Writing Job Orders

1. Writing Job Orders

2. W-P ENTERED EMPLOYMENT WAGE RATE • Average WP hourly wage rate at placement based on job orders filled, expressed as a percentage of the regionally adjusted LLSIL (Standard = 85%) • Calculation The average WP program hourly wage rate at entry into employment (MIS 173) The regionally adjusted LLSIL for a family of 3 (Lower Living Standard Income Level provided by AWI/Labor Market Statistics) • Data obtained from J455

3. W-P EMPLOYER INVOLVEMENT RATE • Total number of employers submitting job orders divided by the number of employers reporting new hires via the DOR New Hire Report (Standard = 25%) • Calculation Total number of employers receiving WP services (MIS 0117) Total number of employers reporting new hires in the Department of Revenue monthly New Hire Report (MIS #016) • Data obtained from J455

4. Job Order Definition Job Orders are structured records of employer’s requirements for filling vacant positions with qualified workers. • Job Orders must contain the following: • Qualifications a worker must have to perform the duties . • Specific hiring requirements. • Information about the job (pay, benefits, hours, etc.) • Referral instructions.

5. JOB OPENING • A job opening is a job vacancy that an employer intends to fill. It is inconsistent with the purpose of One-Stop to refer jobseekers to an employer who wishes only to build applicant files for possible future openings.

6. ENTRY OF JOB ORDERS • All job orders and job openings are to be entered into the W-P reporting system immediately upon being received by One-Stop Center staff. All job orders entered should comply with Federal and State laws. Source: Final Guidance W-P Job Seeker Registration and Employer Services Procedures March 4, 2003

7. WAGES ON JOB ORDERS • No entry is required in the salary field for commission jobs or if an employer chooses not to list the salary for the position. In all other cases, the actual wage or wage range as expressed by the employer should be listed on the job order.

8. Equal Employment Opportunity and Affirmative Action Compliance Must be neat and clean Need mature, responsible… Waitress * Maids Non-smokers only No criminal record Must have own car Must pass drug test

9. Equal Employment Opportunity and Affirmative Action Compliance

10. JOB ORDER WRITING • Avoid “CUT & PASTE” or other importing to job order summaries from other documents into ODDS D. Some alpha or numeric characters may corrupt the proper transfer and posting of job orders (Unsupported ASCII characters)

11. Special Requirements • Drug Testing • Physical Examinations • Polygraph Examinations (Only applies to governmental agencies such as US, State, County, etc and security services companies such as armored car personnel, security personnel, and security system design, installation & maintenance.) • Private employers may require jobseekers pay for pre-employment tests with or w/o future reimbursement from the employer. • To be a legitimate requirement: The company policy must be that all jobseekers, regardless of referral source, meet the same criteria for hiring . Must be included in summary & jobseekers must be advised prior to referral.

12. Specific job title. Qualifiers & disqualifiers first. “R” in R/H corner if “R” screen notes. No employer identifying information on summary. Avoid vague adjectives. Must comply with rules & regulations. Use acronyms sparingly Check for typographical errors. Use key words Be specific about type of experience required. Ask for a technical question if necessary. Specify language (bilingual and/or read/write.) Writing Job Orders for JIS

13. Writing Job Orders for JIS(continued) • O'NET appropriate to job duties. • All zeros in pay section for commission sales or if employer does not list salary for position. • Confidential Job Order -- use the employer’s name and the One-Stop Center’s address & phone number. When the order is closed change the address & phone number to the employer’s.

14. Orders in Violation of the Law • Job requirements and conditions of employment must be in compliance with federal, state, and local laws. • The employer must be advised of the apparent violation and given an opportunity to explain the requirement or modify the requirement. • If the employer is unwilling to withdraw the illegal specifications, the order should be voided. (After the supervisor has reviewed it.)

15. Orders in Violation of the Law • Florida’s Right to Work Law and the National Labor Relations Act prohibit an employer covered by either law from specifying that jobseekers must be either a member or non-member of a union to be hired. • Job Orders from labor organizations requiring that the jobseeker join the union are acceptable if the union has legitimate job openings with an employer. • The job order should not contain restricting specification unless the employer can justify them as being a bona fide occupational qualification. Example: In lingerie sales and fitting an employer cannot specify a female because it is not a bona fide requirement.

16. Substandard Orders • One Stop should refrain from active recruitment to fill orders that offer wages below federal minimum wage from employers who are not subject to the Fair Labor Standards Act. • Tactfully inform the employer of the probable difficulty in filling such an order. • If the employer is unwilling to modify the order, take the order without further comment.

