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Hiring Staff

Job Descriptions

	Explain concisely in two to four sentences the general purpose of the position.
	State duties and responsibilities.
	Briefly explain the major duties and responsibilities of the position and list in order of importance. Indicate if the duty is essential or marginal (see below for definitions). Also indicate the average percent of time spent performing each duty. Percentages are typically not less than 5% and must total 100%.
	List the knowledge, skills and abilities and other requirements necessary to perform the work.
	Indicate the lowest level of education and/or training required for understanding and performing the work. Consider only the position’s minimum requirements and not an individual’s qualifications. Include any licenses or certifications required to qualify for the position. Provide two or three detailed examples of the more difficult and complex tasks, projects, or problems the position has handled or might be expected to handle in a twelve-month period. Indicate the types of judgments and/or decisions made in executing the work. If the position formally supervises appointed positions, describe the nature and extent of supervisory responsibility. For example, “serves as a lead worker,” or “full supervisory responsibility including hiring and disciplinary action, etc.”

Essential duties are fundamental to the position and can be performed with or without reasonable accommodation. In identifying an essential duty, focus on the purpose of the duty and the result to be accomplished, rather than the manner in which the duty is presently being performed. For example, if a position required mastery of information contained in technical manuals, the essential duty would be “master information contained in technical manuals” rather than “read information in technical manuals.” Persons with visual or reading impairments could perform this duty using other means, such as audiotapes.

Marginal duties are duties that are seldom or intermittently performed. Removing them does not fundamentally alter the nature of the work operations and organizational unit.

Job Announcements

Announcements for position vacancies should be posted. The announcement should be based on a current job description for the open position. Determine a closing date for applications.

Interviews

Interviews are a structured method to obtain accurate information from all candidates. They must be conducted in a professional manner and free from bias. Click below for a checklist of interview dos and don’ts.

IU Human Resources Department Interviewing Guide (PDF file).

Employment Eligibility

Employment verification is required for all new employees.

All U.S. employers are responsible for completion and retention of Form I-9 for each individual they hire for employment in the United States. This includes citizens and noncitizens. On the form, the employer must verify the employment eligibility and identity documents presented by the employee and record the document information on the Form I-9. Acceptable documents are listed on the back of the form, and detailed below under "Special Instructions."

No filing with the INS is required. the form must be kept by the employer either for three years after the date of hire or for one year after employment is terminated, whichever is later. The form must be kept for inspection by the authorized U.S. Government officials (i.e., INS, Department of Labor).

Click here for the I9 form (PDF file).

External Web Link: More information on employment eligibility from the IRS.