HomeMy WebLinkAboutAgenda - 11-16-1999 - 8i1
Orange County
Board of Commissioners
Action Agenda Item Abstract
Meeting Date: November 16, 1999
Action Agenda
.Item No. _ R-j~
Subject: 1999 Orange, County Affirmative Action Plan
Department: Personnel Public Hearing: Yes No X
Budget Amendment
Needed: Yes No
Attachment(s): Information Contact:
Elaine Holmes, Personnel Director
Orange County Work Force Extension 2550
Compared To Recruitment Area
Telephone Numbers:
Under separate cover: Hillsborough: 732-8181
Draft Affirmative Action Plan Durham: 688-7331
dated October 1999 Mebane: 277-2031
Chapel Hill: 967-2951/968-450
Purpose: To present the updated 1999 Orange County Affirmative Action Plan for the
Board's consideration and to report on the completed Affirmative Action Plan period.
Background: Overview
Every two years the County reviews and updates its Affirmative Action Plan. In August
1997 the Board of Commissioners adopted the Orange County Affirmative Action plan
covering the period .November 1, 1996 through October 31, 1998. That Affirmative
Action Plan has been updated. The updated plan covers the period November 1, 1998
through October 31, 2000..
The County's affirmative action program. reafFirms the County's`commitment to equal
opportunity in employment. The Plan provides a written set of result-oriented procedures
designed to promote equal employment opportunity. The emphasis of the plan is to
continue to apply good faith efforts to seek out, employ, train and promote minorities and
women within and into the County's work force:.,
Plan Description
In accordance with federal guidelines; the Affirmative Action Plan includes a Narrative
Statement and Utiiization Analysis.
Among other things, the narrative portion of the updated plan sets out the County's
equal employment opportunity policy and commitment; assigns specific responsibilities
2
for equal employment opportunity; reviews current affirmative action programs; and
describes the process for communicating the County's Equal Employment Opportunity
program and Affirmative Action Plan both internally and externally.
The utilization analysis portion includes a review of fihe County's utilization of women
and minorities in its workforce in relation to the availability of women and minorities in the
recruitment area labor force (not population generally) -overall and by the eight federal
Equal Employment Opportunity (EEO) occupational categories (Attachment). The
recruitment area labor force is based on the 1990 Census data for the four-county
recruitment area of Orange, Alamance, Durham and Wake Counties. It reflects people
who are already employed or available for employment.
Orange County Work Force
The utilization analysis of the Orange County work force continues to indicate positive
results. The County's overall utilization of women and minorities is greater than the
availability in the recruitment area labor force (Attachment). Specifically: .
• 28.4 percent of .permanent Orange County employees are minorities as compared to
24.8 percent availability in'the recruitment area labor force and
• 58.6 percent of permanent Orange County employees are women as compared to
48.3 percent, availability in the recruitment area labor force.
The analysis by EEO category indicates the County has a particularly strong minority and
female representation in the categories of Officials and Administrators, Professionals and
Technicians.
The analysis by EEO category indicates underutilization of minorities in relation to the
availability in the recruitment area labor force in the categories of Protective Services and
Paraprofessionals and underutilization of women in the categories of Protective Services,
Skilled Craft and Service/Maintenance.
In continuing to work towards the ideal of achieving representation of minorities and
women in the workplace at least proportional to the recruitment area labor force, the
County will seek to maintain current levels of representation where no underutilization.
currently exists and has established .goals and. timetables for each EEO category in
which underutilization is indicated by the analysis.
In recognition of the significant, rapid growth in the area Hispanic-Latino population and
the need to promote representation in the Orange County work force, the County has
initiated affirmative recruitment efforts targeted to the Hispanic-Latino community and will
continue to build on these efforts as opportunities are identified. These efforts also
support the multi-lingual recruitment and hiring policy adopted. by the Board of
Commissioners at the November 3, 1999 meeting.
Affirmative efforts include:
• Participation in the La Fiesta Del Pueblo job fair to promote awareness of Orange
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County as an area employer and, attendance at other events, as opportunities are
identified.
• Developing employment materials in Spanish
• Expansion of our standard external advertisers to include publications targeting the
Hispanic-Latino community.
• Expanding the community resources mailing lists to whom notices of job opening are
sent to include organizations and community groups that consist of, or serve,
individuals from the Hispanic-Latino community.
.• Developing and implementing a cultural awareness training program for County
employees during the current fiscal year.
Upon approval of the updated Affirmative Action Plan,.the County will re-communicate
the plan both internally and externally, including employees, supervisors and external
recruitment sources.
Financial Impact: Additional employment advertising costs will be incurred for
additional advertising in publications targeting the Hispanic-Latino community. During
fiscal year 1999-00 such advertising will be completed to the extent funds are available in
the Personnel advertising budget or the recruiting department can provide supplemental
funding. In developing the proposed 2000-01 advertising budget, staff will evaluate the
impact of such advertising and determine whether to propose additional advertising
funds.
Recommendation: The Manager recommends the Board accept the Orange County
Affirmative Action Plan and authorize the Board Chair to sign the memorandum to
recipients of the Plan.
Orange County Work Force
Compared to Recruitment Area*
70%
58.6%
60%
48.3% ~,wr
~f1`~i "`~ ~~'~~?,~"
~
40% ~ ~~~
~?~~
28.4% ,'~,~,3~r
s~`
°
30% 24.8% ~
fir''
N:
20% tf ~ r~'tii~;:
~ % - :
i
lO% IUYihF i~ ll rhM ~~} P~
n ~
fl ~t~i~ 1~~ °~x
~
1!-'t
~Yr
Minorities Women
Recruitment Area ~ Orange County
*As of November 1, 1998
Orange County Minority Work Force
Compared to Recruitment Area*
40%
31.5%
0
°
26.9%
26.7%
c } 5.
~
-
~~
~ f
r rti
tr
?
