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Civil Service Manual For Appointing Authorities (City of Plattsburgh)

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CIVIL SERVICE MANUAL
FOR APPOINTING AUTHORITIES
ClintonCountyDepartmentofPersonnel
ClintonCountyGovernmentCenter
137MargaretStreet
Plattsburgh,NY12901
565‐4676
Revised: 9/3
1
2-25-2019
TABLE OF CONTENTS PAGE
Introduction ..................................................................................................................................3
Appointments
Permanent .............................................................................................................................4
Contingent-Permanent ..........................................................................................................4
Provisional ............................................................................................................................4
Temporary ............................................................................................................................4
Part-Time ..............................................................................................................................5
Jurisdictional Classification
Exempt ..................................................................................................................................5
Labor .....................................................................................................................................5
Non-Competitive ..................................................................................................................5
Competitive ..........................................................................................................................5
Positions
Existing ...............................................................................................................................6
Creating ..............................................................................................................................6
Vacant .................................................................................................................................6
Review of Vacant Exempt Class ........................................................................................7
Monitoring Hours ...............................................................................................................7
Reclassification ..................................................................................................................7
Filling Positions
Minimum Qualifications .....................................................................................................7
Probationary Periods ...........................................................................................................8
Residency ............................................................................................................................9
Applications .........................................................................................................................9
Report of Personnel Change Forms .................................................................................. 10
Signature Authorization ................................................................................................... 10
Examinations
Types ................................................................................................................................
11
Initial Canvass ...............................................................................................................
... 11
Eligible List ...................................................................................................................... 11
Certification of Eligibles List ........................................................................................... 12
Declination Form .............................................................................................................. 12
Non-Selection Letter ........................................................................................................ 12
Payroll Certification .................................................................................................................. 12
Temporary/Withheld .........................................................................................................
13
Disciplinary Procedures ............................................................................................................ 14
Layoff
Procedures ..................................................................................................................... 14
Alphabetical listing
and attached forms .................................................................................. 15
2
INTRODUCTION
This manual is to help explain Civil Service procedures. It contains references to Clinton County
Civil Service Rules that have the force and effect of law, and apply to all positions in the classified
service. You will find an alphabetical listing of forms mentioned, and sample letters, at the end of
this manual.
The Clinton County Department of Personnel webpage has the Clinton County Civil Service Rules,
forms, informational memos, manuals, examination announcements, job openings, and position
descriptions: http://www.clintoncountygov.com/Departments/Personnel/PersonnelHomePage.htm
A summary of NYS Civil Service Laws are on the NYS Civil Service website.
3
APPOINTMENTS
1. Permanent – Permanent appointments in the competitive class are made from eligible lists
established as a result of competitive examinations. Permanent appointments are also made to
non-competitive, exempt, and labor classes. Permanent appointments are subject to
probationary periods. A permanent appointment cannot be terminated, interrupted or
discontinued except in accordance with the laws, rules and regulations governing the
classified service.
2. Contingent-Permanent – Contingent-permanent appointment is a competitive class
appointment made from an eligible list to a position, which is permanently encumbered by
another employee. Although the contingent-permanent appointee serves a probationary period
in the same manner as a permanent employee, full permanency cannot be gained until the
position becomes unencumbered. A detailed definition is in our Civil Service Rules, Rule
16(5).
3. Provisional – In the event a vacancy occurs in the competitive class, for which no eligible list
exists, the position may be filled by a qualified applicant on a provisional basis. The
provisional employee must compete in a civil service examination and be reachable when an
eligible list is established.
4. Temporary – Temporary appointments are made to either replace an employee who is on a
leave of absence, to fill a position established for a short duration, to replace a person while
they are serving probation in another position or, in some circumstances, to fill a position
vacated by an employee who accepts a provisional appointment. Successive temporary
appointments shall not be made to the same position.
The Personnel Director must approve an extension to a temporary appointment. A Temporary
Extension Request Form must be completed when a position is going to continue beyond a
six-month period. Civil Service Law Section 64 outlines guidelines for all temporary
appointments.
Temporary appointments to competitive-class positions are subject to the following durations:
Not exceeding three months- selection can be made without regard to existing
eligible lists.
Exceeding three months but not exceeding six months- selection must be
made from an appropriate eligible list without regard to ranking on the eligible
list.
Exceeding six months- selection must be from a Certified Eligible List issued
by our office showing those available for selection from the appropriate
eligible list.
4
5. Part-time - This definition is used by Civil Service solely for the purpose of jurisdictional
classification of positions, where a position is other than competitive when part-time but
competitive when filled on more than a part-time basis. Part-time is defined by Civil
Service as employment or combination of one or more employments in a civil division in
which an individual works fifty percent or less of the time prescribed as the standard work
week by the governing body or other appropriate authority of the civil division or wherein
the employee earns not more than one half (1/2) of the rate assigned to the position if the
position has been allocated to a graded salary schedule.
JURISDICTIONAL CLASSIFICATION
The following jurisdictional classifications are in the classified service:
1. Exempt – Positions for which competitive or non-competitive examinations or other
qualification requirements are not practicable. A listing of exempt class titles appears in
Appendix A of the Civil Service Rules for Clinton County.
2. Labor – Includes unskilled workers. A position may be filled by the appointment of any
person selected by the appointing officer of the agency where a vacancy exists. The
Director requires applications for appointments in the labor class. A listing of labor class
titles appears in Appendix C of the Civil Service Rules for Clinton County.
3. Non-Competitive – The Personnel Director establishes minimum qualifications. An
application for appointment shall state th e qualifications of the nominee and shall be filed by
the appointing authority with the Director. A listing of non-competitive class titles appears in
Appendix B of the Civil Service Rules for Clinton County.
4. Competitive – Positions that require a Civil Service Examination and appointment from an
appropriate eligible list. If the title is not listed in the appendix of our Civil Service Rules,
then the classification of the position is competitive class.
Some titles change jurisdictional classification depending on their status (part-time or full-
time). For example, a part-time Typist is non-competitive class, and a full-time Typist is
competitive class. When a title is listed in the appendices as part-time (PT) that title becomes
competitive when classified as full-time.
A nominee completes an application form so that the qualifications can be reviewed. Non-
competitive, labor and competitive class titles have position descriptions, which outline the
minimum qualifications. Visit our website for current position descriptions.
5
EXISTING POSITIONS
Each employee in your agency is hired in a specific Civil Service title. We can provide you with a
listing showing the Civil Service titles we have for your active employees.
CREATING POSITIONS
To create a new position, you must complete a New Position Duties Statement (NPDS). On the
NPDS, you must describe in detail all the duties of the position and the percentage of time spent on
each duty. The Personnel Director will title the position and return the form for your approval. The
position is created and assigned a position control number when the original is approved by the
appointing authority and returned.
To create an already established entry-level position, use the form Request for Additional Position(s)
In An Already Established Entrance-Level Classification. This form is used only for entry-level titles
that are already established within your agency. This form requires agencies to attach a Civil
Service job description found on our website.
For civil divisions, other than Clinton County Departments, it is not necessary for us to keep
track of the position status as either part-time or full-time, for positions that do not change
jurisdictional class. Example: Cleaner is Labor Class whether part-time or full-time.
The appendices of the Civil Service Rules for Clinton County list jurisdictional classification. If a
title does not appear within the appendices, it is classified as competitive class. Position
descriptions located on our website, also indicate the jurisdictional classification.
Departments within Clinton County and other civil divisions may also need to obtain Committee
and/or Board approval before creating positions. In addition to the forms mentioned in this
manual, county departments must also complete personnel committee forms available on the
Clinton County Intranet.
VACANT POSITIONS
Positions in your agency that become vacant remain in our records for five years and then are
inactivated. We can provide you a listing of your vacant positions.
Departments within Clinton County must obtain backfill approval prior to filling positions.
Vacant county positions are inactivated after one year.
