Courtney Hemingway

Professor Trottier
Staffing, Assessment & Law
Final Semester Long Staffing Project

Individual Project Component A Job Analysis

Background and History of the Boys & Girls Club
In every community, boys and girls are left to find their own recreation and companionship in
the streets. An increasing number of children are at home with no adult care or supervision.
Young people need to know that someone cares about them. The Boys & Girls clubs are
designed to offer them that. They are a safe and fun place for children to learn and grow. They
offer numerous programs and services that promote and enhance the development of boys and
girls through a sense of competence, usefulness, belonging and influence. They annually serve
about 4 million young people in over 4,100 facilities throughout the country.
Their mission statement is to enable all young people, especially those who need us most, to
reach their full potential as productive, caring, responsible citizens.
The following is a summarized statement of their financial analysis:

The Boys & Girls Club of Webster - Dudley began in 1957 starting in a church basement. They
immediately became a well-established organization and were able to move into the Old Dutch
Recreation Hall in Dudley where they remain today. The staff at this location take a positive
approach in working with young people because they genuinely believe in their potential. They
understand the importance of young peoples needs and want to engage them in activities that

help them grow and develop through a variety of recreational, educational, and cultural activities.
The philosophy underlying Boys & Girls club programming is the Youth Development Strategy.
All programs and activities are designed to maximize opportunities for young people to acquire
four basic senses which help them build self-esteem and grow into responsible and caring
adults.
The Boys & Girls Club offer career opportunities for both local and national locations. They take
pride in having a diverse work force with their locations all over the world with about 56,000
adult professional staff and a 75% retention rate. They offer full-time staff a variety of benefits
and work to provide their staff an appropriate work-life balance.

Task Statements
I analyzed the Front Desk Attendant at the Boys & Girls Club. The Front Desk Attendant is a
strategic positon because they are responsible for handling phone calls, payments, and
memberships. Along with this, it is their responsibility to ensure childrens safety through
checking in and out children and parents, checking IDs and who the child leaves with, and
making calls if necessary.
What?
Check

To Whom/What?
ID of the person
picking up the child

Refer

Parent questions to
the supervisor

Check In and Out

Children

Fill Out

Attendance Sheets

Answer

Phone Calls

How?
Using the childrens
contact and pick up
information, call
parent if they sent
someone new.
In person basic
communication
Typing childrens 4
digit number into the
system
Using computer to
mark who is present
or absent

Using over the phone

communication

Why?
To verify the person
is allowed to pick up
the child

To answer parents
questions regarding
their child
To keep track of
when the children
arrive and depart
To keep a record of
how many children
they are keeping
track of and who they
are caring for
To answer questions
for parents/
prospective members

KSAOs
KSAO
Knowledge
Knowledge

Skills
Skills
Skills

Needed
Basic knowledge of
computers
Basic company information
including their hours and
membership details
Computer, patience, and
listening skills
Memorization Skills
Communication Skills

Job Duty Linked to

Checking in Children
Answering phone calls

Checking in Children
Filling out attendance sheets
Answering phone calls and
referring parent questions

Job Duty and Task Grouping

Job Duty: Keeping Track of Daily Functions
Tasks:
-

Checking children in and out upon arrival and departure

Filling out attendance sheets
Check IDs and making calls to parents if necessary

Job Duty: Assist Members/Prospective Members

Tasks:
-

Answer phone calls

Answer questions about the organization
Refer questions to supervisor when necessary

Critical Incidents
One critical incident the front desk attendant faced was when an unusual person came to pick up
a child. They werent on the pick up or contact list. When the employee called the parent for
verification there was no answer. The front desk attendant had to get the supervisor and she told
the person that they would have to wait a few minutes just to ensure that the child could leave
with them. The person became a little frustrated as he was the childs god father. When the
supervisor came, they assured him that they need verification first. She then explained to him
why we have these strict policies. After listening to the front desk attendant he calmed down and
understood. After about 10 minutes, the parent called back and gave the verification for her child
to go home with him. Once he calmed down he ended up telling them that he appreciated that it
is only because they care about the children and want to make sure they are completely safe.

