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Personnel Management for Soil & Water

Conservation DistrictsAngela P. White, Ph.D.

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Personnel Management Responsibilities - DIRECTORS Oversee and Manage Employees Provide for staff development and training. Establish written Personnel Policies. Develop performance expectations with employee

at least annually. Conduct Job Performance Evaluations at least

annually. Maintain employee personnel files. Comply with all federal and state labor laws.

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Personnel Management Responsibilities - STAFF

Varies. Implementation of Board Policies. Carry out district work with…

– Professional Expertise

– Input

– Data

Serve as a positive representative.

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The Role of Personnel Committees

Liaison between staff and Board.– Assure Mutual Understanding– Communication

Maintain current personnel policies. Develop employee job descriptions. Conduct evaluations. Make recommendations for position or salary adjustments.

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Personnel Committees Continued….

Recruitment of new employees. Review of applications. Interviewing. Hiring. Overseeing Personnel Actions.

Adhere to Fair Labor Standards Act, Etc.

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Fair Labor Standards Act

Federal Law Governs Wages, Work Schedules, Benefits Classifies Positions

– “Exempt” or “Non-Exempt”

Refer to Tests Violations carry fines ($$$)

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District Personnel Supervision Final Supervision responsibility rests

with each and every district BOARD!

Board should establish work schedules and employee reporting criteria prior to the beginning of employment.

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District Personnel Policy

Vital Document. Directors must review &

become familiar w/

content. Refer to example under

Course Documents.

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Essential Elements of a Personnel Policy

Definitions of Positions & Status Work hours; Holidays Types of Leave and Procedures Benefits Description Travel Reimbursement Procedures & Rates Grievance Procedure Procedures for Probationary Period,

Resignation, & Termination Statement of Nondiscrimination Labor Law Compliance

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Position Descriptions Developed for each employee. Approved by Board. Components

– Job Title– Job Status (Exempt/Non-Exempt)– Qualifications– Expectations– Roles and Responsibilities– Salary Scale– Benefits– Supervision

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Individual Development Plans (IDP) Assessment tool and training schedule. Created jointly between the employee and employer. Allows for

– Employee = Future Planning.– Board = Set Measurable Goals for Staff.

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General Types of District Positions

District Manager– Supervisory Position– May be combined w/ other positions– Oversees day-to-day activities of other district

employees (schedules, training, travel, performance, problems, etc.)

– Provides guidance and advice to other employees

– Provides input to the District Board on employee performance and evaluations

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General Types of District Positions

Technical– Conservation Specialist, Conservation

Technician– Implements components of VA’s Nonpoint

Source Pollution Control Program • VA Agricultural BMP Cost-Share Program• Tax Credit Program• CREP and Tributary Strategies

– Assist w/ Tributary Strategies– Landowner Needs– Conservation Planning – Manages Equipment Rental Program

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General Types of District Positions

Administrative– Administrative Secretary or

Administrative Assistant– Performs Administrative Duties & Fiscal

Duties– Types and files for SWCD & NRCS – Answers telephone, keeps schedules,

orders supplies.– Prepares and Distributes meeting notices,

agendas, and minutes.

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General Types of District Positions

Education/Information– Citizen outreach– Public Relations (Media Releases)

– Youth and Adult Education

– Awards Programs

– Other duties assigned by the district and as described in their position description

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Employee Expectations

Professionalism

Commitment to conservation.

Actively promote SWCD programs.

Community Example.

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Employee Expectations Continued…

Develop and maintain good working relationships.

Effective Management Techniques– Fair Treatment– Support Staff – Intervene when problems occur

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Director Expectations

Professionalism Judicious Use of Time Concise, Accurate, w/ Attention to

Detail Keep directors informed of district

issues, problems, and related business

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Director Expectations

Adequate preparation for meetings, especially those in which board volunteers must play a leadership role

Prompt response to requests for information & assistance

Follow-up of meetings, conferences, etc.

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PROFESSIONALISM Definition: “the conduct, aims, or qualities

that characterize or mark a profession (a principal calling, vocation, or employment)” Merriam-Webster Dictionary Online

In our work, professionalism refers to treating others with respect which means being timely, courteous, responsible, contributing to group efforts, working as part of a team, focusing on assigned work, being accountable, and adhering to a moral standard.

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Sources of Assistance

Department of Labor (www.dol.gov) Code of Virginia

(http://leg1.state.va.us/000/src.htm) State or Federal Human Resources Offices National Association of Soil & Water

Conservation Districts (NACD) DCR Conservation District Coordinator