Recruitment and Hiring at ADH

Recruitment and Hiring at ADH Provider: Sandra Thomas Supervision 101: Update Module IV

Policy • The Arkansas Department of Health is an equal opportunity employer. • Ensures equal opportunity in recruitment and hiring by: • Hiring and promoting qualified applicants based on: • Job Functions • Qualifications applicable to the position Continued…

Policy • Without regard to: • Race • Color • Sex • Religion • National origin • Age • Physical or mental disability • Veteran status • Political affiliation Continued…

Policy • Purpose To establish departmental guidelines for the hiring of all personnel for the Department of Health. It shall be the responsibility of each manager and hiring supervisor to be familiar with these procedures and exercise their responsibilities by applying these principles in good faith.

Terms • Knowledge, Abilities, and Skills (KAS): The factual information base, competencies, and proficiencies determined by the State Office of Personnel Management (OPM) to be necessary for satisfactory performance of the job at entry. Continued…

Terms • Minimum Qualifications (MQs): The least amount of education, training, and/or experience necessary for satisfactory performance of a job at entry as established by OPM. In addition, some job classifications require professional licensure as all or part of the minimum qualifications. Continued…

Terms • Benchmarking Objective statements describing the criterion level for education, training, work experience, and knowledge, abilities and skills of pre-defined well-qualified or qualified applicant groups based on the OPM qualifications, the functional job description, and the hiring official’s knowledge of the requirements of the position. Continued…

Terms • Classifications The system of grouping job functions established by the Office of Personnel Management. • Closing Date The last day an application for a vacant position may be submitted. Continued…

Terms • Eligible Applicants All ADH employees and non-ADH employees are eligible to apply for ADH positions except for the following: • Any ADH employees who are on a performance probation rating of unsatisfactory: • ADH employees who have accumulated six or more disciplinary points within the past 12 months before the closing date of the position. • Employees who have not completed six months in their present position. Continued…

Terms • Equal Employment Opportunity: Assurance that all applicants and employees are given an equal opportunity in treatment during recruitment, selection, placement, and other related actions. • Protected Class: A group of persons of a particular race, color, religion, sex, age, national origin, citizenship status, or disability, whom the law protects from discrimination based on that group membership. Continued…

Terms • Functional Job Description: A narrative description of the tasks performed and KAS’s required on a specific job, or position. • Hire Packet: A group of forms required to process a hire decision.

How are vacancies created? • Quit • Promotion • Demotion • Transfer • Creation • Death • Retirement • Terminated

Pre-Conditions of Employment • Passing pre-employment drug screening. • Criminal background check, if applicable. • Verification of identity. • Verification of work authorization in the U.S.

Other Conditions • Direct deposit MANDATORY

Conditions of Employment • Employee will not apply for other ADH position until satisfactory completion of the ADH new hire probationary period or obtain a waiver. • ADH new hire employees and those employees transferring or promoted must pass a drug screen. Continued…

Conditions of Employment • ADH employees (will be identified and advised of this requirement) must pass a formal state and/or federal criminal record check. • Must submit a disclosure statement if he or she or an immediate family member is a current or former member of the Arkansas General Assembly, a Constitutional Officer, or a state employee.

Job Vacancy Requests (JVR) • The JVR system is used to fill all vacant advertised positions and must be completed and submitted with appropriate signatures for the personnel action. Continued…

Job Vacancy Requests (JVR) • Justification and Freeze request for vacant positions must be submitted with each Job Vacancy Request (HR-1138). Continued…

Job Vacancy Requests (JVR) • HR Class and Comp will submit all Freeze Requests for job vacancies to the Office of Personnel management (OPM) for approval prior to the vacancy being advertised. NOTE: Positions can not be advertised until the Freeze is approved.

Types of Positions • Regularly Advertised Positions • Career Service (Exempt) status grades C117 and up will be advertised for 10 working days. • Career Service (Non-Exempt) status grades C116 and below will be advertised for five working days. Continued…

Types of Positions • It is at the discretion of each agency to determine advertising policies for position on the Professional and Executive Pay Plan.

Newspaper Advertisements • Dates to run concurrently with the www.ARStateJobs.com website advertisements. • Starting and closing advertising dates must be included in the advertisement. • Contact should be the Recruitment Office. Continued…

Newspaper Advertisements • Payment for advertisement is the responsibility of the requesting Center. • All classified advertisements will contain the phrase “An Equal Opportunity Employer (EEO/AA/M/F)” at the end of each advertisement. Continued…

Newspaper Advertisements • Hiring supervisor “preferences” that are going to be used as the (A) group Benchmarks must be clearly stated in the advertisement.

