Clerical Attendance Policy

Introduction

Attendance expectations promote a consistent and fair work environment for SSA staff. Administrative support tasks are frequently under time constraints. Your role in our organization is critical. It is important that everyone follow the same policies for time and attendance. This ensures that each person receives fair treatment, which helps to maintain good interpersonal working relationships. By working together to be more considerate of each other, we individually take the initiative to make our agency a better place in which to work.

For more specific information, [Refer to Human Resources Policies and Procedures.]

Business Hours

In general, business hours are 8:00 a.m. to 5:00 p.m., Monday through Friday, except legal holidays. Employees are expected to be at their designated work station ready to proceed with their assigned tasks at their scheduled starting time.

Breaks/Lunch

All workers shall be granted a rest period (break) of 15 minutes during each shift of four hours of work. For pay purposes, breaks are considered as time worked. If a break is not taken, the worker is not entitled to an earlier quitting time. Breaks may not be incorporated with lunch or leave time. Staff are not to leave County property/premises during their break time due to liability concerns.

Employees are granted a meal period not less than thirty minutes or more than one hour which is scheduled at approximately the mid-point of the workday.

Clerks may not leave their assigned work area without the consent of the lead/supervisor. Exceptions are scheduled meal periods, breaks, use of the restroom, mail pick-up or other such duties required by the clerk’s work assignment.

Scheduled Time Off

Adequate coverage is the first consideration before time off can be approved. Employees are to submit requests for time off on a “Leave Request” form (SC 125) as early as possible to allow for arrangement of adequate coverage. Emergencies will be handled on a daily basis.

Vacation Requests

Vacation requests must be submitted on an SC 125. Conflicts will be settled based on seniority (date of hire). You must have accrued the time prior to the beginning date of the vacation. Sick leave cannot be used for vacation leave. Leave without pay for vacation time off will not be approved.

Under one week: These requests will be granted on a first-come, first-served basis.
Over one week: Vacation bids are submitted during August for vacations in October through March, and during February for April through September. In the Social Services Agency, vacations shall be scheduled in blocks of one week or more.

Medical/Dental

Requests for time off for routine medical/dental appointments must be submitted to your supervisor on an SC 125 no less than five work days in advance of the appointment date. Emergency medical/dental appointments will be handled separately.

Unscheduled Time Off

Employees are responsible for calling their lead/OMC directly no later than 15 minutes after the scheduled start time if he or she is unable to come in to work. In addition, employees must leave a message on the Absent Phone line. If you are unable to speak directly with your lead/OMC, you are to leave a clear and concise message as to WHY YOU ARE NOT COMING IN and WHEN YOU EXPECT TO BE IN. If you expect to be in later the same day and your circumstances change, you MUST call in again to update your lead/OMC regarding your situation.

Immediately upon your return to work, you must submit an SC 125. The request must clearly indicate the manner in which leave is to be taken. If you do not indicate how you want the time deducted, the time will be deducted as follows:

Sick leave
Vacation
Personal leave
Leave without pay

Personal Leave

Personal leave may be used by a worker for any lawful purpose desired, provided such leave is scheduled in advance with the lead/OMC, except for emergencies.

Expectations

Clerical staff are expected to report to their work station and be ready to start work at the beginning of their scheduled work hours every morning. If there are unexpected delays, you are to call your the Absent Line and your supervisor within 15 minutes of your start time. Make up time for being late will only be allowed with the supervisor’s approval. When you are late, you must report to a supervisor and submit an SC 125 upon your arrival to work.

At the discretion of the supervisor, leave without pay may be assigned for an unauthorized absence such as tardiness.

Abuse of sick time/work hours or flagrant and/or frequent tardiness will not be tolerated and may result in progressive disciplinary action.