6
REVIEW OF ESTABLISHED EXEMPT CLASS POSITIONS
When a vacancy occurs in the exempt class, the Personnel Director must evaluate the position and
determine if it is still properly classified. Before an agency rehires, a Review of Established Exempt
Class Position Form must be completed.
MONITORING HOURS
Hours must be monitored for employees working in one or more titles that are non-competitive
when part-time and competitive when full-time.
We will provide you a chart indicating the maximum number of hours these employees are allowed
to work in your fiscal year. The chart should be submitted to our office on a quarterly basis. It is
your responsibility to ensure that these employees do not work beyond the allowable hours.
RECLASSIFICATION OF EXISTING POSITION
If the duties of a position change, the position should be reclassified. A reclassification form
can be completed by an employee who thinks they are working out of title or by an appointing
authority who decides to reclassify an existing position.
Departments within Clinton County must obtain approval from the Personnel Committee to
reclassify a position. County departments must also
complete additional personnel agenda forms,
available on the County Intranet.
FILLING POSITIONS
MINIMUM QUALIFICATIONS
When filling an existing vacancy, review the position description. Position descriptions
indicate the
duties and the minimum qualifications and are available on our website.
If you would like to have the position description revised, send a written request to the Personnel
Director explaining any changes in the duties and/or minimum qualifications and the reason for your
request. A position description is used by several different agencies; some duties listed may not
pertain to your agency but will to others. We may have to contact agencies using the title for their
input and/or approval before a position description is revised.
1. Other than competitive-class titles
You should accept and review applications for minimum qualifications and special
requirements. Send applications of candidates that you are interested in hiring to our office for
review and approval prior to appointment.
7
If you appoint a candidate we determine is not qualified for a position, you will have to rescind
the appointment.
It is your responsibility to ensure that licenses or certificates required for an appointment
rem
ain current.
2. Competitive-class titles
a) If you want to fill a competitive-class position, check with us to see if there is an active eligible
list (including a comparable preferred list or an agency promotional list). If a list exists, submit a
Certification Request Form.
b) If no list exists for the title you are trying to fill, you can accept applications for a provisional
appointment.
c) Transfer or Reinstatement: When an agency recruits for a permanent competitive-class position,
we can post the vacancy on our website. Individuals that are interested in a transfer or reinstatement
may contact you. Refer to Civil Service Rules 17 and 18.
If you are interested in pursuing a transfer or reinstatement, you must get a letter of interest from the
candidate, forward their letter to our office, along with your written request to pursue the
transfer/reinstatement. Prior to appointment, the Personnel Director must approve the transfer.
d) New York State Civil Service Law, Section 55a, and Civil Service Rules for Clinton County
allows disabled applicants to be appointed on a non-competitive basis to certain entry-level
competitive-class titles.
When you complete a Certification Request Form you may request the posting be available
on our website for 55a candidates (if entry level position) or for tansfer candidates.
The following link http://www.acces.nysed.gov/ provides information for Adult Career and
Continuing Education Services –Vocational Rehabilitation.
County departments must provide us a copy of their posting and/or advertisement for a
vacancy. Information to include: Civil Service title, department, minimum qualifications,
residency requirements, salary, status, reply by date, EOE and ADA compliance.
PROBATIONARY PERIODS
Except as otherwise provided in Civil Service Rule 14, every permanent appointment from an open-
competitive list and every permanent appointment to a position in the non-competitive, exempt or
labor class shall serve a probationary term of not less than eight (8) nor more than fifty-two (52)
weeks.
8
________________________
The minimum and maximum lengths of probationary periods differ for promotions, trainee positions,
Police Officers, Deputy Sheriffs, and other titles specifically outlined in Civil Service Rule 14.
Upon written notice by an appointing authority, probationary terms for promotions may be waived.
Employees who are provisional or temporary do not serve probationary periods.
RESIDENCY
Candidates must be legal residents of Clinton County for thirty continuous days up to and including
the examination/appointment date. Civil Service Rule 7 outlines residency requirements. If
residency for a new hire is in question, an Affidavit of Residency Form along with supporting
documentation will be requested.
If your agency experiences recruitment difficulties, submit a written request explaining your
recruitment efforts. The Personnel Director will decide if residency can be waived for your
appointment.
APPLICATIONS
The following types of application forms can be used for appointments:
Clinton County Application for Examination or Employment
Clinton County Application for Promotional Examination or Employment
Use of Application on File for Appointment
Combination Form Application/Report of Personnel Change Form
When accepting applications, review for accuracy and completeness.
If a candidate is applying for a position that has minimum qualifications, the candidate must
attach to their application documentation required to prove minimum qualifications.
If rehiring someone, check with us to see if the form, Use of Application on File for Appointment
can be used.
When filling a position with no work experience required for minimum qualifications, use the
Combination Form Application/Report of Personnel Change Form.
If you are not sure which form to use or need a form, contact our office for assistance.
9
REPORT OF PERSONNEL CHANGE FORMS (RPCF)
In order for us to maintain accurate, official employee rosters, and for the purpose of payroll
certification, appointing officers must report personnel actions as they occur on a Report of
Personnel Change Form (RPCF).
Civil Service Rule 21 outlines the types of actions appointing authorities must report to our office.
Some of the most common actions are:
Appointments
Terminations
Resignations
Retirements
Leaves without pay
Salary changes
Promotions
Demotion
Retirement membership is mandatory for permanent and contingent-permanent full-time, twelve-
month employees. Report either the employees’retirement number or optional on the RPCF.
The Report of Personnel Change Form is divided into three sections. The top of the form must be
fully completed with the employees current title, and salary. The middle of the form is completed
showing the action and effective date. The right-hand column, Necessary Action By Appointing
Authority, indicates additional instructions.
The bottom of the form allows appointing authorities to add remarks explaining the type of action
being reported. The form must be signed in the lower right-hand corner. The probationary period
section should be completed for appointments in accordance with Civil Service Rule 14.
The Report of Personnel Change Form is forwarded to agencies upon request.
SIGNATURE AUTHORIZATION
Appointing authorities may give written authorization for employees to sign on their behalf.
We can issue you an authorization form for your use.
10
EXAMINATIONS
Examinations are called for in anticipation of a vacancy or at the time of a provisional appointment.
New York State Civil Service may only offer examinations on a yearly basis. Current examination
announcements are posted on our website.
TYPES
1. Open-Competitive Examinations are open to anyone who meets the minimum
qualifications.
2. Promotional Examinations are offered to existing employees in an agency who meet the
promotional qualifications.
3. Non-Competitive Promotional Examinations are given for only one candidate. To qualify
for a Non-Competitive Promotional Examination there can be no more than three qualified
eligible candidates in the department/agency.
4. Continuous Recruitment Examinations are those for which we accept applications at any
time. There is no specified closing date and the examination date is scheduled by our office on
a bi-annual basis.
CANVASS
After scores are received for an examination, an eligible list is established. We send candidates
e-mail notification of their scores. Passing candidates may also be sent a canvass to indicate
their interest or non-interest in a current vacancy for a specific agency.
ELI
GIBLE LIST
Names of passing candidates are placed on an eligible list that is established for four years.
An eligible list may expire,
or be exhausted, prior to the four-year period.
Eligible lists for Continuous Recruitment Examinations are established for two years. The scores for
these examinations, regardless of examination date, are interfiled with existing candidates’ scores to
form a constantly changing eligible list.
Promotional eligible lists must be exhausted prior to using an open-competitive eligible list.
When filling a com
petitive-class
position, complete a Certification Request Form. Complete the
form fully and indicate your agencies residency preference; and if you are interested in having us
post the vacancy on our website.
11
CERTIFICATION OF ELIGIBLES
After we receive your request, we will issue a Certification of Eligible List (CEL); Civil Service
Law allows for two more names on the CEL than the number of vacancies you are filling.
Please review any notes we put pertaining to the appointment on the top of the CEL.
Appointments must be made within the two-month period indicated on the CEL. You must send us
the appointment on the CEL, along with a Report of Personnel Change Form. We will use the
examination application on file so that you do not have to forward another application with the
appointment paperwork.