Weighted Job Duties

Relative Importance
50
20
10
20
50
20
15
10
100

Job Duty
Keeping Track of Daily
Functions
Checking children in and out
upon arrival and departure
Filling out attendance sheets
Check IDs and making calls to
parents if necessary
Assist Members/Prospective
Members
Answer phone calls
Answer questions about the
organization
Refer questions to supervisor
when necessary
Total

Relative Time Spent

40
20
10
10
50
20
20
10
100

Job Requirements Matrix

Characteristics of the Job
Job Duty

Tasks

Relative
Importance of
Job Duty

Relative Time
Spent

Checking
children in and
out upon arrival
and departure
Filling out
attendance
sheets
Check IDs and
making calls to
parents if
necessary

20

20

10

10

20

10

Keeping Track of Daily

Functions

Assist
Members/Prospective
Members
Answer phone calls
20
Answer questions
15
about the organization
Refer questions to
10
supervisor when
necessary

20
20
10

Characteristics of the Worker

Competency or KSAO
Basic knowledge of computers
Basic knowledge of company information
including their hours and membership
details
Computer Skills
Patience
Listening Skills
Memorization Skills
Communication Skills

Importance of KSAO (Low 1-10 High;

E=Essential)
8
5

9
6
8
3
10 E

Job Rewards Matrix

Reward

Amount

Differential

Stability

Competitive
base salary

Hourly wage

Based on
performance

Benefits

None part
time employee

Part time paid

all paid hourly
Full time paid
salary
None part
time
Full time
benefit
packages are
the same

Promotion
Opportunities

Promotions
available
depending on
position
Average

Having
responsibility
for tasks
Doing
Different Tasks
everyday

Depends on
performance,
skills, and
desire
Difference in
areas

Below average Most other

workers have
different tasks
depending on
the day

No option for
part time
employees, can
change if
employee
becomes full
time
Varies
depending on
companies
needs
Stable

Stable

To Whom the
Reward Might
Appeal
Most workers

Full Time
employees

Workers
looking for
career
advancements
Workers
looking to
contribute
Workers
looking for
development in
other areas

Job Analysis Evaluation

While conducting the job analysis I followed all the steps we learned and practiced in
class. The Front Desk Attendant didnt have many questions so we started right away. She
had a very positive attitude and seemed to be pleased with the job she has. I did have a
hard time getting a lot of details out of her because she tended to just answer very shortly.
I dealt with this by attempting to ask her a lot of questions to get the appropriate answers
from her. Overall, I felt the analysis went smoothly and was very successful.
The job rewards matrix is a good way to get the overall view of the companys pay
system and how they differ between positions. At a company like the Boys & Girls Club,
you would expect most workers find intrinsic value to be motivating because they are
working with children. During my interview even the front desk attendant said the most
enjoyable part of her job is working with the children and their parents. She said she finds

it very rewarding to learn the families and get to know them. The people that may be
rewarded by intrinsic rewards are the full time employees that get the extra benefits.
Individual Project Component B Job Description & Specifications
Overview
As part of the semester long staffing project, I was assigned to evaluate the information and data
I researched from the job analysis in order to create a job description and specifications for the
position. The job description is a written description of the duties and responsibilities associated
with the position and states the purpose the role serves to the organization. The overall purpose
of the job description is to identify the job, state the essential job functions and specifications,
and authorization in order to find a good fit for the position as well as for legal security
throughout the hiring process.
Job Details
Job Title: Front Desk Attendant
Organization: Boys & Girls Club Webster, MA
Department: Front End
Position: Entry level
Salary: Hourly wage-TBD
Description:
The Front Desk Attendant is responsible for the daily functions of the front end of our facility
and will report directly to the Program Supervisor. This includes assisting members, answering
calls and questions, and keeping track of the check in and out process. Along with this, the
position requires interacting throughout the day with children, members, and prospective
members. The ideal candidate will show responsibility, a positive attitude, and represent our core
values.
Essential functions:
Check children in and out upon arrival and departure using our computer
database
Accurately document childrens attendance
Answer phone calls and questions of members and prospective members
Refer information to the supervisor
Check IDs to verify the person picking up the children
Basic Requirements
Willingness to learn and memorize basic company information
Maintain a friendly demeanor when interacting with members and
prospective members

Be responsible for the daily functions of the front desk in a responsible and
professional manner

Knowledge and Skills:

Strong communication skills
Basic knowledge and application of computers
Listening skills
Preferred (not required):
- Previous office experience
- Enjoys being around children
Authorized by Courtney Hemingway
Analysis
After reviewing my job analysis, I had a fairly easy time preparing the job description and person
specifications. I looked over the most important tasks that the position required and turned it into
a general description of the position. After that, I broke them down into the essential functions
that they would be responsible for on a daily basis. Then, I took what skills and knowledge was
needed for the position and developed the required specifications so that candidates will know
exactly what is needed of them. I was then able to analyze the type of work and environment the
person would be working in so I could create preferred qualifications and give an idea of the type
of person and attitude that would fit well within our company.
I personally feel that I succeeded in gathering the correct information throughout the job
analysis. The information I have allowed me to develop a strong and detailed job description.

