Staff Recruitment Procedures

These are general guidelines on how to begin the recruitment process to hire a new staff person.

For additional information, please contact the Recruiting Team:

Karin Hein @ kkh4@stmarys-ca.edu 

The General Process to hire a staff member at SMC

Establishing a position:

Step 1: Identify if it is a new or replacement position. If it is a new staff position, or if changes have been made to the replacement position, begin by creating a Position Source Document (PSD), and send an electronic copy to kkh4@stmarys-ca.edu, along with an updated Org Chart. We will begin the evaluation process for the proper grade and provide salary guidelines.

Step 2: For staff positions, please login to your Paylocity account via the MySMC portal, and navigate to "Recruiting" to create the job requisition and secure leadership approvals. See info below:

How to Create a Job in Paylocity:

• View the Pre Recorded Training Link (on YouTube)
  • This training is also accessible in Paylocity under the “Learning” menu in the “Training Catalog!” The following link will take you directly to it in Paylocity: SMC: Recruiting Staff in Paylocity (10-5-23)
• Here is a detailed outline of how to create a job in Paylocity: Training Handout

Please note: you should have a conversation with your Area VP at this point, so that they are aware their approval will be requested electronically. 

Step 3: When the position has gone through the approval process, we will notify you that the position was approved and discuss advertising and recruitment.

Recruiting Process:

1. Once the position has been fully approved, it will be posted to our Saint Mary's Staff Career Page and to various external sources that have been previously agreed upon. Please work with the Recruitment Team if you wish to customize your search strategy. 
2. Positions are posted on the Saint Mary’s Staff Career Page for a minimum of 5 days, and until the position is filled.
3. If applicable, you will choose additional Search Committee members when you create your requisition in Paylocity. If you are unable to find someone’s name in Paylocity, please let the recruitment team know so we can add them.

Hiring and On-boarding:

1. Please work with the Recruitment Team before extending job offers.
2. Verbal offers are contingent upon a complete and clear background check.
3. When you know who you would like to hire, please contact the recruiting team and let them know the candidates name, start date, GL code, and salary. An offer letter will be drafted for your approval, which will be sent electronically through Paylocity.
4. New hires will be sent their offer letter, an invite to initiate their background check, and their new hire paperwork to be completed online.

Please, be sure to use your Recruitment Team throughout the process: Karin Hein @ kkh4@stmarys-ca.edu