Matanuska-Susitna Borough

Human Resources

The Human Resources Division facilitates the development of an outstanding work force through effective employee recruiting and supervisor training. The division is responsible for providing guidance and direction to all personnel regarding policies and procedures. HR strives to provide effective communication, timely feedback, and excellent customer service to all of its internal and external customers.

Office Location

350 E. Dahlia Avenue Palmer, AK 99645-6488

Office Hours

Monday - Friday 8:00 a.m. to 5:00 p.m.

Benefits

Medical, Dental, and Vision Insurance

Family members also are covered and include spouse and dependent children. Currently, the employee's portion of the cost is approximately $170/month for full coverage for self and family. Part-time regular employees may purchase this coverage for a slightly higher cost.

Life Insurance

The Borough provides $50,000 of life insurance coverage as well as $50,000 of Accidental Death and Dismemberment insurance. There is limited life insurance for spouse and children; however, additional coverages may be purchased through the Supplemental Benefits System (SBS).

Borough employees enjoy participation in the Public Employees' Retirement System (PERS). Currently, there are 4 tiers in the retirement plan. If hired prior to July 1, 2006, employees are covered under the defined benefit program. If hired after July 1, 2006, employees are covered under a defined contribution plan.

Alaska Supplemental Benefits System

The Supplemental Benefits System (SBS) is in lieu of Social Security and mandatory also. An employee contributes at 6.13% of gross wages, matched by the Borough (6.13%), on the present wage base of $106,800. SBS offers various benefit options which are fully explained on their website at www.state.ak.us/drb. A review of the website, prior to enrollment, is suggested to enable the selection of options most beneficial to the employee. Employees have 30 days from date of hire to enroll in additional SBS benefits.

457 Deferred Compensation Plan

Employees may elect to contribute a portion of their pre-tax wages to the deferred compensation plan. Holidays

The Borough recognizes 11 paid holidays per year (plus 1 floating holiday). Regular employees will receive their regular compensation on those days.

Matanuska-Susitna Borough Employees' Association (MSBEA)/(APEA/AFT)

Any regular employee covered by the Association agreement shall make application for membership by their 31st day of employment or be required to pay a service fee equal to the mandatory monthly dues. They will receive a copy of the current Borough/Association Agreement. To join APEA/AFT there currently is a $100.00 initiation fee and monthly dues of $47.65. Dues will be withheld from the first two paychecks of each month. The initiation fee will be deducted from the employee’s paycheck at a rate of $25.00 per paycheck until paid in full.

Personal Leave

Personal leave is accrued at 5.9996 hours per bi-weekly pay period from the date of hire; and is available for use after successful completion of six months of service. Accrual rates are increased incrementally based on years of service.

Unemployment Compensation

All employees, except elected officials, are covered under the Alaska Employment Security Law.

Federal Medicare

All employees hired after March 31, 1986 are subject tote the hospital insurance (Medicare) tax portion of Social Security. AN employee contributes 1.45% of gross wages, matched by the Borough (1.45%), on gross earnings.

Workers' Compensation

All Borough employees and volunteers are covered under the Alaska Workmen’s’ Compensation Act. This provides compensation for loss of time and medical cost if the employee suffers accidental injury arising out of and in the course of employment. Any accident or injury should be reported as soon as possible to the Human Resource Department, and must be reported within 10 days.

Employee Assistance Program

Matanuska-Susitna Borough has an employee assistance program (EAP) now provided by CERIDIAN, offering up to three (3) sessions of counseling, assessment and referral services per problem per year.

Who can use the EAP?

All Borough Employees to include On-call Responders, and their dependents.

What are some of the typical concerns for which people contact the EAP?

People use the EAP for a wide range of issues, including:

  • Job or work stress
  • Parenting issues
  • Alcohol or drug abuse/dependencies
  • Burnout
  • Marital or relationship problems
  • Anxiety or depression
  • Anger management
  • Coping with change
  • Grief or bereavement
  • Legal and financial concerns
Is the program really confidential?

All EAP records and services are treated with the strictest confidence. The personal information that you share with your counselor is confidential, unless you sign a release of information or if the law requires disclosure.

When should I contact the EAP?

You may call the EAP any time you need help working out a personal problem. The philosophy of the EAP is that problems are most effectively handled before they become serious. The key is to get assistance as soon as a problem begins affecting your work or personal life.

How much does it cost to use the EAP?

