Recruiting

Job Descriptions

To make more informed hiring decisions, agencies should conduct a job analysis during the job description creation or updating process. This gives agencies the opportunity to document specific job duties related to a position along with the knowledge, skills, and abilities (KSAs) necessary to perform them.

Conducting a Job Analysis

• What is a job analysis?

  Job analysis is the process of identifying, quantifying, and documenting job-specific KSAs. In addition to improving the effectiveness of the interview process, the KSAs identified by a job analysis guide and support the use of appropriate assessments and improve the overall legal defensibility of the hiring process.

  
  

  Best practices for conducting a job analysis

  • Prior to posting a job, conduct an extensive job analysis to identify and revise criteria and standards that are unnecessarily restrictive and potentially excludes people with disabilities.
    • Take some time to review the Possible Alternatives to Physical and Sensory Job Qualifications document (word).
      • Does an individual really need oral communication or does the individual need the ability to be able to communicate effectively with an audience?
      • Does an individual need to actually lift file boxes or does the job require the individual to be able to transport files from one room to another?
  • Recognize that there are often many ways to accomplish the same task.
    • A qualification should not necessarily dictate how that person accomplishes the task unless it is an essential function. Even in those cases, remember that a reasonable accommodation can often be provided to assist them in performing the essential functions of the job.
  • List all KSAs using plain language.

• Job descriptions are written representations of the duties assigned to a state position. Complete job descriptions will be accurate, up-to-date, and descriptive. A well-written job description will not only provide information about the work assigned to the job, but also about the relations with other roles at the agency and throughout the state.

  
  

  A well-written job description serves many purposes including:
  

  • Defines and communicates job duties.
  • Identifies the expected level of employee performance.
  • Serves as the basis for appropriate classification of the job.
  • Serves as the basis for developing class specifications.
  • Serves as a basis for developing examinations for the classification.
  • Helps identify whether the job should be in a supervisory or non-supervisory bargaining unit.
  
  

  Job description resources

  • Job Description Template (word version)
  • Writing Job Descriptions (pdf version)
  • Possible Alternatives to Physical and Sensory Job Qualifications document (word)

Writing and Distributing Job Advertisements

A job advertisement both describes the job and sells it (and the agency) to potential applicants. Well-written advertisements communicate with is best about the agency, how the job fits within the organizational structure, and provides a realistic picture of the day-to-day duties of therole.

Tips for writing and distributing job advertisements

• Describe the agency by writing a few sentences about the agency's mission, what it has accomplished most recently, and what it hopes to accomplish in the future.
• Emphasize the opportunities available to the applicant who is offered the job.
• Provide the job title and the tasks it involves. Begin sentences with Duties include..., Responsibilities are... and You will.... Be brief, if possible.
• Use inclusive language. Refer to the Possible Alternatives to Physical and Sensory Job Qualifications document (word) for suggestions.
• Indicate required and preferred qualifications.
  
• Include details such as the geographic location of the position, the hours expected of the hired candidate, a potential start date, and a salary range.
• Tell the applicant what to do next: what to send (resume, cover letter, letters of recommendation, samples, etc.), where to apply (State of Minnesota Careers website at www.mn.gov/careers), when to send it (application deadline), and what to expect from you if the applicant follows the directions ( Qualified candidates will be contacted by e-mail. ).
• Include an Equal Employment Opportunity statement and reasonable accommodation information in all job advertisements and notices.
  • Sample statement: "The [State of Minnesota or agency name] is an equal opportunity, affirmative action, and veteran-friendly employer, and encourages all qualified candidates to apply for job opportunities. If you are an individual with a disability who needs assistance or cannot access the online job application and search tools, please contact the [ADA Coordinator or designee's name] at [list phone number and/or email address]. Please indicate what assistance is needed."
• Use targeted outreach and advertising through various media and local groups that provide services to individuals with disabilities.
  • Visit MMB's Leverage Your Resources page (in the Executive Order 19-15 section of the MMB's website) for a wide variety of recruiting resources and tools.

• Using Inclusive Language when Describing Job Requirements

MMB created the Possible Alternatives to Physical and Sensory Job Qualifications document (word) to provide agencies with examples of potentially discriminatory language and possible alternatives that can be used which express the same idea in a more inclusive way.

Affirmative Action

What is Affirmative Action?

Affirmative action is a set of positive actions that employers use to promote equal employment opportunity and to eliminate discrimination. 

