Monday, June 11th, 2007
by Jennifer-Joy Bronk, Esq. ResumeEdge.com Editor and CPRW
Whether you are seeking employment within the world of the Federal government or a long-standing employee entering the Senior Executive Service, the Federal resume is your key to securing the job you want. Each agency, regardless of nature, requires that every applicant complete an OF-612 or submit a Federal resume. Additionally, many positions require Knowledge, Skills and Abilities essays (KSAs). Higher-level positions for experienced Federal employees often request Executive Core Qualification essays (ECQs). Each of these requirements maintain a significant and distinct expression of capability, and as such, these three areas are addressed in turn.
I. The Federal Resume
Hiring in the Federal government is a lengthy and complex process. There are tens of thousands of applicants seeking positions within hundreds of Federal agencies across the globe. Thus, when reviewing applications, points are calculated based on your experience, knowledge and skill set. Further, there are a significant number of classifications and restrictions, often referred to as category ratings. Of the plethora of qualifications for employment, the most noted ones include: government direct hires, student employees and veterans. Because of these detail-oriented hiring specifications, hiring committees (yes, they are committees!) must first narrow down the applicants based on this eligibility.
As such, eligibility and hiring preference are considered two of the most important factors in your Federal resume. Your resume must highlight any special emphasis employment program for which you might be eligible. There are several programs which allocate additional points, including one for dependents and spouses of active duty personnel under the Military Spouse Preference program and the Family Member Preference Program. Further, Veterans Preference, as per the Veterans Readjustment Act allocates five or ten points depending on time served and war service.
Aside from this important distinction, the Federal resume is an exhaustive compilation of each position you have held, your educational background as well as any additional proficiencies, certifications, or training you maintain. The document can extend up to any page limit. The most noted exception to this limit is the Resumix System, which uploads resumes up to five pages in length.
The importance of your Federal resume can not be underscored enough, as it is the core description of what you can offer the agency as well as your expertise in the field area. It is essentially what demonstrates that you have the minimum qualifications for the position, thus allowing you to make the first cut. Because the Federal government now uses highly sophisticated, proprietary search engines, such as USAJobs or Resumix, your resume most hold the key words which delineate your knowledge and demonstrate your understanding of the field. Meanwhile, while meeting these needs, your resume must immediately highlight the relevant achievements and be a user-friendly document, allowing the reader to easily digest the information without becoming overwhelmed by the volume of information.
II. Knowledge, Skills & Abilities
KSAs are usually one-page narratives which answer direct questions posed by the job announcement. They can be quite vague, such as Describe your oral and written communication skills to a complex question requiring intricate knowledge of a federal program. As stated above, the answers to these questions carry point values, and as such, it is extremely important that you directly answer the question with as many examples as possible, always utilizing the specific words employed in the question. The answers to these questions should not exceed one page, but it is not uncommon for one question to occupy two pages when your experience is lengthy. KSAs are an essential part of your application and you should focus as much time as possible in ensuring that you have fully and completely answered each part of the question.
Remember, it is essential that you use as many specific examples as possible in your answer. The committee is looking for an understanding of the knowledge you maintain, your skill set in accomplishing the task questioned and your ability to complete the task properly. As such, each answer must demonstrate those three factors with examples to obtain maximum points.
According to the National Archives and Records Administration, KSAs can test either both or either of your technical skills or soft skills, technical skills being knowledge of “accounting principles or the ability to create and manage Microsoft Access databases.” (See All About KSAOs, pg. 1) Soft skills include “the attitudes and approaches applicants take to their work, such as the ability to collaborate on team projects or the ability to communicate orally with a broad range of individuals.” (See All About KSAOs, pg. 1) The committee then reviews your answers to the questions and assigns a rating between 5-20 points for each question. The point value is not publicized, and as such, you should weigh each question of equal importance.
Therefore, pay careful attention to your KSA answers in their specificity and their direct answer to the questions posed. Remember, your Federal resume expresses your minimum qualifications but your KSAs demonstrate your selective factors, qualifications “that are essential to successfully perform the duties of the job. A selective factor is one that usually cannot be learned during the normal period of orientation to the job and may take extensive training or experience to develop.” (See All About KSAOs, pg. 4) Thus, it is essential that you demonstrate through your experience examples that you maintain the qualities called for and should receive further consideration by the committee in the form of an interview.
