Human Resources: Recruitment and Hiring

Human Resources: Recruitment and Hiring Jody Friend, President JLM HR Consulting, LLC jody@jlm-hrconsulting.com 240-751-6166

Recruitment and Hiring • Developing job descriptions • Advertising • Screening • The Interview • Background/Reference checks • Making an offer

Developing Job Descriptions • Summary – accurately describe what the job does and the purpose of the job • Identify “essential functions” of the job in order of importance • Indicate if the job has supervisory responsibilities • List any physical demands (i.e. lifting) • Working conditions (i.e. is it dangerous?) • Minimum qualifications Source: The Big Book of HR

Components of a Job Advertisement • Information about the company • The title and position of the job in the company (to whom is responsible) • Main tasks, responsibilities and accountabilities • The most important requirements (knowledge, experience, skills, abilities, etc.) • Information about motivational factors (e.g. salary, incentives, benefits, development and career possibilities, etc.) • Information about location, working time, shift work, other conditions • Information about the application (what to send, where and how, the deadline) • Contact person (telephone number and/or e-mail address) • EEO Statement

Church Colleges Employee Referrals Job Boards Job Fairs Networking events Newspapers Social Media sites State Employment Office Temporary Staffing firms Trade Associations Where to Advertise the Job

Screening: Ensuring a Good Fit • Review the resume or employment application • Look for gaps in employment • Look for sections of the employment application that have not been completed • Telephone Screens • Review the job description • Develop a pre-screen questionnaire

Interview Do’s • Prepare your interview questions ahead of time • Interview the candidate in a quiet place where you won’t have disruption • Allow enough time for both you and the candidate to adequately discuss the job and ask questions • Make the candidate feel at ease • Ask open ended questions • Take notes (do not make notes on the application or resume – use a separate piece of paper)

Interview Don’ts Don’t make any employment inquiries regarding an applicant’s: Race Disability Gender Veteran Status Color Marital Status National Origin Sexual orientation Age Religion

Interview Don’ts cont’d • If it has nothing to do with the job, don't ask. • Some questions you might ask are things you might consider small talk and aren't meant to get information for use in discrimination. It doesn't matter. Don't ask them. • Be on guard even when you're chatting informally. • Stick with conversations about the weather and other neutral topics

Are you married? What is that accent you have? Where is your spouse from? Are you engaged? Do you have children? Where are you from? Were you born here? What is your ethnic heritage? What church do you go to? How old are you? When were you born? When did you graduate from high school? Examples of Questions Not to Ask During an Interview

Examples of Questions Not to Ask During an Interview Cont’d • If an applicant should offer some information voluntarily about one of these areas, we recommend that you ignore it. Don't respond to it and don't follow up on it. Don't even include it in your notes. It could be used to prove you discriminated if there is a notation about the applicant's protected status.

Background/Reference Checks • Advise applicants in the interview that you will check their references (should also be stated on the employment application). • Check references by phone or in person. The response rate to written requests is lower. • Don't limit your reference contacts to those provided by the applicant. • Check more than one reference. • Document every reference contacted, even if the individual contacted refused to provide reference information.

Background/Reference Checks Under the FCRA, employers obtaining consumer reports are required to: • Make a clear and conspicuous written disclosure to the applicant or employee that a consumer report may be obtained. • This disclosure must be made before the consumer report is obtained or caused to be obtained. The disclosure must consist of a separate document and not part of the employment application. • Obtain the written authorization of the applicant or employee prior to requesting the report.

Making an Offer of Employment • Extend a verbal offer to the candidate • Reiterate what the candidate can expect in terms of salary, benefits, work schedule and job duties • Follow-up with a written offer letter to confirm the terms of employment

Components of the Offer Letter • Start date • Starting salary • Incentive compensation if applicable • Contingencies (i.e. pending ref. checks or passing drug screen) • Summary of benefits (if applicable) • Reporting relationship • Date offer expires • Employment at will statement • Statement about form I-9

Human Resources: Recruitment and Hiring