Revised 6-1-08
1. (a) When a vacancy occurs, the unit supervisor submits a request to fill a vacancy to the local personnel office. The local personnel office verifies that the position allocation is correct according to authorized Position Budgeting Report and prepares Form 11PE031E, Announcement Requisition. If an alternate hiring level is requested, the job must be authorized for the alternate hiring level by Human Resources Management Division (HRMD).
(b) If the position is not on the Position Budgeting Report or a change in position allocation is necessary due to a significant change in assigned duties and responsibilities, Form OPM-39, Position Description Questionnaire, must be completed and submitted to HRMD through appropriate supervisory channels prior to the position being announced.
2. (a) The person with delegated selection authority for the specific vacancy returns Form 11PE076E, Applicant List, and Office of Personnel Management (OPM) E-List to facility personnel indicating action taken on each candidate in addition to completing information on Form 11PE076E.
(b) The local personnel office, after reviewing Form 11PE076E for compliance with applicable Merit Rules and Oklahoma Department of Human Services (OKDHS) policies and procedures, submits to the local administrator for approval the originals of the:
(1) Form 11PE031E;
(2) Form 11PE076E and the OPM E-List, if issued, one copy each; and
(3) application materials of candidate recommended for selection, including Form 11PE012E, Data Summary Sheet; Form 11PE201E, Application Supplement, for any candidate not currently employed by OKDHS; or Form OPM-4, State of Oklahoma Employment Application, for a noncompetitive classification.
3. All items mentioned in Instructions to Staff # 2(b)(1) through (3) are submitted to HRMD for final review and approval.
4. The local personnel office coordinates transfer dates with units outside the division, facility, or local office.