What is the Hiring Sequence?
Strategic Hiring for Municipal Success: A Step-by-Step Guide to Finding the Right Fit
Hiring a new municipal employee is an important, yet time consuming process. Before advertising, the municipality should take the time to analyze what skills, education, and experience are essential for the position. Most employers rush to replace an employee who is leaving, but a vacant position is a great opportunity to slow down, review what role the position plays, and organize the process to ensure the best fit. It is important for employers to follow the hiring policies and collective bargaining agreements they have in place. Best practices to consider in the hiring process are highlighted below and are explored in depth throughout this chapter:
• Review the job description. Make sure it is current and accurately reflects the combination of skills and experience necessary to do the job effectively.
• Create a recruitment plan. Where will the municipality advertise the position and for how long? What will the application process be (application form, resume, letter, etc.)? Who will be conducting the interviews? Will a selection committee be used?
• Advertise the opening. If policy allows, the municipality may advertise the position internally first, but if it does not hire internally, it will need to publicly advertise the position. See ideas for where to post the job later in this section.
• Develop application material screening criteria. Using the job description, develop criteria for screening application materials. The same criteria should be used for all applications and often includes minimum qualifications (education/experience), special skills or licenses, years of directly related experience, etc.
• Screen the application. Use the same criteria for all applications to select the most qualified individuals to invite for an interview.
• Develop a plan for the interview. Prepare a list of interview questions that relate directly to the job description. Decide how the municipality will evaluate the candidates who interview.
• Schedule and conduct the interview. Use the same set of questions for each applicant and have the same selection committee present during each of (and all) the interviews. Be sure that the selection committee understands what they can and cannot ask in an interview.
• Skills testing. Will the municipality be testing the candidates for basic skills such as word processing, customer service, phone skills, excel spreadsheets? If so, all applicants must be given the same skills test.
• Check references. References are typically checked following an interview and only for the top candidate(s). Remember to ask only for job-related information during reference checks. See best practices for conducting reference checks in this section.
• Conduct a criminal background check. This check is required when hiring a police officer and strongly recommended for many other positions that may involve handling cash, working with youth and more. See best practices for conducting background screens in this section.
• Make the job offer to the successful candidate. Remember to notify all applicants that the position has been filled.
• Welcome the new employee to the organization. Have her/him complete required employment paperwork (For example, the W‐4 form or I‐9 Proof of Authorization to work in the U.S.).
• Review the job description. Make sure it is current and accurately reflects the combination of skills and experience necessary to do the job effectively.
• Create a recruitment plan. Where will the municipality advertise the position and for how long? What will the application process be (application form, resume, letter, etc.)? Who will be conducting the interviews? Will a selection committee be used?
• Advertise the opening. If policy allows, the municipality may advertise the position internally first, but if it does not hire internally, it will need to publicly advertise the position. See ideas for where to post the job later in this section.
• Develop application material screening criteria. Using the job description, develop criteria for screening application materials. The same criteria should be used for all applications and often includes minimum qualifications (education/experience), special skills or licenses, years of directly related experience, etc.
• Screen the application. Use the same criteria for all applications to select the most qualified individuals to invite for an interview.
• Develop a plan for the interview. Prepare a list of interview questions that relate directly to the job description. Decide how the municipality will evaluate the candidates who interview.
• Schedule and conduct the interview. Use the same set of questions for each applicant and have the same selection committee present during each of (and all) the interviews. Be sure that the selection committee understands what they can and cannot ask in an interview.
• Skills testing. Will the municipality be testing the candidates for basic skills such as word processing, customer service, phone skills, excel spreadsheets? If so, all applicants must be given the same skills test.
• Check references. References are typically checked following an interview and only for the top candidate(s). Remember to ask only for job-related information during reference checks. See best practices for conducting reference checks in this section.
• Conduct a criminal background check. This check is required when hiring a police officer and strongly recommended for many other positions that may involve handling cash, working with youth and more. See best practices for conducting background screens in this section.
• Make the job offer to the successful candidate. Remember to notify all applicants that the position has been filled.
• Welcome the new employee to the organization. Have her/him complete required employment paperwork (For example, the W‐4 form or I‐9 Proof of Authorization to work in the U.S.).