When you have a provisional appointee in your agency a CEL must be issued, so that a
permanent appointment from the Eligible List can be made.
DECLINATIONS
Candidates listed on the CEL who decline your position must com
plete a Declination Form. If
you receive declinations that result in fewer than
three interested candidates, you can request a
new CEL. Return the original CEL, signed, dated, and marked “No Action Taken” with the
declination forms and request a new CEL.
NON-SELECTION LETTER
It is your responsibility to send written notification of non-selection to candidates. We send you
a non-selection notification letter each time we issue a CEL with more than one name. On the
reverse of the non-selection letter are samples you can use for your notification letters.
PAYROLL CERTIFICATION
Civil Service Law requires that payrolls for certification be received from each civil division
annually. The Personnel Director can request additional payrolls to certify throughout the year. For
employees paid by voucher, the voucher must be submitted for certification.
Civil Service Rule 22 outlines when payroll certification is required:
County Departments - the first pay period in January.
City of Plattsburgh - the first full payroll in February.
Towns - the first full payroll in March.
Villages - the first full payroll in August.
School Districts - the first full payroll in October.
All other agencies - the first full payroll in August.
12
The following information must be on your payroll and/or voucher and must agree with the
information we have on file:
Full name of employee
Civil Service title
Salary (hourly or yearly - the rate reported to us)
Retirement number
Signed certification
TEMPORARY AND WITHHELD CERTIFICATION
Civil Service Rule 22 outlines the Personnel Director’s authority when certifying the payroll. If the
Personnel Director requires further information in order to make a final determination, a temporary
certification may be made for discrepancies on a payroll. The appointing authority mu
st submit any
requested information to resolve the discrepancies noted and submit a new payroll for certification.
If the information is not forthcoming during the temporary certification, formal exception(s) will be
taken on the payroll item(s). When exception(s) are taken and certification is withheld, the
disbursing or fiscal officer cannot legally pay the employee(s) in question.
Following is a summary of Civil Service Laws 100-102 pertaining to payroll certification:
In accordance with Section 100 of Civil Service Law:
“Except as otherwise provided in this section, no disbursing or auditing officer of the state or of any
civil division thereof shall approve or pay or take any part in approving or paying any salary or
compensation for personal service to any person holding an office or position in the classified
service unless the voucher or payroll therefore bears the certificate of the civil service department or
municipal commission having jurisdiction that the persons named therein are employed in their
respective positions in accordance with law and rules made pursuant to law…”
In accordance with Section 101 of Civil Service Law:
“Any officer who shall willfully pay or authorize the payment of salary or compensation to any
person in the classified service with knowledge that the state civil service department or appropriate
municipal civil service commission has refused to certify the payroll, estimate or account of such
person, or after due notice from such department or commission that such person has been
appointed, employed, transferred, assigned to perform duties or reinstate in violation of any of the
provisions of this chapter or the rules established there under, shall be guilty of a misdemeanor.”
13
In accordance with Section 102 of Civil Service Law:
“Any sums paid contrary to the provisions of section one hundred of this chapter may be recovered
from any officer by whom the person or persons receiving the same where appointed in violation of
the provisions of law and of the rules made in pursuance of law, or any officer signing or
countersigning or authorizing the signing or countersigning of any warrant for the payment of the
same…”
DISCIPLINARY PROCEDURES
If the conduct or performance of a probationer is not satisfactory, his/her employment may be
terminated at any time after the completion of the minimum period of service, and on or before
completion of the maximum period of service in the manner prescribed in the Civil Service Rules.
The supervisor is responsible, from time to time, during the probationary term, to advise the
probationer of his/her status and progress. Refer to Civil Service Rule 14 for procedures to follow
regarding probationary terms. Check with us before terminating an employee to be sure all proper
procedures have been followed. The termination of an employee must be reported to us on a Report
of Personnel Change Form with an explanation of the termination procedures in the Remarks
Section.
Section 75 of New York State Civil Service Law outlines which permanent employees have rights;
what procedures to follow when suspending, removing or disciplining employees. Agencies should
work closely with their attorneys.
LAYOFF PROCEDURES
Civil Service Rule 25, New York State Civil Service Laws 80 and 81 outline the procedures to
follow when there is a layoff in a competitive-class title. In addition, Clinton County has a
Layoff Policy. A booklet for Municipal Employees Affected by Layoff is available on our website.
When there is a layoff situation for competitive class employees, contact us immediately. A
letter and resolution indicating the specific titles affected, the hours of positions affected, and date
of layoff is required. The abolition of positions does not necessarily mean the termination of
employment of the incumbents of those particular positions.
We will canvass individuals who may be affected by the layoff to obtain additional information
required to establish a seniority roster; we will provide civil divisions with the seniority roster. The
civil division must notify the employees affected by the layoff. Employees that are affected by the
layoff must be reported to us on a Report of Personnel Change Form.
When the above process has been completed and we have received notification, we establish
appropriate preferred list(s). Competitive-class employees who are laid off will be placed on
preferred lists for a four-year period. An appropriate preferred list certification is issued for filling a
vacancy before any other eligible list.
14
Alphabetical listing of forms Page #
Affidavit of Residency Form…………………………………………….....16
Application for Examination or Employment……………………………...18
Application for Promotional Examination or Employment………………..22
Application on File For Appointment……………………...………………23
Application/Report of Personnel Change Form Combination……………..24
Certification Request Form (CEL) …………………………...……………25
Exempt Class Review Form………………………………………………..26
Monitor Hour Ch
art (sample
only)…………………………………………27
New Position Duties Statement…………………………………………….28
New Position Duties Statement (Additional Positions)………………….…30
Non-Selection Form Letter…………………………………………………31
Reclassification Form………………………………………………………33
Report of Personnel Change Form (sample only)………………………….35
Signature Authorization Form……………………………………………...36
Temporary Extension Request Form……………………………………….37
http://www.clintoncountygov.com
15
CLINTON COUNTY DEPARTMENT OF PERSONNEL
AFFIDAVIT OF RESIDENCY
NAME: ___________________________________________________________
(LAST) (FIRST) (M.I.)
SOCIAL SECURITY NUMBER: _________________________________________
*LEGAL RESIDENCE: _______________________________________________
_______________________________________________________________________
LENGTH OF TIME AT ABOVE RESIDENCE: _______________________________
MAILING ADDRESS, IF DIFFERENT: ___________________________________
_______________________________________________________________________
HOME PHONE: _____________________________________________________
BUSINESS PHONE: _____________________________________________________
SCHOOL DISTRICT: _______________________________________________
TOWN: __________________________ CITY: _______________________
TITLE OF EXAM FOR WHICH YOU’VE APPLIED: _______________________
ATTACH COPIES OF THE FOLLOWING AS VERIFICATION OF THIRTY-DAY RESIDENCY
IN CLINTON COUNTY:
1. A copy of your voter registration card verifying your Clinton County address; OR
2. Copies of both (a) and (b) below; OR
3. Copies of either (a) or (b) AND one of either (c), (d), (e) or (f) below
FOR (b) through (f) SUBMIT ONLY THAT PORTION SHOWING YOUR NAME AND ADDRESS
INDICATING RESIDENCY IN CLINTON COUNTY:
(a) New York State driver's license indicating residency in Clinton County
(b) New York State income tax form
(c) Recent utility bill
(d) Lease
(e) Mortgage
(f) Last Will and Testament
*The term “residence” shall be deemed to mean that place where a person maintains a fixed, permanent and
principal home and to which he wherever temporarily located, always intends to return.
16
ANSWER QUESTIONS ON THE REVERSE SIDE
1.) Are you registered to vote in Clinton County? YES NO
2.) Do you possess a New York State driver's license indicating residency in Clinton
County? YES NO
3.) Do you file a New York State income tax form indicating residency in Clinton County?
YES NO
4.) If no to (3) above, are you claimed as a dependent on someone else's income tax?
YES NO
5.) In which state do you file an income tax form? ______________
6.) Do you claim any other address as your permanent legal address?
