It is common
knowledge that one of the things that most annoys selecting officials
is the length of time it takes to fill a vacancy. While there are
some delays that are beyond control, there are several things you,
as the selecting official, can do to reduce that time:
- Whenever
possible, anticipate vacancies so that staffing can begin well
in advance of the actual vacancy. Do not wait until the current
employee leaves the position. Submit your paperwork following
established area procedures, to refill the job as soon as you
know you will have a vacancy. You can always cancel a recruitment
action if the employee decides to stay.
- Talk to your
HR Specialist BEFORE you submit your paperwork. Find out what
is needed and submit all paperwork at this time. For SY vacancies,
it is also recommended that you discuss the position requirements
with the appropriate NPS National Program Leader prior to submitting
the recruitment action.
- Be knowledgeable
of the steps that must be taken in order to fill a vacancy, and
try to accomplish these steps simultaneously, rather than sequentially.
- Track the
paperwork after you send it forward to ensure that it is not delayed
at any step in the process.
- Provide your
HR Specialist with a current and accurate position description,
and a list of qualification requirements/KSAs as early as possible.
This will let them know exactly what skills will be needed to
perform the duties of the position as well as help them screen
the applications.
- When possible,
use Standard Position Descriptions. These position descriptions
have already been classified and will not require the HR Specialist
to spend time on this step of the process.
- Keep in touch
with your HR Specialist and provide them with any information
or help they may need.
- Make sure
that you and your staff have scheduled the time that will be needed
to review applications and interview. If you are using an interview
panel, ask panel members early on to block out dates on their
calendar.
The Human Resources
Division has prepared a "Customer Service Plan" which
incorporates a section on Personnel Actions. This section provides
typical time frames for various actions requested by management.
Time frames may be adjusted as a result of client requirements,
priorities established by management, and new policies and procedures
regarding subjects such as security issues; approval processes,
etc. Refer to this Plan for further guidance.
Human
Resources Division Customer Service Plan
Additional
Resources
Identifying Qualification Requirements for
Your Position
Writing
the Position Description (PD)
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