~
j~; 21 5% i
+ 21 7%
20% }e
xt t
ll
e -s_
~r 19.4%
S'^
°~ `4i3
'
i
r ~ r~ ~1s
,
ti
13.5% 3~`?~b~r~ ~ ~'t
y' , ~ ? - '~~r
;
~ ~~ 1- 1 +'~r'i
f jF _~t'
~~
r ' i
T '
0%
lid ib: }'
rsy _~'
SJ.,Si s+
.M :r
Official & Administrator Professional Technician Protective Service
Recruitment Area ~ Orange County
*As of November 1, 1998
5
so°i°
7o°i°
60%
s0%
40%
30%
20%
)Q%
0%
Orange County, Minority Work Force
Compared to Recruitment Area*
63.8% .
°
41
8 /o 46.2% 44.7% ~~j
. -~
4
1~
33 7% 7y;~y ~ ,~,~ d7 yn
25 8/0 8/o r ~
24 t
_y ~ `
.
r ) ~ ~~~
22 s% t7r~.'~~„„f'
at Tj7 ~~t 4
I ~ ~
'~k
t .;~1t~ u.
~ ~3r~i
~
~ t q yy KS ~TY.j ` '4~j; ~ t
L ~f
Parnprofessional Office & Clerical Sk81ed Craft Service/Maintenance
D Recruitment Area ~ Orange County
*As of November 1, 1995 .
Orange County Female Work Force
Compared to Recruitment Area*
80%
73.3%
0
70 /o 687% 1rr
~
Lr.,„,
~' tt•,;x ~ .
may.
60% ,
~
~ as _`;
s1.o°i° ~„
s0% 46.2% ~`~ ~~'.~`~~:
37
7% !f
38 0%
40% .
~~~ },
~ ~,+ T .
30%~ ! ei ' ~ iL:
20% `r6x~ -.: f ,~~~
ij Is.s%
~'x ~ ~
,
r' ~ ;
It/. j1 li.~~"
~ C
Official & Administrator Professional Technician Protective Service
Recruitment Area ~ Orange County
*As of November 1, 1998
Attachment
November 16, 1999
MEMORANDUM
TO: Recipients of the Orange County Affirmative Action Plan
FROM: Alice Gordon, Chair
Board of County Commissioners
SUBJECT: Orange County Equal Employment Opportuni Policy
and Affirmative Action Plan
It is the policy of Orange County to foster, maintain and promote equal employment
opportunity. The County prohibits discrimination in employment on the basis of race, color,
national origin, religion, creed, sex, sexual orientation, age, disability, political affiliation and.
View-Era or disabled veteran status, as provided in law.
The County's non-discrimination policy extends to recruitment, selection, hiring,
compensation, promotion, training and all other aspects of employment. The County ensures
that all personnel actions such as pay, benefits, promotions, terminations and training are
administered without regard to race, color, national origin, religion, creed, sex, sexual
orientation, age, disability, political affiliation and Vietnam-Era or disabled veteran status, as
provided in law.
Beyond any requirement of law, the County is committed to the principles of equal
employment opportunity and to promoting a work environment free from discrimination.
In accordance with the law and its affirmative action commitment, the County has adopted
an Affirmative Action Plan covering minorities and women. The County's affirmative action
program, as revised from time-to-time, reaffirms the County's commitment to equal opportunity
in employment.
We urge you to review this Affirmative Action Plan for the period November 1998 through
October 2000. Please call the Orange County Personnel Department with any. question or
concern.
Orange County
Affirmative Action Plan
- Table of Contents -
Subject
P_ age
Board of County Commissioners' Chair Memorandum to
Recipients of the Orange County Affirmative Action Plan ............................. iv
I. Introduction ..........................................................................................:............1
A. Plan Purpose ............................................................:....:...........:..............:... l
B. Plan Period ..................................................................................................1
C. Plan Coverage ..............:.................................................................::.........:.1
D. Plan Methodology .......................................................................................2
II. Policy Statements ..:.............:.............................................................................2
A. Equal Employment Opportunity Policy ...................................................... 2
B. Sexual Harassment Policy ........................................................................... 3
III. Legal Basis for Equal Opportunity/Affirmative Action Programs ................... 4
N. Responsibilities for Equal Employment Opportunity ...............................:....... 4
A. The County Manager .............................:.....:.............................................. 4
B. The Personnel Departrnent .......................................................................... 5
C. The Supervisor .............................................................:..............:...............6
D. The Department Head .......................:.....................:.............:..................... 7
V. Affirmative Action Programs ......................................:.................................... 7
A. Recruitment and Selection .:........:...:......................:.....:.............................. 8
B. Position Classification and Pay Plan Maintenance ....................................10
C. Salary Administration ................................................................................11
i
-Table of Contents -
(continued)
Subject Page ~
D. Employee Benefits .....................................................................................11 J
E. Employee Relations ...................................................................................12
F. Training and Employee Development .......................................................12
G. Performance Evaluation .............................................................................12
H. Terminations ..............................................................................................13
VI. Internal Monitoring and Reporting System .....................................................13
A. General .....................................................................................................:..13
B. Personnel Activities ...........................................................................:.......13
VII. Dissemination of Equal Opportunity Policy and
Af..E~rmative Action Plan ...................................................................................14
A. General ........................................................................................................14
B . Internal .......................................................................................................14
C. External ......................................................................................................15
VIII. Analysis of the Orange County Work Force and
Utilization of Minorities and Women ..............................................................15
A. General ..................................................................................................:....15
B. Orange County Work Force Analysis ................................:.......................16
C. Recruitment Area Availability Analysis ....................................................16
D. Findings ........................................................:............................................17
IX. Placement Goals and Timetables .....................................................................19
X. Equal Opportunity Policy and Affirmative Action Program Goals .................19
ii
- Table of Contents -
(continued)
Subject Pace
Charts ........................................................................................................................... 21
1. Orange County Work Force Compared to Recruitment Area By
Race and Sex ....................................................................................................22
2. Orange County Minority Work Force Compared to Recruitment Area .......... 23
3. Orange County Female Work Force Compared to Recruitment Area ............. 25
4. Placement Goals and Timetables ..................................................................... 27
Appendices ................................................................................................................... 28
A. Class Titles By Equal Employment Opportunity (EEO) Occupational
Groups .............................................................................................................. 29
B. Orange County Work Force By EEO Category ............................................... 35
C. Recruitment Area Labor Force By EEO category ........................................... 36
D. Comparison of the Orange County Work Force to Recruitment Area
Labor Force By Race and Sex .......................................................................... 37
E. Comparison of Orange County Work Force with Recruitment Area
Availability By EEO Category ........................................................................ 38
F. Comparison of Utilization of Minorities and Women in Orange
County Work Force .......................................................................................... 43
G. Comparison of Utilization of Women and Minorities in Orange
County Work Force By EEO Category ........................................................... 44
iii
Orange County
Affirmative Action Plan
I. Introduction
Orange County is committed to the policy of equal employment opportunity and to a
program of affirmative action to fulfill that policy. The following sections describe the
policy and the plan for its implementation.
