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From page 12...
... Hiring for Core Skills HIRING FOR CORE SKILLS ͳ PAGE 0-10 INTRODUCTION This section of the curriculum indicates what core skills are likely to be needed when hiring new state staff to manage or coordinate FTA grant programs. This will vary from state to state and position to position, because states organize their transit grant programs in a variety of ways.
From page 13...
... Hiring for Core Skills HIRING FOR CORE SKILLS ͳ PAGE 0-11 Skills Needed for a MAJORITY of PosiƟ ons Staff Skills (Y/N)
From page 14...
... Hiring for Core Skills HIRING FOR CORE SKILLS ͳ PAGE 0-12 * Although not included as part of the skills surveyed, one of the state transit directors interviewed indicated that an important skill needed is "the ability to translate bureaucraƟ c language into ‘plain talk'" Skills Needed for a MAJORITY of PosiƟ ons Staff Skills (Y/N)
From page 15...
... Hiring for Core Skills HIRING FOR CORE SKILLS ͳ PAGE 0-13 A VARIETY OF STATE TRANSIT PROGRAM STAFF POSITIONS Some states assign staff to speciϐic geographic areas in which they manage all FTA grants. Other states distribute job responsibilities by grant program and/or functional areas (examples include ϐinancial management, grant-funded vehicle ϐleet oversight, procurement, training, coordinated transportation planning, and compliance oversight)
From page 16...
... Hiring for Core Skills HIRING FOR CORE SKILLS ͳ PAGE 0-14 CORE SKILLS While the exact skill set of your new employee will vary depending on the speciϐic job requirements and the organization of functions within your state's program, the following are core skills that are commonly needed for positions that manage FTA grants. As one state transit director indicated in an interview, the ideal candidate for managing FTA grants at the state level will "hit the middle of all four corners of a personality test." Being well-rounded is critical as ϐinancial management, compliance oversight, and planning are very different skill sets and interests.
From page 17...
... Hiring for Core Skills HIRING FOR CORE SKILLS ͳ PAGE 0-15 Then, for each skill (or group of skills if they are very similar/interrelated) , the following are indicated: • Recommended education, experience, and aptitude to include as part of preferred minimum qualiϐications • Recommended strategies for verifying this skill as part of application or interview process • Potential sources of training for staff lacking these skills It should be noted that, within the potential sources of training for staff lacking these skills, a number of private for-proϐit training courses and commercially-published "how-to" books are included.
From page 18...
... Hiring for Core Skills HIRING FOR CORE SKILLS ͳ PAGE 0-16 FINANCIAL/GRANTS MANAGEMENT SKILLS Skills Needed for a MAJORITY of PosiƟ ons: • Budget development and monitoring • Understanding grant applicant budgets • Understanding invoices / reimbursement requests Other Commonly Needed Skills: • Financial accounƟ ng • Understanding audits Skills Needed for a Small Number of PosiƟ ons: (none idenƟ fi ed through the survey of states)
From page 19...
... Hiring for Core Skills HIRING FOR CORE SKILLS ͳ PAGE 0-17 FINANCIAL/GRANTS MANAGEMENT SKILLS Skills Needed for a MAJORITY of PosiƟ ons: • Budget development and monitoring • Understanding grant applicant budgets • Understanding invoices / reimbursement requests Include as part of preferred minimum qualifi caƟ ons: • Experience in accounƟ ng, fi nance, program/project budget development, budget monitoring, invoicing, and/or bookkeeping • Coursework in basic accounƟ ng, mathemaƟ cs, and/or fi nance • ApƟ tude with MicrosoŌ Excel or other spreadsheet soŌ ware As part of applicaƟ on or interview process: • Request examples of program or project budgets developed by the candidate • Require compleƟ on of a hands-on budget exercise Sources of training for staff lacking these skills: • Local community college or state university courses • MTAP course: Fundamental Financial Management Training for Rural and Small Urban Public Transit Providers • SoŌ ware-specifi c training • How-to books on basic accounƟ ng and bookkeeping concepts • How-to books on public and non-profi t fi nancial management. Examples include: o A BudgeƟ ng Guide for Local Government (Municipal Management Series)
From page 20...
