6/13/2022
1 City of Oakland
Vacancy Report
June 13, 2022
1 Finance and Management Committee
Human Resources Management
City of Oakland
Timeline for report
July 2021 Public Works Committee
October 2021 – Finance and Management
Committee (FMC)
February 2022 – Presented to FMC,
Supplemental Report requested
April 2022 – Rules: rescheduled (6/13/2022)
Recommendation: Receive An Informational Report From The City Administrator Regarding The Vacancy Rates Of The Departments Of Transportation, Planning And Building, And Public Works And The Vacancy Rates Of Similar Departments Of Local Public Entities 1 2
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Agenda
State of Oakland HR Department
Supplemental Report responses
Oakland civil service hiring process
Current vacancy rates
Market conditions
Solutions
City of Oakland
State of HRM
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City of Oakland
State of HRM
Race and Equity Committee and Charter
Equity Recruitment Toolkit
HR Guide to building a Race and Equity program
Oakland ROCKs – Employee recognition
Health and Wellness Committee
Peace makers program
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State of HRM
50 FTE
o 26 Recruitment and Classification
• 8 vacancies (3 pending appointments)
o 13 Risk and Benefits (fully staffed)
o 5 Employee Relations (fully staffed)
o 6 Administration (fully staffed)
Mid-cycle proposed: 58 FTE
o 7 in Recruitment and Classification
o 1 in Citywide Training
City of Oakland
Supplemental Report Questions
1. What efforts are being taken to increase communit y outreach in highly underemployed areas?
2. Status update on how off-site cannabis use relate s to Hiring
3. Break down of exit strategy to help improve reten tion
4. Request to separate the Attachments in the report and include in the vacancy reports going forward Attachment D - Classifications with 5 or more positions and over 20%
5. Analysis on Cash hiring incentives compared to su rrounding cities
6. What is the goal, break down and timeline to fill vacancies
7. What are the Attrition Rates for departments
8. Data analysis of the Oakland Coliseum Job Fair
9. Analysis of strategic recruiting efforts and part nering on specific job training programs; and
10. Any additional information not previously includ ed 7 8
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6) Goal, break down & timeline to fill vacancies
Merit system: objectivity, compliance and transparency Human Resources/Department partnership
o Coordinated hiring efforts
o Hiring priorities
Civil Service vs. “Exempt” hiring:
o Civil Service: Flowchart
o Exempt: Charter exempts certain classifications
120-day goal: HR Analyst to Eligible List
150 positions – current recruitments
Testing consultant – Cooperative Personnel Services
o EWD, CPRA, Police Commission, PW, DOT, Animal Services, City of Oakland
Vacant
Position
Create
Requisition
Candidate
Interviews
Eligible List? Certify
Eligibles
Dept Hiring
Process
Yes
Pre-
recruitment
Checklist
Background
and hiring
No
Job
Announcement
Review
Exam Plan
Meeting Job Analysis
Post Job Union
Notification
Time
Challenge
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Marketing &
Networking
Exam
Preparation Exam Type: • Sup Q
• Written
• Oral
• Perform
• Assess
Center
Assess
Applicant
Pool
Examination
Scheduling &
Notifications
Screen for
MQs
• Candidate Orientation
• Assessor Training
• Test Administration
• Analyze Test Results
• Determine Pass Point
• Supervisor Review
Post job: Open / Restricted
Time
Challenge
City of Oakland
Oakland Certification rule:
• 4 ranks for first vacancy
• 2 for additional vacancy
Candidate
Interviews
Eligible List
Created
Certify
Eligibles
Dept Hiring
Process
HR and CAO
Approvals
Conditional
Job Offer
Candidate
Interviews
Additional
Certifications
Hiring and
Onboarding
Time
Challenge
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HR Metrics
Time to hire:
o 23% of candidates = one week
o 39% of candidates = 7 to 14 days
o 57% of candidates = lose interest if the hiring process is too long
Candidate experience
Quality of candidates
City of Oakland
HRM Staffing
Securing Assessors for Scoring Examinations
Conducting sequential recruitments
Labor agreement obligations
Restrictive certification rule
Non-responsive candidates
The Great Resignation
Reduced number of applicants
Market conditions
6) Goal, break down & timeline to fill vacancies (con’t) 13 14
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2022 Public Sector Trends Report
o Public sector is disproportionately older – retirements o Public sector quit rate:
• 2010 = 6.1%
• 2016 = 9.7%
• 2020 = 11.7%
“MUCH LIKE 2020 BEFORE IT , 2021 HAS BEEN A WAKE-UP CALL FOR HR LEADERS AT PUBLIC SECTOR AGENCIES”
The Great Resignation
86% of government HR professionals reported a moderate or significant increase in vacant roles compared to last year.
