Federal Information

 

One of the largest potential employers to consider in your job search is the Federal Government. In fact, the United States Government is the largest U.S. employer. According to the US Office of Personnel Management (OPM), the Government's Human Resources office, 1,777,176 people worked in Federal service as of March 2002.  This number does not include the Central Intelligence Agency, National Security Agencies, Unites States Postal Service and several other large Federal agencies.

 

Career opportunity is alive and well within the Federal Government. And, from all indications, it will remain so for quite some time. Government jobs are more competitive than ever. Excellent benefits, decent salaries (Federal employees just got a 4.2% increase, and in a down economy), strong job security, flexible work environments that include some telecommuting opportunities, and very good retirement plans make the Federal Government an attractive employer. The OPM projects 281,428 Federal employees will be retiring between fiscal years 2001 and 2005. By all accounts, the Federal Government should not be overlooked in your job search process.

 

The Federal Government's "official one-stop source for Federal jobs and employment information," known as USAJOBS, and available at http://www.usajobs.opm.gov, lists a daily average of 16,000 job vacancies. In addition to Federal job listings, USAJOBS also provides access to some state and local government, and even private sector listings. USAJOBS provides current information, which is updated daily, and is available 24/7. There are several agencies, however, that do not list their vacancies on USAJOBS. For these positions, vacancy, announcement, and additional job information can be obtained directly from the agency website. With this exception, USAJOBS is the most comprehensive source of Federal job and employment information.

 

The Federal Job Search-A 3-Step Process

 

USAJOBS has created a 3-Step Process for your job search for Federal career opportunities.

 

Federal Employment Information System (Step 1 of 3)

 

The Federal Employment Information System is accessible via USAJOBS. There are several  "automated components" within the Federal Employment Information System that offer job seekers a variety of formats to ensure "access for customers with differing physical and technological capabilities." The USAJOBS official World Wide Web site accessed at http://www.usajobs.opm.gov offers the following automated components:

 

·        Online Job Search (with ability to apply for jobs online in many cases)

·        Job Announcements Retrieval/Download/Print

·        Online Resume Builder

·        Automated Telephone System

·        Applications and Forms

·        Employment Information Fact Sheets

             

The Automated Telephone System is an interactive voice response telephone system, which can be reached at (478) 757-3000 or TDD (478) 744-2299. It is designed for job seekers to have access to all of the features available through USAJOBS Internet without requiring a computer. In some instances, job seekers can even apply for jobs by phone with this system.

 

Obtain the Vacancy Announcement (Step 2 of 3)

 

Once you have found a vacancy that interests you, the next step of the process is to obtain additional information on the vacancy, including its specific and appropriate application forms. Download and print a copy of the vacancy announcement. This will be your most vital source of information in your Federal job search. The announcement should contain most of the answers to any questions you may have pertaining to the job. Specifically, the information provided in the announcement includes closing/deadline dates for application, specific duties of the position, whether or not a written test is required, educational requirements, duty location, salary, and the application instructions.

 

Follow the Application Instructions (Step 3 of 3)

 

Every Federal vacancy announcement contains a section titled "How to Apply," or Application Instructions." If you do not follow these instructions, your application will never make it to the hiring agency for consideration.

 

For most Federal jobs, you can apply with a resume. In fact, this is the preferred format by nearly all Federal agencies. However, there is another accepted optional method using the Optional Application for Federal Employment (OF-612). The OF-612 can be retrieved through the link in the previous statement, and is also provided in the Forms and Guides section.

 

It is important to note that many Federal agencies have their own submission criteria and their own electronic/automated submission procedures. These agencies may have unique requirements including the submission of specialized forms such as Knowledge, Skills, and Abilities, Executive Core Qualifications, or other statements that must accompany your application.

 

While the best source of what to provide in your Federal resume/application is still the Federal form OF 510, included in the Forms and Guides section, below is a summary of what is included in OF 510, direct from USAJOBS: "Whatever application method you select (or is required), it is essential that you follow the instructions for applying that are given in the vacancy announcement and that your application contain the following:"

 

·        Job Information - Announcement number, title and grade.

