Manager's Toolkit - Hiring Steps

Step 1 of 5: Establish a budget/Create the position description

Whether the opening is due to an employee leaving, reorganization or the creation of a new position, having a position description (along with a grade, which will help determine the appropriate salary range) is essential prior to hiring any regular position. The job description checklists may be used to create position descriptions.

The position descriptions below are not meant to be “ready to use” by the parish. Modifications/ revisions should be made based on the parish’s particular needs in a position. Position descriptions do not need to be exhaustive. A position description should accurately describe the intent and mission of the position, its major goals and responsibilities, and most importantly, the skills and qualifications that are necessary to complete the position.

All successful candidates for parish positions are required to support the mission of the Church and lead a life consistent with Catholic social and moral teaching. Many positions may require that the successful candidate be an active member of a Catholic parish/faith community in good standing with the church; however, this may not be required for all staff. Pastoral leadership at the local level will make the final determination as to whether or not a particular position requires active membership in a Catholic parish/faith community.

Job Description Checklist
Administrative Assistant Level 1	View
Administrative Assistant Level 2	View
Bookkeeper	View
Custodian	View
Data Entry Clerk	View
Facilities Supervisor Level 1	View
Facilities Supervisor Level 2	View
Groundskeeper	View
Housekeeper	View
Maintenance	View
Pastoral Assistant for Administration Level 1	View
Pastoral Assistant for Administration Level 2	View
Pastoral Assistant for Faith Formation Level 1	View
Pastoral Assistant for Faith Formation Level 2	View
Pastoral Assistant for Liturgy	View
Pastoral Assistant for Music	View
Pastoral Assistant for Parish Involvement	View
Pastoral Assistant for RCIA	View
Pastoral Assistant for Sacramental Preparation	View
Pastoral Assistant for Social Outreach and Advocacy	View
Pastoral Assistant for Stewardship	View
Pastoral Assistant for Youth	View
Receptionist	View
Regional Pastoral Assistant for Administration	View

Step 2 of 5: Advertise

Certain publications, such as The Seattle Times, will not place advertisements for positions that require applicants to be Catholics. While we practice non-discriminatory hiring in other protected areas, we do discriminate on the basis of religion and, occasionally, gender (priests and deacons, for example).

DO NOT USE “EQUAL OPPORTUNITY EMPLOYER” OR “EOE” IN YOUR ADVERTISEMENTS, EVEN IF THE POSITION DOES NOT REQUIRE THE SUCCESSFUL CANDIDATE TO BE CATHOLIC.

Advertise Resources
Sample Advertisements	View
Helpful Hints - Reviewing Application Forms	View
Employment Application (modifiable)	View
Employment Application (Read Only)	View

Step 3 of 5: Interview

Interview Resources
Helpful Hints - Creating an interview committee	View
Helpful Hints - Effective interviews and legal considerations	View
Helpful Hints - Behavioral interview techniques	View
Helpful Hints - The decision making process	View
Sample interview questions	View
Evaluating Applicants	View
Bookkeeper Evaluation	View

Step 4 of 5: Check references

Always check with the Office of Human Resources (206-382-4570 or 800-261-4749 or HR@seattlearch.org) if a candidate you are considering has worked previously in the archdiocese – even if it was just a temporary, contractor, or stipend position. Human Resources may have information that will affect your hiring decisions. In addition, be sure to contact former employers for references, both within and outside of the archdiocese.

Reference Resources
Helpful Hints - Conducting a Reference Check	View
Reference Check Form A	View
Reference Check Form B	View

Step 5 of 5: Make an offer/communicate with applicants

Before you notify the applicant(s) who were not chosen, make certain the applicant you want will, in fact, accept your offer of employment.

It is important to designate a person to call the prospective new employee, offer the job and get an acceptance from the applicant, including starting date and salary. This is to be done before contact is made with the other applicants. Be sure that the applicant knows the job offer is contingent upon successful completion of a criminal background check and other employment paperwork.

Assuming the applicant accepts, you can either personally telephone the other applicants or write them in a timely manner. It is inappropriate for applicants to hear “through the grapevine” that they didn’t get the job.