A. Plan Purpose
This affirmative action plan results from the County's internal review of its work
force and personnel practices. It is an effort to provide a written set ofresult-oriented
procedures ,designed to promote equal employment opportunity within Orange
County government.
The major emphasis of the affirmative action plan is to continue to apply good faith
efforts to seek out, employ, train and promote minorities and women within and into
the County's work force.
An effective affirmative action program not only benefits those who could have been
denied equal employment opportunity but also benefits the County by making
available the useful talents, resources and skills of minorities and women which may
have been underutilized.
B. Plan Period
The plan covers the period from November 1, 1998 through October 31, 2000.
C. Pian Coverage
The plan covers all permanent full-time and permanent part-time employees and
positions of Orange County. It does not cover elected officials. The plan addresses
affirmative action as to minorities and women.
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D. Plan Methodology
-~' 'The plan analyzes Orange County's utilization of minorities and women in its work
force as of November 1, 1998. The plan then compares the County's utilization of
minorities and women in its work force to the availability of minorities and women in
the recruitment area labor force based on 1990 census data.
The comparison of Orange County's utilization of minorities and women in the work
force in relation to the availability of minorities and women in the recruitment area
labor force was used to identify areas of underutilization. Turnover and recruitment
experience then was considered in developing tentative affirmative action placement
goals. Affected Orange County department heads reviewed these tentative goals and
gave feedback on projected openings. This feedback is reflected in the final
affirmative action placement goals and timetables.
II. Policy Statements
A. Equal Employment Opportunity Policyl
The policy of Orange County is to foster, maintain and promote equal employment
opportunity. The County prohibits discrimination in employment on the basis of race,
color, national origin, religion, creed, sex, sexual orientation, age, disability, political
affiliation and Vietnam-Era or disabled veteran status, as provided in law.
The County's non-discrimination policy extends to recruitment, selection, hiring,
compensation, promotion, training and all other aspects of employment.
The County selects employees on the basis ofjob-related qualifications and without
regard to race, color, national origin, religion, creed, sex, sexual orientation, age,
disability, political affiliation and Vietnam-Era or disabled veteran status, as provided
in law.
The County prohibits retaliatory action against any employee or applicant for
employment who makes a charge of employment discrimination, testifies, assists or
participates in any manner at a hearing, proceeding, or investigation of employment
discrimination.
1From the Orange County Personnel Ordinance, Article II, as amended October 1, 1991.
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B. Sexual Harassment Policy2
Purpose
The purpose of this policy is to provide guidelines, and to establish that Orange
County prohibits all forms of sexual harassment of employees or applicants for
employment.
Policy
The policy of Orange County is that no employee may engage in conduct that falls
under the definition of sexual harassment. The defmition of sexual harassment is any
unwelcome sexual advances, requests for sexual favors and other verbal or physical
conduct of a sexual nature when 1) submission to such conduct is made either
explicitly or implicitly a term or condition of an individual's employment; 2)
submission to or rejection of such conduct by an individual is used as the basis for
employment decisions; or 3) such conduct has the purpose or effect of unreasonably
interfering with the individual's work performance or creates an intimidating, hostile
or offensive work environment.
Sexual harassment does not include conduct welcomed by the recipient, or social
interactions and relationships entered into freely by County. applicants or employees.
Complaint Procedure
Every employee is entitled to work in an environment free of sexual harassment. Any
employee or applicant who feels he or she has been sexually harassed may file a
complaint using the following procedure.
1) Report the alleged misconduct to the immediate supervisor, if he or she is not
involved in the complaint, or
2) Report the alleged misconduct to the Department Head, if he or she is not
involved in the complaint, or
3) Report the alleged misconduct directly to the Employee Relations Off cer in the
Orange County Personnel Department.
ZFrom the Orange County Personnel Ordinance, Article II, as amended
December 1, 1994.
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When any complaint of sexual harassment is made, a prompt and impartial investigation
is conducted. Information received regarding an alleged incident of sexual harassment
~wili be treated with appropriate confidentiality. Any interference, coercion, restraint or
reprisals towards any person complaining of sexual harassment is prohibited.
Policy Implementation
Personnel explains the sexual harassment policy to each new employee in the New
Employee Orientation Program and periodically explains this policy to all employees
through the employee newsletter and other means. Each supervisor is responsible for
maintaining a work environment free of sexual harassment.
ffi. Legal Basis for Equal Opportunity/Affirmative Action Programs
In the County's efforts to achieve equal employment opportunity for all in the County's
service, it is guided by the intent and mandate of all applicable laws, including but not
limited to the following:
- Title VII of the Civil Rights Act of 1964,
- Executive Order 11246,
- The Age Discrimination in Employment Act of 1967,
- The Rehabilitation Act of 1973,
- The Americans with Disabilities Act of 1990,
- The Vietnam-Era Veteran's Readjustment Act of 1974,
- Section 126-16 of the North Carolina General Statutes (Equal Opportunity for State
Departments, Agencies and Local Political Subdivisions),
- Other applicable Federal and State laws.