It includes expanded outreach, recruiting, mentoring, training, management development, and other programs designed to help hire, retain, and advance qualified workers from diverse backgrounds, including individuals with disabilities.

Affirmative Action Programs in State Government

Minnesota Statute 43A.19 and 43A.191 govern statewide and agency affirmative action programs. Additionally, there are administrative rules, administrative procedures, and a statewide policy that further support to these two statutes. 

Together these laws, policies, and programs help to ensure that positions in the executive branch are equally accessible to all qualified individuals and work to eliminate the underutilization of qualified members of protected groups including minorities, women, and individuals with disabilities. 

Visit MMB's Affirmative Action page for additional information on affirmative action laws, policies, agency affirmative action plans, reporting requirements, and more. 

Affirmative Action and Individuals with Disabilities Best Practices

1. Check to see if your agency has a hiring goal for the vacant position's job category

• Hiring goals are listed in your agency's Affirmative Action Plan (AAP) and are set if your agency has fewer individuals with disabilities, women, or minorities in a particular job category than expected based on the availability of those individuals in the labor market (this is also known as an underutilization).
• If your agency has a hiring goal in this job category:

• Every effort should be made to develop an effective recruitment plan, advertise widely, conduct a thorough search, and use applicant pool statistics to ensure a larger and more diverse applicant pool is attained.
• Complete the Monitoring the Hiring Process (MHP) form throughout the recruitment and selection process. Visit MMB's Ensure a Fair and Equitable Hiring and Selection Process page for more information on MHP and related forms.

• Conduct targeted outreach and advertising to reach qualified individuals with disabilities.
  • Visit MMB's Leverage Your Resources page for a wide variety of recruiting resources and tools.
  • Document all recruiting sources used on the MHP form.
• Use inclusive, plain language in the job advertisement. Refer to the Possible Alternatives to Physical and Sensory Job Qualifications document (word) for suggestions.
• Include an Equal Employment Opportunity statement and reasonable accommodation information in all job advertisements and notices.
  • Sample statement: "The [State of Minnesota or agency name] is an equal opportunity, affirmative action, and veteran-friendly employer, and encourages all qualified candidates to apply for job opportunities. If you are an individual with a disability who needs assistance or cannot access the online job application and search tools, please contact the [ADA Coordinator or designee's name] at [list phone number and/or email address]. Please indicate what assistance is needed."
  • Know who to contact at your agency if an applicant requires a reasonable accommodation.
• Refer to the recruitment plan section of your agency's AAP for additional recruiting suggestions.
• Develop a contingency plan if the initial recruitment effort does not bring in a sufficiently diverse pool, especially if there are hiring goals for the vacant position's job category.

• Use data to insure your applicant pool is diverse, especially if your agency has hiring goals.
  • Include this data on the MHP form.
• If the applicant pool's diversity MEETS OR EXCEEDS labor market availability, continue with the recruitment plan.
• If the applicant pool's diversity DOES NOT MEET labor market availability, consider your contingency plan or find additional resources to leverage.

• Visit MMB's Leverage Your Resources page for a wide variety of recruiting resources and tools.

Additional Resources

Alternative Hiring Methods

The State of Minnesota offers a number of alternative hiring methods that agencies can leverage to increase the number of individuals with disabilities in our workforce.

• Established by the legislature in 1987 under Minnesota Statute 43A.412, the Supported Worker Program provides employment opportunities in state government to individuals with severe disabilities.
  This program combines several existing employment techniques including job sharing, reasonable accommodations, the 700-Hour Program, and a job coach. By using a combination of resources and services, the Supported Worker Program provides a key mechanism for achieving workforce diversity and increases employment opportunities for individuals with severe disabilities.
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• What is supported employment?

  Supported employment is a method to help individuals with severe disabilities qualify for a position. This program depends on partnerships developed among employers and service providers. Additionally, supported employment includes that:
  • Work is performed on a full- or part-time basis and averages 20 hours per week.
  • Work is paid in accordance with the Fair Labor Standards Act (FLSA).
  • The work setting is integrated with individuals of various abilities.
  • Ongoing training and support services are provided by a job coach.
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• Who is a supported worker? Supported workers are employees with severe disabilities who:
  • Demonstrate their job competence trough on-the-job work experience of up to 700 hours to accommodate their disability;
  • Receive ongoing support from a job coach to ensure that the requirements of the position are met; and
  • Are permitted to share their job with up to two other workers who are also participating in the Supported Worker Program.
  
