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Job descriptions and applications
Table of Contents
Before beginning the employment application and hiring process an employer should prepare a comprehensive job description for the position to be filled. This will allow the employer to identify the exact qualifications required for the position and to evaluate each candidate consistently according to those criteria.
Job descriptions
Once a job description has been prepared, an employer can begin the process of advertising the available position and screening qualified applicants. The first step in the candidate screening process (see Chapter 3, Candidate screening) is the employment application. It is important that the application request only information pertinent to the job in question. Employers should not request any information that would indicate the applicant’s age, such as the applicant’s birth date or graduation dates or specific years of attendance for any education institutions the applicant may have attended – requesting or obtaining such information creates the potential for claims of age discrimination by an unsuccessful applicant. Likewise, employers should not request any information that might reveal a physical or mental impairment that could be considered a disability. In that regard, employers are limited to asking whether the applicant is capable of performing the essential functions of the job.
Four sample employment applications have been provided in this manual. All are limited to legally permissible inquiries. Employers are strongly encouraged to consult with legal counsel before revising any of these forms to request additional information.
Job description
Job Title:______________________________________________________________________
Date of this Description:__________________________________________________________
Job Summary:__________________________________________________________________
ESSENTIAL FUNCTIONSof the Job (listed in order of importance):
1.
2.
3.
4.
5.
MARGINAL JOB FUNCTIONS:
1.
2.
Skills Required to Perform the Duties of the Job:
1.
2.
Educational Requirements Needed to Perform the Duties of the Job:
1.
2.
Lifting or other physical Requirements to Perform the Duties of the Job:
1.
2.
Licensing or Other Special Certifications Required:
1.
2.
Job Description Approved by:_____________________________________________________
Signature/Title:_____________________________ Date:_________________________
***THE COMPANY RESERVES THE RIGHT TO MODIFY, INTERPRET, OR APPLY THIS JOB DESCRIPTION IN ANY WAY THE COMPANY DESIRES. THIS JOB DESCRIPTION IN NO WAY IMPLIES THAT THESE ARE THE ONLY DUTIES, INCLUDING ESSENTIAL DUTIES, TO BE PERFORMED BY THE EMPLOYEE OCCUPYING THIS POSITION. THIS JOB DESCRIPTION IS NOT AN EMPLOYMENT CONTRACT, IMPLIED OR OTHERWISE. THE EMPLOYMENT RELATIONSHIP REMAINS “AT-WILL.” QUALIFIED EMPLOYEES WHO, BECAUSE OF A PHYSICAL OR MENTAL IMPAIRMENT THAT SIGNIFICANTLY LIMITS A MAJOR LIFE ACTIVITY, REQUIRE A REASONABLE ACCOMMODATION TO PERFORM THE ESSENTIAL FUNCTIONS OF THIS POSITION SHOULD NOTIFY THEIR MANAGER OR HUMAN RESOURCES.***
Sample 1: Application for at-will employment
(PLEASE PRINT ALL INFORMATION EXCEPT SIGNATURE)
THIS APPLICATION IS NOT AN EMPLOYMENT CONTRACTbut merely is intended to provide information necessary to evaluate suitability for employment. It is the policy of the company to provide equal employment to all qualified persons without discrimination on the basis of sex, race, color, religion, age, marital status, national origin, citizenship, genetic information, disability, veteran status, or any other status protected under local, state or federal law. It is also the policy of the company to have the option of conducting pre-employment screening before a job offer is made. If a job offer is made, employment may be contingent upon the successful completion of a medical examination, which may include a drug test or other physical evaluations. This application will remain active for 180 days.
PERSONAL INFORMATION
Name Last First Middle Social Security #
Home Phone
Work Phone
Please list below your current address and your two other most recent previous addresses:
Current Street City State Zip Since (Mo/Yr)
Street
City
State
Zip
Since (Mo/Yr)
Street
City
State
Zip
Since (Mo/Yr)
EDUCATIONHigh School Attended
City, County & State
Did you earn a Diploma?
