REFERRAL GUIDE AND MATRIX CODES
FOR
Fiscal Technician (12030)
Table Of Contents
Subject What is INET? The INET Process Working With Your Referrals Using Matrix Codes Prioritizing Matrix Codes Performance Testing/Interviewing Referral Procedures Matrix Codes Page 1, 2 2, 3 3, 4 5 5 7 6 7, 8
WHAT IS INET?
INET is an Internet Application System. The system has been in place for more than 2 years and now has approximately 250 job classes are in the system. (The Department of Personnel nicknamed the on-line process INET, short for Internet; therefore, we will refer to this process as “INET.”) INET is fast, convenient, and easy for both the applicants and the hiring managers.
Currently INET is being used in combination with DOPs 1980s system, the Automated Register Maintenance System (ARMS). You continue to obtain your referral of names in the same manner as in the past, through ARMS. The only differences you will notice (at this time) will be the usage of matrix codes for all referrals – and the speed in which you will get your list of candidates.
THE INET PROCESS
When candidates apply via INET, they are placed on the register nearly as soon as they complete their on-line application and their E&T exam. Placement on the register will vary from a few minutes to four hours, depending upon the time of upload. (As you know from past experience, the manual process may take several weeks due to scheduling and examining.) All jobs advertised on-line with INET are open continuous. This means that there are no closing dates that cause DOP to hold applications until a specified date before names can be released for referral. Therefore, if you have an opening, you can go to the register immediately and request a list of available candidates. When first viewing the on-line job announcement, candidates see a highlighted colored link that says, “Apply on-line now.” When they click on that link, it will take them to the on-line version of the announcement. The applicant’s first step is to complete their “profile,” which, basically, is their application. This is the traditional application information (address, phone numbers, etc.) as well as education and employment history. Once they complete this portion, they will not need to do it again unless they need to update their address and telephone numbers or until they have additional education or experience to add. They can apply for as many jobs as they want without revising their profile. Along with their profile, they will indicate their job preferences such as locations, shifts, and agency preferences. The next step is the Qualifications section. Here applicants will answer a series of questions to determine whether they qualify. Then they proceed on to the Exam portion where they answer another series of more specific questions about their experience and education/training. The Skills portion is next. Even though this section is titled “Skills,” it is used to gather a variety of other information about the applicant, such as knowledge, abilities, degrees, interests and willingness to accept certain working conditions (e.g., sitting or standing all day). The system allows candidates to mark only 24 of the items, and their answers are electronically converted to “matrix codes.” If they do not have a particular skill at the time they originally apply, they can take courses or gain knowledge through experience and then go back to the “skills” section to update it. Or, they may decide to change an interest or willingness item later if they wish – especially if they are hired into a state position at one
level, and are no longer interested in being referred to all types of positions at a higher level. Once the candidate has completed all portions of the INET application process, he or she will need to “SUBMIT” the information via the Internet (by pressing the “submit” button) for uploading to the register. Once submitted, candidates will immediately be able to view and print their score.
WORKING WITH YOUR REFERRALS
Everyone who qualifies for the College Career Graduate register will receive a score between 75 and 100. Due to the veterans’ law granting Veteran’s Preference points, veterans will receive an additional 5 or 10 percent on top of their passing score. Since all tied scores are referred, in some locations you may receive a referral consisting of more than seven names. You can manage these larger referrals in several ways: Use up to six meaningful Matrix Codes, as discussed further on Page 6. Send a letter including a position description to all of those on the referral. Consider this the official 5-day notice. Provide candidates with a name, phone number, and/or an address for response. Ask candidates, if interested, to respond by a specific date. Pre-screen by asking applicants to answer questions that you place in your letter. From their responses, you can determine which candidates to interview for your particular position. Ask for candidates to send you a copy of their application or resume. (However, DOP will soon be able to allow HR staff to view on-line profiles/applications as well.) Give a test at the time of the interview – or prior to interviewing – to determine whether the candidates have the knowledge, skills, and abilities (KSA’s) necessary for your individual position (see more discussion further on Page 8). Conduct pre-interviews over the telephone. Once you have determined in advance those candidates possessing the KSA’s needed for your position, interview only those who best qualify. There is no need to waste your time or the candidate’s time if they do not
have the qualities you need for your position, and if you are using good, sound selection methods. And, of course, use reference checks.