Oakland quit rate:
2019 = 4.57% (non-sworn)
City of Oakland
2022 Public Sector Trends Report
Fewer Applicants
The number of applications per job has dropped 21%
between 2015 and 2021
2017 2018 2019 2020 2021 % change
County of Alameda 21,709 25,579 22,502 15,132 10,800 -5 0.25% City of Oakland 14,161 14,103 8,032 -43.28%
County of Napa 7,911 6,396 6,493 4,382 5,488 -30.62%
County of Santa Clara 112,923 101,232 97,000 86,164 -23.70% County of San Mateo 17,025 19,538 18,117 13,510 13,198 -22.48% Table 2: Regional Number of A pplicants
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Unemployment Rates
o US: 3.6%
o California: 4.2%
o Oakland-Fremont-
Hayward area: 3.3%
Survey vacancy rate is
16.30%
National & Regional Market Conditions
Comparator
Agencies
# of
Depts
No. of
Budgeted
positions
No. of vacant
positions Vacancy Rate
Alameda County NA
City of Berkeley 18 1,596 259 16.21%
City of Concord 10 419 57 13.69%
Contra Costa County 22 11,325 2,043 18.04%
City of Fremont 14 953 109 11.49%
City of Hayward 13 928 137 14.80%
City of Richmond 24 723 117 16.15%
City & County of SF 50 NA
City of San Jose 23 6,647 877 13.20%
City of Vallejo 15 680 194 28.48%
Regional Vacancy
Rate Average 23,271 3,793 16.30%
City of Oakland 23 4,727.80 736.14 16.33%
City of Oakland
7) Attrition rates of Departments
10) Any additional information not previously included
Table 3 - Attrition Rates by Department
Department Total FTE
Filled
July 1, 2021 - March 1, 2022 Separations
FY 20-21
Total
Separations Retirements Resignations %
Police 1,038.00 108 37 71 10.4% 10.1%
Fire 549 31 20 11 5.6% 6.3%
Public Works 506.11 37 21 16 7.3% 6.2%
Transportation 250.65 20 10 10 7.9% 10.1%
Planning &
Building
154 9 3 6 5.8% 10.6%
Library 176.4 19 7 12 10.8% 6.5%
Human
Services
149.76 20 7 13 13.5% 8.3%
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10) Any additional information not previously included
Department Vacancy Rates:
San Jose San Fran Berk Concord Hayward EBMUD Fremont Richm ond EBParks Vallejo Oakland Planning and Build 15.48% 13.91% 24.56% 8.60% NA NA 15.90% 8.33% NA 12.50% 25.81% Transportation 17.47% 11.90% 33.30% 16.66% NA NA NA NA NA NA 2 1.75% Public Works 25.40% 26.32% 14.67% 19.73% NA NA 10.23% 17.26 % NA 20.00% 20.27% Table 4: Regional Departmental & Overall Vacancy Rates
City of Oakland
Vacancy Rates Through May 2, 2022
Budgeted Vacancy Factor
o Varies by department (0% - 8.4%)
Table 1: Citywide Vacancy Summary
Type All
Positions Vacant %
Vacant
Total Sworn 1965.58 256.60 13.05%
Total Miscellaneous 2762.22 515.54 18.66%
Total 4727.80 772.14 16.33%
Table 2: Citywide Vacancy Summary (Non-Encumbered)
Type All
Positions Vacant % Vacant
Total Sworn 1965.58 223.60 11.38%
Total Miscellaneous 2762.22 512.54 18.55%
Total 4727.80 736.14 15.57%
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Historical Vacancy Rates
Table 3: Historical Vacancy Rates
Report
Date
# of
budgeted
positions
# non-
encumbered
vacancies
Non-
encumbered
% Vacant
All
Vacancies
All
Vacancies
% Vacant
5/2/2022 4,727.80 736.14 15.57% 772.14 16.33%
