Internal Job Application for Job Opportunities

These directions provide guidance for employees who wish to apply for internal jobs within your organization. They accompany the two-part internal job application that are pages two and three of this feature. Please feel free to use and/or modify the format to meet your organization's needs.

Internal Job Application

(Your Organization Name) is dedicated to assisting employees to reach their professional goals through internal promotion and transfer opportunities. One of the tools the company makes available to employees in managing their career is (your organization) internal job posting. This procedure enables current employees to apply for any available position either before or at the same time the position is advertised outside of the company.
Internal job opportunities are regularly posted on the "Career Opportunities" bulletin board on the right side of the lunchroom. Job openings are also posted on the “General Information” board by the time clocks.
To apply for an opening:
Step 1: Ensure that you meet the following eligibility requirements.

• You are a current, regular full- or part-time (your company) employee.
• You have been in your current position for at least six months. (Exceptions to this six-month requirement can be made by your current supervisor and should be consistent with company business needs.)
• Your performance meets performance development plan (PDP) standards or established work standards in your current position.
• You have not had an employee counseling or corrective action within six months. You are not following a performance improvement plan for your current position.
• You meet the qualifications listed for the position on the job posting.

Step 2: Complete an Internal Job Application form.
Applications are available from Human Resources, the reception area of the front office and in the form bins on the right wall of the lunchroom. Attach your resume, if you have one, to the completed application.

Step 3: Submit the Internal Job Application to your supervisor for approval.
Step 4: Submit your completed and approved Internal Job Application to HR.
Step 5: Candidates who are qualified will participate in an initial interview with the supervisor of the position, if they have not interviewed with that particular supervisor within the past six months. Finalists will participate in two additional interviews, with an HR representative and with an internal customer of the position or a manager. The selected person will be notified by the supervisor of the position.
http://humanresources.about.com/cs/recruiting/a/intjobapp.htm

Sample Human Resources Assistant Job Description

Development of the Human Resources Department

• Administers programs, procedures, and guidelines to help align the workforce with the strategic goals of the company.
• Participates in developing department goals, objectives, and systems.
Assists with the tracking of departmental and company measurements that support the accomplishment of the company�s strategic goals.
• Prepares and maintains reports that are necessary to carry out the functions of the Human Resources department. Prepares periodic reports for management, as necessary or requested.
• Participates in administrative staff meetings and attends other meetings and seminars as necessary and to represent the department.

Human Resources Information Systems (HRIS)

• Maintains the HRIS database and generates scheduled or requested reports to assist management.
• Updates employee phone directory and company organization chart. Maintains a database of employee contact information.
• Periodically audits the database to ensure accuracy.
• Assists in the development and updating of the Human Resources section of the Web site.
• Keeps employee records up-to-date by processing employee status changes in a timely manner.
• Maintains personnel files in compliance with applicable legal requirements.

Benefits Administration

• Conducts benefit orientations and other benefit training, as needed.
• Processes enrollments, changes, and terminations of participants in all benefit plans and programs.
• Reconciles monthly billing statements against payroll deductions.
• Assists employees with any benefit claim issues or concerns.
• Administers the day-to-day transactions of the 401(k) plan and processes employee loans and applications.

Training and Development

• Schedules participants into training sessions.
• Tracks participants and training records.
• Enters training records into database and maintains it.
• Tracks the implementation of the employee performance development plans (PDPs).
• Tracks the accomplishment of PDP goals.

Employment

• Advertises employee job openings first, internally, and then, externally, in keeping with company recruitment policies. Manages the logistics of the recruiting process.
• Writes newspaper classified ads and posts ads on the Internet in places appropriate to the open position including job boards, college career services offices, professional associations, and on the company's Web site.
• Sorts and reviews resumes as they arrive on a daily basis. Manages the flow of paper applications and manages the recruiting email box. Provides a first review of resumes. Maintains a filing system that retains qualified applications for one year.
• Schedules interviews for the hiring manager and Human Resources. Schedules additional interviews as needed.
• Mails out the candidate offer letter packet as requested and tracks return.
• Makes sure that the work space, computer and other equipment, mailbox, and appropriate installed software are ready for the new employee's start day.
• Conducts new-employee orientation.
• Prepares paperwork required for new hires and establishes personnel file.
• Assists the plant and front office with temporary staffing needs by contacting and working with the Temporary Staffing Agency.
• Conducts temporary employee orientation, creates time badges, and tracks current temporary employees' attendance.
• Faxes time sheets to Temporary Staffing Agency weekly for payroll processing.