N. Responsibilities for Equai Employment Opportunity
A. The County Manager
The Manager of Orange County is responsible for assuring that hiring, promotion and
all other employment practices and aspects of the employment relationship with
employees of the County are consistent with law and policy.
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B. The Personnel Department
The Orange County Personnel Department is responsible for the administration of the
equal employment opportunity/affirmative action program.
1. EEO Officer
The Equal Employment Opportunity (EEO) Officer for this plan period is Mr.
Michael H. Edmonds, Human Resources Analyst. The duties and responsibilities
of the EEO Officer include:
a. Development and submission of a written affirmative action plan. The plan is
updated on a biennial basis, monitored on an on-going basis and evaluated at
the end of each plan year.
b. General coordination of programs and action steps established in the plan.
c. Affirmative recruitment from all reasonably available sources to maximize the
number of minority and female applicants from those available in the County's
recruitment area.
d. Review and follow up of hiring decisions with operating departments as to
correct application of personnel policies including those related to equal
employment opportunity and affirmative action.
e. Investigation of applicant discrimination complaints and attempts to .resolve
these.
f. In conjunction with the Information Systems Department, planning and
developing data systems to provide statistical information concerning
personnel transactions including applicants, hires, promotions and
terminations.
g. Collection, analysis and publication/dissemination of statistical data called for
in the plan.
h. Preparation of the EEO-4 Report to the Equal Employment Opportunity
Commission.
i. Assistance to County department heads, supervisors, or other appropriate
personnel who need technical advice or administrative support in meeting
their responsibilities under applicable equal employment opportunity laws and
regulations, and under this plan.
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j. Acting as a liaison with State and Federal regulatory agencies concerned with
~~ equal. employment opportunity. Maintaining ongoing contact with other equal
-' employment opportunity personnel through seminars, workshops, conferences
or the like for continuing education purposes.
k. Development/identification of new strategies in support of equal employment
opportunity.
2. The Training/Employee Relations Officer
Equal employment opportunity-related responsibilities of the Training and
Employee Relations Officer include:
a. Development and implementation of continuing education and training of
supervisors as to relevant equal employment opportunity laws, policies and
systems and training of employees as to Orange County's equal employment
opportunity commitment and policies.
b. Investigation of employee discrimination complaints and attempts to resolve
these.
3. The Personnel Director
a. Keeps the County Manager and department heads informed of any area(s)
which may deserve attention in the County's commitment to achieve the
principles described in this affirmative action plan.
b. Evaluates the effectiveness of the equal employment opportunity/affirmative
action program and recommends any needed. program changes.
C. The Supervisor3
Each supervisor plays a critical role in carrying out the Equal Employment
Opportunity Policy as a part of his or her job. The work performance of supervisors
is evaluated on the basis of their equal employment opportunity efforts, as well as
other criteria.
The equal employment opportunity responsibilities of supervisors include:
1. Being informed of the County's policy and plan for equal employment
opportunity/affirmative action and educating employees as to these policies.
3Includes any individual supervising one or more employees.
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_, ~ 2. Assisting in identifying problems and recommending solutions.
3. Preventing harassment of any employee on the basis of race, color, national
origin, religion, creed, sex, sexual orientation, age, disability, political
affiliation; Vietnam-Era or disabled veteran status, as provided in law.
4. Reviewing the qualifications of all employees referred for employment
consideration to assure that minorities and women are given full opportunuty
for transfers and promotions.
S. Reviewing the qualifications of all applicants referred to assure that minorities
and women referred are given full opportunity for selection for the opening.
6. Encouraging the participation of minorities and women in County-sponsored
educational, training, recreational and social activities.
~. Making personnel decisions including employment selection decisions in
accord with County policy.
8. .Posting federal Equal Employment Opportunity posters in an appropriate
place in the work area.
9. Assuring that employees are informed of the availability of the Orange County
Grievance Procedure and of the availability of confidential employee relations
counseling with Personnel staff.
10. Assuring that no retaliatory action occurs against an employee or applicant
who makes a complaint or raises a question of employment discrimination.
D. The Department Head
In addition to the responsibilities listed in Item NC, each department head is
responsible for:
1. Assuring that the equal employment opportunity policy and Affirmative
Action Plan are communicated to employees in the department.
2. Providing oversight and monitoring of equal employment opportunity,
including employment selection decisions, to assure that hiring, promotions
and all other employment practices and aspects of the employment elationship
with employees of the department are consistent with law and policy.
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V. Affirmative Action Programs
This section provides a summary description of the Orange County personnel
management program as it relates to equal employment opportunity.
A. Recruitment and Selection4
1. General
a. Recruitment and selection for permanent positions, whether full-time,
part-time or permanent time-limited, is centralized and/or coordinated
through the Personnel Department to assure equal employment
opportunity to all persons.
b. Any appointment or promotion is based on the applicant's or employee's
job-related qualifications. Any selection process used is based on job-
related criteria and openings are filled through open competition.
c. To initiate the recruitment process the department head submits the
completed Position Vacancy Notice to the Personnel Department. The
Personnel Department reviews the notice, ensures job relatedness of all
information and requirements and distributes opening information for
posting in all County departments.
d. Each opening goes through a process of internal recruitment and, if not
filled by transfer or promotion, a process of external recruitment.
2. Transfer/Promotion
a. Internal recruitment provides transfer/promotion opportunities for
permanent County employees. Internal recruitment continues for a
minimum of five working days. This internal recruitment period maybe
waived by the Personnel Director for purposes of affirmative action or to
meet urgent operating needs.
b. To be eligible for transfer or promotion, the employee must meet the
minimum education and experience requirements specified in the class
specification for the class to which the open position is assigned. Note:
An employee in the probationary period is excluded from this internal
.process, but may apply during any external Orange County recruitment.
a To apply for an opening, the employee must complete. an official .County
4Positions in the Sheriff s Department are not covered by this section. The Register of Deeds elects on a
voluntary basis to be covered by these provisions.
