§ 45-58-121.07 — Classification and Pay Plan

Alabama § 45-58-121.07

• Jurisdiction: Alabama
• Title 45: Local Laws
• Ch. 58: Shelby County
• Art. 12: Employees
• Part 2: Shelby County Civil Service System

Text

(a)
Purpose of the classification plan
. The classification plan provides a complete inventory of all positions in the classified service and an accurate description and specifications for each class of work. The plan standardizes titles, each of which is indicative of a definite range of duties and responsibilities and has the same meaning throughout the classified service.
(b)
Uses of the classification plan
. The classification plan shall be used:
(1)
As a guide in recruiting and examining candidates for employment.
(2)
In determining lines of promotion and in developing employee training programs.
(3) In determining, in conjunction with wage surveys and job analysis, salaries to be paid for various types of work.
(4)
In determining personnel service items in departmental budgets.
(5)
In providing uniform job terminology understandable by all officials, employees, and the general public.
(c)
Preparation of the classification plan
. The personnel director shall prepare or direct the preparation of the classification plan. Upon completion of the plan, the director shall submit to each appointing authority a copy of the tentative class specifications. Each department shall receive a list allocating employees to the appropriate positions. The appointing authority shall be responsible for notifying employees as to the allocation of their respective positions. A copy of the class specifications and individual allocation shall be made available to the employee or their representative on request.
(d)
Adoption of the classification plan
. The personnel director shall submit the classification plan to the board for its approval and then to the county commission for final approval. The plan shall become effective upon the approval of the board and the commission. The personnel director shall be charged with the responsibility for maintaining the classification plan so that it will reflect the duties performed by each employee in the classified service and the position’s pay grade allocation in the plan.
(e)
Maintenance of the classification plan
. It shall be the duty of the personnel director to:
(1)
Recommend the establishment of new position classes and the deletion or revision of existing classes.
(2)
Review the duties and responsibilities of each new position established, and with approval of the board, allocate the position to the appropriate position class. It shall be the responsibility of the appointing authority to submit to the director in writing a comprehensive job description describing in detail the duties of each new position established.
(3)
Make periodic studies of the position in order to determine changes in duties and responsibilities and on the basis of findings recommend reallocation or reclassification of positions. Changes in duty assignments must be more than temporary in nature and the incumbent must be performing the duties for a sufficient duration to warrant an investigation.
(4)
Direct the grading and classifying of all positions in the classified service at least once every five years.
(f)
Composition of the pay plan
. The pay plan shall contain:
(1)
A basic salary grade for each position class in the classification plan.
(2)
A basic salary schedule containing the minimum rate, maximum rate, and the intermediate rate of pay for each salary grade; and a conversion of rates for basis of payment.
(g)
Adoption of the pay plan
. The classification pay plan developed before or upon May 17, 1993, shall remain in place until the plan requires to be reviewed in compliance with the policies herein. The comprehensive pay plan
shall be adopted by or before the beginning of the new fiscal year following May 17, 1993. The personnel director shall facilitate the performance of the comprehensive classification plan review at least once every five years.
(h)
Amendments to the pay plan
. The pay plan shall be amended in the following manner:
(1)
The county commission may raise or lower the basic salary schedules in the pay plan by applying the same percentage increase or decrease to the entire schedule within the pay plan. The commission shall notify the board at least 30 days prior to the effective date of any increases or decreases to the salary schedules.
(2)
The board and commission upon the recommendation of the director shall amend the pay plan when changes in responsibilities of work classes, availability of labor supply, prevailing rate of pay, or other pertinent economic factors warrant such action.
(3)
The pay plan shall be amended when a new position is added to the classification plan. The director and the appropriate appointing authority shall develop the job description of the new position. The personnel director shall recommend to the board the appropriate grade assignment of the new position taking into account the compensable factors that are present in the position, prevailing labor market values, and the comparable pay for similar positions within the classification plan. The new position’s pay plan assignment shall be communicated to the appropriate appointing authority and the county commission upon the board’s approval. All new positions shall receive approval of the board and commission before becoming established and effective.
(i)
Administration of the pay plan
. Each employee in the classified service shall be paid at one of the rates set forth in the pay plan for the classification in which he or she serves in accordance with these rules and the provisions for administering the pay plan. Each employee appointed to part-time, temporary, student and intern, and emergency positions shall be paid in accordance to a pay scale or rate approved by the board and commission.