Undergraduate College Attended
City, State
Areas of Study
Degree/Certificate/Diploma
Graduate School Attended City, State
Areas of Study
Degree/Certificate/Diploma
Trade, Business or Other School
City, State
Areas of Study
Degree/Certificate/Diploma
EMPLOYMENT INFORMATIONPosition Applied For:
Date You Can
Start Work:
Desired Salary: $
Do You Prefer: oFull-Time oPart-Time
Can You Work: oWeekends oEvenings
Please answer all of the following questions. When necessary, note question number and use an extra paper to provide explanations:
1) Are you at least 18 years of age and legally eligible for work in the United States? oYES oNO
2) Will you work overtime when necessary? oYES oNO
3) Have you received a description of the job or been made aware of the essential functions of the job you are applying for : oYES oNO
4) Do you understand the job requirements? oYES oNO (If no, please explain)
5) Are you on layoff and subject to recall? oYES oNO
6) Are you currently bound by a noncompetition or trade secret agreement? (If yes, please explain) oYES oNO
7) Have you ever been discharged or asked to resign from a job? (If yes, please explain) oYES oNO
8) Have you ever been convicted of or pled guilty to any felony or misdemeanor other than minor traffic violations? (If yes, please explain) oYES oNO
(This question does not pertain to convictions that have been sealed or classified as youthful offender adjudications. An affirmative response will not automatically disqualify you from being considered as a candidate for employment.)
EMPLOYMENT HISTORY
MAY WE CONTACT YOUR PRESENT EMPLOYER? oYES oNO
Please list below your last three employers beginning with the most recent:
Most Recent Employer City
State
Zip Code
Phone
Position Held Dates From/To
Pay Rate Upon Leaving
$
Supervisor
Duties Reason for Leaving
Next Most Recent Employer
City
State
Zip Code
Phone
Position Held Dates From/To
Pay Rate Upon Leaving
$
Supervisor
Duties Reason for Leaving
Next Most Recent Employer
City
State
Zip Code
Phone
Position Held Dates From/To
Pay Rate Upon Leaving
$
Supervisor
Duties Reason for Leaving
Next Most Recent Employer
City
State
Zip Code
Phone
Position Held Dates From/To
Pay Rate Upon Leaving
$
Supervisor
Duties Reason for Leaving
JOB-RELATED SKILLS
If the position you are applying for requires driving a motor vehicle, Please answer the following questions:
1. Do you have a valid driver’s license? oYES oNO
(If YES: Driver’s License Number)_________________________________________
Date of Issue:___________________________
2. Have you been convicted of or pled guilty to any traffic-related offense within the past five years? oYES oNO
3. Have you had your driver’s license suspended or revoked, or had your driving privileges modified by a court of law?
oYES oNO
4. Please list all states from which you hold or have held a driver’s license:
Please use this space to list any special skills you may have that relate to the position applied for:
Please list any professional licenses, designations, certifications, etc. that may relate to the position applied for. Include date granted, name of organization, and any other relevant information.
1. 2. 3.
APPLICANT’S CERTIFICATION AGREEMENT
1. I certify that the facts and information set forth in this application are true and complete to the best of my knowledge. I understand that any falsification, misrepresentation, or omission of facts on this application (or on any required documents) will be cause for denial of employment or immediate termination of employment, regardless of when or how discovered.
2. I authorize the investigation of all statements contained in this application and release from all liability any persons or employers supplying such information, and I also release the company from all liability that might result from making the investigation.
3. If I am offered and accept a position, I agree to conform to all existing and future Company rules and regulations and I understand that the Company reserves the right to change wages, hours and working conditions as deemed necessary. I ALSO UNDERSTAND THAT, IF HIRED, MY EMPLOYMENT WILL BE AT-WILL, MEANING THAT EITHER PARTY CAN END THE EMPLOYMENT RELATIONSHIP AT ANY TIME AND FOR ANY OR NO REASON.
4. I understand that any employment offer is contingent upon my providing, within three (3) working days of employment, valid proof of identity and eligibility to work in order to comply with the Immigration Reform and Control Act of 1986.
5. I have read and reviewed the information provided in this application and the above statements. By signing this application for employment I certify that I understand all parts of it and have answered all questions completely and fully. ____________________________________________________________Signature Date
Sample 2: Application for at-will employment
We consider applicants for all positions without regard to race, color, religion, creed, gender, national origin, age, marital or veteran status, genetic information, disability, or any other legally protected status.
(Please Print)
Position Applied for:
Date of Application:
How Did You Learn About Us?
□ Advertisement □ Friend □ Walk-In
□ Employment Agency □ Relative □ Other______________________________ Last Name First Name Middle Name Address City State Zip Code Telephone Number(s) Social Security Number
If you are under 18 years of age, can you provide required proof of your eligibility to work?
□ Yes □ No Have you ever filed an application with us before? oYes oNo If Yes, give date
Have you ever been employed with us before? oYes oNo If Yes, give date Are you currently employed? oYes oNo
May we contact your present employer? oYes oNo Are you prevented from lawfully becoming employed in this country because of Visa or Immigration Status?