... Hiring for Core Skills HIRING FOR CORE SKILLS ͳ PAGE 0-18 FINANCIAL/GRANTS MANAGEMENT SKILLS Other Commonly Needed Skills: • Financial accounƟ ng • Understanding audits Include as part of preferred minimum qualifi caƟ ons: • Experience in accounƟ ng • Coursework in accounƟ ng • ApƟ tude with accounƟ ng soŌ ware As part of applicaƟ on or interview process: • Include staff with accounƟ ng experƟ se on the interview panel to evaluate candidate's responses to quesƟ ons on experience in this area Sources of training for staff lacking these skills: • Local community college or state university courses • SoŌ ware-specifi c training
From page 21...
... Hiring for Core Skills HIRING FOR CORE SKILLS ͳ PAGE 0-19 PROJECT MANAGEMENT SKILLS Skills Needed for a MAJORITY of PosiƟ ons: • Project planning - objecƟ ves, tasks, milestones, deliverables, schedule, budget • Project monitoring / tracking / reporƟ ng • Basic Ɵ me management Other Commonly Needed Skills: • DelegaƟ ng to / prioriƟ zing work for others • Equipment useful life tracking Skills Needed for a Small Number of PosiƟ ons: • Capital construcƟ on project management • Event planning / meeƟ ng logisƟ cs
From page 22...
... Hiring for Core Skills HIRING FOR CORE SKILLS ͳ PAGE 0-20 PROJECT MANAGEMENT SKILLS Skills Needed for a MAJORITY of PosiƟ ons: • Project planning - objecƟ ves, tasks, milestones, deliverables, schedule, budget • Project monitoring / tracking / reporƟ ng • Basic Ɵ me management Include as part of preferred minimum qualifi caƟ ons: • Experience in managing projects, preparing management reports • Coursework in project management, business management As part of applicaƟ on or interview process: • Request wriƩ en examples of project plans and progress reports developed by the candidate • Request examples of substanƟ al projects successfully managed from start to fi nish • Require compleƟ on of a simple scope of work and schedule Sources of training for staff lacking these skills: • Local community college or state university courses. Examples include: o Through the ConƟ nuing EducaƟ on and Economic Development program, the College of BalƟ more County off ers Leadership and Management Training including IntroducƟ on to Project Management • How-to books on basic project management.
From page 23...
... Hiring for Core Skills HIRING FOR CORE SKILLS ͳ PAGE 0-21 PROJECT MANAGEMENT SKILLS Other Commonly Needed Skill: • Equipment useful life tracking Include as part of preferred minimum qualifi caƟ ons: • Experience in conducing inventories, preparing capital replacement plans, preparing reserves studies, and physical asset management, fl eet management • Project management experience • MathemaƟ cal apƟ tude As part of applicaƟ on or interview process: • Require compleƟ on of a hands-on exercise to calculate remaining years of service based on useful life standards and average annual usage Sources of training for staff lacking these skills: • Step through examples of capital replacement plans prepared for subrecipients and state-owned transit equipment and faciliƟ es PROJECT MANAGEMENT SKILLS Skill Needed for a Small Number of PosiƟ ons: • Capital construcƟ on project management Include as part of preferred minimum qualifi caƟ ons: • EducaƟ on, experience, and cerƟ fi caƟ on in capital project management, civil engineering, construcƟ on engineering, construcƟ on management, architectural engineering PROJECT MANAGEMENT SKILLS Skill Needed for a Small Number of PosiƟ ons: • Event planning / meeƟ ng logisƟ cs Include as part of preferred minimum qualifi caƟ ons: • Experience in event planning and management, meeƟ ng logisƟ cs planning, markeƟ ng planning • Excellent organizaƟ onal skills, detail-oriented, ability to mulƟ -task, excellent interpersonal skills
From page 24...
... Hiring for Core Skills HIRING FOR CORE SKILLS ͳ PAGE 0-22 ANALYTICAL SKILLS Skills Needed for a MAJORITY of PosiƟ ons: • Understanding performance measures Other Commonly Needed Skills: • QuanƟ taƟ ve analysis Skills Needed for a Small Number of PosiƟ ons: • Demographic analysis • AlternaƟ ves analysis • Survey design
From page 25...
