RUNNING HEAD: PHASE 1 INDIVIDUAL PROJECT 1

Phase 1 Individual Project 1 Personnel Selection

By Khushboo Kataria

Class: HRM350-0903A-01: Workforce Effectiveness Date: July 14, 2009 Instructor: Kathy Markwalder Institution: Colorado Technical University Online

Part 1: Job Description The Home Company- Executive Assistant Title: Executive Assistant Location: The Home Company Headquarters in Nashville TN Position: Full-Time with full benefits Education: Minimum of Associates Degree required and at 2-3 years of experience; Bachelors preferred but not required Start Date: Position Available Immediately Job Description: Executive administrative duties include planning, scheduling, arranging meetings and conference calls. In addition, the candidate much also as office support staff. Key Skills Required: Must have attention to detail, organized and possess a friendly attitude and willingness to be interactive in order to achieve the company goals. Must be familiar with file management, data entry and basic knowledge of Microsoft works, excel, power point and outlook. Also the candidate must also possess excellent typing skills (50-60 words/minute) and communication skills. In addition the candidate must have a working knowledge of copy machine, fax machines and possess the ability to function in a fast paced environment. Lastly the individual must be able to work not only independently but as a part of a team and have the ability to generate confidence and trust among the staff. Note: If interested in applying please send resumes with references and cover letters to: The Home Company- Employment 1919 Larsen Rd. Suite # 175 Nashville TN, 37203 The Home Company is an equal opportunity employer thus all the candidates will be strictly assessed on their skills and the experience they bring with them to the company.

Part 2: Selection Process Regardless of the company's work environment at some point and time we are going to need an administrative assistant; and we want to make sure that we get the right person for the job. Therefore, even before laying out a job description it is crucial that we examine the company's administrative needs. Doing so will allow us to assess the specific skill set we are

looking for and the type of individual necessary to fill the position (Corporate relations and Business Strategy Staff, 2005). In addition this process would allow us to lay out a specific strategy for recruitment process, establishing appropriate compensation, providing training and conducting performance evaluation" (Corporate Relations and Business Strategy Staff, 2005). For example, for our given scenario we are looking for an administrative assistant for the company's president. Thus we are going to require someone dependable, able to work independently, have some experience working with computers, fax machines and are able to act as inner office support staff. The afore mentioned specifications will then allow us to structure a job description that fits our needs. Once a specific job description has been laid out the step in the hiring process is to decide whether or not the company wants to hire internally or externally. In my opinion a company should attempt to fill the position internally especially if the position needs to be filled immediately. In addition, hiring internally is actually a more cost effective way to hire and lets the employees at lower level know that there is chance for advancement within the company. However, if the company is unable to fill the position internally then we would need to start searching externally. However, hiring an individual externally can be problematic and most of all costly. That is why when we start looking externally one thing that should be seriously taken into consideration is the cost; meaning that how much is the company willing to spend in order to fill the position. Furthermore when hiring externally we have to decide on a some methods that we will be using to reach the potential candidates. There are several methods to reach the potential candidates i.e. the company website, local newspaper, one's own personal network of individuals, job placement officers and etc. Once a pool of candidates has been generated then

the real selection process begins. Selection process is essentially a mean to hire the best candidate for the job. However even at this point the candidate pool would be too big. Therefore, in order to narrow the candidate pool down to a manageable size the Human Resources can first start by scanning all the resumes received to seek out individual who meet the requirements outlined in the job description. After than the HR can conduct primary interviews to get to know the candidates face to face on a bit more personal level. Even after the primary interviews the candidate pool would be too vast thus it would need to reduced even further by conducting secondary interviews. During this secondary interviews we can test the potential candidates' skill like the typing skills by issuing a skills test. From there we would have to narrow the candidate pool down to two individuals. Reason that we would have to narrow our pool down to two individuals is because if the individual that would be our first choice is unable to accept the offer for some reason then we would have a secondary plan so to speak to fill that position without having to go through the entire process all over again. Part 3: Performance Appraisal Process The process by which performance of groups and individuals is measures, identified and developed is known as performance management. The purpose of performance management is both strategic and operational in nature. A successful performance management system consists of the following: Congruence with Strategy Practicality Thoroughness Meaningfulness Specificity

Discriminability Inclusiveness Reliability and Validity Fairness and Accessibility Furthermore the performance appraisal consists of two very distinct processes:

observation and judgment. "Observation processes are more basic and include the detection, perception, and recall or recoganization of specific behavioral events" (Cascio and Aguinis, 2005). "Judgment processes include the categorization, integration and evaluation of information" (Cascio and Aguinis, 2005). Simply an individual in an administrative position should receive performance appraisal based on his or her job analysis. Job analysis would lay out exactly what the personnel and work requirement are for a certain job. By outlining exactly what each job description is we can then and only then define what is acceptable and unacceptable standards are for that particular job. Once those job specific standards are in place then we can truly appraise an individual's performance. Lastly, in order to let individuals know how they are performing we can analyze their job related strengths and weaknesses. By doing so we will be able to provide an answer as to what each individual could do to strengthen those weaknesses may it be additional training or by take classes. These performance appraisals should be conducted as least annually. That way we are able to know who, what and which area in the company needs improvement and actions can be taken accordingly to improve those areas.

References CTU Online. (2009). Course Materials. Retrieved July 07, 2009 from, www. ctuonline.edu Cascio, W. F., & Aguinis, H. (2005). Applied Psychology in Human Resource Management (6th ed.). Upper Saddle River, New Jersey: Pearson Printice Hall. Corporate Relations and Business Strategy Staff (2005). Hiring Administrative Staff: A Basic Overview. Retrieved July 11, 2009 from, http://www.apapractice.org/apo/insider/practice/pracmanage/business_strategies/hiring.ht ml# Administrative Assistant Job Description. (2009). Retrieved July 11, 2009 from, http://educationportal.com/administrative_assistant_job_description.html Job Descriptions. (2009). Retrieved July 12, 2009 from, http://www.businessballs.com/jobdescription.htm