11/2/2021 4,704.43 566.05 12.03% 584.25 12.42%
5/4/2021 4,586.01 471.27 10.27% 542.92 11.83%
12/1/2020 4,589.43 584.02 12.72% 686.52 14.96%
5/12/2020 4,531.52 496.16 10.95% 564.56 12.46%
11/12/2019 4,533.21 535.73 11.82% 595.83 13.14%
5/14/2019 4,455.17 556.85 12.50% 645.66 14.49%
11/13/2018 4,447.67 522.25 11.74% 742.37 16.69%
4/24/2018 4,282.97 419.50 9.79% 652.60 15.24%
11/14/2017 4,279.22 406.70 9.50% 621.30 14.52%
10/24/2016 4,186.84 377.07 9.00% 554.45 13.24%
10/5/2015 4,151.78 432.72 10.42% 502.53 12.10%
9/22/2014 3,937.26 341.01 8.66% 489.40 12.43%
5/20/2013 3,813.39 295.88 7.75% 427.82 11.22%
5/14/2012 3,796.53 259.88 6.88% 366.40 9.65%
City of Oakland
City of Oakland Staffing by year
Since July 2012 – 931 FTE added (24.53% growth)
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Separations and Hires
Separations = All FT and PPT staff resignations, retirements and other (e.g., terminations, deceased, medical)
City of Oakland
1) Community outreach
Job fairs, community events, workshops:
o East Oakland Job Fair, Laney and Merritt College Career Days, Job Corps Job Fair, Chinatown Street Festival, Akoma Market, Fruitvale Dia de los Muertos, Rubicon Programs Job Club Social Media:
o Linkedin, Facebook, Twitter, Nextdoor
Distribution list:
o Family Bridges, Volunteers of America, East Bay Asian Youth Center, Civicorps, California EDD, Rubicon Programs
Temporary Part-Time employment
Economic Workforce Development efforts:
o Youth Employment Program
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2) Off-site Cannabis Use
Policy conforms with City Ordinances and within federal and state regulations
No impacts or impediments to hiring or filling positions 3) Exit Strategy
Off-boarding guide – Attachment I
Feedback, organizational improvement, knowledge
transfer
City of Oakland
4) Classifications with over 20% vacancies
See attachment I
5) Analysis: cash hiring incentives
No incentives: Berkeley, Hayward, Richmond, San
Francisco, San Jose & Vallejo
Alameda County:
o Health care positions in the Jail
o Deputy Sheriff Recruit and Sheriff $10-14k over four years Concord:
o Police Lateral: $10K over 3 years
Fremont:
o Police Officer: employees can receive $350 for referring a candidate that attends the academy and another $350 if they complete probation
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8) Data analysis from Coliseum Job Fair
Date: December 2, 2021
East Bay Job Fair and Expo
Two HRM staff attended
100+ visitors to the Oakland HR Table
9) Strategic recruiting efforts & job training
Economic and Workforce Development
Internship opportunities
Seasonal and TPT hiring efforts
City of Oakland
Solutions
Negotiate timeline efficiencies
Reduce time to hire
Improve candidate experience
Continue to evaluate and streamline recruitment
process
Set the tone as Employer of Choice
Continue to grow our own = ~55% promotion
Improve retention efforts
o More training
o More growth opportunities
o More resources
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