The Borough has pre-paid the cost of this service, so there is no cost to you. In many cases, problems can be resolved within the scope of the assistance provided by the EAP. However, if the situation requires help beyond the scope of the EAP, your counselor will work with you to find an affordable solution. If you use any resources outside of the EAP, you will be responsible for any associated fees. The decision to use outside resources is left up to you.

Legal and financial resources are a part of your EAP

Your program provides confidential legal and financial consolations services to you and your family. Your legal and financial benefits can help with numerous types of issues (with some exclusions). These services may be accessed by calling the below phone numbers. Legal or financial 30 minute consolations are provided free of charge. If you need additional legal assistance, you may retain an attorney from this program at a discounted rate of 25% of the usual fees. You always have the option to find your own attorney. In addition, the lifeworks.com website has additional legal and financial resources.

For more information

Representatives are available to answer your questions 24 hours a day, 7 days a week.

Call CERIDIAN at1-877-234-5151.

You can directly access CERIDIAN's website for more EAP information. Call HR at 861-8404 for the login information.

Hiring Policy

OVERVIEW

The Matanuska-Susitna Borough follows a structured hiring process following the recruitment and selection of the best qualified candidates for positions. Procedural steps are in place to ensure that all job offers are made to candidates who are selected without discrimination or bias in the selection process.

PURPOSE

The purpose of this policy is to provide guidelines for the hiring procedure used when an open position is filled within the Borough.

PROCEDURE
Personnel Requisition

Hiring for any Borough position begins with a Personnel Requisition, filled out by the requesting department, and signed by the Department Director. The requesting department submits the completed requisition to Accounting for funds verification.

Next, the Personnel Requisition is forwarded to Human Resources for review and approving signature.

Posting

Position vacancies are posted electronically on the borough web pages, and in hard copy in employee areas of each building. Only in-house applications are accepted for the first five working days of the posting. Qualified, regular, in-house applicants are given first consideration. Thereafter, qualified temporary and on-call employee applicants will be considered for position openings. If less than three qualified, represented, in-house applications are received, the Borough may post the position externally. External postings are placed on the Borough web page, through the Alaska job service, and may also be advertised in newspapers, professional journals, or listed with other employment sources.

If the position is on-call or temporary it will be posted directly out of house. The standard posting period is two weeks. If the position is exempt, it will be posted directly out of house for the standard 30 days. The posting period can be adjusted accordingly by the hiring manager.

Applications

All applications must be turned in directly to Human Resources for two reasons: 1) the hiring department may not review the confidential (EEO) portion of the applications, and 2) Human Resources must ensure all the applications submitted are recorded for both federal and Borough record-keeping purposes.

Applicants attempting to submit application directly to the hiring department or to another employee, must be directed to the Human Resources office. Applications that are received after a position posting closes will not be accepted for consideration.

Selection

Applications are entered into the Human Resources Information System. Applications are reviewed and qualified applicants for the open positions are forwarded to the hiring department head. The format of the applicant selection for interview process is left primarily to the discretion of the hiring department. However, the hiring manager must select the interview panel or team prior to receiving the applications from Human Resources. Human Resources may offer recommendations, suggestions, or provide input regarding job applications to ensure compliance with Borough, state, and federal requirements, and to ensure consistency in the selection process. (The Hiring Procedures Checklist and the Interview packet which is given to the department with the applications provide a more detailed explanation of the selection process.)

It is very important that those serving on the interview panel avoid the appearance of any conflict of interest. To that end, panel members who have a personal, business, or familial relationship or other knowledge of an applicant that could result in ethical concerns must be excused from serving on the panel. It is up to the panel member to bring all possible conflicts to the attention of the Human Resources Manager prior to participating in the interview process. The panel member will be excused from participation if the knowledge or relationship is found to give the appearance of a conflict of interest.

When the candidates for interviews have been selected, the department head will prepare a memorandum to the Human Resources Manager naming the applicants selected for interviews. The selected applicants' resumes and applications are attached to the memorandum along with a copy of interview questions the interviewing panel intends to ask each candidate.

Structured interviews are conducted under which a standard set of questions are used to allow comparisons among interviewees' answers. If testing is to be conducted, copies of the test and the answer keys are to be given to Human Resources in advance so that a general review of the test can be conducted to ensure fairness, relevance, and nondiscrimination.

References

An important part of the selection and hiring process is conducting reference checks on the selected candidate. Former work references should be gathered before any other personal references are contacted. The Interview packet contains reference checking forms that should be utilized when contacting references. There should be a minimum of three positive references obtained before proceeding further with the hiring process. The hiring manager is generally responsible for conducting reference checks; however, Human Resources can assist with this process if needed.

