SECTION 5. EMPLOYMENT
5.1 Employment Status Definitions
Full-Time Employee - A "Full-Time Employee" is an employee working thirty-five (35) hours or more with full benefits, except
for Police and Fire Departments, whose hours are determined by contract.
Permanent Part-time Employee - A "Permanent Part-Time employee" is an employee working at least twenty (20) hours per week and is entitled to all benefits equivalent to time spent on duties.
Part-Time Employee - A "Part-Time Employee" is an employee working less than twenty (20) hours per week without insurance benefits.
Temporary Employee - A "Temporary Employee" is any employee retained for a fixed period of time not to exceed 52 weeks or an undetermined period of time. If the period of employment extends to six (6) months or more, consideration will be given to an offer of benefits prior to the beginning of employment.
Seasonal Employee - A "Seasonal Employee" is any employee retained for a fixed period of time not to exceed twelve (12) weeks to replace employees absent for extended periods, or under special conditions caused by increased work load, but is not entitled to benefits.
Contractual Employee - A "Contractual Employee" is a person who enters into an agreement with the City, and is treated as an independent contractor to provide agreed upon services with no benefits.
Provisional Employee - A "Provisional Employee" is an employee hired to fill a Civil Service position, but has not been certified from an existing eligible Civil Service list to fill the vacancy.
Reserve Officer - A "Reserve Officer" is a member of the public safety forces awaiting appointment to the regular force. If activated to perform duties on the force, such officer will become entitled to appropriate employment benefits.
Civil Service - Civil Service positions are covered within Chapter 31 of the Massachusetts General Laws. Civil Service is limited to a constricted form of recruitment, the conduct of competitive examination, the certification of eligible appointees, and hearings and decisions on suspension, as well as marking of examinations and dismissals. The job classification section will indicate if the position is covered by Civil Service. In addition, all city job postings indicate Civil Service status.
Union Employees - Union Employees are employee groups represented by separate collective bargaining units whose function is to negotiate agreements with the City, and to monitor those agreements. Unions also assist their members in resolving any grievances that may arise in connection with their employment. Union dues or a union agency fee are automatic payroll deductions.
Non-Union Employees - Non-union Employee positions are listed in the Administrative and Professional and Non-Union Salary Schedules. Most positions are considered at-will employees and serve at the pleasure of the Mayor.
Volunteers - Interested persons are encouraged to offer their services as volunteers for the City of Haverhill. Active employees who are finalizing their retirement plans should include an inquiry by calling or visiting the Volunteer Coordinator at the Council on Aging at the Citizens Center. Your background, talents, and familiarity with the City will be utilized to provide valuable volunteer work for this agency. Note: Employees are not allowed to volunteer their time for the City in the same position in which they are currently employed.
Employees Holding Multiple City Positions - This provision allows a municipal employee to hold a second position with the City of Haverhill, if all of the following conditions are met:
- The second job is with a completely separate department.
- The position has been publicly advertised.
- The employee files a statement with the City Clerk disclosing his/her current employment status with the City.
- The hours of employment for the two jobs do not overlap.
- The services performed in the second job are not part of the employee's duties in his or her regular job.
- The employee is not compensated in the second job for more than 500 hours per year.
- The head of the second department certifies that no employee of that department is available to do this work as part of their regular duties.
- The City Council gives its approval.
- The employee must be in compliance with M.G.L. Chapter 268A (Conduct of Public Officials and Employees).
5.2 Employment Conditions
Probation - Probation is the trial period an employee is required to complete in a new position. The standard probation period lasts six (6) months or as determined by Civil Service, prior to the employee being considered a permanent employee of the City of Haverhill. Employees transferred or promoted to another position within the City must serve this probationary period in the new position.
Longevity - Longevity is the length of creditable employment services (including any bridged service) with the City of Haverhill. This applies to all benefits, such as vacation time, longevity payment, etc. It is the responsibility of the employee to submit proof of longevity to the Human Resources Department. Proof may be submitted in the forms of letters from the Human Resources Department, payroll information from the Retirement Board, or official payroll documentation from government programs. All verified dates are applied to length of service.
Employees who transfer from one city department to another, without a break in service, will have all verified time applied to their length of service.
Longevity payments are historically paid in November of each calendar year for the completion of years of service. For employees whose longevity payout amount changes through the month of December of the calendar year, they should be included in the November payout date. For employees whose longevity payout amount changes during the months of January to June of the following calendar year, they will receive their respective payments on their anniversary date. Please refer to your collective bargaining agreement (if applicable) or city ordinance for payout amounts.
