Assignment:
CASE STUDY for RECRUITING, INTERVIEWING & SELECTION
ASSIGNMENT:
A.) Using the job description contained in this document as a starting point, review the description, and conduct some research to complete the following tasks: (Answers should be in an organized document with sections A, B, C with answers to questions placed under their respective section.
• Determine what the salary level is for the City of Boston position.
• Is the position a union position? If yes, which one?
• Develop an explanation of what the person would actually be doing in the job in plain English (without re-using the same language in the description).
• What phrases or terms are difficult for the team to understand and what are their meanings?
• Re-write the job description to update it and make it more attractive to job candidates. Look at online resources for jobs with similar responsibilities. Edits can include job title, the overview section and how the responsibilities and minimum qualifications are written, but the overall position needs to remain the same.
B.) You are part of the screening committee. Your role is to:
• Develop questions based on the job description specifics that would narrow down the applicant pool to a more qualified one. What are the most crucial qualities needed, and why.
• Develop a set of questions that would identify someone who has the skills, and interpersonal fit for the organization.
C.) In preparation for an interview:
• Define who would be a part of the screening team
• Develop a role play for the screening team and an applicant for the position that results in a 5 to 7 minute interview. Write up questions and answers for a well trained interview team and applicant, and a role play for a team that does not reflect best practices.
• As part of the role play, define what the candidate's well qualified (internal and external) and not so well qualified profile would look like.
Brief Job Description (essential functions of the position):
Under the direction of the Commissioner, assist in the day-to-day administration of the Environment Department.
Responsibilities:
Responsibilities include but are not limited to:
• Prepares job requisitions and hires and on-boards staff.
• Prepares payroll; manages attendance and tracks vacations, sick time, and personal time. Maintains personnel records.
• Serves as liaison with Human Resources Department to inform staff about human resources policies and ensure implementation.
• Oversees departmental calendars for conference rooms and equipment.
• Manages asset tracking and reporting for computers, laptops, monitors, telephones, copiers, printers, and other department equipment
• Ensures the operation and maintenance of office equipment; contacts service providers when necessary.
• Maintains inventory of office supplies and processes purchase orders as necessary.
• Provides backup for receptionist and grants administrator as needed.
• Provides staff support for Commissioner and department as needed.
• With Grants Administrator/Financial Specialist, reviews, on a monthly basis, expenses for all external funding, invoicing, and payments.
• Prepares annual departmental budget.
• Coordinates the reconciliation of the department's financial records with the City's PeopleSoft System.
• Prepares purchase orders for services, and pays invoices associated with purchases orders and requisitions.
• Manages annual budget.
• Prepares reports requested by the Office of Budget Management
• Serves as backup for cash receipts administration
• Performs related work as required.
Qualifications:
Minimum Entrance Qualifications:
• At least three (3) years of full-time, or equivalent part-time, experience in office administration or management, accounting, and financial reporting with a concentration in basic accounting and record keeping.
• An undergraduate degree with a major in business administration, public administration, or business management may be substituted for the required experience on the basis of one year of such education for six months of the required experience.
• Ability to communicate effectively orally and in writing; to collect and analyze financial data; to prepare reports with findings and recommendations
• Ability to establish and maintain effective working relationships with colleagues, vendors, employees in other departments and external agencies.
• Demonstrated ability with software such as Microsoft Office, including Word and Excel.
• Proficiency in software such as PeopleSoft BAIS Financials and Human Capital Management strongly preferred.
• Ability to exercise good judgment and focus on detail as required by the job.