17. Referral to Private & Temporary Help Agencies Wagner-Peyser Act States: “Nothing in this Act shall be construed to prohibit the referral of any jobseeker to private agencies as long as the jobseeker is not charged a fee.” The jobseeker must be advised the referral is to a temporary agency and that there is no fee. CMD __ JOB BANK ORDER ********************* O R D E R C O N T R O L ************************ C/R DATE STATUS LOFF STADSK OPN IREF REF MADE PLACED RSN ECC DEL.VER. ______ _ ____ ____ ___ ___ ___ ___ ___ __ _ ___ ORDER NO. FEID NUM UC NUM ******************************************* FL _______ _________ ________ EMPLOYER'S NAME EMPLOYER'S ADDRESS CITY ST ZIP JOB LOCATION ____________________ ____________________ __________ __ _____ __________ COUNTY OCCUPATIONAL JOB TITLE O'NET CODE WHOM TO SEE PHONE NUMBER ___ ______________________ _________ ____________________ ___ ___ - ____ DATE OFFICE DESK SIC OWN CAT DUR I-9 JD/MAN A/A CLRNC JIS TYP DICT D/L ______ ____ ____ ____ _ _ _ _ _ _ _ _ __ ___ _ THE PAY P/U PAY COMM MOS EXP LOC ED HRS/WK SHIFT PUB TRN _____ . __ _ _______ __ __ __ __ _ _ JOB SUMMARY _ _POSITION OFFERED BY NO FEE AGENCY ____________ ______________________________________________________________ ______________________________________________________________ ______________________________________________________________ ______________________________________________________________ ______________________________________________________________

18. Agricultural Job Orders • Specific days & hours • Describe job specifically. What does worker do? How does worker do it? Why does worker do it? What degree of skill is involved? • If paid by piece include: Amount to be paid. Pay unit. Size unit. Is employer covered by Fair Labor Standards Act or guarantee minimum wage? • If employer is crewleader, must include crewleader’s federal registration number and certification of state registration. • “Referrals within commuting distance only” is required, if order is not to be placed in clearance system.

19. Agricultural Job Orders(Continued) • Job site address must be included if different from address on job order. Indicate directions on “R” screen. • Try to use job titles that match ONET code • If duration 4-150 days, a specific estimated number of days or months must be shown. • Wage rate must be specific, depending on experience is not acceptable.

20. Agricultural Job OrdersEXAMPLE CMD __ JOB BANK ORDER ********************* O R D E R C O N T R O L ************************ C/R DATE STATUS LOFF STADSK OPN IREF REF MADE PLACED RSN ECC DEL.VER. ______ _ ____ ____ ___ ___ ___ ___ ___ __ _ ___ ORDER NO. FEID NUM UC NUM ******************************************* FL _______ _________ ________ EMPLOYER'S NAME EMPLOYER'S ADDRESS CITY ST ZIP JOB LOCATION ____________________ ____________________ __________ __ _____ __________ COUNTY OCCUPATIONAL JOB TITLE O'NET CODE WHOM TO SEE PHONE NUMBER ___ ______________________ _________ ____________________ ___ ___ - ____ DATE OFFICE DESK SIC OWN CAT DUR I-9 JD/MAN A/A CLRNC JIS TYP DICT D/L ______ ____ ____ ____ _ _ 3 _ _ _ 0 _ __ ___ _ THE PAY P/U PAY COMM MOS EXP LOC ED HRS/WK SHIFT PUB TRN _____ . 55 0 per bu. __ __ __ __ _ _ JOB SUMMARY _ Harvester - Will pick packing house and juice citrus. Fill 90 LB bag and dump into bin. Will use ladders up to 20 ft. in length. M-S, 6:30 am to 4 pm - Days and hours to be worked depend on crop & weather conditions, $0.55 per 1 bu., employer covered by FLSA. Refer within commuting distance only. No housing/ no transportation. Will work February thru April depending on crop & weather conditions ____________R Notes: All agricultural orders written in local offices are “0” clearance and the comment “refer within commuting distance only” must be added. The “0” code does not show in the help screen for clearance.

21. Referral During Labor Disputes • Make no job referral which will aid directly or indirectly in the filling of a job opening which is vacant because the former occupant is on strike, or is being locked out due to a labor dispute or the filling of which is an issue in a labor dispute involving a work stoppage. • Written notification shall be provided to all jobseekers referred to jobs not at issue in the labor dispute if the employing unit is involved in a labor dispute. • When a job order is received from an employer involved in a labor dispute involving a work stoppage, State agencies shall: • Verify the existence of the labor dispute & determine its significance to each vacancy in the job order ; and • Notify all potentially affected associates concerning the labor dispute.

