, and providing a reporting
procedure to address incidents of violence without fear of reprisal.
31. Drug Free Workplace Policy
Pursuant to the Drug-Free Workplace Act of 1988.
The unlawful manufacture, distribution, dispensation, possession,
or use of a controlled substance is prohibited during work, on
work assignments, or on City premises at any time.
• Employees shall not report to work under the influence of alcohol or drugs;
• Employees shall not possess, sell, or provide drugs or alcohol to anyone else
while on duty or “on-call”;
• Employees shall not have their ability to work impaired as a result of the use of
alcohol or drugs.
32. Human Resources Team
We are working for you!
Human Resources Department
Mary Jacobsen
Human Resources Director
777-1216
Melissa Fousek
Human Resources Analyst
777-1315
Laura Markel
Human Resources Benefits Specialist
777-1347
Debbie Bellingham
Human Resources Payroll Analyst
777-1265
Sandy Bigelow
Human Resources Payroll Specialist
777-1279
Shawni McAtee
Human Resources Assistant
777-1284
Randi McInnes
Human Resources Assistant
777-1263
Feel free to call - or - stop in to see us at any time!
33. Closing thought….
If a man is called to be a street
sweeper, he should sweep streets
even as Michelangelo painted, or
Beethoven played music, or
Shakespeare wrote poetry.
He should sweep streets so well that
all the hosts of heaven and earth will
pause and say, here lived a great
street sweeper who did his job well.
~ Martin Luther King, Jr.
