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DHHS Division of Human Resources

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DHHS: Human Resources Policies

Office of State Human Resources: Job Specification Sheets external link

OSHR: Classification external link

 

Human Resources: Employment

Whether you need to fill a vacant position, reclassify or create a new position, or request a salary adjustment for an employee will determine what documentation must be submitted. The Documentation Required for HR Action Requests Checklist (DOC, 63 KB) will provide guidance on what documentation is required for the action you are requesting. Please note that items on the checklist that have the checkbox grayed out are completed by the DPH HR salary administration staff after receipt of your request.

Recruitment

The Recruitment section of Human Resources handles actions related to filling an established, vacant position. Positions may become vacant through a separation or may be vacant because they are newly created. When considering a vacancy in your unit, you should consult with Budget regarding availability of funds and with Recruitment regarding strategies for posting the position, such as posting internally or externally, length of posting, and use of supplemental questions.

 Filling a Vacant Position

DPH NeoGov Recruitment Guide (PDF, 2.2 MB)

If you are a manager with a vacant position, you have several options. If your business needs have changed, you may consider re-classifying/reallocating the position to better meet your needs or abolishing (PDF, 114 KB) the position if there is no longer a need for it. You may find that the budget for the position is not sufficient to successfully recruit or that you would like to change the supervisor (PDF, 55 KB) of the position. It is best to correct any concerns about funding or supervision prior to posting the position. If your unit still requires the same work as specified in the most current position description, you will need to request to post and hire. Your first step will be to consult with your Budget Officer regarding funding and with the Recruitment office regarding the wording, length of posting, etc. You will need to submit the following documentation by attaching it to a requisition in NeoGov in order to begin the process to post and hire for a vacant position:

Once the position has been posted and closed, the recruitment office will screen all applications and refer the highly-qualified applicants for your consideration. You will receive specific instructions (PDF, 2.2 MB) for interviewing, checking references, and submitting your recommended candidate. When you submit your recommendation to hire, you must include the documentation required as indicated on the Documentation Required for HR Action Forms. In addition, please use the attached Checklist for Hiring Managers prior to submitting a recommendation into NeoGov.

  • Checklist for Hiring Managers (DOCX, 452 KB; PDF, 45 KB)
  • Documentation Required for HR Action Forms (DOCX, 452 KB; PDF, 45 KB)
  • HR Action Form (XLSX, 164 KB) - Initiated by the Hiring Manager
  • Justification Memo - Drafted by Hiring Manager
    Justification Memos should address all of the following as applicable:
    • MUST BE ON CURRENT LETTERHEAD
    • MUST BE ADDRESSED TO: DHHS CENTRAL CLASS AND COMP, FROM: GREG CHAVEZ, HR MANAGER FOR DPH
    • Justify the salary amount
    • Related Education and Experience
    • Specialized skillset 
    • Recruitment difficulties: include number of applications received, qualified, number of times posted
    • Equity analysis: analysis of employees in the same class and similar classes (higher or lower level) performing similar work, included relevant work unit (provide the information you have available, HR will augment as needed)
    • Geographic location
    • Compa ratio (comparison between the proposed salary and the midpoint of the range, i.e. a salary which is 80% of the midpoint for the range would be a compa ratio of .80)
    • Reporting Relationship
    • Salary of previous incumbent
  • Criminal Record Check Form (DOC, 29 KB; PDF, 20 KB)
  • Reference Check Consent
  • Reference Check Forms
  • Interview Notes
  • Work plans/evaluations and/or work samples submitted
  • Organizational Chart - must be updated, legible, and accurate and reflect the organization and reporting relationships as they exist in Beacon

Please note that when submitting a Justification Memo for a hiring decision, you must include information to support the decision to hire this particular applicant over others in the applicant pool, the recommendation of this particular salary including all information that was used to determine the recommended salary, any information regarding difficulty recruiting such as number of times posted, number of declines/withdrawals, or length of vacancy. In addition, you must assess whether the recommended salary impacts salary equity with other personnel in this classification and, if so, explain your reasons for creating an inequity or your plans to resolve the inequity. Under current delegation of authority, virtually all hiring actions must be reviewed by DHHS Central Class and Comp. Recruiters will not be able to submit for DHHS Central Class and Comp approval unless all documentation is complete, thorough, and accurate.