22. Referral During Labor Disputes(Continued) • State agencies shall resume full referral services when it has been verified with the employer and the workers’ representative, that the labor dispute has been terminated. • State agencies shall notify the regional board offices of the existence of labor disputes which: • Result is a work stoppage at an establishment involving a significant number of workers; or • Involve multi-establishment employers with other establishments outside the reporting state. One-Stop Managers should keep the State Office informed regarding labor disputes involving lockouts or strikes.

23. Job Orders Requesting Independent Contractors We may accept job orders from employers desiring to recruit individuals as independent contractors as long as the terms and conditions of employment are spelled out in the job order summary and to the jobseekers before referral is made. CMD __ JOB BANK ORDER ********************* O R D E R C O N T R O L ************************ C/R DATE STATUS LOFF STADSK OPN IREF REF MADE PLACED RSN ECC DEL.VER. ______ _ ____ ____ ___ ___ ___ ___ ___ __ _ ___ ORDER NO. FEID NUM UC NUM ******************************************* FL _______ _________ ________ EMPLOYER'S NAME EMPLOYER'S ADDRESS CITY ST ZIP JOB LOCATION ____________________ ____________________ __________ __ _____ __________ COUNTY OCCUPATIONAL JOB TITLE O'NET CODE WHOM TO SEE PHONE NUMBER ___ ______________________ _________ ____________________ ___ ___ - ____ DATE OFFICE DESK SIC OWN CAT DUR I-9 JD/MAN A/A CLRNC JIS TYP DICT D/L ______ ____ ____ ____ _ _ _ _ _ _ 0 _ __ ___ _ THE PAY P/U PAY COMM MOS EXP LOC ED HRS/WK SHIFT PUB TRN _____ . __ _ _______ __ __ __ __ _ _ JOB SUMMARY _ This is an independent contractor/business opportunity and does not establish an employee/employer relationship. Will receive IRS 1099 form and will be responsible for own withholding taxes……… ______________________________________________________________ ______________________________________________________________

24. Government contractors and subcontractors are required to take affirmative action to employ and promote qualified special disabled and Vietnam-era veterans. This applies to all government contracts and subcontracts for supplies or services (including construction) for $100,000 or more. (Vet staff should have list of employers.) • Job openings must be listed with One-Stop. • Enter a “M” in the last space of the employer name field of the job order to identify it as a mandatory listing. • Enter a “2” in the JD/MAN field of the job order. • Veterans Preference in the job summary alerts the interviewer that veterans have priority in referral for 24 hours. Federal Contractors

25. VETERANPRIORITY • All new job orders are released into the system upon receipt from the employer.  Veteran priority is realized by the fact that file search is conducted for veterans before non-veterans

26. IRCA Job OrdersImmigration Reform and Control Act When an employer requests that One Stop complete I-9 forms on jobseekers prior to referral, the job order must be marked as follows: • “I-9” is placed immediately after the Employer Name. • An “x” is placed in the I-9 field. • “IRCA order I-9’s required” is written in the summary. The I-9 must be completed prior to referral. I-9’s remain on file in the J&B Office for 3 years. CMD __ JOB BANK ORDER ********************* O R D E R C O N T R O L ************************ C/R DATE STATUS LOFF STADSK OPN IREF REF MADE PLACED RSN ECC DEL.VER. ______ _ ____ ____ ___ ___ ___ ___ ___ __ _ ___ ORDER NO. FEID NUM UC NUM ******************************************* FL _______ _________ ________ EMPLOYER'S NAME EMPLOYER'S ADDRESS CITY ST ZIP JOB LOCATION _______________I-9 ____________________ __________ __ _____ __________ COUNTY OCCUPATIONAL JOB TITLE O'NET CODE WHOM TO SEE PHONE NUMBER ___ ______________________ _________ ____________________ ___ ___ - ____ DATE OFFICE DESK SIC OWN CAT DUR I-9 JD/MAN A/A CLRNC JIS TYP DICT D/L ______ ____ ____ ____ _ _ _ X _ _ _ _ __ ___ __ _ THE PAY P/U PAY COMM MOS EXP LOC ED HRS/WK SHIFT PUB TRN _____ . __ _ _______ __ __ __ __ _ _ JOB SUMMARY _ _IRCA order I-9’s Required ______________________________________________________________ ______________________________________________________________