·        Personal Information - Full name, mailing address (with zip code), day and evening phone numbers (with area code), social security number, country of citizenship, veterans' preference, reinstatement eligibility, highest Federal civilian grade held.

·        Education - High school name, city and state, colleges or universities, name, city and state, majors and type and year of any degrees received (if no degree, show total credits earned and indicate whether semester or quarter hours).

·        Work Experience - job title, duties and accomplishments, employer's name and address, supervisor's name and phone number, starting and ending dates (month and year), hours per week, salary and indicate whether or not your current supervisor may be contacted. Prepare a separate entry for each job.

·        Other Qualifications - job related training courses (title and year), job related skills, job related certificates and licenses, job related honors, awards, and special accomplishments.

 

The Federal Job Announcement

 

Understanding how to read a Federal job announcement is another key factor of the Federal job search process. It is important to note that once you have completed steps 1 and 2 of the 3-Step Process above, you will receive a Job Summary of the vacancy announcement. The Job Summary provides a basic overview of the position and includes the USAJOBS Control number, the Federal announcement number, salary range and grade, open and close dates, the hiring agency, a contact name, mailing address and telephone number if additional information is needed

 

In addition to the Job Summary, a full job announcement is also available. The full announcement contains additional details about the position including a Summary of Duties. The Summary of Duties provides a detailed account of the job responsibilities and should serve as the basis in targeting your Federal resume. The more responsive your Federal resume is to the vacancy announcement, the greater your chances will be in making it into the final selection process.

 

Within the full announcement, you may also find a Minimum Qualification Requirements section, which often goes by different titles. This section is the second most important part of a Federal vacancy announcement. It provides the Federal job seeker more detailed information on the position, which can be used to further tailor your resume.

 

Pay close attention to any "Note" that may be included at the end of the Minimum Qualification Requirements section, or any reference to "Rating Factors" in the How to Apply section . Typically, these "Notes" request that additional supplemental narrative statements accompany the application.  These supplemental narrative statements are completed via the Knowledge, Skills, Abilities (KSA) form. Unfortunately, however, not all Federal vacancy announcements call KSAs by their usual title. Often times, KSAs are referred to in vacancy announcements as "Technical Requirements", "Qualification Factors", "Minimum Qualification Requirements" or "rating factors."  Regardless of vacancy announcement section title, KSAs will always require a response that is supplemental and additional to the Federal resume. Please refer to the KSA section below for more detailed information about this topic.

 

How to Apply for Federal jobs

 

The most important section of any Federal job vacancy announcement is the How to Apply section. This section provides the job seeker with all of the information required to complete the application process. Often times, this section provides specific and detailed information about what to include within the Federal resume. It is important, however, to pay close attention to what is included here, because not all Federal vacancy announcements are similar or consistent. Some announcements are very thorough while others list nothing other than a referral to the OF-510 form. In order to be sure that your Federal resume/application is complete and correct, you must pay close attention to these details.

 

Other key items to look for in the How to Apply section are the application options, such as online submission, OF-612, and Federal resume. This section also includes the mailing address for paper Federal resume submissions. A Deadline for Application notice is also included at the end of this section which informs the job seeker that the postmark for mailed applications must be no later than the closing date of the position vacancy. This is the case with most Federal vacancy announcements. The most important instruction in this section is the following: "If you do not submit all requested information, we may be unable to properly evaluate your qualifications and you may be eliminated from further competition. All applicants are strongly encouraged to submit a supplemental narrative statement addressing the rating factors." This statement applies to any Federal job vacancy announcement, whether or not it is referenced in the vacancy announcement.

