JOB ORDERS
1
Job Order Definition
Job Orders are structured records of an
employer’s requirement for filling vacant
positions with qualified workers.
A Job Order must contain the following:
• Qualifications a worker must have to
perform the duties.
• Specific hiring requirements.
• Information about the job (pay, benefits,
hours, etc.)
• Referral instructions.
2
JOB OPENING
 A job opening is a job vacancy that an
employer intends to fill.
It is inconsistent with the purpose of a
one-stop center to refer jobseekers to an
employer who wishes only to build
applicant files for possible future
openings.
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ENTRY OF JOB ORDERS
 All job orders and job openings are to be
entered into the W-P reporting system
immediately upon being received by
one-stop center staff. All job orders
entered should comply with federal and
State laws.
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ENTRY OF JOB ORDERS
 All job orders need to be reviewed by
staff to assure compliance with rules.
 Terms and Conditions of Use policy
needs to be followed.
 Employers that are not following the
TERMS need to be contacted and if they
fail to agree to change the order, should
be revoked.
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TERMS and CONDITIONS OF USE
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REGISTRATION IN EFM
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TERMS and CONDITIONS OF USE
Posting Rules:
Your Material(s) may NOT contain:
 links to any website(s) other than your own;
 copyrighted material (unless you own said copyright or
have the owner's permission to post the copyrighted
material);
 trade secrets (unless you own said trade secrets or have
the owner's permission to post them);
 material that infringes on or misappropriates any other
intellectual property rights, or violates the privacy or
publicity rights of others;
 anything that is sexually explicit, obscene, libelous,
defamatory, threatening, harassing, abusive, or hateful; or
 anything that is embarrassing or offensive to another
person or entity;
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TERMS and CONDITIONS OF USE
 requests for personal services implying or requiring sexual or
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any other illegal activity.
jobs that pay by commission only; unless minimum wage is
guaranteed or exempt per.
http://www.floridajobs.org/workforce/fl_min_wage.html
jobs that do not pay at least the Florida minimum wage; please
see exemptions at
http:www.dol.gov/elaws/esa/flsa/screen75.asp.
jobs that require the applicant to pay a fee to obtain the job.
jobs that require the applicant or employee to make a capital
investment;
jobs that require the applicant or employee to attend unpaid
training;
any language other than English (a Spanish version is
available, and translation of text into various languages is built
into EFM);
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TERMS and CONDITIONS OF USE
 any discriminatory language. Employers must
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provide equal employment opportunities without
regard to race, color, religion, gender, age,
national origin or disabilities in compliance with
federal and State laws including:
The Civil Rights Act of 1964 as amended;
Age Discrimination Act of 1967 as amended;
Rehabilitation Act of 1973;
Vietnam Era Veterans Readjustment Act of
1974;
Americans with Disabilities Act of 1990; and
The Wagner-Peyser Act as amended.
10
TERMS and CONDITIONS OF USE
You may NOT use your Material(s) to:
 impersonate another person, living or dead;
 post false, inaccurate or misleading information;
 post advertisements or solicitations of business
(including, but not limited to, Multi-Level
Marketing [MLM] positions, franchises, "club
memberships," distributorships, or anything
requiring a monetary investment by the User);
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TERMS and CONDITIONS OF USE
 post chain letters or pyramid schemes;
 post opinions or notices, commercial or
otherwise; or
 conduct applicant harvesting
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TERMS and CONDITIONS OF USE
 Your material(s) must contain sufficient detail to convey
clearly to the user the nature and requirements of the job
opportunity, or the required qualifications of a candidate
for employment.
 Material(s) that encourage the user to "email for more
details" are not permitted. Material(s) from any third party
charging a fee or restricting complete access to all
resume information are prohibited.
 Job postings must be individual openings for traditional,
W-2 or 1099 employees.
 The PARTNERS will take reasonable care to insure the
quality of its web site.
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TERMS and CONDITIONS OF USE
 Material(s) found to violate the above
Posting Rules may be removed at the
PARTNERS' discretion.
14
WAGES ON JOB ORDERS
 No entry is required in the salary field if
an employer chooses not to list the
salary for the position. In all other cases,
the actual wage or wage range as
expressed by the employer should be
listed on the job order.
 Effective July 1, 2008, the wage rate for
the MMR is taken from the wage entered
for the job seeker on the job order when
the placement is entered.
