when can you start? tips for finding the right person and successful interviews

When Can You Start?

Tips for Finding the Right Person and Successful

Interviews

Presented By:

Terri Love, DirectorShasta County Department of Child Support

Services

Mary Lawrence- Jones, Assistant DirectorSacramento County Department of Child Support

Services

OBJECTIVE OF TODAY’S WORKSHOP

ProvideTangible Tipsfor You as anInterviewee

orInterviewer

New Hire Interviews

Problem: Child Support Specialist akaChild Support Case

Manager

Job Description? CSS Willingness Statement? Social Worker? Collection Agent? Interview?

Process

Application to Hiring Interview:

1. MQs Written Test Panel Interview

2. Combined Score for Rank3. Top 10

CSS Minimum Qualifications (MQs)

Two years of full-time clerical experience that included interaction with the public; OR

One year of full-time experience performing debt collections duties that included interviewing others for the purpose of collecting information; OR

One year of full-time experience performing duties comparable to a Child Support Assistant I or Office Assistant II in a Child Support Services Department; OR

Completion of 60 semester or 90 quarter units of college.

What We Found

The MQs are too broad to promote finding the best candidates.

Book-smart candidates can score high on the written test and not be suited for the position.

Panel interview questions are typically not specific to the position

Turning A Crazy Idea Into Success

What would happen if we gave the candidates tools to review before the interview?

What if we told candidates that they would participate in a mock paternity interview?

What if we provided each candidate with a blank PQ prior to their interview?

And This Is What We Did!

Department’s Responsibility

Develop an Interview Process that Is Specific to the Position of a Child Support Specialist

Give the Applicants the Tools to Prepare for the Interview

Select the Best Prepared, Best Qualified

Notice of Interview/Interview Preparation

Each candidate received two emails.

1. Invitation to interview; and

2. Instructions on how to prepare for the interview.

Instructional Email

You just received an invitation to interview for the position of Child Support Specialist I.

IMPORTANT: It is highly recommended that you familiarize yourself with the Child Support Specialist classification’s duties and responsibilities and the Child Support Program. Several interview questions and situational scenarios will pertain to these areas. You will also be asked to participate in a mock client interview to assess your ability to ask pertinent and probing questions. To assist you in your research, the following publication contains valuable and essential information, and you must read this publication prior to your interview.

http://www.childsup.ca.gov/Portals/0/resources/docs/pub160_english.pdf

Instructional Email - Continued

As noted above, you will conduct a mock paternity interview with the mother of a newborn child. You are expected to obtain information from the mother to assist the department in establishing the identity of the biological and/or legal father. Please use the attached Confidential Paternity Questionnaire to prepare for this exercise. When you arrive for your scheduled appointment, you will receive the scenario for the mock interview.

Should you have any questions, please feel free to contact me.

It Is The Responsibility of the Candidate To Come Prepared

Each candidate was asked if he/she had followed the email instructions and read the materials.

If the candidate said, “No,” the interview ended right there.

Assessing Candidates’ Level of Interest

Along with the application, Candidates received a list of “willingness” statements.

The candidate was asked if he/she had any questions or concerns with the statements.

Each candidate was asked if he/she was willing and able to meet the challenges of each “willingness” statement.

Assessing Candidate’s Level of Interest

Interview Questions Were Selected to Determine If Candidate . . .

Prepared for the interview; and

Retained knowledge from his/her reading, such as definitions, ways to collect support, locate sources, and reasons to modify a child support order.

QUESTIONS

Summarize what you now know about the child support program.

What is meant by establishing paternity?

What is the responsibility of the State Disbursement Unit (SDU)?

There are four reasons a child support order can be modified, name at least one.

Local child support agencies (LCSAs) have many ways to collect support. Name a few.

QUESTIONS – Continued

Read the list in front of you. What do you believe is the most important skill. Defend your answer.

a. Ability to work under intense pressure to meet critical deadlines.

b. Ability to produce large volumes of work every day with an accuracy rate of at least 95 percent or greater.

c. Ability to complete multiple tasks with many interruptions throughout the day.

What computer applications are you proficient in?

Evaluation of New Process

Implemented: March 2014

March 2014 – Round 1:Hired 3; Still Employed = 2

Sept. 2014 – Round 2: Hired 3; Still Employed = 3

Jan. 2015 – Round 3: Hired 4; Induction Training

Successful Interviews

“The future belongs to those who believe in the beauty of their dreams”

- Eleanor Roosevelt

Successful Interviews

Employment Information

Median Years in One Job - 4.6 Years Average Person Has 7-10 Jobs1

Average Number of Career Changes Is 5-7 Average Number of Job Changes Is 29 2

Baby Boomers Held an Average of 11.3 Jobs from Ages 18 to 42.3 Source:

1 Bureau of Labor Statistics: http://www.bls.gov/news.release/tenure.nr0.htm2 Wall Street Journal: http://blogs.wsj.com/numbers/a-lifetime-of-career-changes-988/3 Bureau of Vital Statistics: http://www.bls.gov/news.release/pdf/nlsoy.pdf

Steps to Hiring the Right Person

Determining Your Needs

Are you properly utilizing the skills and talents of your current employees?

Can your organization’s growth support a new employee(s)?

Source: Leadership - Tools.com http://www.leadership-tools.com/hiring-the-right-person.html

http://www.leadership-tools.com/hiring-the-right-person.html




Conducting a Job Analysis

What are the job's essential functions and key performance criteria?

Do you know what specific skills and talents are needed?




Writing a Job Description

Detailing the specifics of the position based on a complete job analysis.