Individual Project Component C Sourcing Plan

Overview
As the third component of the semester long staffing project, I was assigned to develop a
sourcing plan for the Front Desk Attendant position by analyzing their current recruiting process
and recommending any other effective processes they could use following legal requirements.
Sourcing Plan
Since this is an entry level position that does not require any degree, the most effective plan
would be to source externally as the company is already doing. An external search is important
for them to use because the employees that are already working internally will have positions in
different areas and will not be looking to change their field of work to this entry level position.
One way the Boys & Girls Club could improve their external search is by adding a referral
system. This would allow talented and trusted employees to recommend people that they know
would be a good asset to the company and fit the description and qualifications this positon
requires. This is an effective technique because employees are putting their reputation on the line
by recommending someone for the job. Therefore, you can be confident that youre getting the
names of candidates that are responsible and have the skills and attitude that would fit the
company. This is also an inexpensive and fast way in looking for potential candidates which
could be beneficial as this position may have a quick turnover rate.
The next suggestion I would make is to not only advertise on the actual career site but to
advertise on other internet job boards. In this case, you would find the application on the Boys &
Girls Club. They could also post this type of job on internet boards such as Monster and Indeed.
Along with this, they could reach out to colleges such as posting this opportunity on Nichols
College Road to Success. Internet boards are always a beneficial way to reach out to a wide
variety of candidates and receive a diverse amount of qualified applicants.
Finally, I would suggest that they create a written advertisement that would really draw the eye
to possible candidates and highlight the position. Whether its in a newspaper or magazine, this
type of advertisements could effectively draw in both active and passive job seekers.

EEO Standards and Legal Requirements

In order to comply with the EEO and all legal standards, all sourcing advertisements will state
that the Boys & Girls Club is an equal opportunity employer. Because there are no certain
qualifications that require a certain person to fill this position, there will be no BFOQ. Due to the
Civil Rights Act of 1964 this means that every candidate will be considered regardless of their
race, gender, religion, ethnicity, age, or disability. Reasonable accommodations will be provided
if necessary.
Along with this, the referral program that will be implemented will follow these regulations as
well and be open to the whole organization. All applicants will follow the same qualifications
criteria.
The company should encourage an inclusive culture where diversity is welcomed and valued.
This will show throughout the sourcing and recruiting process.

Electronic Recruitment Advertisement

The Boys & Girls Club of Webster, MA is looking for

individuals to join our team!

Our organization holds strong core values, which guide us in our work with children and youth
and teach our kids the importance of mutual respect, teamwork and being socially responsible.
If you have a passion for being part of a dynamic team striving to make a difference, we
encourage you to apply!
We are looking for enthusiastic individuals to join our administrative staff. As our Front Desk
Attendant, candidates will be responsible for handling the daily functions of the front end of our
facility. This includes assisting our members, answering calls and questions, and keeping track of
our daily processes. The ideal candidate will show responsibility, a positive attitude, and
represent our core values. For a detailed job description, please visit http://bgcwebsterdudley.org/

The Boys & Girls Club is an Equal Opportunity Employer, M/F/Disabled/Veteran. All qualified applicants will
receive consideration for employment without regard to race, color, religion, sex, national origin, disability status,
protected veteran status, or any other characteristic protected by law.
Application Instructions:
To apply for this position please send your Resume/CV and application to Courtney.Hemingway@Nichols.edu

Individual Project Component D Assessment

Overview
As the fourth component of the semester long staffing project, I was assigned to create an
assessment method for the Front Desk Attendant in order to evaluate external job candidates
following legal requirements.

External Assessment Method

When looking to hire externally, we will start with a basic phone screening which will allow us
to narrow down our applicants to a small group of candidates. From there, we will take our group
of candidates and use an evaluative assessment method to evaluate the group of candidates to
determine who will be hired through the interviewing process. Throughout the interviewing
process we will use a basic structured interview which will consist of both situational and
behavioral standardized job related questions. That will allow us to have a consistent way of
scoring candidates and comparing one another. For this reason, we can use the same scale
making the interviewing process to be efficient and reliable while also allowing us to get a good
understanding on each candidate and how they would react in different situations.
In order to comply with legal standards, we must demonstrate that every question/assessment is
related directly to the job. Since there are no BFOQs for this position, all questions will be
specifically related to the job so there will be no discriminatory issues.