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WAGE UTILIZED FOR MMR
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Equal Employment Opportunity and
Affirmative Action Compliance
IIN
NA
AP
PP
PR
RO
OP
PR
RIIA
AT
TE
E
R
RE
EA
AS
SO
ON
N
Must be neat and clean Subjective
A
AP
PP
PR
RO
OP
PR
RIIA
AT
TE
E
College students
needing flexible
schedule
Age
Employer has
dress code
Suitable for
persons needing
flexible schedule
Waitress
Sex
Waiter/Waitress
M a i ds
Sex
Room Cleaners
Non-smokers only
Focuses on
applicant
Non-smoking
environment
No criminal record
Focuses on
applicant
Employer does
background
check
Must have own car
Unnecessary
barrier
Must have
transportation
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Special Requirements
 Drug Testing
 Physical Examinations
 Background/Credit Checks
To be a legitimate requirement:
The company policy must be that jobseekers,
regardless of referral source, meet the same
criteria for hiring .
Must be included in Job Requirements &
jobseekers must be advised prior to referral.
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SPECIAL
REQUIREMENTS
 Polygraph Examinations (Only
applies to governmental agencies
such as US, State, County, etc and
security services companies such
as armored car personnel, security
personnel, and security system
design, installation & maintenance.)
 Private employers may require
jobseekers pay for preemployment tests with or w/o
future reimbursement from the
employer.
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Writing Job Orders
 Specific job title
 Qualifiers & disqualifiers first
 “R” in last space if there are notes on the notes
screen.
 No employer identifying information should be
displayed in summary on suppressed orders.
 Avoid vague adjectives.
 Must comply with law.
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Writing Job Orders
 Use acronyms sparingly
 Use standard dictionary abbreviations
 Use spell check feature in EFM
 Use key words
 Be specific about type of experience required.
 Ask for a technical question if necessary.
 Specify language (bilingual and/or read/write.)
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Writing Job Orders
 O'NET appropriate to job duties.
 Confidential Job Order – List employer’s
name as confidential and the one-stop
center’s address & phone number. Identify
employers name, address, phone number
and contact person on the staff notes.
When the order is closed, change the
address & phone number to the employer’s.
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Orders in Violation of the Law
o Job requirements and conditions of
employment must be in compliance with
federal, state, and local laws.
o The employer must be advised of the
perceived violation and given an
opportunity to explain the requirement or
modify the requirement.
o If the employer is unwilling to withdraw the
illegal specifications, the employer’s
registration should be revoked. (After the
supervisor has reviewed it.)
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Orders in Violation of the Law
 Florida’s Right to Work Law and the National Labor
Relations Act prohibit an employer covered by either
law from specifying that jobseekers must be either a
member or non-member of a union to be hired.
 Job Orders from labor organizations requiring that the
jobseeker join the union are acceptable if the union
has legitimate job openings with an employer.
 The job order should not contain restricting
specification unless the employer can justify them as
being a bona fide occupational qualification.
Example: In lingerie sales, an employer cannot specify a
female because it is not a bona fide requirement.
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Substandard Orders
 One-stops should refrain from active recruitment
to fill orders that offer wages below Florida’s
Minimum Wage Law from employers who are
not subject to the Fair Labor Standards Act.
 Tactfully inform the employer of the probable
difficulty in filling such an order.
 If the employer is unwilling to modify the order,
take the order without further comment.
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REQUEST THAT MAY NOT
BE GENUINE
 The order taker should obtain as much
information as possible about the
employer and the job to make a
determination about the legitimacy of the
job order prior to taking action and
making referrals.
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Referral to Private & Temporary
Help Agencies
Wagner-Peyser Act States:
“Nothing in this Act shall be construed to prohibit the
referral of any jobseeker to private agencies as long as the
jobseeker is not charged a fee.”
The job seeker must be advised the referral is to a
temporary agency and that there is no fee.
Job Description should begin with the phrase:
POSITION OFFERED BY NO FEE AGENCY
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Job Orders Requesting
Independent Contractors
Staff should accept job orders from
employers desiring to recruit
individuals as independent
contractors as long as the terms and
conditions of employment are spelled
out in the job order summary and to
the jobseekers before referral is
made.
JOB DESCRIPTION_ This is an independent contractor/business
opportunity and does not establish an employee/employer relationship.
