A step by step guide to recruiting vacancies

Position Summary:

• The summary should be a brief overview of the position’s duties and responsibilities

• Try to include the essential function statement or essential duties that are listed in the position description

• The language included in the recruitment request must be job related, nondiscriminatory and should match the requirements in the position description

Posted minimum qualifications:

• The posted minimum qualifications are the education/experience/skills/training necessary for this position

• The target has official minimum qualifications for each classification title. The posted minimum qualifications can require more education and/or experience than the minimum qualifications but never less than the official minimum

Example: Official minimum qualification- Bachelor’s degree and two years of experience

The Hiring Department can ask for a Bachelor’s degree and three years of experience but can not ask for a High School diploma and five years of experience or a Bachelor’s degree and one year of experience

Posted minimum qualifications (cont):

• This section allows the hiring department to specify the exact type of education, experience and/or skills desired for the position. Preferred experience may also be added in this section

• Applicants can be better tailored to your position by being more specific on your posted qualifications

Education example- Bachelor’s Degree in Business Administration, Accounting or related field

Experience example- High School diploma and four years of office or clerical experience. Previous University experience is preferred

Skills example- Knowledge of Microsoft Office products is required. Excellent interpersonal, organizational, and problem-solving skills desired. The candidate should be customer-service oriented

Posted fixed annual salary or salary range:

• The posted salary range must be within the classification title’s pay grade or pay range) but cannot exceed the approved budget amount for the position

• A candidate can only be offered an amount that falls within the posted salary range

Example: If a posted salary range is $25,000- 30,000. The candidate cannot be offered $32,000 because it is outside the posted salary range

Posted fixed annual salary or salary range:

• The entire pay range should not be posted because applicants may apply expecting to be paid the top figure

Example: the salary range for a Clerk is $16,564-38,946. Only a portion of the range should be posted so a range of $17,500-21,000 would be acceptable but the entire range would not be)

• The posted range should be no more than the department is able to pay an employee and no more than what is budgeted for the position

Desired application/recruitment deadline:

• Complete the ‘Desired application/recruitment deadline’ field in a mm/dd/yyyy format

• The minimum posting period is two weeks

• There is no longer the option of ‘Open Until Filled’

• Keep in mind, applications will not be available for review until after the recruitment has closed

Special instructions to the candidates:

If there are any special instructions for the applicants, they may be entered in this field

Example: Please attach a writing sample in addition to your resume and cover letter or include a minimum of three references on your application/resume

Hiring authority’s contact information:

• Enter the hiring authority’s name, title, phone extension, email and fax number

• This information does not display to the applicants, it is solely for the Employment department’s usage

• If there is a second point of contact (ex. business manager or secretary) enter his/her name, extension, email and fax number after the hiring authority’s information

Outside advertising

• Hiring departments may choose to approve advertising up to a specific dollar amount or they may choose to know the exact cost of the advertising prior to the ad being placed. The Employment department will contact the hiring authority after a quote is received from Advertising firm/newspaper

• Outside advertising dates should coincide with the internal requisition

• Hiring departments may place their own advertising if they desire, but the advertisements should be run by the Employment department for review to ensure the appropriate legal information is included in the ad

• If a hiring department is placing their own advertisement, it should include the position number and refer applicants to the website to apply for the position

Review:

After the posting/requisition form tab has been completed, review the information to ensure it is correct and coincides with the information in the position description.

Review

Verify:

• Is the posted salary range within the position’s pay grade/range?• Is the posted salary range a portion of the pay grade and not the

entire range?• Do the posted minimum qualifications match the position

descriptions qualifications? • Do your posted minimum qualifications meet or exceed the official

minimum qualifications for the classification?• Is the position close date a minimum of two weeks in the future?