Checklist for Hiring Process Unified Personnel System - Pinellas County Government D = Department, HR = Human Resources, OHR = Office of Human Rights Planning D Contact HR to establish a proactive recruitment plan. HR will consult with you regarding;  Future needs of your organization and options to consider when filling a position  Details about your position-specific requirements  Developing and weighting the candidate pre-screening (supplemental) questions  Establishing position-specific questions for phone and on-site interviews  Options to have HR schedule interviews for you  Opportunities to have an HR representative participate on your interview panel  Available pre-employment testing options  Conducting employment reference/verification checks for you, and  Recruitment strategies for hard to fill positions Recruiting D Department enters a Requisition/Position Requirement Profile, (PRP) into Taleo including the supplemental pre-screening questions and assigned weights and then submits it for review. OHR Office of Human Rights reviews the requisition and determines justification requirements. Human Resources:  HR   Reviews the requisition and consults with the hiring manager regarding the weight or ranking associated with the supplemental pre-screening questions if not previously established. Approves and posts the job as requested in the requisition. (Open, Promotional, Departmental, Etc.). Reviews proposed external advertisement content (if any) and provides the final approved advertisement to the department. D Department is responsible for posting and payment of external advertisements to additional job boards, publications, web sites, etc. that require additional fees. D Monitor candidate pipeline and contact HR if you want to extend the closing date in order to allow more time for additional candidates to apply. If no closing date was set and you have enough qualified candidates to choose from, contact HR and ask to have the requisition “Closed” and the job un-posted from our careers website. Checklist for Hiring Process Unified Personnel System - Pinellas County Government Selection Determine candidates to be interviewed. Review and give consideration to; justification requirements (protected class candidates), veterans’ earning preference, and compliance with nepotism statute. Give all due consideration to County employees.    D   HR D Vet All qualified veterans must receive a phone interview. (Qualified veterans are those that meet minimum qualifications & have been assigned veteran’s preference points). Determines most qualified candidates and conducts pre-screening telephone interviews. HR can assist with telephone interviews as needed. After completing phone interviews, select the most qualified candidates for on-site interviews and/or testing. Vet All qualified veterans that were not selected for on-site interviews /testing must receive additional consideration by way of a second review of their applications by someone other than the person that made the original selection of candidates for on-site interviews/testing. The additional review is repeated for each step in the selection process. Schedules (or asks HR to schedule) on-site interviews and email the Position Requirement Profile, (PRP) Form and the PRP Candidate Questionnaire Form instructing candidates to review and bring it with them on the day of their interview. Schedules pre-employment testing (if needed) for top candidates, (up to two assessments for your top seven candidates). Conduct on-site interviews and make preliminary decision on finalist for the position. If a qualified veteran is among several candidates that are your “finalists”, the veterans must receive extra consideration in the final selection decision. All things being equal the tie goes to the veteran with the highest (5, 10, or 15) preference points. D Notify HR of your preliminary selection and discuss starting salary considerations, desired start date, and any issues to explore during employment reference/verification checks. HR Conducts employment reference/verification checks and reports findings back to the hiring manager. D Send a justification memo (if needed) to the Office of Human Rights informing them of your preliminary selection and providing justification for veteran’s and any other candidates that are covered by the justification requirements for this recruitment. OHR Office of Human Rights reviews the justification memo and notifies department when approved.* Checklist for Hiring Process Unified Personnel System - Pinellas County Government Pre-Employment D HR (Or HR) - (Upon OHR approval) Extends a conditional offer of employment to the selected candidate. Informing the candidate that the offer is conditional based upon successful completion of the background check which includes; employment, motor vehicle and criminal record checks, drug screening, and health screening depending on area of assignment. Upon acceptance of the conditional offer HR; changes the Taleo applicant’s status to “Hired”, changes the requisition status to “Filled”, and sends declination email notification to candidates not selected to inform them that the position has been filled. Must enter new hire information into OPUS as soon as possible and at least before Noon on the Wednesday preceding the new hire’s Monday start date. This requires knowledge of the new hire’s Social Security Number and their Date of Birth.  D   HR Instruct the new hire to contact HR (Ph. 464-3367) to schedule an appointment for fingerprinting and applicable background screening. If the position requires driving – contact Risk Management to discuss motor vehicle records checks. Note: New hire’s cannot operate County vehicles/equipment until cleared by Risk Management. Forward all Position Requirement Profile, (PRP) Candidate Questionnaire forms to the Office of Human Rights. You should have one for each candidate that interviewed on-site. Provides new hire with “Welcome Letter” and information about attending new employee orientation and begins the Onboarding process. * The practice of sending justification memos to the Office of Human Rights is currently under review and additional changes are anticipated. Hiring managers should continue to provide justification memos and anticipate further direction from HR if/when changes to the process occur.