The Structured Interview

Part 1: In Chapter 2 of your text, there is a sample job description in Table 2.1 on pages 42 to 44. Use this job description or one for your current job to begin to create a structured interview. List at least 10 essential KSAOs for the job that would be best tapped for a structured interview.

Part 2: Now that you have your list of essential KSAOs the next step is to actually write questions that will use those tapped KSAOs. Figure 4.5 on page 142 of your text discusses the different types of questions used in a structure interview. Using this figure as a guide write two examples of each type of interview question making sure you cover all of the essential KSAOs you listed in part 1.

The following are the question types you must cover:

• Clarifiers
• Disqualifiers
• Skill level determiner
• Future focused (situational)
• Past focused (behavioral)
• Organization fit

Table 2.1 Example of a Job Description Bookkeeper True Value Credit Union Job Summary Under the general supervision of the office manager, the bookkeeper is responsible for all of the accounting duties of the office. Specifically, the book- keeper is responsible for keeping all financial records accurate and up to date; processing loans, and preparing and posting statements, reports, and bonds Work Activities The work activities of the bookkeeper are divided into seven main functional areas: Accounting Activities Prepares quarterly income statements Maintains and posts all transactions in general ledger book Pays credit union bills Prepares statistical reports Updates undivided earnings account Prepares and files tax returns and statements Completes IRA forms and reports in cooperation with CUNA Annually computes Cumis Bond Balances journal and cash records Clerical Activities Looks up members' account information when requested Answers phone Makes copies of transactions for members Drafts statements of account to members Types certificates of deposit Makes copies of letters that are sent to members Picks up, sorts, and disperses credit union mail Folds monthly and quarterly statements and places into an envelope to be mailed to members Processes and mails savings and share draft statements Sorts checks or copies of checks in numerical order Orders supplies Types reports and minutes from board meetings Maintains and updates files for members Prepares, types, and files correspondence Enters change-of-address information into the computer Teller Activities Enrolls new members and opens and closes accounts Reconciles accounts Issues money orders and traveler's checks Conducts history of accounts Processes and issues receipts for transactions Asks for identification if person making transaction is not known Daily enters transaction totals onto a list sent to the bank Orders new or replacement checks for members Prints and issues checks Makes proper referrals Share Draft Activities Deducts fee from member's account when a share is returned Processes statements for share draft accounts Issues stop payments and sends copy of form to member Deducts fee in form of an overdraft when more than three transfers have occurred for any one member in a month Checks and records share drafts or additions from previous day Receives share draft totals for each member from CUNA data Decides on an individual basis whether overdrafts will be covered by credit union Determines if overdrafts on account have been paid Checks to see if share drafts have cleared Telephones Chase-Manhattan Bank when a member does not have enough money to cover a share draft Collections Activities Withholds money from member's check in order to meet loan payments Decides if a member who has a delinquent loan will be able to take money out of account Locates and communicates with members having delinquent loans Completes garnishee form to send to courts on delinquent loans Resubmits garnishee form once every three months until delinquent loan has been paid in full by member Makes collection on delinquent loans Checks on previous member's address and current job to see if loan payments can be made Determines number and length of time of delinquent loans Sends judgment form to court, which sends it to delinquent member If a member is delinquent, finds out if he or she is sick or on vacation Payroll and Data-Processing Activities Checks and verifies payroll run for all necessary deductions Reads and interprets computer printouts Computes and subtracts deductions from payroll Sets up and changes deduction amounts for payroll savings plan Runs payroll on computer Annually sends out backup disk to outside vendor who transfers information to a magnetic tape that is sent to IRS Computes payroll Runs daily trial balances and transaction registers Loads paper into printer Makes backup copies of all daily computer transactions Runs quarterly and/or monthly statements on computer Financial Operations Activities Scans business/financial environment to identify potential threats and opportunities Makes recommendations to the board regarding investments Invests all excess money into accounts that will earn interest Computes profits and amounts to be used for investments Prepares statements of financial condition and federal operating fee report Obtains enough funds for day-to-day operation of branch Notifies and makes available investment funds to the NCUA Tools and Equipment Used Adding machine Computer Computer printer Credit history machine Motor vehicle Photocopy machine Folding machine Microfiche reader Continued Table 2.1 Example of a Job Description (Continued) Safe Telephone Security check writer Job Context The e bookkeeper spends the majority of time making entries in and balancing journals and ledgers. The workday is spent in a dimate-controlled office with four coworkers. Physical demands are minimal and sitting is required for most of the day. Work hours are Monday-Friday from 8:00a.m. to 5:00 pm, with an unpaid hour for lunch. No weekend or holiday work is required and overtime seldom occurs. Psychological stress is usually low but becomes moderate when dealing with an angry customer Work Performance The bookkeeper is evaluated annually by the office manager using the credit union's standard performance appraisal system. To receive an excellent performance appraisal, the bookkeeper should: Maintain neat and accurate records Meet all deadlines Maintain an orderly office Make sure all ledgers and journals balance Perform duties of other jobs when the need arises Have a good attendance record Compensation Information Grade: 6 FLSA Status: Not exempt Job Competencies Upon hire, e bookkeeper must: Have a high school diploma and a basic knowledge of math and English Understand financial documents Be able to make limited financial decisions Have completed advanced coursework in accounting and finance Be skilled in using Microsoft Excel and Word After hire, the bookkeeper must: Learn general office procedures Learn the style of credit union accounting procedures and regulations Learn how to complete the various forms contains the KSAOs that are an important part of the job but can be obtained after being hired. The first set of KSAOs is used for employee selection and the second for training purposes (Wooten, 1993). Preparing for a Job Analysis Prior to conducting a job analysis, several decisions must be made that will influence how it is conducted. Who Will Conduct the Analysis? Typically, a job analysis is conducted by a trained individual in the Human Resources department, but it can also be conducted by job incumbents, supervisors, or outside