Employee Relations

• Assists in the development and implementation of an employee handbook and new personnel policies and procedures.
• Files all compliance reports with the state and federal government including EEO-1 report.
• Assists with the implementation and tracking of company safety and health programs.

Compensation

• Is trained in and regularly practices backing up accounting and payroll.
• Participates in at least one salary survey per year.

Organization Development

• Participates on various committees to provide HR support and to monitor activities and completion of goals.

Executive Administration

• Sorts mail and faxes; distributes to employee mailboxes.
• Assists with Board of Directors meetings: creates board packets, meets and greets arriving board members, orders lunches, makes reservations.
• Consolidates and emails out weekly management reports to managers.
• Coordinates executive travel plans and other arrangements as needed.
• Orders flowers and cards for employees for events such as illness, death in family, birth, graduation, and so on.
• Obtains VISAs and passports for employees needing to travel abroad.

Additional

• Assumes other duties as assigned by the HR Director or the CEO.

http://humanresources.about.com/od/jobdescriptions/a/HR_assistant_2.htm

Job Specification Sample: Human Resources Director

This sample job specification for a human resources director provides an example of a job specification. This sample job specification for a human resources director describes the requirements for the appropriate person for your role. The job specification includes education, experience, characteristics, skills, knowledge, and an overview of the job requirements.
The following requirements (job specifications) were determined by job analysis and derived from the job description as crucial for success in the human resources director role. The successful candidate for the human resources director position will possess these qualifications.
Experience - Human Resources Director:

• 7-10 years of progressively more responsible positions in human resources, preferably in a similar industry in two different firms.
• Experience supervising and managing a professional staff.

Education - Human Resources Director:

• Bachelors Degree in Human Resources, Business, or a related field required.
• Masters in Business or Human Resources Management or a related field preferred.
• J.D. a plus.
• SPHR designation will receive consideration, but is not required.

Required Skills, Knowledge and Characteristics - Human Resources Director:
These are the most important qualifications of the individual selected as the human resources director.

• Strong effective communicator in writing, business presentations and in interpersonal communication.
• Highly developed, demonstrated teamwork skills.
• Demonstrates a high degree of confidentiality and unusual common sense.
• Able to direct the efforts of a team of diverse human resources professionals.
• Demonstrated ability to increase productivity and continuously improve methods, approaches, and departmental contribution while being cost-sensitive. Commitment to continuous learning.
• Expert in employment law and employee relations and communication.
• Demonstrated ability to see the big picture and provide useful and strategic advice and input across the company and on the senior executive team.
• Ability to lead in an environment of constant change.
• Experience working in a flexible, employee empowering work environment. Structured or large company experience will not work here.
• Familiarity and skill with the tools of the trade in human resources including HRIS, Microsoft Office suite of products, file management, and benefits administration.
• Experience in organization development and change management.
• Experience in multiple locations and globally is a plus.

High Level Overview of Job Requirements - Human Resources Director:
The selected human resources director must be able to perform effectively in each of these areas:

• Guides and manages the overall provision of Human Resources services, policies, and programs for the entire company.
• Overall talent management strategy including workforce planning; recruiting; hiring; training and development; performance planning, management, and improvement; and succession planning.
• Organization development, change management initiatives, and company-wide environment for employees.
• Oversee employment law compliance and compliance to regulatory concerns.
• Demonstrated proficiency in policy development, documentation, and implementation.
• Oversees employee safety, welfare, wellness and health.
• Responsible for community outreach and communication, and charitable giving.
• Managing external employment agencies, recruiters, and temporary staffing agencies.
• Analysis of the effectiveness of all human resources efforts.

http://humanresources.about.com/od/jobdescriptions/qt/specification_hr_director.htm

Sample Job Description for Office Administrator

An office administrator provides clerical and administrative support in an office environment. Often providing support to management, Prospects report the role overlaps at times with that of a PA (personal assistant.) Office administrators are also referred to as administration assistants and may work individually or as part of a wider team. The Bureau of Labor Statistics (BLS) note that employment prospects are most positive for those with knowledge of computer software applications.