YES NO
7.) If yes to (6) above, indicate your permanent legal address:
___________________________________________________________
___________________________________________________________
___________________________________________________________
"I AFFIRM THAT THE INFORMATION PROVIDED HEREIN IS TRUE AND I
UNDERSTAND THAT THIS APPLICATION WILL BE ACCEPTED FOR ALL
PURPOSES AS THE EQUIVALENT OF AN AFFIDAVIT, AND IF IT CONTAINS A
MATERIALLY FALSE STATEMENT, SHALL SUBJECT ME TO THE SAME
PENALTIES FOR PERJURY AS IF I HAD BEEN SWORN."
__________________________________ _________________
SIGNATURE DATE
Revised 12/08
17
EDUCATION: Read the exam announcement for specific educational requirements. If specialized coursework is required, attach a copy of
your transcript or a list of the required courses and the number of credit hours you completed.
Do you have a high school or equivalency diploma: YES
NO
If YES, indicate the name and address of high school or issuing governmental authority:
COLLEGE, UNIVERSITY, PROFESSIONAL OR TECHNICAL SCHOOL(S):
TYPE OF
DEGREE
AWARDED
DID YOU
GRADUATE?
YES/NO
DEGREE
EXPECTED
MO/YR
Name:
Address:
Name:
Address:
LICENSE OR CERTIFICATION: Complete the following if a license, certificate or other authorization to practice a trade or profession is
required on the exam announcement. If you are not currently licensed check here:
TRADE OR PROFESSION:
LICENSE NUMBER: DATE LICENSE FIRST
ISSUED:
REGISTRATION PERIOD:
FROM (MO/YR) TO (MO/YR)
SPECIALTY: LICENSING AGENCY NAME AND ADDRESS:
DESCRIBE YOUR WORK EXPERIENCE:
Beginning with the most recent, list all employment, military service, or volunteer experience that
proves you meet the minimum qualifications for the exam. We cannot interpret omissions or vagueness in your favor. You are responsible for an accurate
and clear description of your experience. For DUTIES describe the nature of the work which you personally performed including the estimated percentage of
time spent on each type of activity. If you supervised, state how many people and the nature of such supervision. DO NOT SUBMIT A RESUME.
1. DATES WORKED
MO/YR TO MO/YR
CHECK ONE:
PAID
VOLUNTEER
HOURS WORKED PER
WEEK (NO OVERTIME):
YOUR TITLE SUPERVISOR’S
NAME/TITLE
% OF TIME
ON EACH DUTY
FIRM NAME/TYPE OF BUSINESS/ADDRESS/PHONE
2. DATES WORKED
MO/YR TO MO/YR
CHECK ONE:
PAID
VOLUNTEER
HOURS WORKED PER
WEEK (NO OVERTIME):
YOUR TITLE SUPERVISOR’S
NAME/TITLE
% OF TIME
ON EACH DUTY
FIRM NAME/TYPE OF BUSINESS/ADDRESS/PHONE
SUBMIT DOCUMENTATION TO PROVE MINIMUM QUALIFICATIONS LISTED ON THE EXAM
ANNOUNCEMENT OR ON THE POSITION DESCRIPTION.
19
3. DATES WORKED
MO/YR TO MO/YR
CHECK ONE:
PAID
VOLUNTEER
HOURS WORKED PER
WEEK (NO OVERTIME):
YOUR TITLE SUPERVISOR’S
NAME/TITLE
% OF TIME
ON EACH DUTY
FIRM NAME/TYPE OF BUSINESS/ADDRESS/PHONE
4. DATES WORKED
MO/YR TO MO/YR
CHECK ONE:
PAID
VOLUNTEER
HOURS WORKED PER
WEEK (NO OVERTIME):
YOUR TITLE SUPERVISOR’S
NAME/TITLE
% OF TIME
ON EACH DUTY
FIRM NAME/TYPE OF BUSINESS/ADDRESS/PHONE
5. DATES WORKED
MO/YR TO MO/YR
CHECK ONE:
PAID
VOLUNTEER
HOURS WORKED PER
WEEK (NO OVERTIME):
YOUR TITLE SUPERVISOR’S
NAME/TITLE
% OF TIME
ON EACH DUTY
FIRM NAME/TYPE OF BUSINESS/ADDRESS/PHONE
REFERENCES (List below two professional and one personal reference):
NAME TITLE OR
ASSOCIATION
ADDRESS PHONE
ATTACH ADDITIONAL 8.5” x 11” SHEETS IF NECESSARY
INCLUDE EVERY DETAIL REQUIRED IN THE EXPERIENCE SECTION
20
INSTRUCTIONS AND INFORMATION
EQUAL OPPORTUNITY: The New York State Human Rights Law prohibits discrimination in employment because of age, creed, color,
national origin, sex, sexual orientation, disability, genetic predisposition or carrier status, marital status or criminal record. Accordingly,
nothing in this application form should be viewed as expressing, directly or indirectly, any limitation, specification, or discrimination as to
age, race, color, national origin, sex, sexual orientation, disability, genetic predisposition or carrier status, marital status, criminal record or
any other characteristic protected by the New York State Human Rights Law or other applicable federal and state laws and regulations in
connection with employment by Clinton County. Clinton County is an equal opportunity employer.
ANNOUNCEMENT OF EXAMINATION
Before filling out your application, read the exam announcement
carefully. Enter the exam title and number on the front page of this
application.
ADMISSION TO EXAMINATION
Do not interpret a notice to appear for, or actual participation in the
exam, to mean that you have been found to meet fully the announced
requirements.
Depending on the time available before an exam, applicants may be
admitted to the exam on the basis of statements made on the
application or conditionally, without prior review of the application.
Such statements may not be reviewed and/or verified until after the
exam is held. At that time those candidates not meeting the
requirements will be disqualified and notified of such disqualification.
Those candidates who are subsequently disqualified after taking the
test will NOT be notified of their score.
Call this agency immediately if you do not receive a notice within
three days of the date of the exam informing you whether or not you
are to be admitted to the exam.
CONFLICTING EXAMS
If you have applied for any other civil service exam to be given on the
same test date for employment with NYS or other local government
jurisdictions, excluding NYC, arrangements must be made to take all
the exams at one test site. Be sure to check “YES” in the Conflicting
Exams Section on the first page of your application Indicate the titles
of the exams you are scheduled to take and whether they are offered by
another Local agency or the State. If you are taking two Local exams,
indicate in which county you want to take the exams. If you are taking
a Local and a State exam, you must take the exams at the State site.
Call our office at 565-4676 no later than 2 weeks prior to the exam
date to confirm that arrangements have been made for you to take all
the exams at one test site.
POLICE OFFICER OR FIREFIGHTER SURVIVOR CREDITS
Per Section 85-a of Civil Service Law, children of firefighters or police
officers killed in the line of duty shall be entitled to receive an
additional ten points in a competitive exam for which they qualify for
original appointment in the same municipality in which his/her parent
served. The parent is deemed to have “served” in a municipality if
he/she was employed by or worked primarily in that municipality. If
you qualify, inform this office when you submit your application for
exam. A candidate claiming such credit has a minimum of 2 months
from the application deadline to provide the necessary documentation
to verify additional credit eligibility. No credit may be added after
establishment of the eligible list.
VETERANS CREDITS
If you are currently in the Armed Forces on full-time active duty other than for
training or if you are a war time veteran, you may be eligible for extra credits added
to the passing score of an exam. For detailed information refer to the manual
Clinton County Veterans’ Rights for Exams available in our office or on our
website:
http://www.clintoncountygov.com/Departments/Personnel/PersonnelHomePage.htm
BACKGROUND INVESTIGATION
Applicants may be required to undergo a State and national criminal history
background investigation and any applicable background checks, which may
include a fingerprint check to determine suitability for appointment. Failure to meet
the standards for the background investigation may result in disqualification.
