Utilizing workforce data to assist in justifying recruitment efforts

OBJECTIVES
•	Understanding your workforce data

•	7 steps to justify recruitment efforts

•	Importance of collaborating with your departments Workforce Planning Coordinator

Step 1
•	Analyze your workforce data by comparing your established positions to your departments vacancy percentage for those classifications.

Step 2
•	Once you have determined your vacancy rate review the demographics of your filled positions.

Step 3
•	Compare the amount of vacancies in the established position with current recruitment efforts.

Step 4
•	Analyze your departments age demographics for the position for total amount that may retire in 5 years.

Step 5

•	Compare the amount of vacancies with amount retiring minus current recruitment efforts to determine the potential vacancy impact over the next 5 years.

Step 6

•	To further justify increased recruitment efforts obtain the average age of retirement for the classification.

 Calculate Average Age of Retirement
The average retirement for the Senior Personnel Specialist Classification over the last year was 58.77.

Review Length of State Service
•	IMPORTANT: Although knowing the average age of retirement assists you in identifying a potential upcoming retirement, it is not the only factor.

•	Review your employees length of state service to determine additional probability of upcoming retirement.

•	If the employee is at or near the average age of retirement and has enough state service to be vested with medical the more likely they are to retire in the near future

•	Review the job specification and estimated knowledge, skills and abilities to fill position to determine if increased recruitment should occur.

•	What is the available candidate pool on current examination lists?

•	Finally review job trends.

Senior Personnel Specialist

•	This is the expert journey level of the series. Under general direction, incumbents serve as the expert staff resource responsible for the most difficult and complex personnel/payroll issues. As a "staff specialist", researches critical personnel problems and recommends alternative solutions; develops and maintains specialized training programs; reviews various control agency letters, memos, and bargaining contract provisions, and develops/revises internal procedures as necessary; prepares management reports, spreadsheets, and charts; drafts correspondence; functions as a team member on personnel-related projects; are coordinators for a variety of personnel/payroll programs, e.g., FMLA; and may act in a lead role (i.e., training, workload, etc.) over lower-level staff.
Review Job Specification for Position

Senior Personnel Specialist
One year of experience in the California state service performing the duties of a Personnel
Specialist, Range D, or a Personnel Services Specialist II.

Knowledge and Abilities

All Levels:
Knowledge of: Current office methods, procedures, equipment, and basic math principles.

Ability to: Think logically, multitask, and apply laws, rules, regulations, and bargaining contract provisions concerning personnel transactions; independently interpret and use reference material; give and follow directions; gather data; design and prepare tables, spreadsheets,
and charts; advise employees of their rights; consult with supervisors on alternative actions which they may take on various transaction situations; communicate effectively; operate a computer keyboard/terminal; establish and maintain cooperative working relations with those contacted during the course of the work; organize and prioritize work; create/draft correspondence; maintain personnel records.

Knowledge of: All of the above, and laws, rules, regulations, and bargaining contract provisions affecting personnel record keeping, personnel transactions, payroll, and certification processes used in State departments.
Ability to: Perform all of the above, and represent the department on intra/interdepartmental teams; coordinate a variety of personnel/payroll transactions; research critical transactions and recommend alternative solutions.	
Review Job Trends

Step 7
• Re-analyze your Workforce Data

CONCLUSION

•	Potential impact of retirements on your positions.

•	Collaborate with your Workforce Planning Coordinator.

•	Data helps justify increased recruitment.