  Who provides the support? Ongoing support for supported workers and their supervisors is provided by a job coach. The job coach is a trained profession who works closely with the agency and the individual with a disability to create a mutually satisfying relationship. The job coach, whether on-site or off-site, is a great resource for the agency. The job coach knows the employee well and will work with the agency supervisor and employee to attain the most successful results. Identifying a supported worker position For assistance with identifying positions and functions for supported employment, please contact your agency Human Resources Office or the State Director of Equal Opportunity, ADA, Diversity and Inclusion.

• 700 Hour On-the-Job Training Program

  The 700-Hour Program On-the-Job Training Program is an alternative procedure for candidates whose disabilities may make it difficult for a candidate to demonstrate his or her job-related abilities through the standard hiring and selection process.

  The program provides an opportunity to assess the ability of qualified individuals to perform a specific job to which the applicant has applied, with or without accommodations, by observing the individual during an on-the-job work experience of up to 700 hours.

  Who is qualified to participate? An individual is qualified to participate in the 700-Hour Program:
  • If they have a disability as defined under the Americans with Disabilities Act and have a service provider certify or sign-off on their application, and
  • Their disability substantially impairs their ability to demonstrate their skills and abilities for a position through the standard hiring and selection process, and
  • They meet the minimum qualifications for the position.
  
  For more information about the Connect 700 On-the-Job Training Program, contact your agency Human Resources Office or the statewide State Affirmative Action Compliance Officer.
  

• Noncompetitive Appointment of Disabled Veterans Minnesota Statute 43A.111 Noncompetitive Appointment of Certain Disabled Veterans allows agencies to appoint disabled veterans to classified positions on a noncompetitive basis if all qualifying factors are met, including:
  • The veteran meets service requirements and has a verified service-connected disability rating of at least 30%,
  • The veteran provides qualifying documentation verifying the disability, and
  • The veteran meets the position's minimum qualifications.
  
  If an appointing authority chooses to appoint a disabled veteran to a vacant position under this section, the appointing authority is not required to interview any other person.
  State agency responsibilities
  • Follow your agency's normal process to create a classified vacancy.
  • If the agency chooses to appoint a disabled veteran utilizing new provision Minnesota Statute 43A.111 the agency must ensure the following:
    • The veteran meets the position's minimum qualifications,
    • The required written document (issued by the federal government) is obtained from the veteran indicating the veteran meets the service requirements and has a compensable service-connected disability of a least 30%, and the document was issued within the year preceding appointment.
    • Upon appointment, use the SEMA4 reason code: VNC (Veteran Non-Competitive Appt) with appropriate appointment action code (for example: HIR, REH, PRO, DEM, MOV).
  
  Disabled veteran responsibilities As indicated in Minnesota Statute 43A.111, the disabled veteran is responsible for providing the hiring agency with official written documentation indicating they meet the service requirements, have a compensable service-connected disability of at least 30%, and the document was issued within the year preceding appointment.

• Youth Employment Programs

The State of Minnesota has partnered with two of the Twin Cities premier youth employment programs - Right Track (St. Paul) and STEP-UP Achieve (Minneapolis) - to further our efforts in developing a pipeline of diverse talent to meet our future workforce needs. 

Each year, these programs recruit, train, and hire a number of talented, low-income youth, including students with disabilities. These opportunities help our local youth explore diverse career interests, gain valuable skills, make professional connections, and prepare them for meaningful careers in state government.

• Gain access to the diverse talent pipeline of work-ready, skilled youth.
• Introduce diverse youth to state employment.
• Bring fresh ideas, energy, and creativity to your workplace.
• Offer the satisfaction of transforming a young life and giving back to our community.
• Provide opportunities for employee growth through the experience of supervising program participants.

• Fellowships, Internships, and Student Worker Programs Agencies should look to students and recent graduates as a viable source of qualified people with disabilities. Specifically, when recruiting for fellowships, internships, and student worker positions, ensure that you include students and recent graduates with disabilities. Effective outreach is a great way to tap into the enormous potential offered by this segment of society.
  
  

• Statewide Internships and Student Worker Positions
• DHS Executive Pathways Internship Program
• MnDOT SEEDS Program
• Minneapolis Urban Scholars Program
• Star of the North Fellowship (currently not available)
  

Additional Resources

Visit MMB's Leverage Your Resources page for a comprehensive list of State, local, and national recruiting resources and tools.