(1)
New appointments to the classified service shall be made at one of the beginning rates (step 1, 2, 3, or 4) of the salary range for the classification to which the appointment is made. A new appointment at step 2, 3, or 4 shall be based on outstanding education or experience qualifications of the candidate and be approved by the director.
(2)
The board, upon recommendation of the personnel director, may authorize appointment above step 4 salary rate when:
a.
There is a lack of available candidates for recruitment at step 4 salary rate.
b.
A former, satisfactory employee is reemployed in the classification formerly held.
c.
The appointing authority recommends appointment above step 4 salary rate, based on outstanding education or experience qualifications of the candidate and the position to be filled is that of a department head, deputy department head, or high level professional or administrative position.
(j)
Salary advancement, merit increase
. Salary advancement within the established salary ranges shall be based on meritorious performance on the job and shall be in accordance with the pay plan. An efficiency rating reflecting satisfactory performance shall be required for advancement. An employee shall advance from one step to another upon completion of one year of satisfactory service in a position. The employee shall receive a satisfactory efficiency rating (performance evaluation) from his or her appropriate appointing authority or supervisor before being eligible for a merit increase. The board shall provide the necessary evaluation forms to the appointing authorities for completion in the evaluation of the employees. Appointing authorities are required to complete the merit evaluation forms on the appropriate employees’ anniversary date in a position. Employees shall receive their evaluation through individual meetings with their supervisors or appointing authorities. An employee with continued satisfactory service in a position shall be eligible for future merit increases until such time as the maximum rate for the range is reached. Merit evaluations shall be performed on a 12–month cycle in a position. The guidelines for establishing the merit evaluation dates upon May 17, 1993, shall be established by the board and approved by the commission. The funding and budgeting of merit increases shall be subject to the commission’s approval on a fiscal year basis. The commission shall officially notify all county departments of merit increase funding by or before October 1 of each fiscal year. An employee who receives either a sustained formal disciplinary action during the 12–month merit evaluation period or a written warning within the last six months of the 12–month merit evaluation period shall not be eligible for a merit increase on the applicable anniversary date.
(k)
Salary rate in promotion, transfer, or demotion
. In the event a classified employee is promoted, transferred, or demoted, his or her rate of pay for the new position shall be determined as follows:
(1)
PROMOTION. Upon promotion, the incumbent’s regular base pay shall determine the new rate in the promotional class. The promoted employee shall receive at least a five percent increase even if the increase places the employee’s pay above the maximum step for the promotional positions’s pay grade. If the five percent increase falls below step 1 of the applicable pay grade the appointment shall be made at step 1 unless the appointing authority recommends the appointment be made at steps 2, 3, or 4. The recommendation shall be based on the outstanding education or experience qualifications of the candidate and requires the approval of the director.
(2)
TRANSFER. When an employee is transferred from one department to another, his or her step in the pay range remains unchanged. Transfer shall mean the movement of an employee (who has not retired, resigned, or whose employment has not been otherwise terminated) within a class or between two separate classes for which the employee is qualified and the class’s maximum pay steps are equal. All transfers shall be approved by the appointing authorities involved and the director.
(3)
DEMOTION. When an employee is demoted, his or her compensation shall be reduced to the salary prescribed for the class and position grade to which he or she was demoted. The particular step shall be determined by his or her period of employment in the classified service. In no event shall his or her salary exceed the maximum rate of the new classification.
(4)
REINSTATEMENT FROM EMPLOYMENT LIST. A regular employee who is rehired through the reemployment eligibility list to a position in the same grade and range of the employee’s exiting position shall have his or her compensation set at the same step. A regular employee who is rehired to a position in a lower pay grade and range than the employee’s exiting position shall be governed by the guidelines outlined under subsection (i).
(l)
Conflict of pay supervisor/subordinate
. In the event that the rate of pay of an immediate classified service supervisor shall be less or equal to the base rate of pay of permanent subordinates directly supervised in lower or related classes, the rate may be advanced in steps by the personnel director. In no event shall the new rate be more than one pay step above the highest rate currently received by a direct subordinate in a lower class.
(m)
Temporary assignment