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application and submit it to the Personnel Department by the closing date.
After the closing date, Personnel reviews all applications and refers to the
J ~ hiring department all employee candidates meeting the minimum
qualification requirements for the class involved.
d. Personnel provides counseling to employees on promotional opporhzni.ties
and encourages minorities and women to participate in career progression
and development activities.
e. Personnel provides a 24-hour job information line available to Orange
County employees for their use in seeking promotional opportunity
information.
3. Externall2ecruitment
a. If internal recruitment does not yield a final candidate; Personnel initiates
the external recruitment process at the hiring department's request.
External recruitment continues for a minimum of 10 workdays.
b. In the external recruitment process, Personnel communicates the
availability of openings through:
- Posting the opening on the Employment Opportunities Bulletin in the
Personnel Department.
- Listing the opening with the Employment Security Commission.
- Advertising in newspapers, including those targeted toward the
minority population, and other special advertising such as in trade
periodicals.
- Distributing the announcement to other appropriate recruitment
sources including potential sources yielding qualified applicants who
are minorities and women. Among other things, Personnel maintains a
list of community contacts to whom opening announcements are
mailed.
- Listing the opening on the County's job information telephone line.
- Listing the opening on the Orange County Job Openings Internet site.
All opening announcements or advertisements include an equal opportunity
employer statement.
c. To apply for an opening, an individual must complete an official County
application and submit it to the Personnel Department by the posted closing
date. Applications are only accepted for positions open for recruitment.
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d. An individual interested in a position not open for recruitment may complete
and submit a Position Interest. Card.. When a position in that class or related
class becomes available, Personnel informs the individual so that he or she
may apply for the opening. The Position Interest Card is active for six
months.
e. After the closing date, the Personnel Department reviews all applications and
refers to the hiring department the better qualified applicants based on each
applicant's job-related qualifications as indicated on the employment
application in relation to the duties and responsibilities of the position and
minimum qualification requirements for the class to which the position is
assigned.
f. In dete~7p~ng the number of applicants to refer for department consideration,
Personnel considers the County's Affirmative Action commitments and the
hiring department's standing with regard to reasonable representation by
protected groups:
4. Selection
a. The hiring department may select a candidate only from among those whose
applications have been referred by the Personnel Department.
b. The hiring department considers each applicant referred (yielded through both
internal and external recruitment), conducts any interviews, performs
reference checks and identifies the best qualified applicant or employee
candidate based onjob-related reasons.
c. The hiring department submits written documentation of the selection
decision to the EEO Officer for review. This documentation specifies the job-
related reasons for the selection or non-selection of each candidate referred.
The Personnel Department makes. the job offer after reviewing all selection
documentation.
d. The County administers only tests which are appropriately validated and job-
related.
5. Appeals and Questions
The EEO Officer and Personnel Director are available on a personal basis to any
applicant or employee candidate who feels he or she has been unfairly treated in
the recruitment and selection process.
B. Position Classification and Pay Plan Maintenance
Departments are responsible for the assignment of duties and responsibilities to
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positions at the outset and for changing these as operating needs require.
_ _ ~ The Personnel Department conducts position classification reviews on a scheduled
basis, upon the request of the employee or employee's supervisor as necessary to
recognize changes in duties and prior to establishing every new position.
For a classification review, an official position description is completed and
submitted to the Personnel Department. The Personnel Department studies the
position's duties and relates these to other County positions. As required, Personnel
conducts a job audit, job factor analysis and a labor market salary survey, prior to
making a classification and/or pay determination.
The Personnel Department maintains the official Orange County Classification and
Pay Plan which includes a salary schedule, list of classes and assigned salary grades,
and class specification for every class in the plan. Personnel recommends any
proposed amendment to the Classification and Pay Plan to the County Manager who
presents this to the Board of County Commissioners for action as appropriate. The
Classification and Pay Plan is updated annually or as necessary.
The Personnel Department assures that minimum requirements (including physical
requirements) stated in class specifications are job-related and accurately reflect the
requirements to perform the essential functions of positions in the class.
C. Salary Administration
A new employee normally begins at Step 1 of the salary range assigned to the class.
A department head may request a salary higher than Step 1. Personnel may approve
any such request up to the midpoint. of the salary range based on recruitment difficulty
and the candidate's qualifications. Any request for a beginning salary greater than the
midpoint requires the approval of the Board of County Commissioners.
In approving any salary above Step 1 or making any recommendation to the Board for
such a salary, the Personnel Department identifies incumbents in that class or related
classes and compares their education and experience and current salary with the
experience and education of the new candidate.
All salary decisions are made without regard to race, color, national origin, religion,
creed, sex, sexual orientation, age, disability, political off liation and Vietnam-Era or
disabled veteran status.
D. Employee Benefits
The type and extent of benefits are determined by the employment status (Permanent
or Temporary), hours worked (Part Time or Full Time) and length of service. They
are in no way related to race, color, national origin, religion, creed, sex, sexual
orientation, age, disability, political affiliation and Vietnam-Era or disabled veteran
status.
-11-
i
E. Employee Relations
Employees have the opportunity to meet confidentially with the Employee Relations
Officer to discuss any work-related problem.
If there is no resolution to the problem, the employee may access the Orange County
Grievance Procedure. A copy of the grievance.procedure is provided to each new
employee during the New Employee Orientation Program and periodically is
explained to all employees through the employee newsletter or other means. It also
is made available to an employee at his or her request.
F. Training and Employee Development
Each new employee is required to attend the New Employee Orientation Program
which includes an explanation of key personnel policies such as those covering equal
opportunity, sexual harassment and the grievance procedure.
The Personnel Department conducts in-house training programs which are offered to
all County employees. All employees are encouraged to participate and most training
programs are considered as hours worked. The supervisor is responsible for review
and approval of the employee's training request.
'The training programs are reviewed periodically for possible modifications or
expansions to better achieve the purpose of equal employment opportunity.