Proof of citizenship or immigration status will be required upon employment. oYes oNo On what date would you be available to work?
Are you available to work: o Full Time o Part Time o Shift Work o Temporary Are you currently on “layoff” status and subject to recall? oYes oNo
Can you travel if a job requires it? oYes oNo Have you been convicted of a crime within the last 7 years? oYes oNo
This question does not pertain to convictions that have been sealed or classified as youthful offender adjudications as provided under New York law. Conviction will not necessarily disqualify an applicant from employment. If Yes, please explain
This application will remain active for 45 days. Education
Name and Address of School
Course of Study Number of Years
Completed Diploma
Degree
Elementary School High School Undergraduate College Graduate Professional
Other (Specify) Indicate any foreign languages you speak, read, and/or write
FLUENT GOOD FAIR
SPEAK
READ
WRITE
Describe any specialized training, apprenticeship, skills and extra-curricular activities.
____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
Describe any job-related training received in the United States military.
____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ Employment Experience
Start with your present or last job. Include any job-related military service assignments and volunteer activities. You may exclude organizations that indicate race, color, religion, gender, national origin, disabilities, or other protected status.
1.
Employer Dates Employed
Work Performed
From
To
Address Telephone Number(s) Hourly Rate/Salary
Starting
Final
Job Title
Reason for Leaving
2.
Employer
Dates Employed
Work Performed
From
To
Address
Telephone Number(s)
Hourly Rate/Salary
Starting
Final
Job Title Reason for Leaving
3.
Employer Dates Employed
Work Performed
From
To
Address Telephone Number(s) Hourly Rate/Salary
Starting
Final
Job Title
Reason for Leaving
4.
Employer
Dates Employed
Work Performed
From
To
Address
Telephone Number(s)
Hourly Rate/Salary
Starting
Final
Job Title Reason for Leaving
If you need additional space, please continue on a separate sheet of paper.
List professional, trade, business, or civic activities and offices held. You may exclude memberships that would reveal gender, race, religion, national origin, age, ancestry, genetic information, disability, or other protected status:
________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
Additional Information Other Qualifications
Summarize special job-related skills and qualifications acquired from employment or other experience.
________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ Specialized Skills: Check Skills/Equipment Operated
Production/Mobile
oCRT oFax Machinery (list): Other (list):
oPC oLotus 1-2-3 ___________
oCalculator oPBX System PPP _____________ ___________
oTypewriter oWord Processing PPP _____________ ___________
State any additional information you feel may be helpful to us in considering your application.
_____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
References 1. 2.
3.
_________________________________________ ( )________________
Name Phone #
________________________________________________________________________________________
Address
_________________________________________ ( )________________
Name Phone #
________________________________________________________________________________________
Address
________________________________________________________________________________________
_________________________________________ ( )________________
Name Phone #
________________________________________________________________________________________
Address
________________________________________________________________________________________
*WE ARE AN AT-WILL, EQUAL OPPORTUNITY EMPLOYER*
FOR PERSONNEL DEPARTMENT USE ONLY Position(s) Applied For Is Open: oYes oNo Position(s) Considered For: Date NOTES:______________________________________________________________________
____________________________________________________________________________
____________________________________________________________________________
____________________________________________________________________________
Applicant’s Statement
I certify that answers given herein are true and complete to the best of my knowledge.
I authorize investigation of all statements contained in this application for employment as may be necessary in arriving at an employment decision.
This application for employment shall be considered active for a period of time not to exceed 45 days.
Any applicant wishing to be considered for employment beyond this time period should inquire as to whether or not applications are being accepted at that time.
I understand and acknowledgethat, if hired, my employment relationship withthis organization would be of an “AT-WILL” nature, which means that the Employee may resign at any time and the Employer may discharge Employee at any time and for any or no reason. It is further understood that this “AT-WILL” employment relationship may not be changed by any written document or by conduct unless such change is specifically acknowledged in writing by an authorized executive of this organization.
In the event of employment, I understand that false or misleading information given in my application or interview(s) may result in discharge. I understand, also, that I am required to abide by all rules and regulations of the employer.