 

Federal Resume Guidelines

 

Your Federal resume should be targeted and tailored to match the vacancy announcement. Read through the sample Federal resumes, included in the sample resume section under Federal Employment. Compare these samples with the How to Apply section of any Federal vacancy announcement found on USAJOBS.com. This should give you a better understanding of how the Federal resume should be written. Another interesting note about Federal resumes is that there is no industry imposed page limitation, such as the common two-page rule. Federal resumes are typically three to five pages. Finally, it is important to note that the applicant's social security number, as well as the applicant's name is provided on each additional page. These are requirements that, if not met, could result in your Federal resume not making it to the hiring agency. 

 

Knowledge, Skills, Abilities (KSA)

 

While the Federal resume demonstrates that you meet the basic qualifications to do the job, the KSA response demonstrates that you can actually perform the job. The KSA response is a written testimonial of how you met/performed a specific qualification standard in your current position, or in a previous position, based on experience, education, or training, or some combination thereof. The Federal Government uses KSA responses to determine which of the qualified applicants "are likely to be better qualified for a position." Except where specifically noted in a job vacancy announcement, a KSA response cannot be used to disqualify you, since your Federal resume already establishes your basic qualification, KSA responses are used by the Government as a way to help identify the most qualified candidates.

 

The OPM Qualification Standards Operating Manual, available through the OPM Web site, http://www.opm.gov, defines Knowledge, Skills, and Abilities as "the attributes required to perform a job and are generally demonstrated through qualifying experience, education, or training."

 

·        Knowledge is a body of information applied directly to the performance of a function.

·        Skill is an observable competence to perform a learned psychomotor act.

·        Ability is competence to perform an observable behavior or a behavior that results in an observable product.

 

This sample KSA set below is written for an executive applying for a position in the Senior Executive Service (SES). When preparing KSA's use the guidelines below:

 

1. Write in first person narrative style: "I demonstrated knowledge in...",  "I utilized the following skills.." or  "I used my ability to...."

2. Limit your KSA response from one-half to a full-page statement.

3. Ensure that each KSA response includes at least one or two concrete and/or measurable examples.

4. Provide different examples for each KSA response.

5. Be very specific and avoid generalizations.

 

Example - Knowledge, Skills, Abilities (KSA)

 

Below is fictitious example of a Knowledge, Skills, Abilities statement.

 

US Department of Energy

Office of Human Resources Management, Office of Management, Budget & Evaluation

 

Position: Director, Office of Human Resources Management, ES-0340-01/06

Announcement Number: ETR-02-ES-007

 

Gordon S. Cromwell

SS#: 999-99-9999

 

KNOWLEDGE, SKILLS, ABILITIES

 

1.  Demonstrated ability to design and implement corporate workforce planning, restructuring, and management practices, techniques, and evaluation methodologies.

      

My ability to design and implement corporate workforce planning, restructuring, and management practices, techniques, and evaluation methodologies has been most notably demonstrated in my most previous two positions over the last 10 years.

 

As Director, Business Ethics and Compliance for Litton Industries, I was recruited for two primary purposes, which I carry out to the present day: (1.) I designed and oversee an expansive Ethics and Compliance Program for 12,000 employees spanning Australia, Mexico, Canada, and the United States. I have full responsibility for executing management training programs and on-site assessments to ensure full program compliance. (2.) I implemented change management strategies, including organizational restructuring and offsite management evaluations, to strengthen management and leadership within new and existing sites. In performing these primary workforce management functions, I Develop and perform targeted management training programs; assess and improve the organizational effectiveness of management at newly acquired and existing sites; evaluate complaints from sites and interview senior management and employees (conduct focus groups, attitude surveys) to determine areas for improvement; recommend intervention strategies such as offsite assessment for senior managers, converting to a different organizational structure, and tailored management training; and maintain positive relationships with senior management and staff in every facility to successfully prevent ethics and compliance issues.

