Appraisal: HR Specialist
Personal Time and Task Management
Manage and preserve one’s own time: completing higher-level tasks while delegating those that require less skill to those at lower pay levels. -- Use the Open ERP projects/task manager to note and prioritize tasks. Log every task (such as calls, or equipment that needs repairs). Establish deadlines for each task and update progress until each is resolved. Add followers to tasks as relevant. Add a note every time an action (like a phone call) is undertaken. Effective record keeping using the task manager means that any time you are not present, anyone should be able to pick up where you left off. Any notes on paper are regarded as your own personal notes, and cannot take the place of Open ERP, which is our standard method of all company communication. This includes coordinating with any contractors on additional tasks that need to be done such as requesting problems with Open ERP be addressed.
Uses OE project manager so that supervisor or anyone can step in and understand current tasks.
Successfully uses Google Documents, spreadsheets, and Google calendar to collaborate.
(Evidence supports that) employee uses S.M.A.R.T. model to set goals and accomplish them in a timely manner.
Recruiting and Staffing Levels
1. Assist managers in meeting staffing needs. Once jobs are launched, deliver applicants within a 2-week period or sooner, provided the advertising budget allows this. Use methods other than paid advertising, like mass emails, free jobs boards, university job boards and flyers when the budget is either constrained or has already been met for the position. 2. Track and update advertising methods to make the most efficient use of money and resources. 3. Serve as English/Spanish point of contact for applicants, receiving phone calls and aiding those who do not use computers to either complete an application over the phone, or direct them to complete one in person. 4. While managers are responsible for launching jobs and closing them within OE to cue your actions on the Applicant Pro job board, follow-up regularly to ensure information is accurate. Flexibility is key as priorities can regularly shift. … 5. Send managers the most appropriate workers who will both stay with the job and do above average work. Base your decisions on who to forward to managers, or schedule for interviews, on the largest pool of candidates you can get in as short a time-frame as feasible, given the budget. 6. Follow-up with managers to ensure employees under consideration are offered jobs in a timely manner. 7. Use the information you find in the skills-based pre-tests to aid you in getting to know your candidates’ strengths and weaknesses. Inform managers how to use assessment results as a communication tool during the interview and after hire. Weigh how important it is expect an evaluation; work experience is more relevant than assessment results for some entry-level candidates, as some do not complete the assessment because they don’t have access to a computer or are not comfortable with reading or test taking. 8. Support supervisor (Dan Thomas) in developing and keeping managers abreast of policies regarding new hires and terminations: for example, not to start employees until they have successfully passed a pre-employment drug test, correct documentation procedure regarding terminations. 9. Work with managers to develop methods for retention. 10. Facilitate and keep track of H2B visa processing. Follow-up with accounting and owners to ensure deadlines are met and documents signed. Build lists of H2B candidates and track those candidates, ensuring those who perform poorly on pre-employment tests, have a rejected visa applications, or perform poorly on the job are not considered in the future. Communicate with clinic on evaluations of candidates. Coordinate any supplies are sent to them. Evaluate and rank candidates based on physical and drug test results. Schedule deadlines within OE for accounting or others. Work with Visa Processor and Star Stone managers to coordinate arrival and arrival processes for candidates. Build reports as necessary.
Resourceful in posting on various job boards and mass emailing applicant pool to advertise openings.
Works with managers to develop methods for retention.
Documents and updates managers on policies regarding new hires and terminations.
Help keep supervisors abreast of payroll expenses, including job advertising, which should be approximately 10% of gross sales.
Tracks and updates advertising methods to make the most efficient use of money and resources.
Serve as English/Spanish point of contact for applicants, receiving phone calls, aiding in application or scheduling interviews.
Facilitate and keep track of H2B visa processing.
Appears to be sending me the best (or the most appropriate) candidates.
At least 3 eligible applicants for jobs launched are delivered within less than a two-week period if budget allows it.
Follow-ups regularly to ensure job board is accurate and priorities understood. Responds to priorities.
Follow-ups with managers to ensure employees under consideration are offered jobs in a timely manner.
Appropriately weighs when an assessment is necessary so candidate pool doesn't become too small.
Orientation, Advertising and Safety Materials
1. Work with managers to develop materials to aid in orientation and SOPs. Create and develop OpenERP Knowledge articles for instructions, procedures, and processes. Communicate or collaborate with your team on goals, use Knowledge articles, Google Documents, or Google Spreadsheets. 2. Assist managers in drafting and maintaining written manager SOPs, as necessary. 3. Create and maintain paper applications, forms for new hire processing, flyers or banner ads for job advertisements, and other graphics as requested.
Work with managers to develop materials to aid in orientation.
Assist managers in drafting and maintaining written SOPs for their employees, as necessary.
Create forms, graphics, adversements and banners as requested.
Human Resource Policy
1. Keep managers abreast of changes in the Labor of Department regulations, like updates to posters and wage laws. 2. Anticipate problems that could lead to liability and unforeseen fines and aid in creating manager orientation and training materials to inform managers of potential pitfalls. 3. Update recommendations to managers in the managers’ handbook currently at this link: https://docs.google.com/document/d/1LF0SmHYmnb70WGL6Jq3TRlx_5GW2UVFGVYD5QRZmqLM/edit 4. Attend seminars and maintain abreast of the latest in laws, considering the budget provided for this activity. 5. Attend the HR segment of the weekly BIT meeting as necessary to present topics and collaborate with managers on issues. Attend the general employee segment of the weekly company-wide sales meeting held on Thursdays at 7:30 MST. Occasionally volunteer for action items.