____________________________________ Signature of Applicant Date
*WE ARE AN AT-WILL, EQUAL OPPORTUNITY EMPLOYER*
FOR PERSONNEL DEPARTMENT USE ONLY
Arrange Interview oYes oNo
____________________________
INTERVIEWER DATE
Employed oYes oNo
Date of Employment_________________________
Hourly Rate/Job Title Salary __________ Department__________________________
By NAME AND TITLE DATE
*WE ARE AN AT-WILL, EQUAL OPPORTUNITY EMPLOYER*
Sample 3: application for at-will employment
FOR OFFICE USE ONLY
Work
Location _______
Position _______
Rate _______
Date _______ (An Equal Opportunity Employer)
We consider applicants for all positions without regard to race, color, religion, sex, national origin, age, marital or veteran status, disability, genetic information, or any other legally protected status. We will give this application every consideration. However, in accepting it, the Company makes no commitment of employment to the applicant. This application will remain active for 180 days.
WE ARE AN AT-WILL EMPLOYER, MEANING THAT EITHER THE EMPLOYER OR THE EMPLOYEE MAY END THE EMPLOYMENT RELATIONSHIP AT ANY TIME AND FOR ANY OR NO REASON.
BASIC INFORMATION: Please print in ink.
Position Applied For:
Date of Application:
How Did You Learn About Us?
o Advertisement o Friend o Walk-In
o Employment Agency o Relative o Other______________________ Last Name First Name Middle Name
Address City State Zip Code
Telephone Number(s)
Social Security Number
Salary requirements: Date Available:
Have you been convicted of a crime within the last 7 years? oYes o No
This question does not pertain to convictions that have been sealed or classified as youthful offender adjudications under New York law. An affirmative response will not automatically disqualify you from being considered as a candidate for employment.
If yes, please explain:
Are you a United States Citizen? o Yes o No
If no, are you lawfully authorized to work in the United States? o Yes o No
*WE ARE AN AT-WILL, EQUAL OPPORTUNITY EMPLOYER*
EMPLOYMENT HISTORY: Start with your present or most recent job. Include any job-related military service assignments, self-employment, summer and part-time jobs. 1
Company
Address
Telephone
Dates Employed
From To
Starting Leaving
Salary
Supervisor
Your Duties:
Reason for Leaving:
2
Company
Address
Telephone
Dates Employed
From To
Starting Leaving
Salary
Supervisor
Your Duties: Reason for Leaving: 3
Company
Address
Telephone
Dates Employed
From To
Starting Leaving
Salary
Supervisor
Your Duties:
Reason for Leaving:
4
Company
Address
Telephone
Date Employed
From To
Starting Leaving
Salary
Supervisor
Your Duties: Reason for Leaving:
If presently employed, why do you desire to change your position?_____________________________________________________________________________________________________
If you are now employed, may we contact your present employer? oYes o No
*WE ARE AN AT-WILL, EQUAL OPPORTUNITY EMPLOYER*
REFERENCES:(not former employers or relatives)
Name
Address
Phone Number
EDUCATION:
School
Name and Address of School
Course of
Study
Circle Last
Year
Completed
Did You
Graduate?
List
Diploma
or Degree
High
1 2 3 4
oYes
o No
College
1 2 3 4
oYes
o No
Other
(Specify)
1 2 3 4
o Yes
o No
If you did not graduate, why did you leave school or college?_____________________________
______________________________________________________________________________
Are you planning to pursue further studies? oYes oNo
If yes, oDay OR oNight SchoolIf so, when, where, and what courses?___________________________________________________________________________________________________________________________________________________________________________________________________________
INTERESTS:Use this space below to describe interest in the industry and skills and aptitudes that you feel qualify you for a position with our Company. (You may wish to include civic and community activities, professional societies in which you participate, hobbies, sports, special training or skills such as typing, accounting, and the like.) If you need more space, please continue on a separate sheet.
________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
*WE ARE AN AT-WILL, EQUAL OPPORTUNITY EMPLOYER*
ACKNOWLEDGMENT
Please Read Before Signing:
The facts set forth in my application for employment are true and complete. I understand that if employed, false or misleading statements on this application shall be considered cause for immediate dismissal. In making this application for employment I authorize you to make and/or investigate a report whereby information is obtained through personal interviews with my neighbors, friends, or others with whom I am acquainted. This inquiry, if made, may include information as to my character, general reputation, personal characteristics, and mode of living. This inquiry, if made, also may include information concerning any and all employment discrimination claims and/or accusations brought against me, including, but not limited to, charges and/or accusations brought against me that relate to harassment and/or discrimination involving race, sex, age, religion, disability, and/or national origin.
I understand that I have the right to make a written request within a reasonable period of time to receive additional, detailed information about the nature and scope of any such investigation or report that is made.
