EMPLOYMENT PROCESSING PROCEDURES
FOR ALL ECTOR COUNTY DEPARTMENTS
PRE-EMPLOYMENT PROCEDURES
A. Department Head/Official notifies Human Resources of need to hire and who is being replaced via a PERSONNEL REQUISITION FORM.
B. Position is posted and advertised per County guidelines.
C. Applications are taken online or in person.
D. Human Resources Department "screens" applications by request of Department Head/Officials.
E.Department Head/Official conducts interviews and selects candidates.
F. Human Resources is advised of candidate's job offer, contingent upon passing all pre-employment screens - i.e. drug/alcohol, driving, back, TB, etc. (The candidate must take the drug test the day he is notified of the test.)
G. After a time has been set up, the candidate reports to Human Resources for paperwork for drug/alcohol screens and reports to lab for testing: A VALID ID IS REQUIRED
H. Human Resources receives lab reports and notifies Department Head/Official of results. Candidate IS UNABLE TO BE PLACED on payroll until all testing results have been received.
I. After candidate is cleared by Human Resources and Department Head/Official and REQUEST FOR EMPLOYMENT OR CHANGE IN STATUS FORM have been received by Human Resources, candidate is ready for
onboarding. New Employees need to report to HR on Mondays at 8:00 am to complete new hire documentation. The following
documents are mandatory to place an employee on payroll:
- Driver's License
- Social Security Card
- Direct deposit information: voided check or direct deposit letter from bank
J. Employee reports to their department for work
CHANGES IN SALARY OR PROMOTION PROCEDURES:
A. Department Head/Official notifies Human Resources Department of intent to change salary or change status (promotion, etc.)
via REQUEST FOR EMPLOYMENT OR CHANGE IN STATUS FORM,
B. Human Resources will review request to ensure budget and salary guidelines are met.
C. Change of status will be effective on the following payroll.
SEPARATION/ DROP FROM PAYROLL PROCEDURES:
DUE TO REPORTING MANDATES, NOTIFY HUMAN RESOURCES OF TERMINATIONS IMMEDIATELY AFTER YOU BECOME AWARE
(via email, if necessary, then follow up with paperwork)
A. Department Head/Official notifies Human Resources of intent to terminate employee, employee retirement, or employee
resignation.
B. Prepare REQUEST FOR EMPLOYMENT OR CHANGE IN STATUS FORM to drop from payroll and
SEPARATION NOTICE FORM (PDF Format) indicating reason for separation.
C. Attach copies of any documentation which supports termination, WARNING NOTICES, APPRAISALS,
memos, etc. This documentation should be complete and signed by employee and supervisor. This is required to defend
unemployment claims.
PROCEDURES FOR ACCIDENTS INVOLVING EQUIPMENT and/or PERSONAL INJURY:
A.Department Head/Official or representative notifies Human Resources Department within 24 hours of
employee accident or work-related injury and submits DWC-1 FORM to Benefits Co-Coordinator;
notification Risk/Safety Coordinator, for Incident Review Committee;
In the event of motor vehicle and heavy equipment, notify Vehicle Maintenance Superintendent for damage assessment;
I.T. equipment, I.T. Director for damage assessment; office equipment, Purchasing Agent for damage
assessment.
B. Unless seriously injured, employee reports to Human Resources Department to complete paperwork for drug/alcohol screen and
then report to lab for testing.
C. The Human Resources Department receives lab report and notifies Department Head/Official of result. For safety-sensitive
positions, employees should not return to regular duties until labs results are received.
Ector County Annex
1010 E 8th St, Rm 126
Odessa, TX 79761
432-498-4025