USING MATRIX CODES
The codes available for the College Career Graduate series include degrees earned, internships and language skills. Using the list of matrix codes, you can identify applicants who most closely match the job duties described in the CQ for your particular position. To identify a position’s requirements, write the three-digit matrix code or codes on the “Supervisor’s Worksheet” (see Page 9). Your referral will include applicants who claim to have selected those matrix codes. When you request a referral of names from the register, you may specify up to six matrix codes for the position you are filling. By using these codes, the referral you receive will consist of applicants who have up to six of your jobrelated qualities. Your referral will be ranked (as usual), and some screening will have already occurred due to the applicants’ self-declared knowledge, skills, abilities, etc. You are responsible for verifying that the applicants have the matrix codes they claim, and that they are appropriately qualified for the position. Be sure to list your requirements in priority order. If not enough applicants exist who meet all of your requirements, you have the option of deleting the lowest priority code(s) and completing the referral with applicants who have all except for the lowest priority requirements.
PRIORITIZING MATRIX CODES
You are not required to use matrix codes when you ask for a referral. However, we recommend that you use the matrix code that represents the Bachelor or Master degree you are searching for. There are also codes that reflect whether or not a candidate has their degree or is within 9 months of receiving their degree. The purpose of matrix codes is to assist you with your selection. We offer the use of matrix codes only as an additional screening tool. If you choose to use matrix codes, supervisors should rank the codes in priority order.
PERFORMANCE TESTING & INTERVIEWING
After using some of the previously mentioned selection techniques to narrow your referral list to a more manageable number of candidates, we strongly urge you to administer well thought-out, job-related interviews combined with performance or work sample tests. If you test one candidate on your list of finalists, be sure to test them all, using the same procedure. If a candidate cannot pass a job-related performance test, you may request to have the individual removed from your referral. (Once we have several such reports about a particular candidate, we will remove that code from that individual’s list of matrix codes.)
REFERRAL PROCEDURES
For referrals, please follow these steps: (a) Put an "a" in option and class code of the position in the next referral number to initiate your referral (screen c.52) (b) Indicate agency code number (c) Class will be the class code of your position (d) Input matrix codes previously determined of position preferences (there are six spaces available). (e) Proceed with your referral as normal. (f) The names that appear have all the matrix codes you have requested. (g) If the referral is incomplete, you have the option to go with the names you received and make the referral permanent. OR, you may drop the lowest priority matrix requested and re-certify for additional names working through Joan Darin in the DOP Referrals unit, 360-664-6205. These additional names will all have the remaining matrix codes.
Matrix Codes
E09 233 Fiscal Technician I have worked in a position in which at least 50% of my fulltime for 12 or more months were accounts payable functions I can perform basic spreadsheet functions such as opening a spreadsheet, entering data, cutting and pasting information from one cell to another, saving data, etc. I can perform intermediate spreadsheet functions such as creating spreadsheets, importing data from another source, creating tables and graphs from spreadsheet data, etc. I have worked in a position in which at least 50% of my duties for 12 or more months were payroll functions I have worked in a position in which at least 50% of my duties for 12 or more months were accounts receivable functions I am skilled and reasonably accurate in using a ten-key adding machine or the numerical key pad on a computer and I can enter numerical data by touch I am willing to work in a state hospital or other state institution where I may have interaction with patients or clients I am willing to undergo a background check, including fingerprinting, for positions having strict security requirements I have successfully completed a college, vocational, or employer-sponsored training course using basic database software functions (e.g., Microsoft Access, FoxPro); OR, I have a minimum of 6 months full-time experience in which a regular part of my assigned duties including some type of database to update and/or maintain records (e.g., a unique mainframe program or Microsoft Access or FoxPro) I can independently perform 3 or more of the following functions using a computer: (1) use a computer keyboard well enough to send and receive e-mail, (2) use a computer with a Windows environment, (3) find information on the internet, (4) perform basic search functions, and (5) view calendars and schedule appointments using electronic calendars I have at least 6 months full-time experience (or college or vocational training) performing simple record keeping such as posting or totaling numbers or other data in columns or on a computer; OR working with numbers requiring detail and accuracy (e.g., reviewing client or customer forms for
234
235 236 589
592 593 604
617
631
635 636
completeness and accuracy The Washington State Patrol requires all employees to undergo a background investigation and polygraph exam. PRISON JOBS: I am willing to work in a prison or other correctional facility in which I would be required to interact with inmates