Accepting Applications • Applications are accepted for all advertised positions when position vacancies occur. • Applicants can view current job opening statewide via the internet at www.arstatejobs.comwith access to a computer. Continued…

Accepting Applications • All applications must be submitted by 4:30 p.m. on the closing date of the specific advertisement period. Continued…

Accepting Applications • State of Arkansas Employment Applications may be obtained from: • ADH Office of Human Resources • ADH Local Health Units, or • Apply via the Internet at www.arstatejobs.com Continued…

Accepting Applications • Applicants who are submitting applications in person are responsible for ensuring that the completed application is received in the Recruitment Section of ADH Human Resources before the closing date of the advertisement. Continued…

Accepting Applications ALL applications picked up from health units must be mailed or faxed to: The Arkansas Department of Health 4815 West Markham, Slot 26 Little Rock, AR 72205-3867 or faxed to (501) 661-2675 ADH Health Units may NOT accept completed applications.

Internet Applications • It is the responsibility of the supervisor or hiring official that all applicants selected for an interview must sign their application at the time of the interview, especially if an application was submitted electronically via the internet.

Application Status • Regularly Advertised Positions: • Active for the period of time from the date the position opens through the closing date. Continued…

Application Status • An application will be removed from further consideration for the position when the applicant: • Fails to attend a scheduled interview. • Cannot be contacted by the hiring official at the telephone numbers or address given. Continued…

Application Status Note: The hiring official is required to attempt to make at least three attempts to contact applicants by phone over a two-day period during different times of the day. Also, a supervisor may contact applicants in writing at the address or phone numbers listed on the applicant’s State of Arkansas application or resume submitted.

Application Screening • Recruitment will evaluate the applications for the OPM Minimum Qualifications. • Applicants will be notified of status to the email address used on arstatejobs.com: • Received • Meets/does not meet MQs • Incomplete Recruitment refers to all of the minimum qualified applications to the hiring official.

Veterans’ Preference Law • Entitles eligible: • U.S. Military veterans • Unmarried widows or widowers of veterans To a preference in hiring over other applicants, provided the individual possesses substantially equal job qualifications. Continued…

Veterans’ Preference Law • Applicants may have five points added to score if they are: • Honorably discharged war veterans and submit Form DD-214. • The widows or widowers of war veterans and submit documentation on their spouse’s enlistment, induction or entry to active duty, marriage license and death certificate. Continued…

Veterans’ Preference Law • Applicants may have ten points added to score if they are: • Service-connected disabled war veterans and their spouses must submit Form DD-214 and a disability letter from the Veterans Administration dated within the last six months. • Veterans over fifty-five years old who are disabled and entitled to compensation under existing laws submit their DD-214, birth certificate, and an affidavit showing proof of disability.

Benchmarking Guidelines • When there are ten or more applicants on the list, the benchmarking method may be utilized. • There is no minimum number of applications required for each benchmark category group. Three Groups: • Very Well Qualified (Ideal Applicant). • Well Qualified (Normally Acceptable). • Minimally Qualified (Barely Acceptable). Continued…

Group C – Minimally Qualified • Basically the minimum qualifications for the job class established by OPM. Continued…

Group B - Well Qualified • This group builds on Group C. • This is the point that the preferences are added. • Preferences must be clearly stated in the job advertisement. Continued…

Group A – Very Well Qualified • This group builds on Group B. • Build on the preferences from group B. • Remember preferences must be clearly stated in the job advertisement. NOTE: Supervisors may submit the HR-1158 (Job Description) to the Recruitment coordinator by email to be posted in the advertisement on arstatejobs.com. Continued…

Health Services Specialist II – Benchmark Criteria • Group A: • High school plus two years of college/tech. • Four years working experience in office setting and customer service. • Three years Mathematical/Accounting procedures. • Three years computer skills or data entry. Continued…

Health Services Specialist II – Benchmark Criteria • Group B: • High School plus one year college. • Three years working experience in office setting and customer service. • Two years Mathematical/Accounting procedures. • Two years computer skills or data entry. Continued…

Health Services Specialist II – Benchmark Criteria • Group C: • High School diploma. • Two years of general office experience. Continued…

Continued…

Benchmarking Guidelines • Must be written in advance of application evaluation and must be submitted with the Job Vacancy Request (JVR). • Must not be adjusted to the qualifications of a particular applicant. • Should remain the same with each JVR for a specific position.

Benchmarking Guidelines • Must be a part of the hire packet personnel record. • Hiring supervisors preferences used in criteria should be clearly stated in job advertisement.

Developing Benchmarks • Use state OPM Minimum Qualifications. • Functional job description (HR-1158). • Performance Evaluation (HR-1974). • Hiring official’s knowledge of position.

Supplemental Application Information Questionnaire (Optional) • Develop a questionnaire similar to an interview. • Ask job-related questions. • Ask for information applicable to the position they applied.

Supplemental Application Information Questionnaire (Optional) • Mailed to all qualified applicants to be returned in a reasonable time – usually one week. • Sort into the three grouping method for Benchmarking.

Recruitment and Hiring at ADH