1. Education

   • The BLS report that employers will accept those with a high school diploma and who possess basic office skills. The BLS notes that once hired, office administrators typically acquire more skills on the job. However, those seeking a career as an office administrator should be computer literate with strong communication skills. Many temporary placement agencies provide formal training in computer and office skills.

   Responsibilities

   • The responsibilities of an office administrator vary depending on experience, industry and size of the organization. Typical day-to-day tasks include responding to telephone calls and emails, copy typing, keeping diaries and maintaining filing systems. Prospects report that many office administrators are also required to book meeting and conference facilities and may also train, supervise and delegate tasks to junior office workers.

   Skills

   • The BLS report desirable skills for office administrators include those with good spelling, punctuation, grammar and oral communication. The ability to work independently and proficient typing skills are also important to the role. Multitasking is often required and is an integral part of the job when offering administrative support to a number of managers or departments.

   Considerations

   • Until 2018, employment has been predicted to grow by around 11 percent, according to the BLS . Although there has been an increase in technology, the BLS notes that administrative support relies on personal interaction, and therefore, can not be easily automated. Those with advanced computer skills should face the greatest career prospects whilst holders of a bachelor’s degree are in demand to act as assistants to managers and perform tasks that are more complex.

   Salary

   • Salary vary widely depending on the level of responsibility, experience, location and employer. The BLS reports the average annual salary of an administration assistant in May 2008 was $40,030. The highest earners where those employed to assist senior management of companies and those assistants earned on average $45,190. The lowest earners were those who worked in the employment sector who earned on average 33,820 in May 2008

Read more: Sample Job Description for Office Administrator | eHow.com http://www.ehow.com/about_6727528_sample-job-description-office-administrator.html#ixzz1GktDfyGj

Sample Office Manager Job Description

Office managers play an integral role in ensuring the smooth daily operations of a business by enabling others to do their jobs effectively. Job descriptions for office managers vary widely depending on the employer and the type of business. Office managers are also commonly referred to as office supervisors, administrative managers, administrative supervisors and office coordinators.

1. Duties

   • Office managers are responsible for supervising, coordinating and assigning the daily activities of clerical and administrative support staff, ensuring that work is finished on schedule and up to standard and providing guidance. Depending on the employer, office managers may also handle accounts payable and receivable, resolve customer or client complaints, plan meetings and events, handle expense reports and take on other duties.

   Education and Training

   • Depending on the employer, minimum educational requirements may range from a high school diploma to an associate's or bachelor's degree. Some businesses may require additional training or experience in areas such as human resources or accounting. Many companies fill office manager positions by training clerical and administrative support workers, then promoting them to the position of office manager, so the person is well grounded in the work that goes on within the office.

   Working Conditions

   • Office managers generally work indoors in an environmentally-controlled office setting that may include cubicles or other types of work stations and separate offices. They deal with all levels of staff, from part-time clerical workers to executive directors and other top managers. Office managers typically work a full-time schedule (about 40 hours per week) and overtime is sometimes required to attend meetings or work on special projects.

   Job Outlook

   • According to a 2010 report from the Bureau of Labor statistics, employment of office managers was projected to slow through 2014. Technological advances were expected to eliminate the need for many office support workers, meaning less need for office managers to supervise them. However, those same advances were also expected to create larger and more technologically complex businesses, creating a demand for tech-savvy office managers.

   Wages

   • The national average annual wage for office managers was about $50,000, according to statistics published by the BLS in May 2009. Wages varied greatly by industry, however. For example, office managers at computer equipment manufacturing and natural gas transportation companies earned more than $65,000 a year, on average. By contrast, department stores and physicians' offices paid an average of less than $49,000 annually.

Read more: Sample Office Manager Job Description | eHow.com http://www.ehow.com/about_7238244_sample-office-manager-job-description.html#ixzz1GksbHIrq

Why Employers Use an Employment Application

Smart employers use an employment application that is filled out by every candidate for a particular job. Employers world wide use the employment application to gather consistent data about prospective employees. While the format for resumes and cover letters changes from person-to-person, the employment application collects consistent information in a uniform format from every applicant.
The employment application provides a regular format with the same questions that must be answered by each person who applies for your open position. This allows employers to compare applicant credentials that are listed in the same order on a form, impartially. The employer is able to compare credentials without regard for formatting, presentation, exaggeration, and hyperbole.

