Management: Recruitment and Selection
The Vacancy Announcement
North Dakota Administrative Code, Chapter 4-07-05, contains various requirements to be aware of during the recruitment process:
4-07-05-04: "An appointing authority shall notify human resource management services of each vacant classified, nontemporary position that the appointing authority intends to fill through external recruitment. The notification must be submitted prior to beginning the recruiting effort and may be in the form of a completed vacancy announcement, letter, or memo and transmitted electronically or by mail. An appointing authority that lists vacancies with job service North Dakota need not provide notification to human resource management services."
4-07-05-05: "When an appointing authority proceeds to fill a vacant classified, nontemporary position through external recruiting, the appointing authority shall ensure that the public has the opportunity to know of and apply for the position..."
4-07-05-05.1: "When an appointing authority proceeds to fill a vacant classified, nontemporary position by recruiting an individual who is a current employee of the appointing authority, the appointing authority shall ensure that all employees occupying classified positions of the appointing authority have the opportunity to know of and apply for the position. An appointing authority may specify a work unit or work units within the agency from which applicants may be considered..."
4-07-05-09(1): "A vacancy announcement may not contain minimum qualifications that are less than the established minimum qualifications on the class description, but it may contain more specific requirements."
As you are preparing the job announcement and considering whether to recruit internally and/or externally, look within the agency as a possible source of qualified applicants for your vacant positions. Motivated workers seek and demand growth opportunities for themselves. Take advantage of the situation to see who within your agency qualifies and would welcome and handle increased responsibility.
Temporary employees can be considered as internal applicants if they have been selected on an open and competitive basis at the time of employment to the temporary position. Interns may be considered internal applicants if they have completed a documented internship with the agency within a two-year period immediately prior to the employment date. (NDAC 4-07-05-05.2)
Human Resource Management Services maintains a web site where agencies may post their position vacancies. To have a vacancy posted on the Internet, e-mail your vacancy announcement as an ‘Attachment’ to Human Resource Management Services. If you are unable to e-mail your announcement to us, you may fax it to us at 328-1475. Human Resource Management Services will then upload the announcement to the Web for worldwide distribution! The announcement will also be distributed via e-mail to those job seekers who have subscribed to the Listserver. Job Service is also notified of any job vacancies via the Listserver. Visit Human Resource Management Services’ web site to see for guidelines on how to submit your job announcement.
Vacancy announcements are posted in the elevator lobby on 14th floor of the State Capitol, as well as at Job Service offices and university placement offices. To view job announcements on the World Wide Web, go to the Job Vacancies Index.
- Vacancy Announcements: What to Include
- Position number and title; and full time, part time or temporary status
- Salary range or hiring range
- Type of recruitment (external, internal/external, internal)
- Application closing date
- Agency, location of work and whom to contact for more information, including the North Dakota relay number or a TTD number
- Minimum qualifications and any additional preferred qualifications
- Summary of work
- Application procedures and requirements in terms of tests, job demonstrations, etc., including any documentation required by the closing date, i.e. veterans' preference documentation, etc.
- A statement confirming nondiscriminatory intent, such as "Equal Opportunity Employer" or an affirmative action statement
- A notification on whom to contact for accommodation or assistance in the application and interview process
- Including the above items in every vacancy announcement helps ensure consistency in the recruitment aspect of the employment process.
Other Recruitment Sources
In addition to the job announcement system, there are a variety of other sources available to recruit qualified applicants for a position vacancy. The key factor in successful recruitment is to gear the recruitment source to the type of job to be filled. For example, when recruiting for a clerical position, the local market may provide the best source of qualified applicants. Therefore, local advertising or local employment agencies may be the best avenue for finding qualified applicants. For a professional-level position requiring a high degree of specialized knowledge and skill, a regional or national recruitment effort may be the best source to provide a pool of qualified applicants.
- Newspapers and Professional Journals
One of the most common methods for recruiting applicants is through the media - newspapers, trade journals, etc. Careful planning in the content, timing, and location of newspaper ads can generate a large response from qualified applicants.
In planning the content of an ad, you will want to include the same items as those listed in the box on the previous page. Since advertising is not always feasible or cost effective, you may want to include only minimal information and state that a position description or further information is available by contacting your office.
Consider whom it is you want to reach, what it is you want to tell them to draw their interest, and how to do so effectively within the size of the ad and budget limitations. The way the ad looks and reads is a reflection of your agency and the State. Above all, exercise caution so that wording does not violate equal employment opportunity laws and regulations. Do not make references to sex, age, etc., unless a bona fide occupational qualification exists.
Next, consider the best time to run an ad. Ask the newspaper which day is the best to run an ad for a specific job category. Not only is a specific day of the week significant, but the time of year can also be influential in the responsiveness to an ad. For example, major holidays may be times when employment ads don’t do well. Also, consider that early March is about the time college graduates begin their job search.
Then consider where to advertise—the location and circulation of the newspaper or the readership of a professional journal.
Finally, newspaper and professional journal advertising can be quite expensive. If you are going to spend a great deal of money in advertising, make sure your ad reads and looks precisely the way you want. Ask to see a proof of your ad prior to publication.
- Combo Ads
Human Resource Management Services coordinates placement of ads from the various state agencies in one central location in the Sunday issue of four major newspapers: The Bismarck Tribune, Minot Daily News, The Fargo Forum, and Grand Forks Herald. The ad is easily recognized by job seekers because of its size and bold headings. The cost of the ad will vary depending on the number of agencies sharing the space of the ad. However, the cost will be five percent less than a regular ad.
If you are interested in placing an ad in Sunday’s Combo Ad, contact your agency human resource representative or Human Resource Management Services for details.
- Job Service
Job Service generally recruits for all types of jobs. An advantage is that they have access to a large labor pool and can get a pool of applicants fairly quickly and cost-free to you. They screen and refer as many applicants as you say you want to consider. The caution is that it be stipulated that you wish to consider only applicants who meet the minimum qualifications as stated on the vacancy announcement. If they refer someone who is not qualified, you will need to follow standard procedures on notifying unqualified individuals.
Other sources for recruitment are: job fairs, educational institutions, search firms, professional associations, temporary help agencies, or radio and television ads.
Human Resource Management Services staff is available to assist you or your human resource representative with planning or developing your recruitment strategy.