... Hiring for Core Skills HIRING FOR CORE SKILLS ͳ PAGE 0-23 ANALYTICAL SKILLS Skills Needed for a MAJORITY of PosiƟ ons: • Understanding performance measures Include as part of preferred minimum qualifi caƟ ons: • Experience in quanƟ taƟ ve performance measurement, performance indicators, quanƟ taƟ ve analysis, data interpretaƟ on, business management • Coursework in performance measurement, data analysis • ApƟ tude with basic math, analyƟ cal thinking • ApƟ tude with MicrosoŌ Excel or other spreadsheet soŌ ware As part of applicaƟ on or interview process: • Ask in the interview for examples of data that are useful in measuring the effi ciency and eff ecƟ veness of a transportaƟ on service. If the candidate does not have a transit background, allow Ɵ me to think - perhaps as a wriƩ en exercise.
From page 26...
... Hiring for Core Skills HIRING FOR CORE SKILLS ͳ PAGE 0-24 ANALYTICAL SKILLS Other Commonly Needed Skill: • QuanƟ taƟ ve analysis Include as part of preferred minimum qualifi caƟ ons: • Experience in quanƟ taƟ ve analysis, data interpretaƟ on, fi nance • Coursework in mathemaƟ cs, staƟ sƟ cs, data analysis, fi nance • ApƟ tude with math, analyƟ cal thinking • ApƟ tude with MicrosoŌ Excel or other spreadsheet soŌ ware • ApƟ tude with IBM SPSS or other staƟ sƟ cal analysis soŌ ware As part of applicaƟ on or interview process: • Include staff with quanƟ taƟ ve analysis experƟ se on the interview panel to evaluate candidate's responses to quesƟ ons on experience in this area Sources of training for staff lacking these skills: • Local community college or state university courses ANALYTICAL SKILLS Skill Needed for a Small Number of PosiƟ ons: • Demographic analysis Include as part of preferred minimum qualifi caƟ ons: • EducaƟ on and experience in numerical analysis, demographics, staƟ sƟ cs, Geographic InformaƟ on Systems (GIS) , geography, cartography, market research • ApƟ tude with ArcView/ArcGIS As part of applicaƟ on or interview process: • Include staff with experƟ se in GIS on the interview panel to evaluate candidate's responses to quesƟ ons on experience in this area Sources of training for staff lacking these skills: • Local community college or state university courses • ESRI training courses
From page 27...
... Hiring for Core Skills HIRING FOR CORE SKILLS ͳ PAGE 0-25 ANALYTICAL SKILLS Skill Needed for a Small Number of PosiƟ ons: • AlternaƟ ves analysis (as a general skill, not the specifi c FTA NEPA requirement) Include as part of preferred minimum qualifi caƟ ons: • EducaƟ on and experience in strategic planning, long-term planning, alternaƟ ves analysis, risk management • ApƟ tude for analysis, problem-solving, research, logical thinking, criƟ cal thinking As part of applicaƟ on or interview process: • Ask for an example of a complex decision in which the candidate parƟ cipated in the development and analysis of alternaƟ ve choices • Require compleƟ on of a hands-on exercise to discuss the relaƟ ve advantages and disadvantages of several alternaƟ ve approaches to a decision, within a context of stated overarching goals and objecƟ ves, and examples of available data Sources of training for staff lacking these skills: • Local community college or state university courses in planning, business management, criƟ cal thinking ANALYTICAL SKILLS Skill Needed for a Small Number of PosiƟ ons: • Survey design Include as part of preferred minimum qualifi caƟ ons: • EducaƟ on and experience with market research, quality assurance, strategic planning, public involvement techniques, survey methodology, survey design and analysis, staƟ sƟ cs • ApƟ tude for market research, logical thinking, wriƩ en English • ApƟ tude with web-based survey applicaƟ ons, MicrosoŌ Access, MicrosoŌ Excel or other spreadsheet, SPSS As part of applicaƟ on or interview process: • Request examples of actual surveys designed by the applicant and an analysis of survey responses conducted by the applicaƟ on Sources of training for staff lacking these skills: • Local community college or state university courses in market research • Training in web-based survey technology (e.g., online tutorials)
From page 28...