Fingerprints to be used in performing the background checks would be collected
from applicants pursuant to regulations promulgated by the DCJS, which will
perform the State background check. DCJS will also submit the fingerprints to the
FBI for the completion of the national background check. Individuals found to have
criminal histories that bar their appointment to the position sought would then be
disqualified by the municipal civil service agency pursuant to Section 50(4) of the
Civil Service Law.
CHANGE OF ADDRESS
Notify this agency immediately of any change of address.
ALL STATEMENTS ARE SUBJECT TO VERIFICATION
MSD 330 REV. 12/2014
REMARKS:
21
CLINTON COUNTY DEPARTMENT OF PERSONNEL
137 Margaret Street, Suite 212, Plattsburgh, NY 12901
Personnel Director
Kim Kinblom
Phone 518-565-4646
Fax 518-565
-4679
Email
- Kim.Kinblo
m@clinto
ncountygov.com
TO: Clinton County Department of Personnel
RE: Use of Application on File for Appointment
I, ________________________________________, residing at ______________________________________________
______________________________________________________, in the County of _____________________________,
for ______________ continuous days, months, years and would like to use my approved application on file
(circle one above)
for the title of _________________________________________________________, for a new appointment to the
title of ______________________________________________ in the following agency: _________________________.
I have reviewed the position description for this appointment (clintoncountygov.com) and
have attached documentation or additional information, as necessary, to show I meet the
minimum qualifications.
Under penalties of perjury, I affirm that all information concerning my exempt volunteer firefighter
status, veteran status, citizenship, arrests and convictions, dismissal from employment, and
discharge from the Armed Forces listed on my application on file is current and accurate.
I affirm the information provided in this memo including all attachments is current and accurate.
I am providing the following updated information for this appointment and affirm it is true
and accurate:
________________________________________________________________________________________
________________________________________________________________________________________
________________________________________________________________________________________
______________________________________ _________________________
Signature Today’s Date
___________________________________________________________________________________________________
TO BE COMPLETED BY PERSONNEL DEPARTMENT
Verified current job specification and determined applicant meets minimum qualifications.
Verified applicant meets Clinton County Residency for thirty (30) days immediately preceding
appointment date, unless the Director has waived or reduced residency requirements.
Verified application on file and re-approved (initialed/dated) application.
Adopted 4/14/2010
Revised 6/13/2017
23
CLINTON COUNTY APPLICATION FOR EMPLOYMENT
THIS FORM MAY BE USED FOR TITLES THAT DO NOT REQUIRE WORK EXPERIENCE AS A MINIMUM QUALIFICATION. AN
INCOMPLETE APPLICATION MAY RESULT IN DISAPPROVAL
ALL STATEMENTS ARE SUBJECT TO VERIFICATION
APPLICATION TO BE COMPLETED BY EMPLOYEE
Last Name:______________________ First Name:_____________________ MI: __ Social Security #:______________
Address of legal residence:___________________________________________________________________________
Home Phone: ( )__________________ Business Phone: ( )__________________ Cell Phone: ( )________________
List any other LAST names by which you have been known:__________________________________________________
YES
NO Has your permanent, legal residence been in Clinton County 30 continuous days up to and including
appointment date?
If NO, indicate the county of your permanent legal residence: __________________________
YES
NO Are you under 18? If YES, attach the appropriate Student General Employment Certificate if required.
YES
NO Are you a citizen of the United States? If NO, attach proof of eligibility for employment in the US.
YES
NO Are you an exempt volunteer firefighter?
YES
NO Are you a veteran?
ADDITIONAL QUESTIONS
YES
NO Were you ever dismissed or discharged from any employment for reasons other than lack of work or funds?
YES
NO Did you ever resign from any employment rather than face dismissal?
YES
NO Did you ever receive a discharge from the Armed Forces of the United States which was other than
Honorable” or which was issued under other than honorable conditions?
YES
NO Have you ever been convicted of any crime (felony or misdemeanor)?
YES
NO Are you now under charges for any crime?
YES
NO Have you ever forfeited bail bond posted to guarantee your appearance in court to answer to any criminal
charge?
If you answered YES to any of the above ADDITIONAL QUESTIONS please provide details below:
_______________________________________________________________________________________________
_______________________________________________________________________________________________
Applicants may be required to undergo and pay for a state and national criminal history background investigation, which includes
a fingerprint check, to determine suitability for appointment.
This affirmation must be signed: I affirm that the statements made on this application (including any attachments) are true under
the penalties of perjury. Attach supporting documentation to prove minimum qualifications listed on the position description.
Signature of Applicant: Date:
REPORT OF PERSONNEL CHANGE FORM TO BE COMPLETED BY COUNTY AGENCY
Date: _________________________________ Agency: _____________________________
Position Control # ________ Salary: _____________________
If minimum and/or maximum age limits are established for the position enter date of birth: ________________
Title: ________________________________ Hire Date: ______________ End Date: ____________
Permanent Full-Time Temporary Full-Time Temporary On-Call
Permanent Part-Time Temporary Part-Time
NYS Retirement # ______________________ OR
Optional / Membership Declined
Print Name of Appointing Officer: _________________________________
Signature of Appointing Officer: Date:
TO BE COMPLETED BY CLINTON COUNTY PERSONNEL DEPARTMENT
It is hereby certified that the employee listed on this Personnel Report has been employed in accordance with Civil Service Rules.
Unless changes occur, the salary payments listed are certified through your agencies fiscal year.
Approval Date: Approved By:
Rev: 1/30/2012
24
CLINTONCOUNTYDEPARTMENTOFPERSONNEL
REQUESTFORACERTIFICATIONOFELIGIBLELIST(CEL)
1.
Describe your vacancy:
Confirm the number of vacancies you wish to fill in your department. If necessary, you may need to create new positions, via a MSD-
222, New Position Duties Statement. Check with the Personnel Department to determine if an active Eligible List exists for the vacancy
title. Note: Only when preferred lists & promotional lists are exhausted, could the open competitive list be issued for your vacancy.
Vacancy title: ____________________________________ Number of vacancies you wish to fill #: ____________
Reason position became vacant: New __ Retirement/Resignation __ Promotion __ Other __________________
Last Person in position: ____________________________________Date position became vacant: _________________
Salary: ________________Indicate yearly recruiting rate/range, if permanent. Indicate hourly rate, for temporary/part-time.
Residency preference is established and will be required by your agency when filling this vacancy: Yes_____ No _____
(Example: Residency preference for a Civil Division: School residency preference, City of Plattsburgh preference.... )
2. Indicate the status of your vacancy. Refer to reverse side for a description of the types of appointments:
Permanent FT ___ Permanent PT ___ Contingent-Permanent ___ Temporary___
# of hours _______ a week Duration________________________
3. Complete & Sign this Section:
CEL
___ Check here if you would like the Certification of Eligibles (CEL) issued without a canvass conducted by Personnel.
(or)
Canvass Process then a CEL
___ Check if you would like Personnel to canvass the Open Competitive Eligible List for the vacancy you indicated. The
canvass process takes approximately seven to ten days, and then a Certification of Eligible List (CEL) is issued to your agency
for consideration of the top candidates willing to accept appointment based on the salary, status and location you indicated.
Website
___ Check if you would like the above vacancy posted on the Personnel website. Interested candidates would submit
his/her application directly to the email indicated below for consideration. Note: This would be if you would like to accept
applications for 55A-entry level applicants, transfer or reinstatement applicants.
Agency/Department with Vacancy: ________________________________Today’s Date: ________________________
Contact Person & Title: _________________________________________Contact Phone Number: ____________________________
Email: _______________________________________________________Signature
Appointing Authority: _____________________
DepartmentofPersonnelAction:
1Verifyvacancy(ifCounty–alsocheckifbackfillapproved,ifpostedin‐houseandpostedontheintranetsite)
2Verifyandreviewaccuracyofrequest
3VerifyifthereisaPreferredList___oraPromotionalList___orthereisonlyan__OpenCom
petitiveList
4Initial________&date_________
__________________Rev:9‐2018
25
CLINTON COUNTY DEPARTMENT OF PERSONNEL
REVIEW OF ESTABLISHED EXEMPT CLASS POSITION
Agency: ____________________________________________ Title: _______________________________
Last Employee in Position: ______________________________ Position Control #: ________
In accordance with Section 41(2) of Civil Service Law: No office or position shall be deemed to be in the
exempt class unless it is specifically named in such class in our Clinton County Civil Service Rules. When a
vacancy occurs in the exempt class, the Personnel Director shall study and evaluate the position and determine
whether it is properly classified in the exempt class.