Will receive IRS 1099 form and will be responsible for own
withholding taxes………
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Agricultural Job Orders
o
“Referrals within commuting distance only”
required, if order is not to be placed in
clearance system.
is
o
Job site address must be included if different
from address on job order. Indicate directions
on “notes” screen.
o
Try to use job titles that match ONET code
o
If duration 4-150 days, a specific estimated
number of days or months must be shown.
o
Wage rate must be specific, depending on
experience is not acceptable.
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Agricultural Job Orders
o
Specific days & hours
o
Describe job specifically. What does worker do? How does
worker do it? Why does worker do it? What degree of skill
is involved?
o
If paid by piece include: Amount to be paid. Pay unit.
Size unit. Is employer covered by Fair Labor Standards
Act or guarantee minimum wage?
o
If employer is crewleader, must include crewleader’s
federal registration number and certification of state
registration on job order notes screen.
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Agricultural Job Orders
JOB DESCRIPTION_ Harvester - Will pick packing
house and juice citrus. Fill 90 LB bag and dump
into bin. Will use ladders up to 20 ft. in length. MS, 6:30 am to 4 pm - Days and hours to be worked
depend on crop & weather conditions, $0.55 per 1
bushel, employer covered by FLSA. No housing/ no
transportation. Will work February thru April
depending on crop & weather conditions. Refer
within commuting distance only. ____________ R
Note: The comment “refer within
commuting distance only” must be a part
of the job summary and should be the last
sentence.
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Referral During Labor Disputes
 The State Office shall notify the regional
board offices of the existence of labor
disputes which:
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Result is a work stoppage at an establishment
involving a significant number of workers; or
Involve multi-establishment employers with
other establishments outside the reporting
state.
One-stop managers should keep the State
Office informed regarding labor disputes
involving lockouts or strikes.
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Referral During Labor
Disputes
 Make no job referral which will aid directly or
indirectly in the filling of a job opening which is
vacant because the former occupant is on strike,
or is being locked out due to a labor dispute or the
filling of which is an issue in a labor dispute
involving a work stoppage.
 Written notification shall be provided to all
jobseekers referred to jobs not at issue in the
labor dispute if the employing unit is involved in a
labor dispute.
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Referral During Labor
Disputes
 When a job order is received from an employer
involved in a labor dispute involving a work
stoppage, State agencies shall:
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Verify the existence of the labor dispute & determine
its significance to each vacancy in the job order; and
Notify all potentially affected associates concerning
the labor dispute.
 State agencies shall resume full referral services
when it has been verified with the employer and
the workers’ representative, that the labor dispute
has been terminated.
35
Federal Contractors
Government contractors and
subcontractors are required to take
affirmative action to employ and
promote qualified veterans. This applies
to all government contracts and
subcontracts for supplies or services
(including construction) for $100,000 or
more.
Answer “yes” to “Federal Contract?”.
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Federal Contractors
 Office of Federal Contract Compliance
Programs
Final Rule April 7, 2008
41 CFR Part 60-250.5
The contractor agrees to immediately list
all employment openings . . . at an
appropriate local employment service
office of the state employment security
agency wherein the opening occurs.
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VETERAN PRIORITY
 Most new job orders should be immediately
computer searched for qualified veterans. Job
orders, including those, which indicate no
experience is necessary or those where the
employer will train, should also be computer
searched for qualified veterans. Whether or not a
job order is computer searched for veterans will
be left to the discretion of the LVER/DVOP or
one-stop center manager. In making this
determination, the following should be
considered:
 The overall local labor market; and
 The availability of qualified veterans.
38
IRCA Job Orders
Immigration Reform and Control Act
 When an employer requests that one-stop center
complete I-9 forms on jobseekers prior to referral, the
job order must be marked as follows:
 “IRCA order I-9’s required” should be written in the
job order description.
 The Form I-9 must be completed prior to referral
 The Form I-9 must be kept on file for 3 years
 Issue the AWI certificate to the employer - keep a
copy with the I-9 form.
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Affirmative Action Job Orders
An Affirmative Action job order is one that seeks
qualified jobseekers particularly those who are a
member of a specified group that for reasons of
past custom, historical practice, or other nonoccupationally valid purposes have been
discouraged from entering certain occupational
fields. Affirmative Action results from Government
Acts or Court Orders.
Other information Section (EFM Job Order Entry
Screen)
“Is this job order in response to an affirmative action
ruling?” - select YES.
Begin Job Description with, ”Affirmative ActionFemales are encouraged to apply”
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ALIEN LABOR
CERTIFICATION
 Employers file applications for
certification directly with USDOL
 Employers are required to directly file a
mandatory 30-day job order with the
one-stop center nearest the area of
intended employment.
