HIRING GUIDE TO
MESSAGE TO HIRING TEAMS
Water Street Mission is a dynamic and growing organization that is regularly looking for talented individuals to join our team.
This resource will guide hiring managers and hiring teams through the hiring process from requisition to new employee onboarding.
WSMHIRINGPROCESS
Step1: RequisitionFormCompletion
Step6: 2ndInterview
Step2: HRKickoffMeetingwithHiringTeam
Step7: CompensationDiscussion
Step3: PositionPosting
Step4: Application
Step5: 1stInterview
Step8: ReferenceChecks
Step9: OfferProcess
Step10:
Step1:RequisitionFormCompletion
COMPLETEDBY:HIRINGMANAGER
HiringmanagercompletesHR-001PersonnelRequisition.Toavoiddelays,allfieldsabovethe shadedareamustbecomplete.
POSITIONTITLE,DATECOMPLETED,COMPLETED BY,DEPARTMENT
Whoiscompletingtherequisitionform,when,fromwhatdepartment,andforwhichposition?
NEWINBUDGETorREPLACEMENT
Onlyoneoftheselinesneedstobecompleted.Ifthisisanewlybudgetedform,summarizereasonforthenew position.Ifareplacementposition,documenttheemployeevacatingthepositionbeingpostedandwhen is/wastheirlastday.
FLSASTATUS:
DesignateifthepositionisFull-timeorPart-timeandHourly/Non-ExemptorSalary/Exempt.Also, designateifthisisaseasonal/temporaryposition.Allpositionsshouldhaveanumberofhoursper weeklistedbasedontherole’sbudgetedFTE)full-timeequivalency).Forstandardfull-time positions1.00FTE,thisis40hoursperweek.
CHECKJOBDESCRIPTION
Makesurethemostrecentcopyofthejobdescriptionisattachedtotherequisition.Ifchanges havebeenmadefromtheversionHRhasonfile,makesuretosendanelectroniccopyofthemost recentversiontoHR.
RECRUITINGSOURCESREQUESTED:
HRwillpostthepositiontotheWSMwebsiteandstandardjobboards.Iftherearespecificrecruitingresources foraspecializedposition,notethosehere.
HRreceivesthisformandverifiesapprovalfromthedepartmentLeadershipTeammember,SVPOperations, andPresident.PositionrangedisconfirmedanddocumentedontherequisitionbySVPOperations.
Step2:HRKickoffMeetingwithHiringTeam
MEETINGINITIATEDBY:HR
HRwillscheduleameetingwiththehiringteam.Together,theywill:
reviewthehiringprocesstomakesureeveryoneisclearonexpectations confirmhiringteam’sfamiliaritywithusingapplicanttrackingsystem,Breezy
HRwillprovideBreezytraining,asneeded.
Meeting topicswillinclude:
Idealtimetohire
Hiringprocesstimeline
Compensationrangeforposition
Reviewingthehiringprocess
Talkingthroughthejobdescription Understandinghiringteam’sneeds
ThisisanopportunityforthehiringteamtoaskquestionsandmakesuretheyareclearonWSM’shiring process.
Step3:PositionPosting
COMPLETEDBY:HR
HRactivatesthepositioninBreezy
ThisautomaticallypoststhepositiontoWSM’swebsite.
ThisautomaticallypoststhepositiontoBreezy’sstandardjobboards,whichincludesIndeed.
Step4:Application(CandidateExperienceBegins)
THISSTEPINVOLVES:HR&HIRINGTEAM
Whencandidatesrespondtothepositionposting,theywillberequiredtoattachtheirresumeandcompleteWSM’s onlineapplicationform.Forin-personcandidatesandjobboardsnotintegratedwithBreezy,theHRteamwillmanually uploadthecandidate’sinformationintoBreezy.
HiringteamswillreceiveanemailnotificationfromBreezyeachtimeanewapplicationisreceived/hasbeenuploaded.
Oncereceived,hiringteamsneedtoreviewtheapplicationmaterialsandrespondtoacandidate’s applicationbytheendoftheweek.Thisisadecisionofeither:
YES-Wedesiretomovethiscandidateforwardintheprocess
NO-Wedonotwishtomoveforwardwiththiscandidate(candidatewillreceiveautomatedemail)
DecisionsmustbedocumentedinBreezy,bothforcandidatesmovingforwardandcandidatesnot movingforward.Why?Thisdocumentationiscriticaltoestablishconsistencyandobjectivityofhiring decisionsifWSM’shiringprocessiseverchallenged.
HiringteammembersshoulduseBreezy’staggingfunction(@team)toensureotherteam membersarenotifiedwhendiscussingacandidate.
NOTE:HRreservestherighttosuspendajobpostingwhenhiringteamsaren’tdemonstrating theabilitytoconsistentlyrespondtocandidateswithinaweekanddocumentthereasonsfor hiringdecisions.Whenthisoccurs,HRwillscheduleafollow-upkickoffmeetingtoconnectwith thehiringteamandreinforceexpectationsbeforerepostingtheposition.
Step5:FirstInterview
THISSTEPINVOLVES:HIRINGMANAGER+2OR3MEMBERSOFTHEHIRINGTEAM
Thehiringmanagerisresponsibleforschedulinginterviewswithcandidates.HRrecommendssendinga confirmationemailafterscheduling.