. A classified service employee may be placed on temporary assignment by his or her appointing authority for the performance of job duties not associated with his or her present classification. This temporary assignment may be for training purposes, accomplishing special projects, or filling temporary vacancies. A temporary assignment can be maintained up to 180 continuous calendar days during a 12–month period. The classified service employee’s pay shall be adjusted beginning the third consecutive scheduled work day of the temporary assignment. The pay shall be adjusted to the pay grade of the temporary job assignment for the remainder of the assignment. The employee shall receive at least a five percent increase for the temporary assignment and shall be placed on a full step rate. In order for an employee to be eligible for a pay adjustment when the temporary assignment is for training purposes, the employee shall perform the new job duties for 50 percent or more of the time per work day.
(n)
Longevity pay
. (1) The payment of longevity pay is subject to the approval of the commission on a fiscal year basis. All full-time classified and unclassified service employees who meet the longevity pay guidelines shall be eligible for the pay. Upon the approval of longevity pay, the longevity pay check shall be paid on the first scheduled work day in December.
(2)
GUIDELINES. Longevity pay shall be based on the following guidelines:
a.
The total amount of accumulated full-time classified or unclassified employment service with Shelby County; and
b.
The employee shall have been actively employed full-time for the time period of 12 months from October 1 through September 30 for the fiscal year preceding the applicable payment date in December; the use of accrued annual, sick, and medical leave without pay leave shall be recognized as actively employed and full-time service; and
c.
The employee shall have at least five years full-time service on or before September 30 of that given year; and
d.
The employee’s full-time service cannot include any service as an employee in a temporary, part-time, or seasonal position, or employment through programs such as ‘‘CETA.’’ The only service eligible for longevity pay credit is full-time regular employment that enables an individual to be eligible for participation in all benefit plans for county employees.
(3) a. If an eligible employee meets all the above guidelines and works at least until October 1, and terminated employment, except through formal disciplinary action, he or she shall still be paid longevity pay in December. Any employee that is terminated from employment through formal disciplinary actions shall not receive longevity pay. The following service and pay scale shall govern the longevity pay policy:
Full–Time Employment
Longevity
Pay
5 YEARS TO 10 YEARS
$300
10 YEARS TO 15 YEARS
$400
15 YEARS TO 20 YEARS
$500
20 YEARS TO 25 YEARS
$600
25 YEARS OR MORE
$700
b. Each appointing authority is responsible for the approval of their applicable employee listing before the issuance of the longevity pay checks. Any incorrect issuance of the longevity pay is subject to a complete refund.
(o)
Insurance program
. The commission shall provide an employee insurance program for all eligible full-time classified and unclassified service employees. The program shall consist of health, dental, life, and disability insurance coverages. The insurance program shall be outlined in a summary of benefits packet prepared and distributed by the director. The premium share ratios for the insurance programs shall be determined by the commission. The premium sharing ratios will provide the information of the dollar amounts to be paid by the county and the employees. Participating employees who are placed in a medical leave without pay that exceeds 10 working days in a month shall be responsible for paying the county the applicable premiums that would have been deducted from their pay check.
(p)
Workers’ compensation
. (1) Shelby County shall provide its employees with workers’ compensation coverage. Benefits and eligibility for each employee shall be determined in accordance with criteria specified in Chapter 5 of Title 25.
(2) a. All employees shall report any and all injuries which occur from accidents arising out of and in the course of employment with the county. All job-related injuries shall be immediately reported during the work shift by the employee to his or her supervisor. The immediate supervisor shall communicate the injury to the appropriate department head. Failure to report an injury may result in the loss or delay of receipt of benefits.
b. Failure to report an injury or the performance of unsafe acts may result in disciplinary actions. No employee shall receive workers’ compensation pay benefits while receiving any other compensation from the county. An employee may use accrued leave for the initial three-day waiting period for workers’ compensation pay benefits. All accrued leave that the employee has accrued will be frozen at the levels held at the time the employee is placed on workers’ compensation leave. If an employee does not return to work following a workers’ compensation leave, the employee will be paid for the accrued leave in accordance with the leave policy.
(3) Immediate supervisors and department heads shall be responsible for thoroughly following the workers’ compensation law. All procedures developed and implemented by the county through the director shall be processed in a timely manner.
(4) The county shall promote the return of an employee to work as soon as approval is granted by the designated workers’ compensation doctor. The performance of restricted duties shall be granted the employee who was injured on the job, so long as the employee’s performance and duties do not place an undue hardship on the operation of the department.

Legislative History

(Act 93–664, p. 1148, § 8; Act 99–328, p. 455, § 1.)