Status of Vacancies
and
Recruitment and Retention Efforts
Presented by: Aracelia G. Esparza, Human Resources Director 1 Agenda
• Overview- AB 2561
• City-Wide Information
Workforce Overview
Vacancy Information
Recruitment Information
Hiring Challenges and Suggestions
Retention Information
• Bargaining Unit Specific Information
Vacancy Information
Overview- AB 2561
Background
• Challenges with job vacancies in the public sector
• According to the UC Berkeley Labor Center, vacancy rates have been reported in counties and cities as high as 20%-30% in 2022-2023
• Public workers faced heavier workloads and mandatory overtime Purpose
• AB 2561 aims to address persistent staffing vacancies in public agencies and introduce greater transparency in public sector staffing by mandating annual disclosures of workforce data
Overview- AB 2561
Effective January 1, 2025, public agencies are required to present information during a public hearing before the governing board on an annual basis prior to the adoption of the final budget, as follows:
1. the status of vacancies;
2. recruitment and retention efforts; and
3. any necessary changes to policies, procedures, and recruitment activities that may lead to obstacles in the hiring process.
Overview- AB 2561
If the vacancy rate is at least 20% in a bargaining unit, the following will apply:
• The public agency shall, upon request of the recognized employee organization, include the following information during the public hearing:
The total number of job vacancies within the bargaining unit. The total number of applicants for vacant positions within the bargaining unit. The average number of days to complete the hiring process from when a position is posted.
Opportunities to improve compensation and other working conditions. • 548 FTEs Positions
• 168 Classifications
• 96% Represented
• 7 Bargaining Units -
Merit Positions
Our Workforce
As of 1/27/2025
Vacancy Information (City-Wide)
2024
15# of Vacancies Created (2024)
140# of Vacancies Filled (2024)
63# of Vacancies (as of 1/27/25)
548# of Budgeted FTEs
11.5%% of Vacancies (as of 1/27/25)
City-Wide Vacancies
As of 1/27/2025
Number of
VacanciesDepartment
3City Manager’s Office
5 Community
Development
1Finance
1Human Resources
15Parks and Recreation
12Police
26Public Works
63Total
Vacancy Rate: 11.5%
Recruitment Statistics (City-Wide)
Total Vacancies Filled During 2024: 140
Average # of
Calendar Days to Fill
Vacancies
# of Vacancies
Filled
Method of Appointment
7132Existing Eligible List /Ongoing Recruitment
22593External/Internal Recruitment
10810Internal Only Recruitment
NA5Flexibly Staffed
Recruitment/Hiring Process
DescriptionRecruitment/Hiring Process Step
Voluntary Separation, Retirement, Involuntary Separation, Internal Movement, Newly Budgeted PositionVacancy Created Manager submits recruitment requisition to fill vacancy, Department Head, HR, and City Manager approves recruitment requisition for HR to processRecruitment Requisition
Utilize existing eligibility list/ongoing recruitment, recruit external & internal, or recruit internal onlyDetermine Recruitment Activity Type Advertise job opening and recruitment on websites and agency social mediaJob Posting Pass applicants that meet minimum qualificationsApplication Screening Candidates that score “highly qualified” and “qualified” on the panel oral exam are placed on the eligible listCandidate Panel Oral Exam Pass candidate that score 70% on written/performance examCandidate Written/Performance Exam Hiring Manager interviews and selects from the eligibility listSelection Interview Conditional job offer is made to selected candidateConditional Job Offer Selected candidate accepts conditional job offer and completes background check and pre-employment medicalPre-Placement Process Selected candidate is given an employment start date and official offer letterJob Placement Hiring Challenges
• The City has initiated a review of applicable policies, procedures, and recruitment activities to identify any potential challenges in the City’s hiring process. • The City identified the following challenges:
• Lack of Human Resources staff in recruitment.
• A delay in the recruitment, examination, and selection processes due to various factors. • Need to enhance our recruitment and outreach plans and activities to make them more modern and attractive.
• Salaries for some benchmark classifications were not at median in 2024. During contract negotiations, salaries for several benchmark classifications were brought up to median.
For example, a total of 67 positions (65%) represented by SEIU were provided equity adjustments in addition to the COLAs and across-the-board 2% equity adjustments.
Suggestions
Suggestions to address these challenges:
• Request additional Human Resources positions
• Review each phase of the recruitment and selection processes to identify challenges and make recommendations to streamline the processes
• Identify “hard to recruit” positions, enhance recruitment plans and outreach efforts, and develop partnerships to build pipelines
• Meet and confer with all bargaining units to discuss survey methodology to be used for future contract negotiations
• Continue to set salaries for benchmark classifications to median based on the total compensation surveys during contract negotiations, when feasible • Develop a formal Employee Recognition and Rewards Program to motivate and retain employees
• Unfortunately, the City is unable to address the Cost of Living.
Retention Information – General
Total Vacancies in 2024: 121
% of Vacancies Resulting from:
• Staffing Growth: 12%
• Internal Opportunities: 40%
• Attrition: 12%
• Turnover: 36%
Number of
Vacancies
Reason for Vacancies
15Newly Budgeted Positions
45Internal Promotion
3Internal Lateral Transfer
12Retirement
2Involuntary Separation
44Turnover- Voluntary Separations
121Total Vacancies
Vacancy Information – Bargaining Units
% of
Vacancies
# of Budgeted
FTEs
# of VacanciesJanuary 27, 2025
15.8%11418San Mateo Management Employees’
Association (SMMEA)
7.3%1108Police Officer Association (POA)
0%170Police Sergeants’ Unit
0%80Safety Management Association
12.2%14818San Mateo City Employees’ Association
(SMCEA)
0%240SEIU- Library
18.4%10319SEIU- Maintenance