Keep managers abreast of changes in the Labor of Department regulations, like updates to posters and wage laws.
Inform managers of issues that could lead to liability and unforeseen fines.
Updates policies regarding human resources to the managers’ handbook.
Attend seminars and maintain abreast of the latest in laws, considering the budget provided for this activity.
Attend the HR segment of the weekly BIT meeting as necessary to present topics and collaborate with managers on issues.
Manager Support in Human Resource Functions
1. Provide managers with turnover, advertising, and recruiting analysis reports to aid them in establishing labor and advertising budgets. 2. Follow up with managers or support as needed to ensure employee new hire paperwork gets carried out in a timely manner. 3. Aid with employee job descriptions, including manager’s job descriptions and ensure they coordinate with evaluations. Whenever an evaluation needs an overhaul, if you do not create a new survey, the questions you change will be altered in all old surveys. So either recreate a new survey, or ensure all old surveys are attached to applicant contracts.
Provide turnover, advertising, and recruiting analysis reports to aid in establishing budgets.
Follow up with managers or support as needed to ensure employee new hire paperwork gets carried out in a timely manner.
Aid with employee job descriptions, including manager’s job descriptions and ensure they coordinate with evaluations.
1. Develop and manage employee surveys with managers (to the extent they need support) to standardize interviews for each job position for each store. 2. Aid managers to the extent they need (as a support to manager training) to develop appraisal plans and evaluations for job positions and employees respectively. 3. Appraisals for new employees are issued after 90 days of employment and their contracts updated from “trial” to “regular employee.” Regular employees have another appraisal at their one-year anniversary. Aid managers where necessary in staying on schedule with evaluating their subordinates and in drafting new contracts as needed. 4. Conduct exit interviews, compile information and submit regular reports.
Assists employee surveys (to the extent managers need support) to standardize interviews for each job.
Aid managers to the extent they need to develop appraisal plans and evaluations for jobs.
Aid managers where necessary in staying on schedule with evaluating their subordinates and in drafting new contracts as needed.
Conduct exit interviews, compile information and submit regular reports.
Manage any supervisor correspondence: draft letters and documents and initiating telecommunications. Interface with regulatory agencies on behalf of, and to follow up on, tasks assigned pertaining to all aspects of company operation. Writing should be concise, appropriate, professional and error free.
Quality of Writing Correspondence *
Successfully initiates and follows up on all necessary correspondence with regulatory agencies and regarding operations.
Appropriate Co-Worker/Customer Communications
Keep conversations with customers and co-workers business-oriented as much as comfortably reasonable, to make the best use of time.
Appropriate Co-Worker/Customer Communications *
Promotes the company, supports co-workers, speaks positively of customers.
Responsive to calls or voice messages, emails, and texts, or other modes of correspondence in a timely manner.
Appropriate Supervisor Communications
Follow the “Communication with Supervisors” policy, as outlined in the “Communications and Productivity” Knowledge article. This includes screening incoming phone calls and letters to supervisors and others; specifically, deciding who, at the lowest level of the organization, or otherwise who best, can effectively deal with the incoming correspondence.
Supervisor Receiving Important Correspondence *
Supervisor Receiving Unnecessary Correspondence *
Follow Up *
Uses Correct Method of Contact According to Urgency *
Business Oriented Communication *
Follow the “Attendance Policy” as outlined in the “Communications and Productivity” Knowledge article. Specifically, business hours are: 8:00 - 6:00 during the summer; 8:00 - 5:30 during the winter; 9:00 - 4:00 Saturday in the summer; 10:00 - 2:00 Saturday in the winter. It’s required you work 40 hours during your scheduled times for this full-time position.
Times In and Out *
Number of Hours *
Time Management for Supervisor
Work to ensure only the highest-level tasks are taken care of by those whose time is most valuable. (This task excluding writing and dealing with customers as these are addressed as other tasks in this list).
Time Management for Supervisor *
Productivity and Multi-tasking
Employees must be able to remain productive throughout the day by seeking out things to do and multi-tasking. They must be able to transition from one assignment to the next, without lost productivity. Must be flexible and able to jump in where needed to help improve overall productivity.
Is employee able to multi-task?
Does employee maintain productivity throughout their shift?
Equipment and Vehicle Maintenance
Work with service providers to maintain and ensure properly operating office equipment, yard equipment and vehicles.
Equipment and Vehicle Maintenance *
Google Documents and Spreadsheet Knowledge
Google Documents and Sheets *
Expenses and Reimbursements
1. Create supplier invoices. Within 7 days of payment or billing, create Supplier Invoices in OpenERP for charges paid for with your credit card, and those invoiced for companies who we have credit accounts with. Attach either the receipt or invoice respectively. 2. Keep job advertising and other expenses within defined budgets. Watch your balances for each type of expense and never exceed budgets.
Create Supplier Invoices in OE for CC charges and invoiced expenses.
Keeps job advertising and other expenses within defined budgets.
Model behavior you expect for employees to emulate: positive interactions and timely follow-up with customers, punctuality, care in attending to employees needs, etc. Punctuality was already evaluated in another question of this assessment, and so answer whether other actions or behaviors are motivational in this question.