Longevity payments made in November are for the fiscal year in which it is paid. If an employee is on the payroll and leaves the employ either through retirement, layoff or resignation after July 1st but prior to the November payout, the employee will be entitled to their respective payment for longevity upon separation.
Seniority - Seniority is the length of employment computed from the first day of full-time employment within the same position, as a permanent Civil Service employee. This includes any probationary period and bridge service.
Changes in employment status may affect the seniority position of an employee under the following conditions:
An employee's seniority is not affected when:
The transfer involves different departments within the same Appointing Authority.
The transfer involves different departmental units within the same department.
The transfer is temporary.
When the employee is involuntarily affected by action steps that are initiated by the City.
An employee is required to serve one (1) year prior to regaining his or her original seniority date when:
The transfer involves different Appointing Authorities, different departments, or different municipalities.
The transfer is from municipal to state service, and vise versa.
An employee regains his/her original seniority date after three (3) years when:
The employee requests a transfer involving different departmental units, different departments, or different appointing authorities or municipalities.
The employee requests a transfer from municipal to state service, and vise versa.
Less than Full-time Employment
For reserve, intermittent, and part-time employees, seniority is calculated beginning with first day of employment. However, these employees are ranked below all permanent and full-time employees.
Break in Seniority
Seniority is broken when:
- Bridge Service - Employees who leave the employ of the City are allowed to return to work and be credited with time worked during their previous employment with the City (bridging their services) so long as such absence does not exceed five years. Upon re-employment and after working twice the amount of time they had remained out of the employ of the City, these employees become entitled to bridge service and are credited with all benefits. A full-time or part-time employee, who is reemployed or reinstated after leaving the employment of the city at the convenience of the city, or because of the employee's illness or injury, will receive all sick leave credits upon reemployment.
- Dress Code -
Employees are encouraged to dress in an appropriate manner, consistent with their work environment. Please refer to the Dress Code Policy. Refer to your individual contract for a definition of "appropriate manner," and the amount of money paid for Clothing Allowance.
- Resignation/Retirement -
The City of Haverhill requests that all employees present a statement of resignation to their supervisor in writing at least (2) two weeks prior to the date of resignation. Earlier notification is always appreciated. If a letter is not presented by the employee, pay checks will be held by the Department Head until written correspondence is received.
5.3 Hours of Employment
The regular service of all full-time employees are restricted to not more than forty (40) hours in any working week, and such service must be performed within five (5) consecutive days over a six (6) day period, with the exception of the Police and Fire Departments whose hours are determined by contracts.
Permanent part-time employees are on duty at least twenty (20) hours or more in any working week, over a six (6) day period.
Part-time employees work less than twenty (20) hours a week, within five (5) days over a six (6) day period.
Overtime Pay - Compensatory Time
Any service by full-time employees in excess of forty (40) hours or five (5) working days, and in excess of thirty-five (35) hours or five (5) working days for clerical employees in any working week, at the request of the head of the department or other person whose duty it is to direct or control such employees, are compensated for as overtime work at one and one-half (1 1/2) times the employee's regular hourly rate of compensation, including differential as determined by contractual agreement. The accumulation and use of compensatory time are at the request of the employee and at the discretion of the department head.
Unused compensatory time may not be carried over into a new calendar year, unless approved by the Mayor or designee under special circumstances. Employees must be allowed to use their compensatory time by the end of the calendar year or receive compensation at one and one-half (1 1/2) times their regular hourly rate. Department Heads are required to compute unused compensatory time on a quarterly basis and submit a report to the Human Resources Department and Auditor's Office. Requests and approval for use of compensatory time must be made in writing, and records must be kept in each department. An annual report will be submitted to the Mayor's Office and City Council.
This section does not apply to appointees of the Mayor or to Department Heads. Appointees and Department Heads agree to devote the necessary amount of time to reasonably perform their duties. Management/Administrative Employees who are responsible for a department or division are expected to work the required number of hours to fulfill the responsibilities of their positions. Such employees are not necessarily required to work the same regularly scheduled work hours as non-management or union employees.
When Overtime is Paid -
Overtime previously approved by the head of a department is scheduled for payment at the end of each week during which such overtime was performed, less any compensatory time allowed. Approved over-time is paid by the City Treasurer immediately following such overtime or in the next pay period.
Minimum Compensation for Unscheduled Work -
All employees, with the exception of department heads, called to unscheduled work by the head of a department or other person whose duty it is to direct or control such employees are entitled to receive a minimum of two (2) hours compensation per day.