Classification

The Classification section of Human Resources manages changes to an existing position, the creation of new positions, and the abolishment of positions which no longer meet business needs.

Possible classification actions include:

 Reallocate a position to a different classification

If you are a manager and have a subordinate position in which the job duties have changed significantly, you can request the position be studied for re-classification. This may result in the pay grade increasing or decreasing and, if filled, may result in an impact on the salary of the current employee. To request this study, you must submit:

  • HR Action Form (XLSX, 164 KB) - Initiated by the Hiring Manager
  • Justification Memo - Drafted by Hiring Manager
    Justification Memos should address all of the following as applicable:
    • MUST BE ON CURRENT LETTERHEAD
    • MUST BE ADDRESSED TO: DHHS CENTRAL CLASS AND COMP, FROM: GREG CHAVEZ, HR MANAGER FOR DPH
    • Justify the salary amount
    • Related Education and Experience
    • Specialized skillset 
    • Recruitment difficulties: include number of applications received, qualified, number of times posted
    • Equity analysis: analysis of employees in the same class and similar classes (higher or lower level) performing similar work, included relevant work unit (provide the information you have available, HR will augment as needed)
    • Geographic location
    • Compa ratio (comparison between the proposed salary and the midpoint of the range, i.e. a salary which is 80% of the midpoint for the range would be a compa ratio of .80)
    • Reporting Relationship
    • Salary of previous incumbent
  • Analyst Notes - Drafted by DPH HR
  • Position Description Form and ADA Checklist (DOC, 114 KB) - Updated by Hiring Manager; Hiring Manager checks all essential functions of thee position
  • Salary Qualification Worksheet (if filled) - Completed by DPH HR
  • Equity Analysis (if filled) - Completed by DPH HReee
  • Federal Labor Standards Act Test - Completed by DPH HR
  • Organizational Chart - must be updated, legible, and accurate and reflect the organization and reporting relationships as they exist in Beacon

 Create a new position

If you are a manager and have the need to create a new subordinate position or have received or expect to receive funding through a new grant for a position, you must submit the documentation for the position to be studied for classification. To request this study, you must submit:

  • HR Action Form (XLSX, 164 KB) - Initiated by the Hiring Manager
  • Justification Memo - Drafted by Hiring Manager
    Justification Memos should address all of the following as applicable:
    • MUST BE ON CURRENT LETTERHEAD
    • MUST BE ADDRESSED TO: DHHS CENTRAL CLASS AND COMP, FROM: GREG CHAVEZ, HR MANAGER FOR DPH
    • Justify the salary amount
    • Related Education and Experience
    • Specialized skillset 
    • Recruitment difficulties: include number of applications received, qualified, number of times posted
    • Equity analysis: analysis of employees in the same class and similar classes (higher or lower level) performing similar work, included relevant work unit (provide the information you have available, HR will augment as needed)
    • Geographic location
    • Compa ratio (comparison between the proposed salary and the midpoint of the range, i.e. a salary which is 80% of the midpoint for the range would be a compa ratio of .80)
    • Reporting Relationship
    • Salary of previous incumbent
  • Analyst Notes - Drafted by DPH HR
  • Position Description Form and ADA Checklist (DOC, 114 KB) - Updated by Hiring Manager; Hiring Manager checks all essential functions of the position
  • Salary Qualification Worksheet (if filled) - Completed by DPH HR
  • Equity Analysis (if filled) - Completed by DPH HR
  • FLSA Test - Completed by DPH HR
  • Organizational Chart - must be updated, legible, and accurate and reflect the organization and reporting relationships as they exist in Beacon

 Abolish a Position

If a position that reports to you is no longer needed and there is no need or ability to re-classify the position to meet your needs, you should abolish the position. In order to abolish a position, you should submit the following:

NOTE: These actions may require two separate actions to be completed in Beacon, one to change the position and one to change the employee if the position is currently filled.

