5.3.2 – Position Authorization Procedures
Standard: The agency shall have established procedures for maintaining control over the number and type of authorized filled and vacant positions to ensure that persons on the payroll are legally employed and that positions are in accordance with budget authorizations.
Suggested Evidence of Compliance: Provide the position authorization procedures and budgeted positions.
COMMENT: Question: the procedures are written as though the steps are being recalled from memory, is this an actual procedure that all staff are aware of?
RESPONSE: The Procedures for Filling Vacancies included as EOC 1 are the actual procedures of the Westchester County Department of Parks, Recreation & Conservation. Not all staff of the department are aware of the details of these procedures. Only staff in job titles handling work assignments involving these procedures are knowledgeable of the steps. This includes staff working in Human Resources and Finance/Budget.
Narrative:
OnBase, an automated vacancy reporting system, was established by the Westchester County Department of Budget (DOB) to provide departments a uniform method for tracking authorized filled and vacant positions. The system allows PRC to modify its automated vacancy report to produce an accurate record of these positions. OnBase provides workflow manuals for vacancy release forms and position certification requests.
Identification of a vacant position includes only those that were authorized and funded in the approved annual budget or established subsequently by DOB during the fiscal year.