III. Executive Core Qualifications
ECQs are often utilized for the Senior Executive Service. These questions are rooted in finding people who can lead “the continuing transformation of government” based on the Civil Service Reform Act of 1978. (See US Office of Personnel Management, www.opm.gov). ECQs are fundamentally different from KSAs as the totality of your answers are evaluated rather than each individual answer. As such, the rating is a score of your complete ECQ submission. The questions for ECQs are preset, and they include: Leading Change, Leading People, Results Driven, Business Acumen and Building Coalitions. In answering these questions you must describe a specific problem, discuss your immediate plan to resolve the problem, the action you took and the result of your action. In so doing, you must also address certain characteristics fundamental to senior-level Federal employees, such as leadership, communication skills, integrity and a passion for public service.
It is important to remember that ECQs are not evaluated for your specific expertise, as this is not what qualifies you for the position. In the Senior Executive Service, it is you “broad executive skills needed to succeed” which are examined. (See US Office of Personnel Management, www.opm.gov). More specifically, the committee needs to see that you are a person which the experience, credentials and character to lead people in areas of unprecedented change and growth. These people are out of the box thinkers and can develop strong teams to ensure that goals are met. The skill set required here is beyond that of lower Federal positions, as members of the SES often must be pioneers in the areas of the specialty. As such, your ECQs must be exceptional and demonstrate you as a person of integrity, skill and experience.
In conclusion, your application for any Federal position is a package of your Federal resume and either ECQs or KSAs. Each document weighs heavily in the interview selection process and it is essential that you devote the time necessary to ensure that your package not only answers the posed questions, but highlights your skills, accomplishments and knowledge in a manner that demonstrates that you are the most highly qualified applicant in their pool of prospective employees.
Jennifer-Joy Bronk is an attorney licensed in Washington, DC. She has worked as the Legal Consultant for the Foreign Service Worldwide and has served on Capitol Hill. Further, she was on the Board of Directors for a large Foreign Service NGO. She is also a veteran Foreign Service Spouse. As a ResumeEdge consultant, Jennifer has written thousands of resumes and maintains a proven track record of ensuring that her clients secure interviews and ultimately land the job of their dreams. Request Jennifer for your Federal product by keying her last name only, no caps (bronk) in the ‘request your editor’ field of the ResumeEdge.com online form. http://www.resumeedge.com/services/federal-resume/index.php?nav=se.fed
Wednesday, June 6th, 2007
Steps for Applying for Federal Jobs
by Robin Schlinger, ResumeEdge.com Editor and CFRW
If an applicant decides to apply for a federal job, there are several steps which must follow to achieve success. These steps include:
Find the positions to apply for
Identify the requirements for applying for each job / Match background and skills to the job requirements
Develop the application materials
Submit the application
Finding Positions to Apply For:
With the advent of the Internet, it is now easy to find job openings in the federal government. The Office of Personnel Management (OPM) has a website, USAJobs, which allows potential applicants to search most positions being posted for civilian employees. If a user selects and enters in the appropriate search criteria – including job titles, job series, grade levels, agencies, special appointment status and position locations – one can find all the positions open that can be applied for. The search is very detailed in criteria, and is much easier to use then in the past. Positions from most Federal agencies are available using this system.
Identifying Job and Application Requirements (How to Read Job Announcements):
Once a job announcement is found, a potential applicant needs to determine the application requirements.
First, the announcement will indicate who may apply. If it is the Public, generally all US Citizens can apply for the job. If it is Status Candidates Only, one must read the announcement carefully to determine who is eligible. Generally, in this case, federal government employees, military spouses or veterans who have separated in the past 3 years or who are eligible for veteran preference points may be considered a Status Candidate. If it says Agency Employees Only and the applicant is not currently employed as a civil servant in that agency, the applicant is not eligible to apply
Second, the announcement will indicate the date the announcement closes. Application materials must be submitted according the instructions in the announcement by the closing date (and sometimes closing time). The announcement will detail how to submit materials – it is announcement specific. Depending on the announcement, an applicant may be required to file online, by fax, by email, by hand delivery or by mail.
Third, the position will indicate salary and grade level. Grade levels for jobs indicate the management level within the government – and the level of responsibility. Based on experience, veterans retiring at the E-7 level generally qualify for positions at the GS-9 level. O-3 professionals generally qualify at the GS-11 or 12 level; depending on area of expertise.
Fourth, the announcement will list the job duties – in most cases. A potential applicant should read the duties carefully – they contain the keywords required for the job. In general, the resumes selected for further consideration contain these keywords, with dynamic statements showing how the applicant has experience doing the duties required for the job. When one reads an announcement, they should ask themselves whether they have done that particular function previously AND if they have any demonstrated success in doing the function.