Compensation

The Compensation section of Human Resources handles changes to an employee’s pay. Possible compensation actions include:

 New Hire/Promotion/Acting Promotion to fill a vacant position

If you are a hiring manager and have selected a candidate to fill a posted vacancy you must first complete the process in NeoGov, including attaching the required documentation per the instructions in the NeoGov Recruitment Guide (PDF, 2.2 MB).

  • HR Action Form (XLSX, 164 KB) - Initiated by the Hiring Manager
  • Justification Memo - Drafted by Hiring Manager
    Justification Memos should address all of the following as applicable:
    • MUST BE ON CURRENT LETTERHEAD
    • MUST BE ADDRESSED TO: DHHS CENTRAL CLASS AND COMP, FROM: GREG CHAVEZ, HR MANAGER FOR DPH
    • Justify the salary amount
    • Related Education and Experience
    • Specialized skillset 
    • Recruitment difficulties: include number of applications received, qualified, number of times posted
    • Equity analysis: analysis of employees in the same class and similar classes (higher or lower level) performing similar work, included relevant work unit (provide the information you have available, HR will augment as needed)
    • Geographic location
    • Compa ratio (comparison between the proposed salary and the midpoint of the range, i.e. a salary which is 80% of the midpoint for the range would be a compa ratio of .80)
    • Reporting Relationship
    • Salary of previous incumbent
    • Employment Application - Printed from NeoGov by DPH HR
  • Vacancy Announcement (New Hire/Promotion) - Printed from NeoGov by DPH HR
  • Equity Analysis (if filled) - Completed by DPH HR
  • Salary Qualification Worksheet (if filled) - Completed by DPH HR
  • Organizational Chart - must be updated, legible, and accurate and reflect the organization and reporting relationships as they exist in Beacon

 Three Reasons for Requesting a Salary Adjustment

If you are a manager and have a subordinate position for which you believe a salary adjustment is justified for one of the reasons listed below, you must first work with your budget officer to identify the funds needed to provide the requested increase by using the Salary Reserve Request Form (XLS, 33 KB) (Instructions; PDF, 74 KB) and then submit the required documentation to request this adjustment depending upon the type or reason for the adjustment. There are three acceptable justifications for requesting an increase in salary for your subordinate under current salary administration policy:

  1. Job Growth (also called increase in variety and scope of work) – this requires substantive change to the description of work as represented in the position description and includes assuming duties that were previously outside the scope of work.
  2. Labor Market – This is a request for an increase based on changes in market conditions related to difficulty recruiting and retaining personnel. This requires objective Labor Market Salary Data from a reputable source.
  3. Equity – This requires a 10% disparity in salary between employees in the same classification with essentially the same amount of quantifiable, related experience.

Forms

  • HR Action Form (XLSX, 164 KB) - Initiated by the Hiring Manager; Example (XLSX, 28 KB)
  • Justification Memo - Drafted by Hiring Manager
    Justification Memos should address all of the following as applicable:
    • MUST BE ON CURRENT LETTERHEAD
    • MUST BE ADDRESSED TO: DHHS CENTRAL CLASS AND COMP, FROM: GREG CHAVEZ, HR MANAGER FOR DPH
    • Justify the salary amount
    • Related Education and Experience
    • Specialized skillset 
    • Recruitment difficulties: include number of applications received, qualified, number of times posted
    • Equity analysis: analysis of employees in the same class and similar classes (higher or lower level) performing similar work, included relevant work unit (provide the information you have available, HR will augment as needed)
    • Geographic location
    • Compa ratio (comparison between the proposed salary and the midpoint of the range, i.e. a salary which is 80% of the midpoint for the range would be a compa ratio of .80)
    • Reporting Relationship
    • Salary of previous incumbent
  • In-Range Salary Adjustment Forms - Complete one of the three depending on which type of salary adjustment you are requesting.
    1. In-Range Job Growth Form (DOC, 475 KB)
    2. In-Range Labor Market Form (DOCX, 454 KB)
    3. In-Range Salary Equity Form (DOC, 478 KB)
  • Position Description Form and ADA Checklist (DOC, 114 KB) - Updated by Hiring Manager; Hiring Manager checks all essential functions of the position
  • Salary Qualification Worksheet (if filled) - Completed by DPH HR
  • Equity Analysis (if filled) - Completed by DPH HR
  • Organizational Chart - must be updated, legible, and accurate and reflect the organization and reporting relationships as they exist in Beacon