27. Affirmative Action Job Orders An Affirmative Action job order is one that seeks qualified jobseekers particularly those who are a member of a specified group that for reasons of past custom, historical practice, or other non-occupationally valid purposes have been discouraged from entering certain occupation fields and results from Government Acts or Court Orders. CMD __ JOB BANK ORDER ********************* O R D E R C O N T R O L ************************ C/R DATE STATUS LOFF STADSK OPN IREF REF MADE PLACED RSN ECC DEL.VER. ______ _ ____ ____ ___ ___ ___ ___ ___ __ _ ___ ORDER NO. FEID NUM UC NUM ******************************************* FL _______ _________ ________ EMPLOYER'S NAME EMPLOYER'S ADDRESS CITY ST ZIP JOB LOCATION __________________A ____________________ __________ __ _____ __________ COUNTY OCCUPATIONAL JOB TITLE O'NET CODE WHOM TO SEE PHONE NUMBER ___ ______________________ _________ ____________________ ___ ___ - ____ DATE OFFICE DESK SIC OWN CAT DUR I-9 JD/MAN A/A CLRNC JIS TYP DICT D/L ______ ____ ____ ____ _ _ _ _ _ 1 _ _ __ ___ _ THE PAY P/U PAY COMM MOS EXP LOC ED HRS/WK SHIFT PUB TRN _____ . __ _ _______ __ __ __ __ _ _ JOB SUMMARY _ Affirmative Action-Females are encouraged to apply ______________________________________________________________ ______________________________________________________________

28. Job Order Results and Change of Status • Closing or changing the status of a job order is the sole responsibility of the order holding office. The order holding office is responsible verifying referrals results, etc. • Associates of another office should not change the status of a job order written by an office other than its own. • Alien Labor Certification Orders - Job orders with an “N” category should not be changed, put on hold, closed , etc. Changes are to be made only by AWI - Alien Certification Representatives

29. Definition of a Placement “Placement” means the hiring by a public or private employer of an individual referred by the One-Stop Centers for a job or for an interview, provided that the employment office completed all of the following steps: 1. Prepared a job order form prior to referral, except in case of job development. 2. Made prior arrangements with the employer for the referral of an individual(s). 3. Referred an individual who had not been specifically designated by the employer, except referrals on agricultural job orders for a specific crew leader or worker. 4. Verified from a reliable source, preferably the employer, that the individual had started to work. 5. Appropriately recorded the placement.

30. JOB DEVELOPMENT HIRES • According to the CFR 20 651.10, job development is the process of securing a job interview with a public or private employer for a specific jobseeker for whom the office has no suitable opening on file.

31. Internet Instructions (Continued) CMD DI JOB BANK ORDER ********************* O R D E R C O N T R O L ************************ C/R DATE STATUS LOFF STADSK OPN IREF REF MADE PLACED RSN ECC DEL.VER. ______ _ ____ ____ ___ ___ ___ ___ ___ __ _ ___ ORDER NO. FEID NUM UC NUM ******************************************* FL _______ _________ ________ EMPLOYER'S NAME EMPLOYER'S ADDRESS CITY ST ZIP JOB LOCATION ____________________ ____________________ __________ __ _____ __________ COUNTY OCCUPATIONAL JOB TITLE O'NET CODE WHOM TO SEE PHONE NUMBER ___ ______________________ _________ ____________________ ___ ___ - ____ DATE OFFICE DESK SIC OWN CAT DUR I-9 JD/MAN A/A CLRNC JIS TYP DICT D/L ______ ____ ____ ____ _ _ _ _ _ _ _ _ __ ___ _ THE PAY P/U PAY COMM MOS EXP LOC ED HRS/WK SHIFT PUB TRN _____ . __ _ _______ __ __ __ __ _ _ JOB SUMMARY _ _____________________________________________________________ ______________________________________________________________ ______________________________________________________________ “DI” Screen O R D E R C O N T R O L I N T E R N E T R E F E R R A L S NO EMAIL ADDR. ON FILE ENTER ONE. ORDER NUMBER FL E-MAIL ADDRESS __________________________________________________ TO RETURN BACK TO ODDS D, PRESS PF3

32. W-P CUSTOMER SATISFACTION RATE • Based on a monthly telephone survey, the average employer rating for the three federally mandated questions regarding overall satisfaction and reported on a scale of 0-100 • Employers selected from ODDS “D” Screen • Negotiated standard is a score of 70

33. Order Taking Techniques • Use tact in questioning an employer about hiring requirements. • Questions should not imply a certain answer is expected or cause the employer to make arbitrary decisions about age, education, years of experience or physical requirements. • Find out whether requirements are firm or mere preferences. • Explain the necessity of reporting a filled position as soon as possible. • Advise the employer of the verification process.