RECRUITMENT, HIRING, AND
RETENTION STRATEGIES
STATUS REPORT
March 21, 2024
Presented By:
Linh Le, Employment Division Manager, Human
Resources
Randi Perry, Workforce Learning & Development
Program Manager, Human Resources
1 Public Safety, Finance and Strategic
Support Committee Meeting
Agenda Item (d)3.
AGENDA
Hiring and Recruitment Strategies Updates
NeoGov System
Employee Retention
2 CITY'S VACANCY RATE STABLE DESPITE FY POSITION ADDITIONS Fiscal Year Change in Benefited Budgeted FTE
from Prior Fiscal Year Vacancy Rate
2017-2018 +91 12.0%
2018-2019 +166 12.3%
2019-2020 +195 11.4%
2020-2021 (51) 13.0%
2021-2022 +77 11.7%
2022-2023 +213 12.4%
2023-2024 +144 12.2%*
•744 benefited budgeted FTEs have been added between July 1, 2017 – June 30, 2023 (an average of +124 FTEs per year)
•With these additions, the City’s vacancy rate has remained stable •While positions have been added in the budget, and while vacancies have occurred through retirements and resignations, the City is filling these vacancies *Vacancy Rate as of February 2024.
3 CITY'S VACANCY RATE HAS BEEN DECREASING THIS FISCAL YEAR Vacancy Rate*
Month Vacant Benefitted
Budgeted FTE Vacancy Rate Month Vacant Benefitted
Budgeted FTE Vacancy Rate
Jul-2022 937 14.5% Jul-2023 874 13.4%
Aug-2022 957 14.8% Aug-2023 872 13.3%
Sep-2022 941 14.5% Sep-2023 892 13.5%
Oct-2022 917 14.2% Oct-2023 879 13.3%
Nov-2022 889 13.7% Nov-2023 867 13.1%
Dec-2022 925 14.3% Dec-2023 871 13.2%
Jan-2023 941 14.6% Jan-2024 854 12.9%
Feb-2023 926 14.3% Feb-2024 804 12.2%
Mar-2023 906 14.0%
Apr-2023 882 13.6%
May-2023 860 13.3%
June-2023 798 12.4%
* Positions tracked by Vacancy Rate have criteria of: Budgeted and Benefited 4 VACANCY BY DEPARTMENT
Department Budgeted FTE Total FTE Vacancies Vacancy Rate Large
Depts
Parks/Rec & Neigh Serv P R N S 599 84 13.9%
Public Works 655 120 18.3%
Environmental Services 591 85 14.4%
Transportation 538 63 11.7%
Fire 858 88 10.3%
Police 1704 165 9.7%
Medium
Depts
Housing 110 13 11.9%
Planning/Building/Code 321 52 16.2%
City Manager 93 5 5.4%
Information Technology 114 16 14.0%
Finance 134 14 10.4%
Attorney 89 4 4.5%
Library 299 31 10.5%
Airport 228 22 9.6%
Small
Depts
City Council / Mayor 27 8 29.6%
Energy 53 11 20.8%
Office Of Economic Development 61 9 14.8%
Retirement Services 43 1 2.3%
Human Resources 62 6 9.8%
Auditor 14 1 7.1%
Clerk 18 3 16.7%
Independent Police Auditor 7 2 28.6%
Totals 6616.16 803.55 12.2%
As of February 29, 2024. Positions tracked by Vacancy Rate has criteria of: Budgeted, Max Headcount <= 1.0, and FTE >= 0.50. 5 STRATEGIC REVISION AND CREATION OF POSITION
CLASSIFICATIONS
Over 700 position classifications exist that require regular, review, analysis, revision, and updating
Employment (Class & Comp Team) reviewing/modifying, and identifying appropriate and applicable employment substitutions to minimum qualification requirements for entry level positions
Supports DEI initiatives by reducing certain educational attainment barriers to employment
Creation of new classifications to respond to department requests to revise, modify, or update classifications to reflect current work use Employment ladders also supports appropriately classifying work and thereby providing promotional opportunities and employee retention 6 CENTRALIZED HIRING PILOT PROJECT
Goals
Departments
Outcomes to Date
Reductions in vacancy rates
7 Department Highest Vacancy
Rate in 2023
February 2024
Vacancy Rate
PRNS 22.6% 13.9%
Housing 22.0% 11.9%
PBCE 24.4% 16.2%
NEOGOV UPDATE
Since the system launch on September 25, 2023:
Enhanced/Increased Candidate Pool
Efficient Application Management
Process Optimization
Better Analytics and Reporting
8 HIRING CAMPAIGN PHASE 2
Billboard
Social Media
9 DEVELOPING A TALENT PIPELINE
SJSU University Organization Agreement
Building Trades Industry Panel
Silicon Valley Career and Technical Education
10 DEVELOPING A TALENT PIPELINE
SJSU University Organization Agreement
Public Works City Hall Tour Field Trip
Yerba Buena High School
"These are life-changing experiences for our students." -Mr. Ochoa, Building Pathways Teacher
11 DEVELOPING A TALENT PIPELINE (CONT): EXPLORE CAREERS SJSU University Organization Agreement
Left: Picture from last year's event, Right: Flier from this year's 12 EMPLOYEE RETENTION WORK: PROFESSIONAL DEVELOPMENT
Analyst
Academy
Modern
Manager Series
Analyst Academy Graduates – December 2023
13 NEXT STEPS
Staffing update: New HR Deputy Director Rashid Herd who started in November 2023
Continue to evaluate new ways to continue to improve
City recruitment, hiring, and retention efforts
Return to PSFSS Committee in December with updates
14