Roles & Responsibilities

Finding the Right People

American Indian Vocational Rehabilitation Service (AIVRS) Programs operate within unique environmental contexts that include traditional American Indian culture and customs, language, economic development, and tribal government. These contexts create circumstances that increase the importance of “Finding the Right People” to employ in the AIVRS program.

Finding the right people starts with identifying the typical types of duties, responsibilities, and qualifications to be performed by staff who are selected to fulfill AIVRS positions. This process can take time but giving due diligence to these activities early on will ensure the AIVRS project hires well. Identifying a person who is committed, qualified, and motivated is substantial in helping the AIVRS program achieve its purpose. Finding the right person for the job will prevent the financial burden that accompanies having to re-advertise a position because due diligence was not initially taken.

What Information Should Be Included in the Job Description?

Job Title
The title of the position and some alternative titles for the same position (some organizations will have another title for the same set of duties).

Job Profile
A brief overview of why the job exists.

Primary Duties and Responsibilities
Common duties performed by individuals in the position (some of the duties may not be appropriate for every AIVRS program, additional duties may be required by an AIVRS program).

Qualifications
The minimum qualifications necessary to successfully perform the job.n The qualifications described are: professional designation, knowledge, skills and abilities plus personal characteristics.

Education and Experience
The education and number of years of experience to be successful in the position.

Creative Effective Job Descriptions

Creating a clear AIVRS job description before you begin the hiring process can help you choose the best candidate. It usually consists of two areas — a summary of the job’s responsibilities, and a list of the key duties that will be performed. It’s worth your time and effort to think the job description through completely. A confusing, hazy, or incorrect description can make it much harder for you to match a candidate and a job, because you’re not sure about exactly what the job entails.

Use the tips below when you’re drafting a job description.

    • Acknowledge the tribal processes required for approving job positions

 

    • Prioritize and list duties and responsibility in order of importance

 

    • Consider the tribal community context (language, culture, customs) and how this informs developing the job description

 

    • Ask for help

 

    • Contact your assigned Project Officer for assistance with developing the job description. The Project Officer is authorized to approve key personnel.

 

    • Contact your tribes human resource department

 

    • Contact AIVRTTAC for assistance

 

    • Contact other AIVRS Program Directors for assistance

 

    Avoid generalizations and be as specific as possible when you describe the duties and responsibilities you will need the employee to perform.

Job Descriptions

Creating an AIVRS position description is a key step in the hiring process. Accurately describing roles and responsibilities for the new employee will assist with determining how to divide the work between you and the employee. It can inform advertisements that you run, and can be used to present a clear picture of the job to job applicants. Finally, it can play a part in evaluating whether an employee has met the expectations you set.

To assist you in this process, job descriptions for AIVRS positions are provided for you. You may adapt it to your AIVRS program needs and to the vacancy to be filled.

Why is this Important?

Clearly defining job roles and responsibilities are important because when the person is hired it identifies how the position fits into the organization, can increase individual and organizational effectiveness. For the individual it helps them to understand their roles and responsibilities, the importance of their duties, and how their position contributes to the goals, vision, and mission of the AIVRS program. For the AIVRS program it ensures that the work carried out by the staff is aligned with the AIVRS program mission and helps management identify the most appropriate person to carry out duties and assigning workloads within the AIVRS program. All leading up to improving overall AIVRS program performance and employment outcomes, competent VR staff who can provide culturally appropriate services, and AIVRS consumer who are satisfied with VR services.

Tribal communities in which AIVRS programs operate are each unique, possessing assets such a languages, ceremonies, and tribal governments. These assets are important considerations when “finding the right” people to work in AIVRS programs. Also are the challenges with finding the right people to employ in communities defined by such characteristics as rural and urban.

Economic development may be limited in rural but abundant in urban communities. In either circumstance, directors are encouraged to be consciences of these dynamics when developing and defining job roles and responsibilities. In rural communities the pool of applicants may be small and limited and in an urban community the pool may be large. In both conditions selecting the right person is equally important to achieve the AIVRS program purpose.

Tools Within this AIVRS Toolkit

Job Description: Vocational Rehabilitation Director

This sample letter can be downloaded and adapted to meet the AIVRS Program needs. This letter informs the RSA assigned Project Officer that a new Director has been hired and the Tribe has designated this individual as the AIVRS Project Director.

 

 

 

 

 

 

 

 

 

 

 

 

Job Description: Vocational Rehabilitation Technician

This sample letter can be downloaded and used to help develop the request to RSA. The RSA Request for Authorization is a request letter to ensure Directors gain authorized access to the information management and reporting systems and allow for communication to begin with the assigned Project Officer.

 

 

 

 

 

 

 

 

Job Description: Rehabilitation Technician

This sample letter can be downloaded and adapted to meet the AIVRS Program needs. This letter informs the RSA assigned Project Officer that a new Director has been hired and the Tribe has designated this individual as the AIVRS Project Director.

 

 

 

 

 

 

 

 

 

 

 

 

 

Job Description: AIVRS Administrative Assistant

 

This sample letter can be downloaded and used to help develop the request to RSA. The RSA Request for Authorization is a request letter to ensure Directors gain authorized access to the information management and reporting systems and allow for communication to begin with the assigned Project Officer.

 

 

 

 

 

 

 

 

 

 

 

 

The contents of this Toolkit were developed under a grant from the Department of Education. However, those contents do not necessarily represent the policy of the Department of Education, and you should not assume endorsement by the Federal Government. (Authority: 20 U.S.C. 1221e – 3 and 3474)