Application Form
Position Applying For:__________________________________ Date:_________
Name:_____________________________________________________________
Address:___________________________________________________________
City, State, Zip Code: ________________________________________________
Are you eligible to work in the United States? Yes________ No_______________
If you are under 18, do you have an employment certificate? _________________
Have you been convicted of a felony within the last five years? _______________
If yes, please explain _________________________________________________

Availability
Days/ Hours Available?
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
When are you available to start? ___________________________________________________

Education History
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
Employment History

______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________

______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
References
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________

I certify that information contained in this application is true and complete.

Providing false information is grounds for not hiring me or immediate termination of
employment in the future. I authorize the verification of any and all information provided.
Signature _________________________________________

Date ________________

Interview Questions
1. Why are you interested in this position?

2. Tell me about your past work experiences.

3. What 3 qualities do you have that will make you successful in this position?

4. Tell me about a time you worked with someone difficult. How did you handle it? What was
the result?

5. This job requires you to keep track of numerous functions at once, how do you stay organized?

6. Give me an example of a time when you were able to successfully communicate with another
person even when that individual may not have personally liked what you were saying.

7. Do you have any questions for me?

Form for Recording Responses & Scoring Key
___ (7 - 9 pts) Response covers in detail all of the criteria listed. The situation described is
highly complex, similar to what may be encountered in this position. Response indicates that the
candidate fully understood and considered the issues involved, and that he/she took proactive
steps to ensure timely completion of the assignments.
___ (4 - 6 pts) Response covers the issue listed, but is less thorough than a 7-9 point response.
The situation described is similar in complexity to what is routinely encountered in this position.
Response indicates that the candidate understood the issues involved, and that he/she handled
the situation satisfactorily.
___ (1 - 3 pts) Response is inadequate or vague. The situation described is much less complex
than what is routinely encountered in this position. Response indicates that the candidate did
not understand the issues involved, or that he/she could have handled the situation more
effectively.

JOB ANALYSIS QUESTIONNAIRE:

GETTING STARTED:

What department do you work in?

Front_________________________________________________________________________
_

What is the name of the department head? Do you directly report to this
person?
Tony,
yes_______________________________________________________________________

What is their job title exactly?

Executive
Director_______________________________________________________________
___

And, what is your job title? // How long have you been working here?
Front Desk Attendant for 10 months
______________________________________________________________________

Can you give me a brief overview in general about the department you work
in? / What is the main goal of your department?

Work in the front to keep the daily functions running

smoothly_____________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
_________

INTRODUCTION TO JOB DUTIES:

What would you say are your main responsibilities/duties in your job? (On the
next page we will go over the technicalities of these responsibilities)

Answering phones, collecting bus dues, signing children in and out, entering
memberships into computer membership system, checking parents child leaves
with and checking IDs, making calls regarding child leaving with someone else.
_____________________________________________________________________________________
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_______________________________________________

Job responsibility/Duty:
Of those responsibilities that you listed on the previous page, please answer the
following:

When performing this responsibility, do you supervise anyone? (If so, how
many?)
No__________________________________________________________________

(What are their job titles?)

________________________________________________________________________
______

Can you give me an example of the type of decisions you typically make in
performing this responsibility?
If a parent needs to send another person to pick up their child, she makes
the decision to check their ID and call the parent to verify the pick up
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
__________________

Can you give me an example of a type of decision you would typically make
that would have to be referred to your supervisor?
If a parent has a question about their child, that gets referred to the
supervisor____________________________________________________________________
______________________________________________________________________________
___________________

Now down to the technicalities:

What would you say is the maximum weight you must lift, push, or
pull? None_______________

How often do you have to do this? __________

Are you required to do:

Any climbing, balancing, stooping, kneeling, or crouching?

No____________________________________________________________

Are you exposed to: (checkmark)

Indoor office conditions? ____

Outside environmental conditions? ____

Both? ____

Extreme cold? winter

Extreme heat? Summer (from doors opening and closing)

Both? ____

Loud noise? ____

Any vibrations? ___

TASKS YOU DO ON DAY-TO-DAY BASIS : TASK #1

What is the task? (Who do you do it for? // How do you do it? // Why do you
do it?)
Checking children in and out upon arrival and departure for the parents and
the children. Its her job to take the child's 4 digit number and type it into the
system, when everyone's in she "processes" it.

How long does it take you to complete it?

First bus about 3 min, after next 3 arrive it totals about 10 minutes,
departures can vary throughout the day

Where is it on your priority list?