... Hiring for Core Skills HIRING FOR CORE SKILLS ͳ PAGE 0-26 WRITING SKILLS Skills Needed for a MAJORITY of PosiƟ ons: • Preparing execuƟ ve summaries • Preparing project descripƟ ons • Business correspondence Other Commonly Needed Skills: • Technical wriƟ ng • Preparing lengthy wriƩ en reports • NewsleƩ er wriƟ ng/ediƟ ng • Web content development Skills Needed for a Small Number of PosiƟ ons: (none idenƟ fi ed through the survey of states)
From page 29...
... Hiring for Core Skills HIRING FOR CORE SKILLS ͳ PAGE 0-27 WRITING SKILLS Skills Needed for a MAJORITY of PosiƟ ons: • Preparing execuƟ ve summaries • Preparing project descripƟ ons • Business correspondence Include as part of preferred minimum qualifi caƟ ons: • Experience preparing various business communicaƟ ons • Coursework in English, business wriƟ ng, technical wriƟ ng, journalism • ApƟ tude with wriƩ en English • ApƟ tude with MicrosoŌ Word or other word processing soŌ ware As part of applicaƟ on or interview process: • Evaluate the wriƟ ng in the cover leƩ er and resume for grammar, spelling, and adequate ediƟ ng • Request wriƟ ng samples • Provide a brief technical report that the candidate must read and summarize (before, during, or aŌ er the interview) Sources of training for staff lacking these skills: • Local community college or state university courses • Many colleges and universiƟ es have wriƟ ng centers open to students; staff members who may be enrolled in a course to build any core skill could take advantage of these wriƟ ng centers.
From page 30...
... Hiring for Core Skills HIRING FOR CORE SKILLS ͳ PAGE 0-28 WRITING SKILLS Other Commonly Needed Skills: • Technical wriƟ ng • Preparing lengthy wriƩ en reports Include as part of preferred minimum qualifi caƟ ons: • Experience in planning, technical wriƟ ng • Coursework in planning, other social sciences, advanced undergraduate-level English or research As part of applicaƟ on or interview process: • Require wriƟ ng samples Sources of training for staff lacking these skills: • Local community college or state university courses WRITING SKILLS Other Commonly Needed Skill: • NewsleƩ er wriƟ ng/ediƟ ng Include as part of preferred minimum qualifi caƟ ons: • Experience in copywriƟ ng, journalism, public relaƟ ons, publicaƟ on ediƟ ng, markeƟ ng, other business communicaƟ ons • Coursework in journalism, public relaƟ ons As part of applicaƟ on or interview process: • Require wriƟ ng samples • Require compleƟ on of a hands-on exercise to read a list of facts/story elements and write an 300word arƟ cle Sources of training for staff lacking these skills: • Local community college or state university courses WRITING SKILLS Other Commonly Needed Skill: • Web content development (wriƟ ng and informaƟ on organizaƟ on - preparing the informaƟ on for staff who will do the technical end of web management) Include as part of preferred minimum qualifi caƟ ons: • Experience in web content management, web design, copywriƟ ng, public relaƟ ons, publicaƟ on ediƟ ng, markeƟ ng, outreach, educaƟ on, educaƟ onal blogging • Coursework in public relaƟ ons, markeƟ ng, wriƟ ng for the web As part of applicaƟ on or interview process: • Require wriƟ ng samples • Request examples of web pages or sites developed or maintained by the candidate Sources of training for staff lacking these skills: • Local community college or state university courses
From page 31...
... Hiring for Core Skills HIRING FOR CORE SKILLS ͳ PAGE 0-29 TECHNOLOGY SKILLS Skills Needed for a MAJORITY of PosiƟ ons: • Basic Offi ce SoŌ ware Other Commonly Needed Skills: (none idenƟ fi ed through the survey of states) Skills Needed for a Small Number of PosiƟ ons: • Graphic design • Database design and management • Geographic InformaƟ on Systems (GIS)
From page 32...
