Status of Vacancies
and
Recruitment and Retention Efforts
Presented by: Aracelia G. Esparza, Human Resources Director April 6, 2026 1 Agenda
• Overview- AB 2561
• City-Wide Information
ØWorkforce Overview
ØVacancy Information
ØRecruitment Information
ØHiring Challenges and Suggestions
ØRetention Information
• Bargaining Unit Specific Information
ØVacancy Information
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
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:
üThe total number of job vacancies within the bargaining unit. üThe total number of applicants for vacant positions within the bargaining unit. üThe average number of days to complete the hiring process from when a position is posted.
üOpportunities to improve compensation and other working conditions. • 551.5 FTEs Positions
• 170 Classifications
• 96% Represented
• 7 Bargaining Units-
Representing Merit
Employees
Our Workforce
As of 1/19/2026
County Number of Employees
Alameda 84
Contra Costa 20
Daily City 1
El Dorado 1
Foster City 1
Madera 2
Marin 2
Napa 1
Placer 3
Sacramento 2
San Bernardino 2
San Diego 1
San Francisco 42
San Joaquin 6
San Mateo 301
Santa Clara 36
Santa Cruz 3
Solano 2
Stanislaus 2
Yuba 1
Our Workforce
Vacancy Information (City-Wide)
2025
# of Vacancies Created (2025) 3.5
# of Vacancies Filled (2025) 110
# of Vacancies (as of 1/19/26) 36.5
# of Budgeted FTEs 551.5
% of Vacancies (as of 1/19/26) 6.6%
City-Wide Vacancies
As of 1/19/2026
Department
Number of
Vacancies
City Manager’s Office 1
City Clerk’s Office .5
Community Development 4
Finance 3
Human Resources 1
Information Technology 1
Parks and Recreation 5
Police 2
Public Works 19
Total 36.5
Vacancy Rate: 6.6%
Recruitment Statistics (City-Wide)
Total Vacancies Filled During 2025: 110
Method of Appointment # of Vacancies
Filled
Average # of
Calendar Days to Fill
Vacancies
Existing Eligible List /Ongoing Recruitment 33 97
External/Internal Recruitment 69 195
Internal Only Recruitment 8 85
Reemployment 2 25
Recruitment/Hiring Process
Recruitment/Hiring Process Step Description
Vacancy Created Voluntary Separation, Retirement, Involuntary Separation, Internal Movement, Newly Budgeted Position Recruitment Requisition Manager submits recruitment requisition to fill vacancy, Department Head, HR, and City Manager approves recruitment requisition for HR to process
Determine Recruitment Activity Type Utilize existing eligibility list/ongoing recruitment, recruit external & internal, or recruit internal only Job Posting Advertise job opening and recruitment on websites and agency social media Application Screening Pass applicants that meet minimum qualifications Candidate Panel Oral Exam Candidates that score “highly qualified” and “qualified” on the panel oral exam are placed on the eligible list Candidate Written/Performance Exam Pass candidate that score 70% on written/performance exam Selection Interview Hiring Manager interviews and selects from the eligibility list Conditional Job Offer Conditional job offer is made to selected candidate Pre-Placement Process Selected candidate accepts conditional job offer and completes background check and pre-employment medical Job Placement Selected candidate is given an employment start date and official offer letter Hiring Challenges
• The City continues to review policies, procedures, and recruitment activities to identify any potential challenges in the City’s hiring process.
• The City identified the following challenges in 2025:
• A delay in the recruitment, examination, and selection processes due to various factors. • Need to continue to enhance our recruitment activities and increase participation in outreach events.
• Some classifications were not linked to a benchmark classification.
ØThe City initiated a benchmark classification study. As a result, a citywide Total Compensation Survey Methodology was agreed upon by all bargaining units and approved by Council on February 23, 2026.
• Opening of the new Wastewater Treatment Plant and operating two plants simultaneously contributed to a delay in the hiring process for the Public Works Department.
Suggestions
Suggestions to address these challenges:
• Continue to review each phase of the recruitment and selection processes to identify challenges and make recommendations to streamline the processes
• Implement the Recruitment and Outreach Plan in an
effort to increase our candidate pool.
• 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 New Vacancies in 2025: 85.5
% of Vacancies Resulting from:
• Staffing Growth: 4%
• Internal Opportunities: 40%
• Attrition: 15%
• Turnover: 41%
Reason for Vacancies Number of
Vacancies
Newly Budgeted Positions 3.5
Internal Promotion 34
Internal Lateral Transfer 0
Retirement 7
Involuntary Separation 6
Turnover- Voluntary Separations 35
Total Vacancies 85.5
Vacancy Information – Bargaining Units
January 19, 2026 # of Vacancies # of Budgeted
FTEs
% of
Vacancies
San Mateo Management Employees’
Association (SMMEA)
7 116 6.0%
Police Officer Association (POA) 0 110 0%
Police Sergeants’ Unit 0 17 0%
Safety Management Association 0 8 0%
San Mateo City Employees’ Association
(SMCEA)
15.5 148.5 10.4%
SEIU- Library Merit 0 24 0%
SEIU- Maintenance Merit 13 103 12.6%
Comparison 2024 and 2025
2024 2025
FTEs 548 551.5
Total Vacancies 121 85.5
Vacancy Rate 11.5% 6.6%
Voluntary Separations 44 35