Number one priority

Any specific background knowledge that you need to perform this task?
Need to know basic knowledge of computers

What kind of skills do you need to do this?

Computer skills, patience, and listening skills

Are there any special abilities that you need to perform this task?
None

TASKS YOU DO ON DAY-TO-DAY BASIS : TASK #2

What is the task? (Who do you do it for? // How do you do it? // Why do you
do it?)
Filling out attendance sheets for records and for the supervisor. She looks at
computer and thinks who she saw and didnt see and mark them here or
absent. It is required for keeping track.

How long does it take you to complete it?

About 5-10 minutes

Where is it on your priority list?

Priority Number 2

Any specific background knowledge that you need to perform this task?
None

What kind of skills do you need to do this?

Good memory skills

Are there any special abilities that you need to perform this task?
None

TASKS YOU DO ON DAY-TO-DAY BASIS : TASK #3

What is the task? (Who do you do it for? // How do you do it? // Why do you
do it?)
Answer phones for parents and prospective members to answer questions or
handle memberships

How long does it take you to complete it?

Varies throughout day

Where is it on your priority list?

Priority number 3

Any specific background knowledge that you need to perform this task?
Knowledge of basic company information like hours and membership details

What kind of skills do you need to do this?

Communication skills

Are there any special abilities that you need to perform this task?
None

ALMOST DONE JUST A FEW MORE QUESTIONS:

What was your education level at the time you started in this position here?

High School Graduate

Have you held any other jobs here before you started working in this
position?
Job Ice Cream/ Cashier at Ronnies_______________Years/ Months 3
years/seasons
Job Cashier at Target_________________________ Years/ Months 4-5 months

Have you ever held the same or a very similar job as this 0ne? (Where? //
Years/Months?)
No

How much job-related experience would you say you have? (Years/Months?)
None

Do you have any licenses or certifications in order to work here? Are they
required?
None

In your current position:

How many employees report to you directly? None_____________

Are you in charge of: (checkmark)

Assigning work? _____

Training? _____

Hiring? _____

Performance Appraisals? _____

Approving time off? _____

Enforcing organizational policies? _____

Corrective or disciplinary actions? _____

Firing or terminating employees? ___

What do you enjoy most about working here? Any memorable experiences?
Most enjoyable thing is working with the parents and children. Learning who
they are and getting to know them and their families is rewarding.

If you were in the position to make any changes/improvements, what would

you do?
N/A___________________________________________________________________________
__

Courtney Hemingway____________________________
_3/2/16___________________
Job Analyst Signature (Interviewer)

Sam Johnson______________________________________
____________________
****Interviewee at Company

(sign here)

Date

3/2/16
Date

Individual Project Component E Socialization Plan

Socialization Plan
Socialization is the long term process of planned and unplanned activities and experiences
through which an individual acquires the attitudes, behaviors, and knowledge needed to
successfully participate as a member of the organization and learn the companys culture.
The Boys & Girls Club values childrens growth and safety highly. The staff at the Boys & Girls
Club genuinely want to see children reach their full potential and care about their well-being.
Their goal is to provide a positive atmosphere where they can learn and have fun by promoting
and enhancing a sense of competence, usefulness, belonging and influence in each child.
For this reason, it is critical that we ensure all staff understand these values and processes. This
way they can be prepared to fit into our culture and establish strong relationships with the staff as
well as our members. As this position only requires one person the employee will go through an
individual, informal socialization plan to provide an opportunity for the employee to interact
with the other Boys & Girls Club staff and promote proactive behavior. The first step we will
take is helping the new hire for the Front Desk Attendant position adjust to our companys
culture. We want to start their journey by welcoming, guiding, and engaging them. The employee
will receive comprehensive training to understand their roles, duties, and expectations. Once the
employee feeling more comfortable, we will offer performance appraisals and evaluations to
communicate how they are doing and feeling in the position as well as going over constructive
criticism and areas for improvement.
Schedule

Orientation with supervisor to discuss company policies, processes, requirements, and

objectives.

Provide new employee with comprehensive information on what to expect on the first
day from what to wear, where to check in, what to bring, and so on.

Inform employees of new hire and when their first day is.

When employee arrives for the first day, a co-worker will show the employee around
the facility.

First day lunch with the staff to establish relationships with co-workers in a fun
setting.

Check in meetings throughout the first week to make sure the employee feels
welcomed and understands the job processes.

Performance evaluation and appraisals to establish a good form of communication

and positivity for employees progress.