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Week3

Task Statements: Human Resource Receptionist

Student Name

Rocio Franz

What action is being performed (verb)	To whom/what is the action directed (receiver of the verb)	How is the action performed (procedure, tools, equipment)	Why is action performed (purpose)
Distribute mail	Incoming mail	Receive delivery from Mail room \|	Distribute mail to the appropriate employees \|
Schedule appointments	Schedule appointments for HR director	\| Schedule appointments in outlook	Schedule meeting for HR Director with employees or other contacts.
Corresponding	Incoming inquires	\| Use of word and excel	Initiate responses to incoming inquiries
Answer Phones	Incoming calls	Switchboard	Forward to appropriate employee
Greeting\|	Incoming clients/employees	Front desk	To insure hospitality at the front desk.
Filing	Employee files and incoming correspondence	Files/filing system	The ability to file and retrieve files as needed in current filing system

Task Statements

1	Receive and distribute incoming mail to the appropriate employees
2	Schedule appointments for employees and new hires
3	Correspond with the income inquires
4	Answering the phones and directing calls to the appropriate employee
5	Receive incoming person with hospitality \|
6	File personal files and incoming correspondence
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KSA Statements: Human Resource Receptionist

Student Name

Rocio Franz

	Task Statement (copy/paste all task statements here)	Knowledge (cognitive skill)	Skill (learned)	Ability (competence)
1	Distribute mail to appropriate employee	Knowledge of personal and departments	One year experience typing	Ability to read proficiency
2	Schedule appointments	Knowledge of calendar and outlook	One year experience	Ability schedule appointments
3	Corresponding 1 – 3years	Proficient in word and excel	Minimum 1 to 3 year experience	Ability to handle mail and send it to the right department or employee. Good writing skills.
4
5
6
7
8

KSA Statements

1	Good reading, typing skills.
2	Organization and ability to schedule appointments
3	Good writing skill, ability to handle mail, knowledge and proficient in word and excel.
4
5
6
7
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Position: Administrative executive Receptionist

Description

In the department of Human resources The administrative Receptionist provides office and clerical support to assist with the efficient operation of the department of human resources. To accomplish these tasks, the administrative executive receptionist works closely with the staff and duties of human resources.

Responsible To:

Business Manager, Assistant the HR director calendar and other duties assigned.

Qualifications

1. High School diploma or equivalent.

2. Experience as a secretary and receptionist.

3. Demonstrated typing and filing skills.

4. Experience in using various computers and computer programs. Excel, outlook, word, etc.

Essential Functions:

1. Provide office and clerical support to assist with the efficient operation of HR department

2. Ensure that all activities conform to HR.

3. Communicate effectively with all members of the organization .

4. React to change productively and handle other tasks as assigned.

5. Appropriately operate all equipment as required.

6. Support the philosophy and vision of human resources

Physical Requirements/Environmental Conditions:

1. Requires prolonged sitting or standing.

2. Requires physical exertion to manually move, lift, carry, pull, or push heavy objects or materials.

3. requires stooping, bending, and reaching.

4. Must work in noisy and crowded environments.

5. Must be able to climb stairs and use a small step ladder.

General Responsibilities

1. Welcome visitors and arrange for their comfort.

2. Screen telephone calls, directing them to the appropriate person/department.

3. Screen and route incoming mail.

4. Compose, type, and copy correspondence, reports, bulletins, records, and other materials.

5. Obtain, gather, and organize pertinent data as needed.

6. Perform all secretarial and bookkeeping duties as needed by HR director

7. Perform any bookkeeping and data processing task as needed.

8. Maintain an orderly filing system.

9. Schedule appointments, make travel arrangements, and assemble material for Meetings for HR director.

10. Assist in planning meeting agendas, and assist in preparing meeting summaries.

11. assisting the public and employees with personnel questions, following company policy when dispensing information, reviewing and processing forms for personnel changes, monitoring staff time and payroll items, handling the HR director’s calendar.

Reference

-Functional Job Analysis: A Foundation for Human Resources Management (Applied Psychology Series).

Sidney A. Fine (Author), Steven F. Cronshaw (Author).

1. Human resource management ,8 th Edition

Raymond A.Noe, John Hollenbeck, Barry Gerhard, Patrick M Wright.