Other Forms

Policies

Staff

For more information regarding Recruitment, Classification and Compensation, please contact:

Staff Phone Role Responsibilities
Vacant (Refer questions to Greg Chavez) 919-707-5458 Assistant HR Manager Recruitment, Classification and Salary Administration; reclassification of positions, in-range adjustments, organizational development, references, ADA questions, garnishment/payroll items, time issues.
Monique Bloomfield 919-707-5462 Recruiter Full cycle recruitment including: pre-posting consultation, posting vacancies, screening, processing background checks, drug screening, salary administration and approval to offer for SLPH/OCME, EH, ALCS, and SCHS.
Jordan Lassiter (919) 707-5455 Recruiter Full cycle recruitment including: pre-posting consultation, posting vacancies, screening, processing background checks, drug screening, salary administration and approval to offer for WCH + local CDSAs, CDI, OH.
Dawn Maillet (919) 707-5456 HR Assistant (Part-time) Establish and maintain personnel recordkeeping.
Brooke Ready (919) 707-5465 HR Tech 1 Assistant to HR Manager and Assistant Manager, serves as HR Office Manager, entering Personnel Actions for Probationary to Permanent and Trainee Progression actions, RIF processing, O-charts, Organization Management, routes Secondary Employment Forms and Teleworking Forms.
Glenn Ruess (919) 707-5453 Classification Analyst Classification Analyst, Temporary Employment and Dual Employment, Back up for Workers’ Compensation, time administration, Research time issues, check Holiday Report, Adverse Weather, Negative leave, Time Administration Tickets.
Denyse Wilson (919) 707-5459 Recruiter Full cycle recruitment including: pre-posting consultation, posting vacancies, screening, processing background checks, drug screening, salary administration and approval to offer for Early Intervention in WCH and Epidemiology.

Posting and Application Process

  • Search and apply for jobs
  • Positions are posted for a minimum of five (5) workdays and the list of postings is subject to change on a daily basis.
  • Each job vacancy announcement includes a closing date for accepting applications for employment.
  • A NC State Government Application for Employment (PD-107) external link must be received in the Personnel Office by 5:00 p.m. on the closing date.
  • Applications received after the closing date will not be accepted unless the position is re-posted.
  • Applications must be completed in full detail (listing "see resume" in employment history is not acceptable) and must be signed.
  • Failure to complete the application fully, including signature, may result in an individual not being considered for the vacant position.
  • Applicants may not apply to three positions on one application.
  • Each position requires a separate application which includes the correct position title and position number.
  • Resumes may be attached to the application form as supplemental information, but will not be used in lieu of an application.
  • Signed faxed applications will be accepted.

Salary

Salary ranges reflect the minimum and maximum rates for the pay grade of the job class (view the State of North Carolina salary schedules external link ). Hiring ranges reflect the maximum salary that can be paid. Salaries are based on the selected applicant's relevant training and experience, labor market considerations, the need to maintain internal salary equity, available funding and other applicable policies.

EEOE

The Department of Human Resources/Division of Public Health is an Equal Employment Opportunity Employer and provides an alcohol and drug free workplace.

 

 

 

 

 


 

NCDHHS

Updated: September 25, 2018