Use an Online Employment Application

Online employment application systems are used by a large percentage of employers. In addition to the factual data that a written application collects, an online employment application allows the employer to pre-screen and pre-qualify applicants. The applicant tracking system allows employers to search employment applications for specific keywords, degrees, employment history, and other specifics to identify candidates who are qualified for the open position.

Why Use an Employment Application for All Applicants

These are the reasons why employers need to use an employment application for all job candidates. Employers want to:

• Consistently gather the same data in the same format from each prospective employee. With an employment application, employers gain standardization of information requested.
• Gather information about the applicant’s credentials that candidates would not usually include in a resume or cover letter. Examples include reasons why the applicant left the employ of a prior employer, felony or misdemeanor crime convictions, and names and contact information for immediate supervisors.
• Obtain the applicant’s signature attesting that all statements on the employment application are true. If you allow the applicant to state “see resume” (which I don’t advise that you do), the statement should also say resume.
• Obtain the applicant’s signature enabling the potential employer to check the veracity of all data provided on the employment application including employment history, education history, degrees earned, and so forth. Fraudulent claims and information on application materials, including fake degrees, exaggerated job descriptions, fake dates of employment, and other falsehoods are increasing. Employers need to verify all data provided by the candidate to ensure that you are hiring the qualified employee you expect. Potential employees who lie on application materials are not people who have the integrity and values you seek in employees.
• Get the applicant’s signature to attest that he or she has read and understands certain policies and procedures of the employer that are spelled out on the employment application. These frequently include the fact that the employer is an at will employer, that the employer is an equal opportunity, non-discriminating employer, and any other facts that the employer wants the applicant to read and understand on the employment application. When applicable, this includes information about the employer’s policy that the applicant must pass a drug test prior to hire.
• Obtain the applicant’s signature agreeing to background checking including criminal history, credit worthiness (for certain jobs), driving record (for certain jobs), and so forth as required by the job.
• Obtain voluntary self-identification data for the Equal Employment Opportunity Commission (EEOC) and to assure your own non-discriminatory hiring and diversity promotion practices and policies are followed.

Review Your Employment Application With an Attorney

Make certain that your employment application complies with employment law in your state. Various aspects of information requested on employment applications are not acceptable in some states, especially California. Ask an attorney to periodically review your complete employment application giving special attention to areas such as criminal history, credit reporting, any aspect of job capability related to the Americans With Disabilities Act (ADA), and length of time the application is active.

By Susan M. Heathfield

Job Offer Letter

Date
Name
Address
Address
Dear __________________________________:
It is my pleasure to extend the following offer of employment to you on behalf of (your company name). This offer is contingent upon your passing our mandatory drug screen, our receipt of your college transcripts, and any other contingencies you may wish to state.
Title: ________________________________________________________
Reporting Relationship: The position will report to:
_____________________________________________________________

Job Description is attached.
Base Salary: Will be paid in bi-weekly installments of $_________, which is equivalent to $_______ on an annual basis, and subject to deductions for taxes and other withholdings as required by law or the policies of the company.
Bonus (or Commission) Potential: Effective upon satisfactory completion of the first 90 days of employment, and based upon the goals and objectives agreed to in the performance development planning process with your manager, you may be eligible for a bonus. The bonus plan for this year and beyond, should such a plan exist, will be based on the formula determined by the company for that year.
Non-Compete Agreement: Our standard non-compete agreement must be signed prior to start.
Benefits: The current, standard company health, life, disability and dental insurance coverage are generally supplied per company policy. Eligibility for other benefits, including the 401(k) and tuition reimbursement, will generally take place per company policy. Employee contribution to payment for benefit plans is determined annually.
Stock Options: Spell out any options that may be available for purchase.
Vacation and Personal Emergency Time Off: Vacation is accrued at x.xx hours per pay period, which is equivalent to two weeks on an annual basis. Personal emergency days are generally accrued per company policy.
Expenses: Spell out any moving or other transition expenses the company will pay.
Start Date: _________________________________________________
Car/Phone/Travel Expenses: Normal and reasonable expenses will be reimbursed on a monthly basis per company policy.
Your employment with (Company Name) is at-will and either party can terminate the relationship at any time with or without cause and with or without notice.
You acknowledge that this offer letter, (along with the final form of any referenced documents), represents the entire agreement between you and (Company Name) and that no verbal or written agreements, promises or representations that are not specifically stated in this offer, are or will be binding upon (Company Name).
If you are in agreement with the above outline, please sign below. This offer is in effect for five business days.
Signatures:
__________________________________________________________
(For the Company: Name)
__________________________________________________________
Date