 

As Manager of Human Resources and Manager of Compensation, Benefits, and Training for Science Applications International, I oversaw staff development programs for compensation and benefits issues, directed all HR functions, and implemented employee development, executive evaluation, and strategic planning objectives in a multi-level and highly diversified organization. I created a Management College for first-line supervisors and managers, performing targeted surveys and statistical analysis of results in designing courses for the college. I Developed curriculum of core competencies in areas such as labor relations, leadership/motivation skills, accounting, and legal compliance.

 

2.  Knowledge of and experience in managing a human resources or other major administrative management program at an agency, department, bureau, corporate equivalent level, including both operating programs/systems, as well as a broad range of policy/program development functions.

 

My knowledge of and experience in managing human resources programs over the course of my 25-year career has been at the corporate management level steadily increasing to the very highest senior corporate management level.

 

In my current position as Director, Business Ethics and Compliance for Litton Industries, I regularly apply a detailed knowledge of employment laws in overseeing the Ethics and Compliance program, such as EEO, OSHA, COBRA, FMLA, ERISA, ADA, and FLSA.

 

As Manager of Human Resources and Manager of Compensation, Benefits, and Training for Science Applications International, I applied the detailed knowledge I acquired in my studies of the state of the American workforce for my Ph.D. dissertation, and developed a successful employee-testing program. The program improved the overall proficiency of the BWX workforce and was marketed to employees as a way to control their own employment destiny. Subsequently, it has lowered costs and provided high paying jobs to people who were previously being left behind under the old system.

 

3.  Ability to effectively negotiate with key officials within and outside the agency and successfully defend official positions on a broad range of human resources related issues.

 

My ability to effectively negotiate with key officials within and outside the organization, and successfully defend official positions on a broad range of human resources related issues is demonstrated throughout my career. It has always been a regular part of my human resources management responsibilities.

 

In my position as Manager of Human Resources for Science Applications International, I successfully implemented a managed care network for the company's Lynchburg-based employees through negotiations with United HealthCare officials, McDermott Board of Directors, Trigon Officials, Piedmont Community Health officials, Centra Health Board of Directors, Aetna, and Lynchburg Area Physicians Association. Additionally, I arranged an alternative healthcare network for retirees after McDermott's decision to stop the corporate subsidy of retiree premiums and to remove retirees from the active group plan. In arranging this, I negotiated with McDermott's Corporate Benefits Group, major managed care providers, retirees, and the media. Since this was such a heated issue, it received major media attention, and I was the primary media contact for articles covering the issues surrounding McDermott's decision. 

 

While Manager of Human Resources and Manager of Compensation, Benefits, and Training for Science Applications International, I negotiated grants through the Virginia Department of Labor to help finance a Technology Center at Central Virginia Community College, and improvements to the Danville Community College Technology Center. I did this by effectively convincing all the above stakeholders, including internal corporate elements, that a critical shortage of skilled trades graduates would have an immediate negative affect on the State's economic development and, therefore required immediate action.

 

4.  Experience in leading analysis and redesign of large-scale systems and processes (organizational systems, business processes and/or automated information systems) that have resulted in demonstrated cost efficiencies and program improvement.

 

My experience in leading analysis and redesign of large-scale systems and processes, such as organizational systems, business processes, and automated information systems, that have resulted in demonstrated cost efficiencies and program improvements has been demonstrated in each position I have held.

 

In my current position as Director, Business Ethics and Compliance for Litton Industries, I reduced employee complaints to federal agencies, such as the EEOC and OSHA by 75%, by redesigning the internal corporate process through which employees could lodge complaints and observed unethical practices. The major component to this redesigned process was the outsourcing to a third-party provider of the "helpline" feature, which greatly enhanced employee confidence that complaints could be made without reprisal.

 

As Manager of Production and Project Planning for United Technologies, I selected, customized, and implemented a MRP-II (Material Requirements Planning) system integrating material requirements, financials, schedules, work center priorities, efficiency, and utilization. In doing this, I recovered the costs of the system and conversion (roughly $1 million) within three years through improved product delivery, work center load leveling, and imposition of "just-in-time" inventory management. Additionally in this position, I eliminated a record of behind-schedule operational processes caused by staffing delays, by replacing the problem-causing system with the development of an improved, redesigned labor planning system that focused on achievement of manufacturing milestones.