... Hiring for Core Skills HIRING FOR CORE SKILLS ͳ PAGE 0-30 TECHNOLOGY SKILLS Skills Needed for a MAJORITY of PosiƟ ons: • Basic Offi ce SoŌ ware Include as part of preferred minimum qualifi caƟ ons: • Experience / apƟ tude using MicrosoŌ Word or other word processing soŌ ware • Experience / apƟ tude using MicrosoŌ Excel or other spreadsheet soŌ ware • Experience / apƟ tude using MicrosoŌ PowerPoint or other slide presentaƟ on soŌ ware As part of applicaƟ on or interview process: • As part of the applicaƟ on, for each soŌ ware applicaƟ on the candidate has in their toolkit, ask for how many years of regular use and how strong they rate their skill level Sources of training for staff lacking these skills: • Many governmental agencies off er soŌ ware-specifi c training for their employees • MicrosoŌ off ers free online tutorials for their products • Many private companies and conƟ nuing educaƟ on programs off er courses TECHNOLOGY SKILLS Skill Needed for a Small Number of PosiƟ ons: • Graphic Design Include as part of preferred minimum qualifi caƟ ons: • Experience in graphic design • Coursework in graphic design and digital design • ApƟ tude with Adobe InDesign, Adobe Illustrator, Adobe Photoshop, CorelDraw, CorelPaint, or other design and photo-ediƟ ng soŌ ware As part of applicaƟ on or interview process: • Request examples of printed and digital designs • Include staff with experƟ se in print design, web design, markeƟ ng, public relaƟ ons, publicaƟ on producƟ on, procurement of prinƟ ng services on the interview panel to evaluate candidate's responses to quesƟ ons on experience in this area Sources of training for staff lacking these skills: • Local community college or state university courses • Training in the design soŌ ware used by the state
From page 33...
... Hiring for Core Skills HIRING FOR CORE SKILLS ͳ PAGE 0-31 TECHNOLOGY SKILLS Skill Needed for a Small Number of PosiƟ ons: • Database Design and Management Include as part of preferred minimum qualifi caƟ ons: • Experience with database design, deployment and management • ApƟ tude with relaƟ onal databases such as MicrosoŌ Access, MicrosoŌ SQL Server, Oracle or other database management soŌ ware • MicrosoŌ CerƟ fi ed SoluƟ ons Associate (MCSA) preferred As part of applicaƟ on or interview process: • Include staff with experƟ se in database management on the interview panel to evaluate candidate's responses to quesƟ ons on experience in this area Sources of training for staff lacking these skills: • Local community college or state university courses • Online tutorials off ered by private companies TECHNOLOGY SKILLS Skill Needed for a Small Number of PosiƟ ons: • Geographic InformaƟ on Systems (GIS)
From page 34...
... Hiring for Core Skills HIRING FOR CORE SKILLS ͳ PAGE 0-32 TECHNOLOGY SKILLS Skill Needed for a Small Number of PosiƟ ons: • InformaƟ on Technology Include as part of preferred minimum qualifi caƟ ons: • Experience with current and previous Windows operaƟ ng systems • Experience with networking and troubleshooƟ ng • Coursework in networking and MicrosoŌ Suite products • ApƟ tude in MicrosoŌ Sharepoint, Word, Excel, Power Point, Access, Publisher, and Outlook As part of applicaƟ on or interview process: • Include staff with experƟ se in IT on the interview panel to evaluate candidate's responses to quesƟ ons on experience in this area TECHNOLOGY SKILLS Skill Needed for a Small Number of PosiƟ ons: • Website content management (technology, design, and informaƟ on organizaƟ on) Include as part of preferred minimum qualifi caƟ ons: • Experience in web content management, web design, blogging, digital photo ediƟ ng • Coursework in web development • ApƟ tude with web mark up language such as HTML and XML • ApƟ tude with Flash, Adobe Illustrator, Adobe Photoshop, and InDesign (graphic design soŌ ware)
From page 35...
... Hiring for Core Skills HIRING FOR CORE SKILLS ͳ PAGE 0-33 COMMUNICATIONS SKILLS Skills Needed for a MAJORITY of PosiƟ ons: • PresentaƟ ons to groups • Sub-recipient relaƟ ons • Working with advisory groups • WriƩ en communicaƟ ons (addressed previously) o "Plain Talk" - Although not included as part of the skills surveyed, one of the state transit directors interviewed indicated that an important skill needed by his staff is "the ability to translate bureaucraƟ c language into ‘plain talk'" Other Commonly Needed Skills: • Supervisory skills • Training skills • CoordinaƟ ng interdepartmental groups • Public relaƟ ons Skills Needed for a Small Number of PosiƟ ons: (none idenƟ fi ed through the survey of states)
From page 36...