G. Performance Evaluation
Orange County maintains a performance evaluation program called Work Planning
and Performance Review (WPPR) which applies to all permanent employees. This
program provides for a:
- Work Plan for each permanent employee,
- Performance review at least annually and
- Record of each work plan and performance review.
Performance evaluation decisions are based onjob-related criteria.
-12-
H. Terminations
Any decision to discharge a permanent employee is made in accordance with the
Orange County Disciplinary Procedure and is based onjob-related performance or
conduct. All involuntary termination decisions are based onjob-related reasons and
are in no way related to race, color, national origin, religion, creed, sex, sexual
orientation, age, disability, political affiliation and Vietnam-Era or disabled veteran
status.
VI. Internal Monitoring and Reporting System
A. General
Orange County gathers and maintains statistics in regard to employment of minorities
and women. The monitoring systems are designed to measure the effectiveness of
personnel programs, indicate areas. where remedial action may be necessary and to
determine the degree to which goals have been met.
B. Personnel Activities
Specific formal monitoring and reporting activities of the Personnel Department
.include:
1. Maintaining applicant flow data on an automated applicant tracking system and
evaluating this on an annual basis.
2. Maintaining data on personnel transactions including hires, promotions, transfers,
demotions and terminations on a continuous basis and reviewing this data
annually.
3. Maintaining data on training program participants and evaluating this on an
annual basis.
4. Analyzing affirmative action progress in relation to goals on asemi-annual basis
and reporting to affected departments as to progress on specific affirmative action
goals.
5. Compiling of data, analyzing and reporting annually to the County Manager and
Department Heads covering all aspects of affirmative action progress.
6. Updating the Aff rmative Action Plan on a biennial basis.
7. Compiling the EEO-4 Report for the Equal Opportunity Commission, as
scheduled by EEOC.
-13-
VII. Dissemination of Equal Employment Opportunity Policy
and Affirmative Action Plan ~
A. General
The Aff rmative Action Plan for Orange County is a public document. Copies are
kept on file in the Personnel Department and Orange County Library. These are
available for review by any interested person, upon request.
Orange County disseminates its equal opportunity policy and Affirmative Action Plan
both internally (employees, supervisors and department heads) and externally
(citizens and others).
B. Internal
Personnel provides each department head and principal supervisory personnel with.
copies of this Plan and any periodic revisions. Personnel also provides guidance and
periodic training for supervisors to keep them abreast of equal employment
opportunity law, applicable state and federal regulations and Orange County
personnel policy.
The department head is responsible for communicating the policy and plan to
employees in the department. In addition, employees are informed of Orange
County's Equal Employment Opportunity policy and Affirmative Action Plan through
such means as:
- Periodic publication to employees through memoranda, articles in the County's
employee newsletter and other means.
- Federal Equal Employment Opportunity posters in County buildings.
- Policy inclusion in the Orange County Personnel Ordinance.
- Presentation and discussion of the program as part of the new employee orientation
program.
- Personnel Department listings of promotional opportunities include phrase "Equal
Opportunity/Affirmative Action Employer."
- When pictures are used, showing both minority and non-minority persons and both
women and men.
- Text of all Orange County documents and publications uses gender neutral
language.
-14-
Each Orange County Personnel Department employee having any direct
responsibilities in the recruitment and selection process is fully trained regarding the
provisions of equa.~ employment opportunity law, this Plan and implementation
guidelines.
C. External
The Personnel Department publicizes opportunities for employment with the County.
Employment advertisements incorporate the phrase "Equal Opportunity/Affirmative
Action Employer" and comply with federal and state statutes regarding discrimination
in employment matters.
The Orange County Application for Employment form includes the phrase, "Equal
Opportunity/Affirmative Action Employer."
Personnel periodically informs recruiting sources including minority and women's
organizations, community leaders, secondary schools and others of Orange County's
equal opportunity policy and Affirmative Action Plan.
The Purchasing and Central Services Division includes the phrase "Equal
Opportunity/Affirmative Action Employer" in contracts; as required by Federal
regulations.
The text of all Orange County documents and publications uses gender neutral
language.
VIII. Analysis of the Orange County Work Force and the Utilization
of Minorities and Women
A. General
In setting goals and timetables as part of an Affirmative Action Plan, information is
compiled to determine the status of minorities and women within the Orange County
local government work force. This information then is compared to the availability of
women and minorities within the recruitment area labor force. This process is called
a "utilization analysis."
Orange County completes a utilization analysis annually to identify areas within the
work force where minorities and women are underutilized in relation to their
availability in the recruitment area labor force. In those instances where minorities
and females are underutilized, annual affirmative action placement goals are
established.
-15-
The utilization analysis. in this plan consists of three elements:
A work force analysis of the County's permanent employees as of November 1,
1998, --~'
An availability analysis for the recruitment area labor force based on the .1990 U.S.
Census data
Findings; that is, identification of areas of underutilization of minorities and
women in the Orange County work force in relation to the recruitment area labor
force.
B. Orange County .Work Force Analysis
The work force analysis reviews the County's permanent employment both overall
and by the eight federal Equal Employment Opportunity (EEO) occupational
categories. These categories are Officials and Administrators; Professionals;
Technicians; Protective Service Workers; Paraprofessionals; Office and Clerical;
Skilled Craft Workers; and Service and Maintenance.
Appendix A shows the eight EEO categories and the Orange County classes included
in each category.
Appendix B shows the Orange .County work force data by. EEO category.
As of November 1, 1998, the Orange County work force consisted of 609 permanent
employees. Of these, 357 (58.6 percent) were women and 173 (28.4 percent) were
minorities.
C. Recruitment Area Availability Analysis
To conduct the analysis of the availability of minorities and women in the labor force,
the County first identified the appropriate recruitment area to use in this analysis. The
recruitment area used is the four-county area made up of Orange, Durham,
Alamance and Wake Counties.