ACTION BY DEPARTMENT HEAD/APPOINTING OFFICER:
In accordance with Section 41(1) of Civil Service Law the following officers and positions shall be in the
exempt class. Please check the criteria below you believe qualifies for the above title to be exempt class.
See Clinton County Civil Service Rules - Appendix A - for all Exempt Class titles.
Deputy or principal executive officers authorized by law to appoint to act generally for and
in place of their principals;
One secretary of each municipal board or commission authorized by law to appoint a
secretary;
One clerk and one deputy clerk authorized by law, or each court, and one clerk of each
elective judicial officer, and also one deputy clerk, if authorized by law, or any justice
of the supreme court;
Subordinate offices or positions for the filling of which competitive or non-competitive
examination may be found to be not practicable. Please list your justification below:
___________________________________________________________________
___________________________________________________________________
___________________________________________________________________
___________________________________________________________________
Signature of Appointing Authority: ____________________________ Date: ___________________
Return Completed Form to: Clinton County Personnel, 137 Margaret Street, Plattsburgh, NY 12901
The original document will remain in the Personnel Office.
Check here if you would like to receive a signed copy.
ACTION BY CLINTON COUNTY DEPARTMENT OF PERSONNEL
DISAPPROVED The Personnel Director has determined that the position no longer meets the criteria for
placement in the Exempt Class. The position will be classified as competitive class
unless the jurisdiction submits justification for classification other than competitive class.
APPROVED The Personnel Director has determined that the position still meets the criteria for
placement in the Exempt Class.
Signature of Personnel Director: ____________________________ Date: ______________________
(Clinton County Personnel Revised: 7-26-2018)
26
IF WORK WEEK IS 35 HOURS - MAXIMUM TIME ALLOWED IS 910 HOURS PER FISCAL YEAR
IF WORK WEEK IS 37.5 HOURS - MAXIMUM TIME ALLOWED IS 975 HOURS PER FISCAL YEAR
IF WORK WEEK IS 40 HOURS - MAXIMUM TIME ALLOWED IS 1040 HOURS PER FISCAL YEAR
NAME: John Smith
AGENCY: Peru School
MONTH HOURS HOURS HOURS TOTAL
WORKED WORKED WORKED WORKED HOURS
Typist Custodial Worker TITLE
Part-time Part-time STATUS
October 5 10 15
November 8 15 38
38
38
38
38
38
38
38
38
38
38
V
ERIFICATION OF HOURS WORKE
D
ENTER ZEROES WHEN APPROPRIATE
USE THIS CHART TO KEEP TRACK OF THE HOURS WORKED FOR INDIVIDUALS
WORKING IN ONE OR MORE TITLES THAT ARE NON-COMPETITIVE WHEN PART-TIME
AND COMPETITIVE WHEN FULL-TIME.
FISCAL YEAR: 2013
27
Sample Form
MSD 222(8-60)
Civil Service Law: Section 22: certification for new positions. Before any new
positions in the service of a civil division shall be created, the proposal
therefor, including a statement of the duties of the position, shall be referred
to the municipal commission having jurisdiction and such commission shall
furnish a certificate stating the appropriate civil service title for the proposed
position. Any such new position shall be created only with the title approved
and certified by the Personnel Director.
CLINTON COUNTY
DEPARTMENT OF PERSONNEL
NEW POSITIONS DUTIES STATEMENT
Department head, or other authority requesting the creation of a new
position, prepare a separate description for each new position to be
created except that one description may cover two or more identical
positions in the same organizational unit.
Forward original to the Department of Personnel.
1. DEPARTMENT, UNIT OR SECTION - LOCATION OF PERSON
Full-time Part-time Indicate the number of positions you wish to create:________
PERCENT
OF
WORK TIME
2. DESCRIPTION OF DUTIES: Describe the work in sufficient detail to give a clear word picture of the job. Use a separate
paragraph for each kind of work and describe the more important or time-consuming duties first. In the left column, estimate how the
total working time is divided.
(Attach additional sheets if more space is needed)
28
Revised 8/20/2009
AGENCY/DEPARTMENT-
The above statements are accurate and complete.
Date: ________________ Title: ____________________________ Signature: ____________________________________
In accordance with the provisions of Civil Service Law, Section 22 the Clinton County Department of Personnel certifies that
the appropriate civil service title for the position described is______________________________________________________,
__________________________. Title
Jurisdictional Class
Date: ______________ Signature of Personnel Director:___________________________________
Action by Legislative Body or Other Approving Authority
Circle action below:
Approved
Disapproved
Date: _____________________ Signature: ___________________________________________________
_
Return one completed copy to Clinton County Department of Personnel
3. Names and Titles of Persons Supervising this position (General, Direct, Administrative, etc.)
_______ Name Title Type of Supervision
________________________________________________________________________________________________________
________________________________________________________________________________________________________
________________________________________________________________________________________________________
4. Names and Titles of Persons Supervised by Employee in this position.
Name Title Type of Supervision
________________________________________________________________________________________________________
________________________________________________________________________________________________________
________________________________________________________________________________________________________
5. Names and Titles of Persons doing substantially the same kind of level of work as will be done by the incumbent of this position.
Name Title Location of Position
________________________________________________________________________________________________________
________________________________________________________________________________________________________
________________________________________________________________________________________________________
________________________________________________________________________________________________________
6. What minimum qualifications do you think should be required for this position?
Education: High school _____years
College ________years, with specialization in ______________________________________________
Other __________years, with specialization in ______________________________________________
Experience: (list amount and type)
Essential knowledge, skills and abilities:
Type of license or certificate required:
29
CLINTON COUNTY DEPARTMENT OF PERSONNEL
REQUEST FOR ADDITIONAL POSITION(S) IN AN
ALREADY ESTABLISHED ENTRANCE-LEVEL CLASSIFICATION
Agency: __________________________________________________________________________________
ACTION BY DEPARTMENT HEAD
I affirm that the duties, responsibilities and qualification requirements of the new position(s) requested below
conform to the class specification of the attached Civil Service position description for __________________
________________________________ already established by the Clinton County Department of Personnel.
Signature of Department Head: _______________________________ Date: ___________________________
Title of Requested New Position: ______________________________________ Number of Positions _______
Temporary indicate length of appointment: ___________________________________________________
Permanent
For competitive titles only indicate: Full-Time
Indicate the total hours worked if less than full-time ___________________________
ACTION BY APPOINTING AUTHORITY
Creation of described position(s)
I agree that the duties and responsibilities conform to the attached Civil Service position description and
approve the creation of this position(s).
Signature of Appointing Authority: _______________________________ Date: _______________________
NOTE: Please attach a current Civil Service position description to this form.
ACTION BY CLINTON COUNTY DEPARTMENT OF PERSONNEL
In accordance with the provisions of Civil Service Law, Section 22, the Clinton County Department of
Personnel certifies that the appropriate civil service title for the position described is
___________________________________, _________________________ classification.
Signature of Personnel Director: __________________________________ Date: ______________________
This original document will remain in the Personnel Office, a copy signed by the Personnel Director will be
returned to the Agency.
(Clinton Co. Dept. of Personnel 8/2011)
30
TO: Appointing Authority
FROM: Kim Kinblom, Personnel Director
RE: Notification of Eligible Candidates of Non-Selection
New York State Civil Service Law, Section 61, Paragraph 3, states in part:
"Notification to eligible candidates. Persons on an eligible list who are
certified pursuant to section sixty of this chapter and are considered and not
selected for appointment or promotion pursuant to this section shall,
whenever another candidate is appointed or promoted, be given or sent
written notice by the appointing authority of such non-selection."