- https://www.jobsetc.gc.ca/eng/pieces1.jsp?category_id=2802&root_id=2801

The Community Tool Box is a service of the Work Group for Community Health and Development at the University of Kansas.

Good work on these sections...the tasks and the statements are specific and measurable; and the KSA’s are identifiable and helps determine the level and required job skills, but needed three more based on your task statements.. The job description contains all the necessary information/sections.

Literature review to support the job analysis process was not completed/submitted - points were not awarded for this section.

At the heart of almost every human resources management program or activity is the need for accurate and thorough job information. Job analysis is thus a prerequisite activity for the effective management of human resources.

Human Resource Management Recruiting, Hiring, Evaluating, and Compensating

Professor Carlos Jon

Rocio Franz

HRM590 Written Assignment #2

1. A – Job Ad:

Job Title: Human Resource Receptionist

Description:

Position requirements: Experience with Microsoft Office. Must be able to stand for a long time and lift heavy amounts repeatedly. Duties include handling incoming calls, emails, inquiries, regular office functions, and scheduling meetings for HR department. Minimum typing speed of 60/wpm. Salary DOE. Apply at http://www.mycompany.com/hr/job132.html

B - Recruitment Plan:

Goal:

To recruit 1 Human Resource Receptionist to fill open entry level position.

Strategies:

1. Place ads on appropriate websites for maximum exposure. Ad will be placed on the following sites.

0. ksl.com – this is a popular website for local hiring.

0. The company HR website – will allow for a more detailed description of position and requirements.

Structure:

1. The official recruiting cycle for the Human Resource Receptionist will commence on Monday and will end in approximately 35 working days.

1. All recruiting efforts will be coordinated through the human resources department coordinator or his or her designee.

1. Provide Annual review of new hire.

Graphic Summary of Recruiting process:

2. Selection Methods:

1. Application – Gather all necessary information to begin the selection and review process.

1. Typing Test – Will allow us to narrow down the possible applicants by testing if they first meet our set standard.

1. Skills Tests – Will narrow down possible applicants even more by testing them to see if they can pass the necessary skills tests need to complete their job correctly.

1. Structured Interviews – Which should include behavioral questions and dealing with common situations that will occur in position they are applying for. This will give us a better understanding of the type of person the applicant is and if they can handle the day to day operations of the position.

3. Performance Evaluation

Annual Performance Review

Employee Name	Cathy Smith
Title	HR Receptionist
Date of Review Period	2010
Supervisor Name	Rocio Franz
Department	Human Resource

Exceeds Expectations = 5

[employee has exceeded objective, time and quality]

More Than Satisfactory = 4

[employee has slightly exceeded either time and/or quality]

Satisfactory = 3

[employee has met objective, may be just under objective on time and quality]

Less Than Satisfactory = 2

[employee has not met objective on either time or quality]

Needs Improvement = 1

[employee far below on both time and quality]

Task	Objective/Measurement	Results	Comments	Ranking
Typing	96% accuracy	90%	She was under the objective of 96%, but not by far.	3
	Complete within 48 hours of submission	Within 24 hours	Exceeded the time objective	5
Filing	98% accuracy	82%, unable to find files for labor issues	Need to be able to find the files when needed. Files should be clearly marked and she should know the alphabet	2
	Complete by end of the day	By end of each week	When the files are not filed, it can make it harder to find them when you have to look in more than one location for them. Also takes more time than it should.	2
Answer phones	Answer within 3 rings	Within 2 rings	Exceeded objective.	4
	Screens calls	Forwards all calls where she could have provided information	Her job is to screen calls and answer the phone within 3 rings. Can’t always do that if having to provide long answers.	4
	Provide messages upon return or availability of staff	Feedback that messages not always given to staff	Late or missing messages could be result in lost business and poor customer service.	2
Provide information	Provide prompt and accurate information	Customers often request to speak to someone else	Her accent could make it hard for people to understand her, but she needs to give proper information.	2