Based on 1998 applicant flow information, this recruitment area accounts for 77.4
percent of applicants for Orange County employment.
Based on the 1990 U. S. Census data, the labor force for this four county recruitment
area totaled 460,846. Of this total, 222,535 (48.3 percent) were women and 114,324
(24.8 percent) were minorities.
Appendix C shows the recruitment area labor force data by EEO category.
-16-
D. Findings
1. Overall -'
Chart 1 compares the Orange County work force to the recruitment area labor
force by race and sex as of November 1, 1998. This indicates:
- Orange County's total utilization of minorities in the work force (28.4 percent)
exceeds the availability of minorities in the recruitment area labor force (24.8
percent).
- Orange County's total utilization of women in the work force (58.6 percent)
exceeds the availability of women in the recruitment area labor force (48.3
percent).
2. By EEO Category
Charts 2 and 3 compare the Orange County work force to the recruitment area
labor force for minorities and women for each EEO category as of November 1,
1996. Appendix D provides a comparison of recruitment area availability and the
Orange County work force by race and sex. Appendix E provides detailed
comparison data for each EEO category.
As to Minorities
This analysis indicates the County's utilization of minorities exceeds the
recruitment area availability in the following categories:
- Officials and Administrators
- Professionals
- Technicians
- Office and Clerical
- Skilled Craft
- Service and Maintenance
-17-
The analysis indicates the underutilization of minorities in relation to the
availability data in the following categories: ~
- Protective services J
- Paraprofessionals.
As to Women
The analysis indicates the County's utilization of women exceeds the recruitment
area availability in the following categories:
- Officials and Administrators
- Professionals
- Technicians
- Paraprofessionals
- Office and Clerical
The analysis indicates the utilization of women is less than that indicated by the
availability data in the following categories:
- Protective Services
- Skilled Craft
- Service and Maintenance
3> Summary
The utilization analysis shows the County has strong minority and female
representation in its work force. Areas of particular strength include the
following categories:
- Officials and Administrators
- Professionals
-18-
The analysis indicates the need to focus affirmative action efforts and goal setting
in the areas of: _ _,'
- Protective services
- Paraprofessionals
- Skilled crafts
- Service and Maintenance
IX. Placement Goals and Timetables
Orange County is committed to the ideal of achieving representation of minorities and
women in the workplace at least proportional to the recruitment area labor force. To this
end, the County:
Seeks to maintain current levels of representation of minorities and women in EEO
categories where no underutilization currently exists and
- Establishes goals and timetables for each EEO category in which underutilization of
minorities and/or women is indicated by the utilization analysis.
Using the Orange County work force-and recruitment area labor force data, Personnel
calculated projected goals to provide utilization of minorities and women equivalent to
the indicated recruitment area labor force availability. These goals were then reviewed
with involved departments heads to assess anticipated hiring opportunities based on past
termination experience.
Chart 4 shows the final projected goals and timetables for the four EEO categories in
which underutilization was identified.
X. Equal Opportunity Policy and Affirmative Action Program Goals
In addition to the Placement Goals and Timetables described in Section IX and the on-
going AfJ:~rmative Action Programs described in Section V, the following specific
program goals are planned for the covered Affirmative Action Plan period.
Upon approval of the updated Affirmative Action Plan by the Board of County
Commissioners, communication of the updated plan both internally and externally,
including employees, supervisors and recruitment sources.
2. Review of current external recruitment sources for effectiveness and expansion of
external recruitment source's to include additional agencies and/or organizations
geared toward the advancement of minorities and women.
-19-
3. Expansion of external recruitment sources to include agencies and organizations
geared toward the Latino/Hispanic community.
4. Expansion of external advertisement resources to include publications targeting the
Latino/Hispanic community.
5. Developing and implementing a cultural diversity training program for County
employees.
6. Participating in community events such as job fairs directed at minorities and women.
-20-
Charts
Orange County
Affirmative
Action
Plan
-21 -
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-27-
Appendices
Orange County
Affirmative
Action
Plan
_2$_
Appendix A
Class Titles By Equal Employment Opportunity
(EEO) Occupational Groups
Elected Officials (EEO Code Ol
County Commissioners
Register of Deeds
Sheriff
Officials And Administrators (EEO Code 1)
Assistant County Manager
Budget Director
Child Support Director '
Clerk to the Board
County Manager
Department on Aging Director
Director of Elections
Director of Emergency Management
Director of Finance
Director of Purchasing and Central Services
Economic Development Director
Environmental Health Director
Extension Director
Health Director
Housing and Community Development Director
Human Resources Director
Human Rights and Relations Director
Information Systems Director
Land Records Manager
Library Director
Planning Director
Public Health Nursing Director
Public Works Director
Recreation and Parks Director
Revenue Director
Social Services Director
Tax Assessor
Visitor Bureau Director
Effective December 1S, 1998
-29-
Professionals (EEO Code 2~
-J Accountant
-' Administrative Officer I, II
Agricultural Extension Agent
Appraiser II
Assistant Extension Agent 4-H
Assistant Home Economics Agent
Assistant Public Works Director
Assistant Revenue Director
Assistant Tax Collector
Associate Extension Agent 4-H
Budget and Management Analyst I, II
Business Personal Property Appraiser
Care Manager
CAT/Transportation Supervisor
