Hiring Checklist for Agents and COSS / PA
☐ 1. Job description/posting draft to Lori by email. Please include the names and email address of anyone you would like to have access to the candidates’ information.
☐ 2. Job closed – rank applicants on form provided. The applicants have to be ranked in the computer (Lori) and approved by HR (Nikki). Once they have been approved by HR, interviews can be scheduled.
☐ 3. Schedule interviews with candidates. Also invite the appropriate people/ stakeholders to participate in presentations and the interviews. Please send a copy of the schedule to Lori.
o Send email / letter to candidates with interview information
o Agent Presentation Feedback form
o Interview Questions
☐ 4. Candidate selection – Tyrone will get approval for salary from Nikki.
☐ 5. Telephone references – We use SkillSurvey now. References are entered electronically by the candidate. A copy of the report will be emailed to the CED.
☐ 6. Fill out Applicant Selection Form when the applicant has accepted the position. Applicant Selection Form
☐ 7. Send letters to applicants not selected for an interview (email) and to those not selected for hire (email).
8. Scan and email all interview documents to Lori. This includes presentation feedback forms and interview questions (anything that has been written on)
The next step is to rank the applicants. I will attach an Applicant Ranking form here. You can use it to put on paper who you would like to interview. You can email that form back to me and Tyrone. I have to put the "tiers" in the computer to document the selection of those you want to interview. Once Nikki Kurdys approves the applicants for interview, I will let you know and you (or your AA) can schedule the interviews at that time. I will need a copy of the schedule for my file. I will attach a sample email letter that can be sent to the interviewees outlining their scheduled time and relevant information for the day. As part of the interview process for agents, they will do a presentation or seminar, usually 20-30 minutes and a question and answer interview with the administrative team - usually the CED, DED, an NCA&T (if applicable) rep and maybe one or two people you feel would be beneficial to be there.
Once the interviews are held and a candidate has been selected, Tyrone will get approval of salary from Nikki and you (or AA) can call the telephone references for the candidate. HR requires 3 phone references. I'll attach the form we use. When you have the references, start date and salary set, a verbal offer is made. When the offer is accepted, I'll ask you to fill out this form:
**Note about start dates - it typically takes 2-3 weeks for a background check to be complete. A new hire cannot start work without being endorsed by the background check office. It is typical that we have new hires start on the first day of the month. We can have someone start mid-month, but if it's after the payroll cutoff date, they won't receive a paycheck until the end of the following month - so it could be 6 weeks before they get paid**
From there, I will work on the hiring packet. A background check will be initiated, an offer letter drafted, etc. Almost everything else after the interview, offer and references, I handle from here. There will be things that your AA can do prior to the candidate starting work - order a name tag, business cards - that I can help her with if she needs it.
"Dear John" letters to the folks not interviewed and to those not hired after an interview will need to be sent out as well. I'll attach a sample of each of those letters, too.
Please let me know how I can help.
EIT - Removing a Separated Employee
Follow your county guidelines for any county requirements