... Hiring for Core Skills HIRING FOR CORE SKILLS ͳ PAGE 0-34 COMMUNICATIONS SKILLS Skills Needed for a MAJORITY of PosiƟ ons: • PresentaƟ ons to groups • Sub-recipient relaƟ ons • Working with advisory groups Include as part of preferred minimum qualifi caƟ ons: • Experience in public speaking, public relaƟ ons, training, group facilitaƟ on • Experience working with diverse groups of people • Coursework in speech, communicaƟ ons, public relaƟ ons • ApƟ tude with spoken English As part of applicaƟ on or interview process: • Evaluate the candidate's speaking and dynamics during the interview • Ask the candidate to self-assess their comfort in speaking to groups Sources of training for staff lacking these skills: • Mentoring: involve staff in planning meeƟ ngs, enlist their assistance in preparing presentaƟ ons, bring them to public meeƟ ngs whenever possible, encourage them to present part of longer presentaƟ ons • PracƟ ce: encourage staff to pracƟ ce with each other, require parƟ cipaƟ ng in departmental informaƟ on-sharing pracƟ ces/educaƟ on programs such as brown bag lunch speaker series • Networking: send staff to transit associaƟ on conferences and professional development meeƟ ngs
From page 37...
... Hiring for Core Skills HIRING FOR CORE SKILLS ͳ PAGE 0-35 COMMUNICATIONS SKILLS Other Commonly Needed Skills: • Supervisory Skills Include as part of preferred minimum qualifi caƟ ons: • Supervisory experience As part of applicaƟ on or interview process: • Ask for more details on candidate's supervisory experience, challenges experienced Sources of training for staff lacking these skills: • Local community college or state university courses. Examples include: o State Supervisory Training CerƟ fi cate Program, California State University, Sacramento College of ConƟ nuing EducaƟ on, includes courses in DelegaƟ on and Change Management and Role of the Supervisor • Basic supervisory training is off ered by many governments as well as private companies.
From page 38...
... Hiring for Core Skills HIRING FOR CORE SKILLS ͳ PAGE 0-36 COMMUNICATIONS SKILLS Other Commonly Needed Skill: • CoordinaƟ ng interdepartmental groups Include as part of preferred minimum qualifi caƟ ons: • Experience working with diverse groups of people, team leadership, business communicaƟ ons, advisory groups, meeƟ ng facilitaƟ on, confl ict resoluƟ on As part of applicaƟ on or interview process: • Ask for examples of shared projects or programs in which the candidates coordinated input from and shared work with mulƟ ple departments or organizaƟ ons Sources of training for staff lacking these skills: • How-to guidebooks on coordinaƟ ng mulƟ ple stakeholders. Examples include: o FacilitaƟ ng with Ease!
From page 39...
... Hiring for Core Skills HIRING FOR CORE SKILLS ͳ PAGE 0-37 ADDITIONAL SKILL NEEDS IDENTIFIED IN THE SURVEY The following additional core skills were listed by state transit directors and new hires in their survey responses: • Multiple directors indicated: o Communication (even though it was addressed under a category above) o Customer service o Interpersonal skills o Multi-tasking and prioritizing work load • Single responses: o Adaptability o Advanced analytical skills o Advanced spreadsheet skills o Budget negotiation o Capital improvement/strategic planning o Coaching and motivation skills o Critical thinking o Decision making/problem solving o Interpreting federal language o Leadership skills o Legal review of contracts and requests for proposal o Long range planning o Organization o Peer to peer relationships o Technical accuracy o Transportation/land use planning Clearly, communications and "people" skills are a high priority for state transit staff, as are basic time management and analytical/ problem-solving skills.
From page 40...
... Hiring for Core Skills HIRING FOR CORE SKILLS ͳ PAGE 0-38 RECRUITING When it becomes time to recruit - once the detailed job description is completed/updated, the qualiϐications are determined, and the combination of offerings that will be included in the compensation package have been determined, selection of appropriate recruiting methods is needed. State and local government organizations typically have a standardized method - listing on the state's website, advertising in local newspapers, etc.

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