1. Initiate Request 3. Hiring [Help/Forms/Resources] 2. Job Offer   [View/Print Procedure]
	Filling a Vacancy
HR Service Team Representative (HRSTR) Procedure

2. Job Offer

1. When appropriate, provide assistance to the Hiring Manager (HM) to:
   
   
   • Instruct the selected hire(s) to apply for the position using the Quick Link noted in the RMS generated e-mail.
   • Notify the selected hire(s) that once they apply, a job offer will be initiated and they will receive a phone call from the Recruitment Specialist (RS) formally offering the position.
     
     
2. Receive a RMS generated e-mail providing notification that the selected hire has applied to the waiver of recruitment. CHM also receives this RMS generated e-mail.
   
   
3. Process job offer request:
   
   
   1. Hiring Manager (HM) Procedure:
      
      
      • Begin the job offer by completing Job Offer Details tab in RMS based on information provided in Waiver of Recruitment Request Packet. Provide waiver justification under Waiver Information tab and move request forward in the workflow.
        
        
   2. Certified Hiring Manager (CHM) Procedure:
      
      
      • Receive e-mail notification of pending job offer in the Recruitment Management System (RMS).
      • Review job offer in RMS and move forward in the workflow.
        
        
4. Receive notification from your Recruitment Specialist (RS) regarding outcome of job offer. Your RS will advise you if the candidate:
   
   
   • Has severance repayment obligation,
   • Negotiates offer, or
   • Declines offer.
     
     Consult with HM/CHM if candidate wishes to negotiate terms and conditions of employment or if candidate declines offer.
     
     
5. Receive a RMS generated e-mail providing notification of selected hire’s start date and sign up time. CHM also receives this RMS generated e-mail.
   
   
6. After a job offer has been accepted, send the HM e-mail using the On-Boarding Template - New Hires or On-Boarding Template - All Other Actions, as appropriate.
   
   
7. If the position has been identified as critical, coordinate with the HM to facilitate completion of all required background investigations (e.g., DMV records review, verification of license or degree, criminal history). See Critical Functions Guideand Background Investigation/Live Scan Process Guidelines.
   
   
8. Obtain documentation of the recruitment process, including reference check questions and all notes, from the HM/CHM. Retain this information for three years. This information will be needed in the event of an applicant complaint or an audit. HM/CHM retains background investigation documentation.

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