Samplelanguage:
ThisisemailisconfirmationofourinterviewscheduledforFriday,January1stat12:00pm.Youwillbeinterviewing withourHRDirector,HRGeneralist,andVPofPeopleandCulture.Whenyouarriveforyourinterview,pleasegoto thesecondfloorofSieberHall(mapattached).
Pleaseletmeknowifyouhaveanyquestionsregardingtheinterview.
Thereshouldalwaysbeatleasttwohiringteammembersjoininganinterview.Toavoidoverwhelminga candidate,HRdoesnotrecommendmorethanfourteammembersperinterview.
BesuretoaskrequiredquestionsasmarkedintheInterviewQuestionBank.
Hiringteamsneedtouploadnotesfromtheinterviewalongwiththedecisiontomoveforwardornot andreasonsforthatdecision.Atthisstageoftheprocess,thedecisionnottomoveforwardshouldbe communicatedbyphonecallinsteadofemail.
Step6:SecondInterview
COMPLETEDBY:HIRINGTEAM+1REPRESENTATIVEFROMPEOPLE&CULTURE
Thehiringmanagerisresponsibleforschedulingsecondinterviewswithcandidates.InBreezyortheOutlookinvite, thehiringteamshouldconfirmthatnotesfromthefirstinterviewareforwardedtoteammembersjoiningthe secondinterview.
APeople&Cultureteamrepresentativeshouldbepresentforallsecondinterviews.
Note:Thisstepisskippedforanypositionswithaone-interviewprocess.Thesemayincludeinternshipsand temporarypositions,assistantpositions,andothernon-supervisorypositions.
Step7:CompensationDiscussion
COMPLETEDBY:PEOPLE&CULTURE+SVP,OPERATIONS
Ifacandidateisbeingmovedforwardbeyondasecondinterview,aninitialcompensationconversation(script, linked)shouldtakeplacewiththecandidatetomakesurewhatWSMisabletoofferiswithintherangeofwhatthe candidateisexpectingfortheposition.Thehiringrangehasalreadybeenmadeavailabletothecandidatewiththe positionposting,sothisconversationistoclarifyrangeplacement.
ThehiringteamnotifiesHRandFinancethatacompensationreviewneedstohappenforacandidatefollowingthefirst interview.ThecompensationreviewteammeetsTuesdayandThursdayafternoons.Placementwithinthecompensation rangewillbereviewedbasedonacandidate’sExperience,Expertise,Education,andTenure(forinternalcandidates).
Rangeplacementiscommunicatedtothehiringteam,andthehiringmanagercontactsthecandidatetodiscuss.
Thisconversationshouldnotberepresentedasapositionoffer.Thehiringmanageriscontactingthe candidatetomakesurecompensationexpectationsmatchbeforemovingforwardintheprocess.
WaterStreetMissiondoesnotnegotiaterangeplacementwithcandidates.Ifacandidatecounters, highlightthattheirexperience,educationandexpertisethattheybringtothispositionplacesthematthis pointintherange.
HRcansendinformationregardingWSM’sbenefitsforthecandidatetoreviewalongwithrange placementifrequested.Thisinformationistypicallysentalongwiththeofferletterbutcanbe providedinadvancetohelpthecandidateunderstandWSM’stotalcompensationoffered.
Step8:ReferenceChecks
COMPLETEDBY:HIRINGMANAGER+HR
ThehiringmanagercommunicatestoHRthedecisiontomoveacandidateforwardfollowingthefinalroundof interviews.Referencechecksshouldonlybeconductedforonecandidateasthefinalstepinthehiringprocess.
HRcontactsthecandidate’sreferencesandasksaseriesofpreparedquestionsforthepastoralreference,workhistory reference,andpersonalreference.NotesfromtheseconversationsareuploadedtoBreezyforthehiringteamtoreview.
Step9:OfferProcess
COMPLETEDBY:HIRINGMANAGER,HR+SVP,OPERATIONS
Afterreviewingreferencechecknotes,thehiringmanagerdecideswhethertomoveforwardwithextendingan offer.Tomoveforward,notifyHR,andtheHRteamwilldraftanofferletter.Thisletterneedstobeapprovedbythe SVPofOperationsbeforeaverbalofferconversationcanoccur.
Onceapproved,thehiringmanagercallsthecandidatetoextendtheoffer(verbalofferscript,linked).The candidatemayhaveanimmediateresponse,ortheymayneedsometimetoreflectontheoffer.1-2daysisa standardtimeframetoprovideacandidatefordiscernment,lettingthemknowwhenyouwillbecallingthemback foradecision.
Thehiringmanagershouldalsoconfirmtheanticipatedstartdateandaskaboutanytimeoffplansthecandidate hasduringtheirfirst90days.
Afterthisconversation,notifyHR,andtheHRteamwillsendtheofferletter,jobdescription,employee handbookandinformationonWSMbenefitstothecandidateforreview.Evenifthecandidatehasalready verballyaccepted,theofficialacceptanceoccurswhenHRreceivesthesignedofferletter–orane-mail confirmationifthecandidatedoesn’thaveaccesstoaprinter.
Step10:People&CultureNEO
COMPLETEDBY:PEOPLE&CULTURETEAM
HRconfirmsreceiptofthesignedofferletterandsendsthecandidateinformationforonboardingincluding instructionsforclearances.ThePeopleandCultureteambeginsplanningNEOfortheanticipatedstartdate.
RESOURCES
PersonnelRequisitionForm BreezyLogin
BreezyTraining
InterviewQuestionBank
InternalCandidateQuestionnaire