 Job offer must contain key elements of
the employer’s attestation
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ALIEN LABOR
CERTIFICATION
 Job order must consists of specific
statements
 Job order should be treated as any other
job order
 Provide all qualified and interested
applicants a referral.
 Employer is required to maintain records
of job order and referral
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Job Order Results and Change
of Status
 Closing or changing the status of a
job order is the sole responsibility of
the order holding office. The order
holding office is responsible for
verifying referrals results, etc.
 Staff should not change the status of
a job order written by an office other
than its own.
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Definition of a Placement
“Placement” means the hiring by a public or
private employer of an individual referred
by the one-stop centers for a job or for an
interview, provided that the employment
office completed all of the following steps:
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PLACEMENT DEFINITION
CONT.
1. Prepared a job order form prior to referral,
except in case of job development.
2. Made prior arrangements with the employer for
the referral of an individual (s).
3. Referred an individual who had not been
specifically designated by the employer, except
referrals on agricultural job orders for a specific
crew leader or worker.
4. Verified from a reliable source, preferably the
employer, that the individual had started to work.
5. Appropriately recorded the placement (and documented start date
and verification contact person).
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Quality Assurance Review
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MASS RECRUITMENT
RECRUITING AGREEMENTS
 To avoid potential violation of the federal
placement definition, job orders should be
taken as soon as possible. Under no
circumstances should a one-stop center
participate in a recruitment without first
entering the job order(s) into the W-P
reporting system.
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JOB DEVELOPMENT JOB
ORDERS
 If staff later learn that a job seeker was hired on a
job to which a job development referral was
made, staff should write a job order and take
placement credit.
 View services in the W-P reporting system to
ensure that the job development referral was
entered timely and properly documented in the
“Applicant Service Screen”. Once a match is
determined, a job order should be written.
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JOB DEVELOPMENT JOB
ORDERS
 Enter “1” in the “Number of Openings for this
Job Order ” field
 Enter “1” in the “How many referrals would
you like?” field
 In the Job Description section of the job order,
write “job development hire”.
 Enter the start date and verifying source on the
hire comments or in the job order staff notes,
IE: Start date: 02/28/08 -Verified by Peg Smith,
Personnel Manager, or Start date: 02/28/08
Verified by jobseeker.
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Quality Assurance Review
50
DELAYED PLACEMENTS
A delayed hire can best be described
as a hire missed initially but taken at a
later date. Often, job referrals are
entered with a result other than
“Placed” and it is later discovered that
the job seeker was indeed placed. In
such situations, a “delayed hire” credit
should be realized.
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REPORTING DELAYED
PLACEMENTS
 Display the original job order
 Locate the job seeker referral and change the
result to “Hired”.
 Document the comments as “Delayed
Placement”.
 Document the Job Seeker notes screen as
necessary.

It is recommended that staff enter any additional
information to assist in monitoring of delayed
placements.
52
REFERRALS PENDING REVIEW
 “Referrals Pending Review” needs to be
worked on a daily basis.
 System gives the applicant a message
saying the one-stop will contact him/her
within 72 hours.
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REFERRALS PENDING REVIEW
54
JOB ORDER MAINTENANCE
The job order follow-up schedule below is
recommended:
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Fully referred orders should be verified
daily (or as requested by employer)
Orders on hold should be verified weekly.
All other orders should be verified at least
every two weeks.
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JOB ORDER MAINTENANCE
 RWBs should implement local
procedures that best suit their needs for
the management of job orders. Closing
or changing the status of a job order may
be the sole responsibility of the order
holding office, or RWBs may choose to
delegate that responsibility, i.e.,
“Business Services Center”.
 Staff should not close or change the
status of other regions job orders.
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JOB ORDER MAINTENANCE
57
Order Taking Techniques
 Use tact in questioning an employer about hiring
requirements.
 Questions should not imply a certain answer is
expected or cause the employer to make arbitrary
decisions about age, education, years of experience
or physical requirements.
 Find out whether requirements are firm or mere
preferences.
 Explain the necessity of reporting a filled position as
soon as possible.
 Advise the employer of the verification process.
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More Information
 AWI WEBSITE:
http://www.floridajobs.org/
 JOAN LOSIEWICZ
(850)245-7422
email: joan.losiewicz@flaawi.com
 KEN MCDONALD
(850)245-7412
email: ken.mcdonald@flaawi.com
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