Chief Appraiser
Child Protective Services Social Worker
Child Protective Services Supervisor
Child Support Officer
Child Welfare Program Specialist
Civil Rights Specialist
Code Enforcement Officer I, II, III
Code Enforcement Supervisor
Communications Specialist
Community Development Coordinator
Community Disease Control Specialist
Computer Network Administrator
Computer Programmer/Analyst I, II
County Engineer
Deputy Emergency Management Director/Administration
Deputy Emergency Management Director/Communications
Domestic Violence Coordinator
Economic Development Assistant
Emergency Management Training Coordinator
Emergency Management Training Specialist
Environmental Health Program Specialist
Environmental Health Specialist
Environmental Health Supervisor
Erosion Control Officer I, II
Erosion Control Supervisor
Family Nurse Practitioner I, II
GIS Application Developer
GIS Project Coordinator
Home Economist
Effective December 15, 1998
Appendix A
-3U-
Appendix A
Professionals LEEO Code 21 Continued
Human Resources Analyst I, II
Human Services Coordinator
Income Maintenance Director
Income Maintenance Investigator
Income Maintenance Supervisor
Information Specialist
Legal Specialist
Librarian I, II
Library Assistant Director
Management Analyst
Nutritionist
Planner I, II, III
Program Supervisor I (Special Events/Public Information)
Program Supervisor I (Special Populations)
Program Supervisor II (Athletics)
Program Supervisor II (General Programs)
Property Mapping Supervisor
Public Health Education Supervisor
Public Health Educator
Public Health Nurse I, II
Public Health Nursing Supervisor
Purchasing Agent
RSVP Project Assistant Director
RSVP Project Director
Senior Center Administrator
Senior Citizen Program Administrator
Senior Citizen Program Coordinator
Senior Income Maintenance Supervisor
Senior Public Health Educator
Social Work Clinical Specialist
Social Worlc Coordinator
Social Work Program Director
Social Work Supervisor
Social Worker I, II; III
Soil Conservationist
Soil Scientist
Solid Waste Manager
Systems Analyst
Tax Systems Coordinator
Transportation Coordinator
Veterans Services Officer
Visitors Bureau Sales Director
Effective December 15, 1998
-31-
Appendix A
Technicians (EEO Code 3,~
-' ~ Accounting Technician
Appraisal Technician
Appraiser I
Athletic Coordinator
Budget Technician
Community Social Services Technician
Conservation Specialist
Dental Hygienist
Dental Program Coordinator
Emergency Communications Data Technician
Emergency Medical Technnician
Emergency Medical Technician -Intermediate
Emergency Medical Technician -Paramedic
EMS Field Supervisor
GIS Assistant
GIS Mapper I, II
Housing Specialist
Housing Technician
Human Resources Technician
Income Maintenance Caseworker I, II, III
Income Maintenance Leadworker
Medical Laboratory Technician
PC Support Specialist/Computer Operator
Permit Technician
Planning Technician
Property Mapper I, II
Purchasing Technician
Rehabilitation Specialist/Housing Inspector
Revenue Technician I, II
Senior Accounting Technician
Telecommunications Shift Supervisor
Telecommunicator I, II
Protective Service Workers (EEO Code 4~
Animal Control Director
Animal Control Officer
Assistant Fire Marshal
Deputy Emergency Management Director/Fire Marshal
Deputy Sheriff I, II
Deputy Sheriff/Captain
Deputy Sheriff/Investigator
Deputy SherifflLieutenant
Effective December 15, 1998
-32-
Appendix A
Protective Service Workers (EEO Code 41 Continued
Deputy Sherif~FlMajor
Deputy Sheriff/Sergeant
Jailor/Matron
Paraprofessionals (EEO Code 51
Assistant Register of Deeds
Bookmobile Operator ,
CAT Clerk/Dispatcher
Community Health Aide
Community Health Assistant
Community Social Service Assistant
Cooperative Extension Program Assistant
Dental Assistant
Deputy County Clerk
Deputy Director of Elections
ESL Coordinator
Library Assistant I, II, III
Library Technical Processing. Clerk
Library Technical Support Assistant
Recreation Center Director
Senior Tax Clerk
Tax Clerk
Office And Clerical Workers-(EEO Code 61
Administrative Assistant I, II, III
Administrative Assistant to Assistant County Managers
Administrative Assistant to County Manager
Assistant to the Clerk
Central Services Clerk
Criminal Data Specialist
Deputy Register of Deeds I, II, III
Medical Office Assistant
Office Assistant I, II
Office Supervisor I, II
Tax Collection Clerk
Telecommunications Calltaker
Skilled Crafts (EEO Code
Automotive Mechanic
Building and Grounds Supervisor
Effective December 15, 1998
-33 -
Appendix A
Skilled Crafts (EEO Code ~ Continued
J Electrician
_,
HVAC Mechanic
Motor Pool Supervisor
Senior Building Maintenance Mechanic
Service/Maintenance (EEO Code 8~
Automotive Mechanic Helper
Building Maintenance Mechanic
CAT Driver
Custodial Supervisor
Custodian
Driver/Courier
Facilities Supervisor
Jail Cook
Jail Cook Supervisor
Recreation Program Assistant
Sanitation Supervisor
Solid Waste Center Operator
Solid Waste Collector
I:\LANA\CPPLAN\CLS-EEO. W PD
December I5, 1998
Effective December I5, 1998
-34
Appendix B
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-36-
Appendix D
_,~
Comparison of the Orange County Work Force
to Recruitment Area Labor Force by Race and. Seg
Recruitment Area Orange County
Category Availalbility* Work Force**
Number Percent Number Percent
Total 460,846 100.0 609 100.0
White 346,522 75.2 436 71.6
Black 100,643 21.8 168 27.6
Other Minorities 13,681 3.0 5 .8
All Minorities 114,324 24.8 173 28.4
All Females 222,535 48.3 357 58.6
* Source: 1990 Census Population Report, Executive Telecom System Human Resources
Information Network 11/17/92.
**Orange County Workforce data is as of November 1, 1998.
-37-
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Appendix E
Appendix F
Comparison Of Utilization Of Minorities And
Women In Orange County Work Force
Minorities Women
Work Force As Of: umber Percent Number Percent
January 1, 1992 134 27.2 297 60.2
November 1, 1992 143 27.9 312 60.8
November 1, 1993 157 28.7 336 61.4
November 1,1994 161 28.8 353 63.1
November 1, 1995 160 28.2 348 61.3
November 1, 1996 168 29.7 338 59.8
November 1, 1997 170 29.2 342 58.7
November 1, 1998 173 28.4 357 58.6
Total
Em.~lo~es
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513
547
559
568
565
583
609
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