Please notify non-selected candidates in accordance with the above referenced
section. There are suggested samples of letters on the reverse side of this form.
In addition, if an eligible candidate declines a position, you must obtain a
written declination from them. If an eligible candidate fails to respond to a
request for an interview, you should send them a return receipt letter or email
requesting a written declination. We must receive a copy of written
declinations or the return receipt letter or email before we can issue a new
Certification of Eligibles List.
(See sample letters on reverse.)
CLINTON COUNTY DEPARTMENT OF PERSONNEL
137 Margaret Street, Plattsburgh, NY 12901
Kim Kinblom, Personnel Director
Phone: 565-4676
Fax: 565-4679
31
SAMPLE OF NON-SELECTION LETTER:
TO INDIVIDUALS WHOSE NAMES APPEAR ON A CEL:
Dear ____:
Due to a vacancy in our department/agency for the position of ______________, the
Clinton County Department of Personnel issued your name to us on a Certification of
Eligibles List.
We have filled the position and are notifying you of your non-selection in accordance
with Civil Service Law, Section 61.
Cc: Department of Personnel
SAMPLE OF RETURN RECEIPT LETTERS OR EMAILS:
TO INDIVIDUALS WHOSE NAMES APPEAR ON A CEL AND A WRITTEN
DECLINATION FROM THE CANDIDATE IS NOT RECEIVED:
Dear _____:
Due to a vacancy in our department/agency for the position of ________________, the
Clinton County Department of Personnel issued your name to us on a Certification of
Eligibles List.
When we contacted you by phone on _________________ to schedule an interview, you
indicated that you are not interested in this position. We requested you to complete and
return a declination form as required by the Clinton County Civil Service Rules and
Regulations, but we have not received it.
Please note, this return-receipt letter or email will serve as verification of your formal
declination of interest in this position.
Cc: Department of Personnel
(or)
Dear _____:
Due to a vacancy in our department/agency for the position of ________________, the
Clinton County Department of Personnel issued your name to us on a Certification of
Eligibles List.
We have not been able to contact you by phone or email to confirm an interview date. If
you are interested in this position, please call or email by _________________ to
schedule an interview.
Please note, if we do not hear from you by the above date, this return-receipt letter or
email will serve as verification of your formal declination of interest in this position.
Cc: Department of Personnel
32
Forward to Department of Personnel with return receipt along with CEL
Forward to Department of Personnel with return receipt along with CEL
1. Name of officer or employee
Clinton County Dept. of Personnel
RECLASSIFICATION FORM
137 Margaret Street
Last First Middle
Plattsburgh, New York 12901
2. Payroll or budget title 3. City, county, town or village 4. Rate of Pay Annually
Monthly
Daily
$ Hourly
5. Place of work (bldg. and room) 6. Department 7. Division or Bureau
Form MS 220
Leave this space blank
8. Civil Service
Status of Position
Competitive
Exempt
Non-Competitive
Labor
Not Now Classified
Unclassified
9. Number Years
in Service
10. How Many Years
in present position
11. Names and titles of persons from whom you receive supervision or direction, and the degree of this supervision.
NAMES
TITLES
DEGREE OF SUPERVISION RECEIVED
12. If your work involves the direction or supervision of the work of others, give their names, titles and the degree of supervision.
NAMES
TITLES
DEGREE OF SUPERVISION EXERCISED
13. DESCRIPTION OF DUTIES—Describe the work that you do. Use a separate paragraph for each kind of work. Take the most important kind first, that is the kind that
takes up most of your time. Explain it fully. Then take up the next most important, and so on, putting the special or occasional duties last. Be sure to make your
descriptions definite enough and in enough detail to give a clear picture of the work. In the column at the left give your best estimate of the fraction or percent of your total
working time that is taken up by each kind of work described.
PERCENT OF
TIME
IF MORE SPACE IS NEEDED ATTACH A SEPARATE SHEET
33
(Attach additional sheets if necessary)
14. Describe fully in what detail your assignments are made to you stating what form (such as—penciled lay-out, rough draft, etc.) your work is in when it comes to you,
what decisions have already been made for you, what decisions are left to you.
15. Summarize your work responsibilities, as you understand them.
16. Who checks or reviews your work and what is the nature of such check?
17. Date
18. Signature
I certify that the entries to the above questions are my own answers to the questions, and to the best of my knowledge and belief are correct and
complete answers to the questions.
TO BE COMPLETED BY IMMEDIATE SUPERVISOR OF EMPLOYEE:
19. Place an X mark opposite that item in each group which will best describe the work of this position:
( )
Simple repetitive routine. ( ) Does not involve any oversight, planning or supervision of the work of others.
( )
Repetitive but involves independent decisions in individual cases. ( ) Involves some advisory or “straw-boss” supervision of the work of others.
( )
Customarily involves independent decisions on order of tasks and
methods used.
( ) Involves the regular but routine supervision of the work of others in the immediate
field of activity.
( )
Customarily involves independent decisions as to scope and planning of
projects.
( ) Involves responsibility for the planning and assigning of work activities of
considerable variety and importance.
( )
Requires no previous training or specialized education. IF THE POSITION INVOLVES STENOGRAPHY CHECK ONE OF THE
FOLLOWING
( )
Requires some previous training or experience but with NO
specialization in the department activity.
( ) Includes occasional or incidental stenography but a qualified stenographer is NOT
necessary to fill the position.
( )
Requires some previous training or experience WITH some
specialization in the department activity.
( ) Includes occasional or incidental stenography and REQUIRES a qualified
stenographer.
( )
Requires thorough training in the trade or profession but NO specialized
experience in the department activity.
( ) Involves stenography as the major function of the position.
( )
Requires thorough training in the trade or profession WITH specialized
experience in the department activity.
( ) Involves stenographic duties of a secretarial nature.
( )
Requires administrative ability in the trade or profession with advanced
training and experience in department activity.
( ) Involves shorthand reporting of hearings or similar audiences.
( )
Is under immediate oversight. IF THE POSITION INVOLVES TYPING CHECK ONE OF THE FOLLOWING
( )
Is not under immediate supervision but is performed according to a
definitely prescribed practice or procedure.
( ) Includes occasional or incidental typing but a qualified typist is NOT necessary to
fill the position.
( )
Is under general supervision and makes decisions on ordinary questions
of procedure and order of tasks.
( ) Includes occasional or incidental typing and REQUIRES a qualified typist.
( )
Is subject to administrative approval and is responsible for planning and
initiating of projects.
( ) Involves typing as the major function of the position.
( ) Involves typing requiring the ability to set up complex tabulations, statistical tables
and similar material.
Common school and high school College Merely
read and
write
1 2 3 4 5 6 7 8 9 10 11 12 1 2 3 4 Other special or technical courses
20. How much formal
education should be required in
case of a vacancy. Show by the
letter “N” in the appropriate
space, the least that you
consider should be accepted and
by a “D” the amount desirable.
21. Are the above statements of the employee accurate and complete? (Indicate any inaccuracies or incomplete items.)
22. Give your idea of the essential nature of the work and responsibilities of the position and the attention and supervision it requires.
23. Date
24. Signature of Immediate Supervisor
TO BE FILLED IN BY THE DEPARTMENT HEAD
25. Comment on above statements of employee and supervisor. (Indicate any inaccuracies.)
26. Date
27. Signature of Department Head
34
STV (Rev. 7/2009)
CLINTON COUNTY REPORT OF PERSONNEL CHANGE FORM
Report all personnel changes on this form.
Return to: Department of Personnel, 137 Margaret Street., Room 212, Plattsburgh NY 12901
Agency:
Name of Employee: Social Security #:
Address: Date of Birth:
Title of Current Position:
Title #:
Salary: Indicate Yearly, Hourly, Daily, etc.