Recommendation to Hire

After the interviews are completed, references have been checked, and a final candidate has been selected, a recommendation to hire memorandum is written through the Department Director and the Human Resources Manager to the Borough Manager. The memorandum should include names of applicants interviewed and names of those on the interview panel, the name of the person recommended for hire, the reasons justifying this selection, the factors which received the most weight in evaluating applicants, the names and companies of references contacted, the proposed start date and starting salary, and a request for the Manager to approve the recommendation. (The Hiring Procedures Checklist sent to the interviewing department with applications also lists the information needed on the recommendation to hire memorandum.)

Rating sheets, interview notes, completed reference checks, lists of answered questions, or written tests are attached to the recommendation to hire memorandum. The Human Resources Manager reviews the interviewed applicants' information packets for completion, compliance, and appropriateness. If the Human Resources Manager finds any discrepancies during this review, the Department Director will be contacted. The recommendation to hire will not be forwarded to the Manager until all questions or concerns are addressed.

Notifying Applicants

All applicants receive a notification card acknowledging the receipt of their applications and providing information on the selection process. When a selection is made and approved by the Borough Manager, a verbal job offer is made by the hiring department, who then contacts Human Resources with hiring information. However, Human Resources will assist the hiring department in making the verbal job offer, if that service is desired. Human Resources prepares an official employment confirmation letter to the successful applicant. For those employees interviewed but not selected, Human Resources sends a letter of rejection. If the interviewed candidates not selected are internal applicants, the hiring department will notify those candidates as soon as possible either by phone or in person. This step is taken to ensure that internal interviewed applicants receive timely and courteous notice.

New Employee Paperwork

Each new hire must report to Human Resources before starting work on their first day of hire. This is necessary to ensure that the new employee completes mandated records and forms, and receives a Borough identification card. It is also necessary to ensure that the new employee has met all initial employment requirements. At this time, the employee will be scheduled to attend the next mandatory new employee orientation session.

Alternative Procedures

Should an emergency situation occur in which temporary employees are needed immediately to deal with the emergency, Human Resources will work with the hiring department to expedite the hiring process in all ways possible as long as a fair and nondiscriminatory process is followed.

In the event that more than one temporary vacancy occurs at or about the same time and for the same or essentially similar temporary position description, Human Resources will recommend using the same applicant pool for consideration in filling the temporary positions without reposting the temporary opening.

The limitations to alternative methods are that the procedure be fair to the public and to potential applicants, and does not violate the MSB Code or the contract with the MSBEA.

About HR

Mission

Provide quality service and support to those we serve.

Vision Statement

Excellence in service through consultation, collaboration, and teamwork.

Equal Opportunity Statement

The Matanuska-Susitna Borough is an affirmative action, equal employment opportunity employer. Qualified minorities and females are encouraged to apply. EEO/AAP/ADA Employer.

  • Performance Standards & Key Accountabilities
  • Meeting Legal Obligations
  • Immigration Reform and Control Act of 1986
  • Equal Opportunity Laws and Discrimination Issues
  • Uniformed Services Employment and Reemployment Rights Act
  • Worker's Compensation
Labor Standards and Safety
  • Family and Medical Leave Act
  • Fair Labor Standards Act-Child Labor Provision
  • Timely Payment of the Final Paycheck
  • Required Hourly Rate of Pay-FLSA
  • Occupational Safety and Health
  • Employment Records: The Key to Providing Compliance
Summary of Services

The Matanuska Susitna Borough offers a competitive compensation and benefits program to attract, retain, and motivate a skilled and knowledgeable work force.

The Human Resources Division facilitates the development of an outstanding work force through effective employee recruiting and supervisor training. The division is responsible for providing guidance and direction to all personnel regarding policies and procedures. HR strives to provide effective communication, timely feedback, and excellent customer service to all of its internal and external customers.

Community Programs

Community Work Service Opportunities (Link to Application)
Quarterly Blood Drives
NACo Prescription Drug Program
Alaska Workforce Development - Regional Advisory Council

Special Projects

Affirmative Action Plan with Adverse Impact Testing
Employee of the Quarter Program
Successfactors: Electronic Performance Evaluation Program
Annual Employee and Spouse Health Fair
Annual Employee Flu Shot Clinic
CPR/AED Training for Employees