__________________________________________________________
(Candidate's Name)
__________________________________________________________
Date

By Susan M. Heathfield

Job Descriptions

Definition: Job descriptions are written statements that describe the:

• duties,
• responsibilities,
• most important contributions and outcomes needed from a position,
• required qualifications of candidates, and
• reporting relationship and coworkers of a particular job.

Job descriptions are based on objective information obtained through job analysis, an understanding of the competencies and skills required to accomplish needed tasks, and the needs of the organization to produce work. Job descriptions clearly identify and spell out the responsibilities of a specific job. Job descriptions also include information about working conditions, tools, equipment used, knowledge and skills needed, and relationships with other positions.
The best job descriptions are living, breathing documents that are updated as responsibilities change. The best job descriptions do not limit employees, but rather, cause them to stretch their experience, grow their skills, and develop their ability to contribute within their organization

See a Sample Job Specification for a Marketing Manager

Experience - Marketing Manager:

• 10 years of progressively more responsible positions in marketing, preferably in a similar industry in two different firms.
• Experience supervising and managing a professional staff of seven.

Education - Marketing Manager:

• Bachelors Degree in Marketing or a related field required.
• Masters in Business or Marketing preferred.

Required Skills, Knowledge and Characteristics - Marketing Manager:
These are the most important qualifications of the individual selected as the marketing manager.

• Strong effective communicator.
• Highly developed, demonstrated teamwork skills.
• Ability to coordinate the efforts of a large team of diverse creative employees.
• Demonstrated ability to increase productivity and continuously improve methods, approaches, and departmental contribution. Commitment to continuous learning.
• Expert in Internet and social media strategy with a demonstrated track record.
• Demonstrated effectiveness in holding conversations with customers, customer evangelism, and customer-focused product development and outreach.
• Demonstrated ability to see the big picture and provide useful advice and input across the company.
• Ability to lead in an environment of constant change.
• Experience working in a flexible, employee empowering work environment. Structured or large company experience will not work here.
• Familiarity and skill with the tools of the trade in marketing including PR, written communication, website development, market research, product packaging, Microsoft software suite of products, visal communication software products, and creative services.
• Experience managing external PR and communication consulting firms and contractors.
• Experience in the global marketplace is a plus.

High Level Overview of Job Requirements - Marketing Manager:
The selected marketing manager must be able to perform effectively in each of these areas:

• Researching and evaluating new product opportunities, demand for potential products, and customer needs and insights.
• Overall marketing strategy and execution of plans for the existing products.
• Working with product development teams to manage new product development.
• Managing launch campaigns for new products.
• Managing distribution channels for products.
• Ensuring effective, branded marketing communications including the company website, print communication, and advertising.
• Managing media and marketing staff and external PR agencies.
• Analysis of the effectiveness of all marketing efforts.

By Susan M. Heathfield

Job Application - Job Application Form

Many employers require all applicants, regardless of the job they apply for, to complete a job application form. This way the employer will have consistent data on file for all prospective applicants.
Print, practice filling out this job application form, and use it as a guide when completing applications for employment. Then, review more job applications and information on applying for jobs.

Job Application Form

Instructions: Print clearly in black or blue ink. Answer all questions. Sign and date the form.
PERSONAL INFORMATION:
First Name _____________________________
Middle Name ___________________________
Last Name _____________________________
Street Address
_______________________________________________________
City, State, Zip Code
_______________________________________________________
Phone Number
(___)___________________________________
Are you eligible to work in the United States?
Yes _______ No_______
If you are under age 18, do you have an employment/age certificate?
Yes ___ No ___
Have you been convicted of or pleaded no contest to a felony within the last five years?
Yes_______ No_______
If yes, please explain: _________________________________________
By Alison Doyle