Task	Objective/Measurement	Results	Comments	Ranking
Input applications	100% accuracy	70%	Incorrect information on applications could result in unnecessary rejections.	2
	Complete by job ad deadline	Completed by deadline
Mail job flyers	No returns of flyers	20% of flyers returned due to address changes	Flyers were mailed on time. Address changes should be expected because people move all the time.	4
	Mailed day jobs open	Mailed on time
Distribute staff mail	100% accuracy	Unable to track, staff states not receiving mail	Missed deadlines results in lost business and poor service.	1
	By end of day	Mail sometimes not received by staff
	Overnights within 10 minutes	Overnights not timely, resulting in staff missed deadlines
Log checks	100% accuracy	100% accuracy	Finished on-time but could use a little work on delivering before payroll calls.	3
	Provide log/checks to payroll by end of each day	Payroll often calling for logs and delivered by end of day
Recruitment folders	Created before job ad opens	Files always ready	Needs improvement on her filing skills as for the same reasons mentioned before.	3
	Applications properly filed	Applications often misfiled, discovered when applicant calls.
Job hotline	Recorded evening before job opens	Recorded timely	Give the job to someone else because of her accent being hard to understand.	4
	Information accurate and clear	Information accurate, difficult to understand due to accent
Personnel forms	Completes by weekly deadline	Always behind, missing deadlines resulting in employee changes not processed timely	Not acceptable to always be behind causing others changes to be not processed timely.	1
	98% accuracy	77% accuracy
OVERALL PERFORMANCE EVALUATION RANKING
Development Plan	Scored 42 out of 75. (56%) Needs some work on her filing skills. Also needs more training in areas where she can’t answer questions. A little more practice on typing would also improve her accuracy.

4. Literature Review

1. Recruitment

HR Management Guide. (n.d.) Recruitment and Selection. simplehrguide.com. Retrieved October 12, 2013. from http://www.simplehrguide.com/recruitment-and-selection.html

The website gives lots of useful information on recruiting and the HR process in general. It also

has many links and additional information. It appears to be updated on a regular basis and

contains updated news for HR individuals.

1. Selection

Thomas H. Stone. (n.d.). Understanding Personnel Management, Dryden Press. Explorehr.org. Retrieved October 12, 2013. from http://www.explorehr.org/articles/Selection_+_Recruitment/Types_of_Selection_Methods.html

The website gives useful and current information on different selection methods. The website provides additional information on the different parts of HR management. It also has several different tools for HR management.

1. Performance Evaluations

Tyler Lacoma. (n.d.) Employee Performance Evaluation. eHow.com. Retrieved October 12, 2013. from http://www.ehow.com/info_7938098_employee-performance-evaluation.html

The website gave interesting information on the value and usefulness of employee evaluations.

Good work on the performance appraisal form and providing constructive comments/feedback and ratings corresponds to the results - although typing should be a rating of "2" since the objectives were not met. I would also add a specific objective like take a course in time management and time line (complete course in 90 days and review progress).

The job ad is a good start...needed more job duties/responsibilities for the applicant to have an understanding on what the job entails - see attachment for a sample...

The recruiting plan is good with the company website...how about local colleges/job fairs and internal job posting; and selection process - per your structured interview approach is good and the skills testing...need to add background and reference checks.

The literature review sources are good...but missing the 2 - 3 page summary of those articles/sources...points were not awarded.

ActivityBeginThroughBeginThrough

Initial ConsultationDay 1HR & Hiring Manager

Position Description DevelopmentDay 2Day 3HR & Hiring Manager

Marketing/Ad Campaign DevelopmentDay 5Day 10 HR

Applicant ScreeningDay 5Day 12Determines ViabililityHR

Candidate AssessmentDay 6InterviewsFormalHR

Interview Question DevelopmentDay 5Pre-InterviewHR & Hiring Manager

Pre-interview Client Consultation Day 13Candidate ReviewHR & Hiring Manager

Interview Question SelectionPre-InterviewHR & Hiring Manager

Schedule/Coordinate InterviewsDay 14HR

First Round Interviews Day 15HR & Hiring Manager

Background/Reference Checks on FinalistsDay 19Day 21Requires 2 daysHR

Submit Finalists for ReviewDay 23HR

Final InterviewsDay 24HR & Hiring Manager

Offer PositionDay 25Allows for notice Hiring Manager

Send Regrets to Remaining ApplicantsDay 26HR

New Employee StartsDay 35Candidate

ProjectedActual

NotesWho