Fifth, the announcement will list the background requirements. For Federal jobs, unlike Civilian jobs, an applicant’s background MUST match the stated requirements for the job. For example, if a degree is stated as required, it is required. If certification, including DAWAI contracting certification, is stated as a requirement, it is required. If no candidates apply that meet the requirements, the agency will cancel the announcement and rewrite and repost the position again.
Sixth, the announcement may indicate if KSAs or other essays, including Selective Preference Factors, Technical Qualifications or Professional Qualifications are required. In addition, the announcement may indicate that multiple choice questions also will need to be answered. Note, if the announcement is for some online formats, including QuickHire or USAJOBS, the KSAs or other questions will not be in the actual announcement. Instead, they are found during the application process. In order to find the vacancy questions, an applicant may need to start the application just to find the KSA or other questions. For AVUE announcements, not all KSAs are asked at all levels, and again, an application needs to be started just to find out the required KSAs. Generally, but not always, the Resumix formats do not require separate KSAs.
If an announcement has KSAs, they must be written. A potential applicant should read each KSA and ask themselves if they have any experience or background in the question being asked. If not, the announcement may not be the right one to apply for.
Seventh, the announcement will indicate how to apply. If the announcement indicates a resume or OF-612 is acceptable for application, a paper resume will need to be developed. If an online format is required, generally a link or an “Apply Online” button is shown on the announcement. Clicking on the link or button will bring the user to the agency’s website with further instructions on how to apply for the job. There are many different online formats, including Air Force Resumix (only used for some Air Force jobs – others use a paper resume), Army Resumix, Navy Resumix, AVUE, QuickHire, USAJobs and others. It is complicated, and the requirements for these formats change regularly. Each online resume version has specific length and informational requirements.
Eight, the announcement may indicate other documentation is required. Carefully read each announcement and send the information required. If it is not asked for, do not send it.
Develop Application Materials:
Once an applicant determines the application requirements, the application materials must be developed. Federal Resumes must conform to specific informational requirements. They must include ALL the information required, or the application may be discarded. Based on the announcement and application format, a federal resume generally includes the following information
Job Information:
Announcement number, and title and grade(s) which are being applied for
Personal Information:
Full name, mailing address (with ZIP code)
Home, cell and work phone numbers (with area code)
E-Mail address
Social Security Number
Country of citizenship (most federal jobs require United States citizenship)
Veterans’ preference
Highest Federal civilian grade held (give job series and dates held)
Professional summary – written in 3rd person
Work Experience:
Job title (include series and grade if federal job – level in military if a veteran)
Employer’s name and full address, including street address, city, state and ZIP code
Supervisor’s name and phone number
Starting and ending dates (month and year) [note: some formats require month, date and year]
Hours per week
Salary
Indicate if current supervisor may be contacted
Job duties – include quantification and keywords in the announcement – written in 3rd person
Job accomplishments – include quantification – in the challenge-action-result format – written in 3rd person
Education:
For colleges and universities:
Name, city, state and ZIP Code
Major(s), Type and year of any degrees received
GPA
Total credits and types of credits earned, i.e. quarter, credit or semester hours.
Honors
Course list
Note: only list accredited colleges listed at http://www.ope.ed.gov/accreditation/search.asp. If an applicant lists degrees from schools not on the accreditation list, they may be subject for disqualification from federal employment and in some states also subject to criminal prosecution.
For high school: Date of diploma or GED, high school name, city, state and ZIP Code
Other Qualifications:
Job-related training courses, including course title, date (may be year or month and year), course duration (hours, days or months)
Certifications and licenses (include Secret or Top Secret clearance here)
Job-related skills, for example, other languages, computer software/hardware, tools, machinery, typing speed
Job-related honors, awards, and special accomplishments, for example, publications, memberships in professional or honor societies, leadership activities, public speaking, and performance awards
The exact format of the resume, as noted above, will differ, depending on the application requirements. However, much, if not all, the information above is required for developing a federal resume.
For some applications – including written applications, a Cover Letter can help summarize an applicant’s background and experience for the hiring authority.
Robin Schlinger, a Certified Federal Resume Writer, specializes in writing Federal resume packages for all levels, from entry to SES. Her expertise is adding value, based on over 20 years in senior level engineering andbusiness positions for Fortune 500 companies. Robin holds a BS in ChemicalEngineering from MIT. Request Robin for your Federal product by keying her last name only, no caps (schlinger) in the ‘request your editor’ field of the ResumeEdge.com online form. http://www.resumeedge.com/services/federal-resume/index.php?nav=se.fed