"The definition of insanity is doing the same thing over and over and expecting it to come out different." -- Benjamin Franklin




Determining the Salary for the Position

Adequate pay incentives are key to hiring the right person.

Based on internal and external comparisons, is the salary competitive with the salaries and responsibilities of other positions?




Where and How to Find Qualified Applicants

What are the recruitment techniques best used for attracting and hiring the right person?

What is the timeframe for conducting your search?




Collect and Review Applications and Resumes

Once you have a pool of candidates to choose from, begin selecting the most qualified people for further consideration.



Conducting A Successful Interview

Prepare in Advance for the Interview

Prepare a List of Prioritized and Measurable Criteria

Review the Candidate's Resume Prior to the Interview

Set Specific Appointment Times and Reasonable Time Limits

Be Prepared to Justify the Use of Any Required Employment Test




Prepare in Advance for the Interview

Know What You Want in a Candidate Before You Begin the Interview

Review the Job Requirements

Know the Job Responsibilities and What Will Be Required of the Employee to Succeed

Prepare a List of Questions Concerning the Candidate's Gaps in Employment




During the Interview

Dress, Look, and Act Professionally

Avoid Appearing Bored and Fatigued

Establish a Professional Atmosphere

Explain the Selection Process

Provide the Candidates with the Questions in Writing


During the Interview Provide Water within Hands’ Reach

Note the Candidate's Choice of Words and Nonverbal Behavior

Listen to the Questions the Candidate Asks

Take Detailed Handwritten Notes


During the Interview

Use Your List of Standard Questions

Keep All Questions Job Related

Do Not Ask Discriminating Questions

Explain When a Decision Will Be Made

Stick to Your Word!



The Successful Interview

DO NOT ASK ABOUT: DO NOT ASK ABOUT:

- Age, Height and Weight - Race or Ethnicity, Citizenship- Ancestry, Birthplace or Native Language

- Names and Addresses of Relatives - Whether or Not the Candidate Owns or Rents

Home and Who Lives in Home- Candidate's Credit History or Financial

Situation - Arrest Record

- Physical or Mental Disabilities - The Candidate's Family or Marital Status or Child-Care Arrangements

- Religion or Religious Customs or Holidays - Sex or Gender - Pregnancy or Medical History

- The Candidate's Membership in a Non-Professional Organization

- Education or Training that Is Not Required to Perform the Job


Be Courteous and Respectful

Conduct the Interview in a Private Place Begin the Interview on Schedule Allow Sufficient Time for the Interview Never Argue with the Candidate Thank the Candidate for His/Her Time and

Interest


Checking References

Always Check References BEFORE Making a Job Offer.




Hire the Right Person

Once you've done your homework, go with your gut and make the hiring decision.

Interviewing for Success

Now it is time for you to be the candidate….


Preparing for the Interview

Research the Position

Be Familiar with the Minimum Qualifications

Compare Your Qualifications to Those of the Job

Learn about the Organization’s: Mission Vision Values Strategic Plan


Preparing for the Interview

Describe your experience and how it relates to the job.

Answer broad questions, such as, "Why do you want this job?" "What are your strengths and weaknesses?"

Speak with those currently in the position.

Practice! Practice! Practice!


The Day before the Interview

Get a Good Night’s Sleep Plan What You Will Wear and Try It on Lay Everything Out, Including Your Car Keys Eat a Good Breakfast Allow Plenty of Time to Get There Don’t Forget Your Resume and References

Things to Bring to an Interview

The Day of the Interview

Be Early Dress Appropriately Be Well Groomed Do Not Chew Gum Bring Three or Four Copies of Your Resume Bring List of Current References Identification Card/Drivers License Pre-addressed Thank You Cards

Interviewing Tips

During the Interview Listen and Adapt Pay Attention to Details Look for Things to Help You Tailor Your

Responses Relate Your Answers to the Interviewer and

the Organization Focus on Achievements Relevant to the

Position Demonstrate Your Interest

Interviewing Tips

During the Interview Maintain Eye Contact Encourage the Interviewer to Share

Information Be Positive - Avoid Negative or

Inappropriate Comments about Others, i.e., Past Employers, Co-workers

Share - It’s Okay to Share Personal Stories, but Don’t Get too Personal

Be Prepared to Positively Address Deficiencies or Areas for Improvement


Things to Avoid Lack of Good Preparation Failure to Highlight Your Achievements Too Few Word Answers or Talking too Much Arriving Late Dressing Inappropriately Body Language Failures Lack of Integrity Interrupting the Interviewer


Things to Avoid

Bringing up (too) Personal Details Failure to Ask Good Questions Being Unprofessional Cell Phones/Distractions Failure to Show an Interest and

Motivation about the Job Overconfidence Lying

Poor References

Interviewing Success

Success Tips

Be Early Greet Your Interviewer with a Firm Handshake Relax and Answer each Question Concisely Use Proper Language - Avoid Slang Be Cooperative and Enthusiastic Use Body Language to Show Interest

Interviewing Success

Success Tips

Maintain Good Eye Contact Ask Questions about the Position and the

Organization Thank the Interviewer when You Leave and

Shake Hands Send a Short Thank You Note Following the

Interview Smile


“Finding a job that is a good fit is as much about you selecting the right job as it is about them selecting the right candidate.”

-Miles A. Smith

Terri Love, DirectorShasta County Dept. of Child Support Services

[email protected]

Mary Lawrence - Jones, Assistant DirectorSacramento County Dept. of Child Support Services

[email protected]

mailto:[email protected]

mailto:[email protected]

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