I understand that, if the Company employs me, EITHER THE Company or I can terminate my employment with or without cause at any time and for any or no reason. I also understand that no official of the Company other than the Chief Executive Officer has any authority to enter into an agreement for employment for any specific period of time or to make any agreement contrary to the foregoing.
Signature of Applicant Date
*WE ARE AN AT-WILL, EQUAL OPPORTUNITY EMPLOYER*
Sample 4: Application for at-will employment
The Company is an equal opportunity employer and will not discriminate against any applicant on the basis of any characteristic that is protected by local, state or federal law.
THE COMPANY IS AN AT-WILL EMPLOYER, MEANING THAT EITHER THE EMPLOYER OR EMPLOYEE CAN END THE EMPLOYMENT RELATIONSHIP AT ANY TIME AND FOR ANY OR NO REASON.
Position Applied For:_______________________________ Date of Application:____________
Date You Can Start:_______________________________ Please note that this application will only
remain active for six months, after which the
applicant will need to reapply.
Name:______________________________________________
Social Security #:_____________
Last
First Middle
Present Address:________________________________________________________________
Street City State Zip Permanent Address:_____________________________________________________________
Street City
State
Zip
Telephone #: Home (_____)___________________ Work (_____)______________________
Are you 18 years or older? oYes oNo
Are there any hours or days of the week you cannot work? oYes oNo
If so, when?____________________________________________________________
Salary Desired____________________
Type of Employment: oFull-time oPart-time
Are your employed now? oYes oNoMay we contact your present employer? oYes oNo
Did you ever apply to this Company before? oYes oNo Where?_______________
Under what name? _____________________________ When?_____________________
EDUCATION:
NAME AND ADDRESS OF SCHOOL
NO. OF YEARS ATTENDED
DID YOU GRADUATE?
SUBJECT/MAJOR
Elementary School
High School
College
Specialized Training
Are you lawfully eligible to be employed in the United States? oYes oNo Have you ever been convicted of a crime, other than minor traffic violations? oYes oNo
{ This question does not pertain to convictions that have been sealed or classified as youthful offender adjudications under New York law. An affirmative response will not automatically disqualify you from being considered as a candidate for employment.}.
If so, please state citation, date and place where offense occurred:_____________________________________________________________________________________________________________________________________________________________________________________
Please provide any additional information such as special skills, training, management experience, equipment operation, or qualifications you feel will be helpful to us in considering your application:
__________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
REFERENCES: Three Individuals Not Related To You, Whom You Have Known For At Least One Year.
NAME
ADDRESS & TELEPHONE
RELATIONSHIP
YEARS
ACQUAINTED
Emergency Contact ____________________________________________________________
Name/Street/City/State/Telephone
CURRENT AND FORMER EMPLOYERS:(Most Recent One First)
DATE
MONTH/YEAR
NAME, ADDRESS & TELEPHONE NO. OF EMPLOYER
SALARY:
STARTING/ENDING
LAST POSITION HELD/
RESPONSIBILITIES
REASON FOR LEAVING
From:
To:
From:
To:
From: To:
From:
To:
From: To:
* * * *
Please read the following statement carefully before signing to indicate your understanding:
I understand that if I receive a conditional job offer, and prior to beginning employment, I may be requested to undergo a pre-employment medical examination. If I have an impairment that will affect my ability to take the test, I will so inform the Company prior to the administration of the test so that a reasonable accommodation may be arranged. The Company reserves the right to require medical documentation regarding the need for accommodation.
I certify that the facts contained in this application are true and complete to the best of my knowledge and understand that, if employed, falsified statements on this application may result in termination.
I understand and agree that, if hired, my employment is AT-WILL. THIS MEANS THAT, IF HIRED, EITHER THE COMPANY OR I CAN END THE EMPLOYMENT RELATIONSHIP AT ANY TIME AND FOR ANY OR NO REASON.
I authorize investigation of all statements contained in this application for any employment-related purpose. I release the listed references and all employers to provide you with any and all applicable information they may have. I hereby release these references and former employers from all liability for any information they may give to you, including but not limited to any defamation claims I may now have or will have against them.
______________________________________________________Date Signature
*THE COMPANY IS AN AT-WILL, EQUAL OPPORTUNITY EMPLOYER* For Employer Use Only Interviewed By:________________________ Date:_________________ Hired: oYes oNo Starting Date:____________________Position:_______________ Wage:______________ *THE COMPANY IS AN AT-WILL, EQUAL OPPORTUNITY EMPLOYER*
