Administrative Assistant Processes: Background Checks

All employees are required to complete and receive a favorable background check prior to beginning employment with DHS. The Administrative Assistant is responsible for completing the necessary background check request paperwork with the new hire once a conditional offer of employment has been made and submitting to the Regional Secretary for processing. Once the background check has been processed, the Regional Secretary will send the results of the background check to the Administrative Assistant and/or County Director. Depending on the results of the background check, the offer of employment may require division approval to proceed with the hire.

The following forms must be completed and submitted to the Regional Secretary in order for the background check to be processed.

If an applicant has lived out-of-state within the past five (5) years, the applicant must obtain official criminal history information from the other state(s). The results should be comparable to the OSBI criminal background check. The applicant will be responsible for obtaining and paying for these criminal history searches. AFS does not reimburse for these expenses. The hiring process may proceed while the applicant is waiting on the results since some states can take several weeks for processing. The applicant has 45 days from the date of notification to provide the requested results. This timeframe may be extended up to 60 days if the new employee provides documentation indicating the request has been made and is pending a response. The Regional Office must be contacted before proceeding with any personnel actions on failure to provide results.

During the conditional offer meeting, the applicant must sign the Out-of-State Background Check statement which says, “I understand failure to provide the requested out-of-state background results by (enter date 45 days from the date of notification) will result in termination of my employment.” This statement will be attached to the Conditions of Employment form, review example graphic below; (11PE009E) before it is submitted to Human Resources Management.

Once the applicant provides the results of the out-of-state background check, the Administrative Assistant will forward the results to the Regional Office for review. The Administrative Assistant is responsible for keeping and maintaining all background check requests/results for employees. Background Check results are to be kept confidential, preferably in a locked filing cabinet. They are to be kept separate from the employee’s personnel file.

Conditions of Employment form example:

In the example, the following fields were completed:

  • Date
  • Salutation
  • Employee PIN
  • Supervisor PIN
  • Position
  • County
  • Date & Time to Report
  • Work Hours
  • Monthly Salary
  • Name of Supervisor

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