 

Executive Core Qualifications

 

Executive Core Qualifications are additional qualifications that the Federal Government has determined are essential for senior-executive management positions. They follow the same basic principles as KSA's and serve the same basic purpose which is to highlight the most qualified candidates. The SES Qualifications Guide, available at  http://www.opm.gov/ses and also in the Forms and Guides section, provides the following definition of ECQs:

 

"The Executive Core Qualifications (ECQ's) define the competencies and characteristics needed to build a federal corporate culture that drives for results, serves customers, and builds successful teams and coalitions within and outside the organization. The Executive Core Qualifications are required for entry to the Senior Executive Service and are used by many departments and agencies in selection, performance management, and leadership development for management and executive positions."

 

There are five ECQs. The SES Qualifications Guide is the best source for understanding and writing ECQs. A brief summary and writing approach is provided below.

 

Leading Change

"This core qualification encompasses the ability to develop and implement an organizational vision that integrates key national and program goals, priorities, values, and other factors. Inherent to this ECQ is the ability to balance change and continuity; to continually strive to improve customer service and program performance within the basic government framework; to create a work environment that encourages creative thinking; and to maintain focus, intensity and persistence, even under adversity."

 

Leading People

"This core qualification involves the ability to design and implement strategies that maximize employee potential and foster high ethical standards in meeting the organization's vision, mission, and goals."

 

Results Driven

"This core qualification stresses accountability and continuous improvement. It includes the ability to make timely and effective decisions and produce results through strategic planning and the implementation and evaluation of programs and policies."

 

Business Acumen

"This core qualification involves the ability to acquire and administer human, financial, material, and information resources in a manner that instills public trust and accomplishes the organization's mission, and the ability to use new technology to enhance decision making."

 

Building Coalitions/Communications

"This core qualification involves the ability to explain, advocate, and express facts and ideas in a convincing manner and to negotiate with individuals and groups internally and externally. It also involves the ability to develop an expansive professional network with other organizations and to identify the internal and external politics that impact the work of the organization."

 

Writing Executive Qualification Statements (ECQ)

 

Well-written qualification statements illustrate specific information about your accomplishments and achievements. Demonstrate your skills in a particular ECQ by including professional and volunteer experience, education, training, and awards that relate directly to the particular ECQ. "Begin each ECQ statement with a brief summary of your executive experience." Then use the Challenge-Context-Action-Result Model in describing your accomplishments for that ECQ.

 

An ECQ statement may include one or more examples of relevant experience. "The number of examples is not as important as assuring that your experience matches the ECQ criteria." Follow the "Key Characteristics" outlined in the guide as you describe your career challenges. "Keep in mind that the Qualification Review Board is looking for specific challenges, actions, and results."

 

Challenge - Describe a specific problem or goal.

Context - Talk about the individuals and groups you worked with, and/or the environment in which you worked, to tackle a particular challenge (e.g., clients, co-workers, members of Congress, shrinking budget, low morale).

Action - Discuss the specific actions you took to address a challenge.

Result - Give specific examples of the results of your actions. These accomplishments demonstrate the quality and effectiveness of your leadership skills.

 

Basic Rules:

·        Write in first person narrative style.

·        Use clear, concise statements.

·        Do not exceed two pages for any ECQ.

·        Spell out all acronyms.

·        Describe recent enhancing education and training relevant in a particular ECQ.

·        Include non-Federal experience if it demonstrates executive qualifications (e.g., private sector, volunteer and professional organizations).

·        Include relevant special assignments (e.g., details, task forces, committees)

·        Avoid statements of personal beliefs or philosophies.

·        Focus on specific challenges and results.

·        Include awards that relate specifically to an ECQ.

·        If possible, quantify/qualify your accomplishments.

·        Do not exceed 10 pages for all five ECQs.