Checklist for Hiring County Employee

Content

Basics

  • Review and update the position description as needed. 
  • Review the budget to determine a starting salary and potential starting date based on what works within the current budget. Also consider how the identified salary will work into next year’s budget.  
  • Contact Clerk to let them know of the upcoming vacancy and hiring timeline. Share with the clerk your proposed hiring process. Ask them if there are any things the county would like you to include in your hiring process.  
    • Example: The Extension Office will advertise for at least 2 weeks, post it in the paper along with other locations, include EEO statement on advertisement, and will have a small interview committee.  
  • Review the county handbook and benefits information in case you get questions from applicants. This can be requested from the Clerk.  
  • Contact the Board Chair for the County Commissioners/Supervisors, let them know of the upcoming vacancy and hiring timeline. Ask if they would like to have a member involved in the hiring process as part of the interview committee. Ask them if they have any input on starting salary, remind them you will stay within the current budget. Continue to keep them updated on the timeline, number of applicants, who was hired, and start date via email or updates at their meetings. 
  • Identify hiring timeline which will work within the budget, staff schedules, and programming schedules. A reasonable timeline is 7-8 weeks. 
    • Example:  
      • Advertise (3-4 weeks) 
      • Review applications with committee and contact applicants for interview (1 week) 
      • Interview qualified candidates, identify top candidate, extend offer, and contact remaining candidates to say position has been filled (1 week) 
      • First day of work for new hire (about 2 weeks) 
  • Consider having an interview committee to provide a diverse perspective throughout the interview process. You may include Extension staff, 4-H Council Member, Extension Board Member, and/or elected official.  
  • Create the hiring announcements for paper, online, and social media.

Interviewing

  • Contact those who applied but not selected for an interview. 
  • Schedule the interviews for 30-45 minutes with a 10-15 minute after to debrief between candidates.. 
  • Consider asking candidates to prepare a 5-minute introduction about themselves with some suggested things you want them to cover and then you can go into questions. For 4-H Assistants, also include a 10-minute teaching demonstration.  
  • Have 8-10 questions prepared to help guide the interview committee. Remind committee members they cannot ask questions regarding a candidate’s age, religion, race, marital status, disabilities, or family plans. 
  • The Lead Educator may choose to contact references before or after the formal interview.  
  • Remember what you do for one, you do for all.

Hiring

  • Contact the top candidate to make a verbal offer. Be prepared to share the starting salary and start date.  
  • Once offer has been accepted, contact those individuals interviewed but not hired. 
  • Announce a hire was made to local office, Extension Board, County Commissioners/Supervisors and County Clerk, and anyone who participated in the local interview.