Last Employee in this Position:
Position #:
Titles No Longer Held by this Employee:
Retirement #: Mandatory for 12-month permanent FT or contingent/permanent FT employees.
Check here only if retirement is optional.
CHECK
HERE
NATURE OF CHANGE
EFFECTIVE
DATE
NECESSARY ACTION BY APPOINTING AUTHORITY
Permanent Full-time Part-time Attach application. If competitive class, return CEL.
Cont/Perm Full-time Part-time Competitive class only. Attach application and CEL.
Provisional Full-time Part-time Competitive class only. Attach application.
Temporary Full-time Part-time Put length of employment in Remarks. Attach application.
Temporary On-Call Attach application.
Reverted State facts in Remarks.
Permanent Promotion Attach application. If competitive class, return CEL.
Provisional Promotion Competitive class only. Attach application.
Temporary Promotion Attach application.
A
P
P
O
I
N
T
M
E
N
T
S
55A Appt. Full-time Part-time
Approved application must be on file in Personnel Dept.
Resignation Attach copy of resignation letter.
Retirement Indicate day after last day worked. Attach retirement letter.
Deceased Indicate date.
Removed Attach copy of proceedings if any.
L
E
F
T
Laid-Off (lack of work or funds) State facts in Remarks.
Leave of Absence Paid Unpaid
Indicate date out and/or return date
State facts in Remarks.
Transfer State facts in Remarks. Competitive class only.
Reassignment State facts in Remarks. Must be same title and permanent.
Demotion
State facts in Remarks.
If voluntary, attach employee’s letter
Suspension State facts in Remarks. Attach copies of proceedings.
Reinstatement
State facts in Remarks. Competitive class only. If within
one (1) year, no probationary period.
Reclassification Attach application.
Change in Salary Indicate new salary at top of form where indicated.
Change in Name Indicate new name at top and maiden name in Remarks.
O
T
H
E
R
C
H
A
N
G
E
S
Change in Address Indicate new address at top of form where indicated.
REMARKS:
Probationary Period: to Appointing Officer:
Minimum 8 weeks for new appointments Title:
Probationary Period Waived (for promotions only) Yes No Date:
PERSONNEL USE ONLY:
Clinton County Department of Personnel Certification: It is hereby certified that the employee(s) listed on this Report of Personnel Change
Form has (have) been employed in accordance with Civil Service Rules.
Unless changes occur, the salary payments listed are certified through your agencies fiscal year.
Approval Date: Approved By:
NAME:
35
Revised 8/25/2011 (STV FORM)
Sample Form
Town of Ausable
John Doe
xxx-xx-4564
12 Mohican Lane, Ausable Forks, NY 12912
06/05/62
Laborer
$10 an hour
1234
Sue Smith
6/1/2019
Duration of employment is 2 months
n/a temp
signature required
John Doe
TO:
FROM:
DATE:
RE:
As appointing authority please indicate below any employees that you authorize to sign on your behalf any
forms/documents we request from your agency to comply with Civil Service Law.
I authorize the employee(s) listed below to sign on my behalf:
NAME
TITLE
I authorize the employee(s) listed below to use my signature stamp and initial next to my name as appointing
authority:
NAME
TITLE
Appointing Authority Signature: ______________________________ Date: ______________________
Please let us know when there are any changes to the above.
CLINTON COUNTY DEPARTMENT OF PERSONNEL
137 Margaret Street, Suite 212 , Plattsburgh, NY 12901
Personnel Director
Kim Kinblom
Phone 518-565-4676
Fax 518-565-4679
Email –Kim.Kinblom@clintoncountygov.com
36
CLINTON COUNTY DEPARTMENT OF PERSONNEL
REQUEST FOR EXTENSION OF TEMPORARY POSITION
Agency: ____________________________________________ Title: _______________________________
Jurisdictional Classification in Rules ___________________________________________________________
Current Employee in Position: ______________________________ Position Control #: ________________
ACTION REQUESTED BY APPOINTING AUTHORITY:
Please detail below your request for an extension: Extension requested for _____________ months.
Reason for request:
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________
Signature of Appointing Authority: ______________________________ Date: _________________
Return Completed Form to: Clinton County Personnel, 137 Margaret Street, Plattsburgh, NY 12901
The original document will remain in the Personnel Office.
Check here if you would like to receive a copy
In accordance with Section 64 of Civil Service Law: (see reverse):
ACTION BY CLINTON COUNTY DEPARTMENT OF PERSONNEL
DISAPPROVED The Personnel Director has determined that the position does not meet the criteria for a
temporary extension. The position will need to be terminated by ________________.
A Report of Personnel Change Form will be required showing this position ended.
APPROVED The Personnel Director has determined that the position meets the criteria for a
temporary extension. The extension is approved through _______________________.
A Report of Personnel Change Form will be required when this extension ends.
Signature of Personnel Director: ____________________________ Date: ______________________
(Clinton Co. Dept. of Personnel 4/2013)
37
Job Class #:
Page 2
REQUEST FOR EXTENSION OF TEMPORARY POSITION
§ 64. Temporary appointments. 1. Temporary appointments authorized;
duration. A temporary appointment may be made for a period not
exceeding three months when the need for such service is important and
urgent. A temporary appointment may be made for a period exceeding
three months under the following circumstances only:
(a) when an employee is on leave of absence from his position, a
temporary appointment to such position may be made for a period not
exceeding the authorized duration of such leave of absence as prescribed
by statute or rule;
(b) a temporary appointment may be made for a period not exceeding six
months when it is found by the state civil service department or
appropriate municipal civil service commission, upon due inquiry, that
the position to which such appointment is proposed will not continue in
existence for a longer period; provided, however, that where a temporary
appointment is made to a position originally expected to exist for no
longer than six months and it subsequently develops that such position
will remain in existence beyond such six-month period, such temporary
appointment may be extended, with the approval of the state civil
service department or municipal civil service commission having
jurisdiction, for a further period not to exceed an additional six
months;
(c) when the department of civil service or appropriate municipal
civil service commission of any city containing more than one county
finds that a reduction or abolition of positions in the state service or
such city service is planned or imminent and that such reduction or
abolition of positions will probably result in the suspension or
demotion of permanent employees, such department or commission may
authorize temporary instead of permanent appointments to be made for a
period not exceeding one year in positions in state service or such city
service to which permanent employees to be affected by such abolition or
reduction of positions will be eligible for transfer or reassignment.
Successive temporary appointments shall not be made to the same
position after the expiration of the authorized period of the original
temporary appointment to such position.
2. Temporary appointments from eligible lists. A temporary appointment
for a period not exceeding three months may be made without regard to
existing eligible lists. A temporary appointment for a period exceeding
three months but not exceeding six months may be by the selection of a
person from an appropriate eligible list, if available, without regard
to the relative standing of such person on such list. Any further
temporary appointment beyond such six month period or any temporary
appointment originally made for a period exceeding six months shall be
made by the selection of an appointee from among those graded highest on
an appropriate eligible list, if available.
3. Temporary appointments without examination in exceptional cases.
Notwithstanding the provisions of subdivisions one and two of this
section, the civil service department or municipal commission having
jurisdiction may authorize a temporary appointment, without examination,
when the person appointed will render professional, scientific,
technical or other expert services (1) on an occasional basis or (2) on
a full-time or regular part-time basis in a temporary position
established to conduct a special study or project for a period not
exceeding eighteen months. Such appointment may be authorized only in a
case where, because of the nature of the services to be rendered and the
temporary or occasional character of such services, it would not be
practicable to hold an examination of any kind.
4. The state and municipal civil service commissions may, by rule,
provide for the extension of some or all of the rights and benefits of
permanent status to an employee who is appointed or promoted, after
having qualified therefor in the same manner as required for permanent
appointment or promotion, to a position left temporarily vacant by the
leave of absence of the permanent incumbent thereof. Such rights and
benefits shall be subject to such conditions and limitations as may be
prescribed in the rules.
38
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Civil Service Manual For Appointing Authorities (City of Plattsburgh)

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Completed 31 October 2020

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