Your Pursuit for Federal Employment Based on 10 Steps to a Federal Job by Kathlryn Troutman Navigating the federal job system for transitioning military members, spouses, veterans, and civil service employees WELCOME & ADMINISTRATIVE NOTES A&FRC Marketing Breaks Bathrooms Smoking Areas Cell Phones Emergency Exits SIP PRE-ASSESSMENT Please complete the Pre-Assessment. At the end of the briefing you will complete the Post Assessment and the correct responses will be provided. The A&FRC uses this Pre & Post Assessment to ensure you have met the learning objectives we have outlined to be covered during today’s presentations. The additional questions at the end of the Post Assessment are used for the purpose of meeting your needs and customer services demographics. Thank You for your assistance in improving our programs and services. What Are the Steps to a Federal Job®? • Review Job Search Process • Network – Who Do You Know? • Research Vacancy Announcements on USAJOBS • Analyze Your Core Competencies • Analyze Vacancy Announcements for Keywords What Are the Steps to a Federal Job®? • Write Your Outline Format and Paper Format Federal Resume • KSAs in Your Federal Resume and Assessment Questionnaires • Apply for Jobs with USAJOBS • Track and Follow Up • Interview for a Federal Job WHY GO FEDERAL? • Serve the public interest • Benefits are great –Health & life insurance –Retirement –Vacation & sick leave • Pay is competitive • Stable employment • Great workplace flexibility programs (e.g., telework, alternative work schedule) REVIEW THE FEDERAL JOB PROCESS Agencies Job Titles Grade and Salary Hiring Preference WHAT ARE YOUR TARGET AGENCIES? View entire list at U.S. Government Departments and Agencies Choose 2 or 3 agencies to get started Learn their application process Learn agency missions WHAT IS YOUR TARGET OCCUPATION? Occupational Groups and Series Classification Standards for White Collar Work GS 000 – Misc positions - includes US Marshal and Police Officer GS 100 – Social Science - Intelligence jobs GS 200 – Personnel Management, including Military Personnel GS 300 – General Administrative, including Secretary, Clerical, Management and Program Analyst – popular analyst positions GS 400 – Natural Resources Management and Biological Sciences Group GS 500 – Accounting and Budget Group Occupational Groups & Series FASCLASS Occupational Groups and Series Classification Standards for White Collar Work GS 600 – Medical, Hospital, Dental, and Public Health Group GS 700 – Veterinary Medical Science Group GS 800 – Engineering and Architecture GS 900 – Legal and Kindred Group GS 1000 – Information and Arts Group GS 1100 – Business and Industry Group GS 1200 – Copyright, Patent, and Trademark Group GS 1300 – Physical Sciences Group Occupational Groups & Series FASCLASS Trades, Craft, and Labor Positions 2500 Wire Communications Equipment Installation and Maintenance Group 2600 Electronic Equipment Installation and Maintenance Group 2800 Electrical Installation and Maintenance Group 3100 Fabric and Leather Work Group 3300 Instrument Work Group 3400 Machine Tool Work Group 3500 General Services and Support Work Group 3600 Structural and Finishing Work Group 3700 Metal Processing Group 3800 Metal Work Group 3900 Motion Picture, Radio, Television, Sound Equipment Operation Group Trades, Craft, and Labor Positions 4100 Painting and Paperhanging Group 4200 Plumbing and Pipefitting Group 4300 Pliable Materials Work Group 4400 Printing Group 4600 Wood Work Group 4700 General Maintenance and Operations Work Group 4800 General Equipment Maintenance Group 5000 Plant and Animal Work Group 5200 Miscellaneous Occupations Group 5300 Industrial Equipment Maintenance Group 5400 Industrial Equipment Operation Group 5700 Transportation/Mobile Equipment Operation Group WHAT GRADE LEVEL AND SALARY IS RIGHT FOR YOUR EXPERIENCE AND EDUCATION? GS Schedule SOME AGENCIES USE PAY BANDS FOR SALARIES INSTEAD OF THE GS SCHEDULE (VARIES BY AGENCY) How to determine your grade by education ONLY • GS-4 – Two years above high school (or AA Degree) • GS-5 – Based on Bachelor’s Degree • GS-7 – One full year of graduate study • GS-9 – Master’s degree or equivalent • GS-11 – Ph.D. FEDERAL HIRING PROGRAMS AND PREFERENCES Direct Hire • Jobs are not required to be posted online • Under Office of Personnel Management Direct Hire Authority authorized by Part 337, Subpart B, Title 5 of the Code of Federal Regulations (5 CFR). The Rule of Three, Veteran's Preference and traditional rating and ranking of applicants do not apply to the Direct Hire process FEDERAL HIRING PROGRAMS AND PREFERENCES FOR VETERANS Veterans Recruitment Appointments (VRA) Up to GS-11 or equivalent Veterans are hired under excepted appointments to positions that are otherwise in the competitive service 30% or More Disabled Veterans May be appointed to any position for which he or she is qualified, without competition Veterans Employment Opportunities Act (VEOA) Gives eligible veterans access to jobs otherwise available only to status employees FEDERAL HIRING PROGRAMS AND PREFERENCES FOR MILITARY FAMILY MEMBERS Military Spouse Employment Preference (MSP) Gives priority to military spouses relocating as a result of a military member’s PCS Noncompetitive Appointment of Certain Military Spouses Qualified military spouses maybe hired without going through competitive process DoD Military Spouse Preference Program (PPP) Program PPP provides hiring preferences for DoD job vacancies Spouses of active duty military on PCS who have never worked for the federal government can register for PPP NETWORK ̶ WHO DO YOU KNOW? “Your Network is your Net Worth” Who Do You Know and Why Is It Important? NETWORKING – WHO DO YOU KNOW? • Other people, especially current and former Federal employees, are the best source of basic information and insider tips. • Who do you know? • Can they hire you now? • If not, how can they help you? • What connections do you need to make? SOCIAL NETWORKING – ARE YOU LINKEDIN? • Business people and HR managers use LinkedIn to check out potential job candidates. • People with more than 20 connections are 34 times more likely to be approached with a job opportunity. LinkedIn RESEARCH VACANCY ANNOUNCEMENTS ON USAJOBS Critical Vacancy Announcement Features Sample Vacancy Announcements More than 20,000 jobs are posted everyday! EXCEPTED SERVICE AGENCIES DO NOT HAVE TO POST ON USAJOBS EXCEPTED SERVICE AGENCIES DO NOT HAVE TO POST ON USAJOBS LEARN HOW TO SEARCH USAJOBS BY KEYWORD AND GEOGRAPHIC LOCATION • Easiest search – USAJOBS home page: Enter keyword and geographic location • Try to use keyword specific to your unique skill set or the correct job title in “quotation marks” • LEARN HOW TO USE ADVANCED SEARCH Advanced search: • What occupational family does your targeted job fall under? You may be qualified for more than one job title. • Search by occupational family by entering the first two numbers of the family. • Also, search by location, pay grade, agency, etc. Important sections in the federal vacancy announcement: • • • • • • • • • Agency Name Title of Job, Grade, and Geographic Location Closing Date Who Can Apply Duties Qualifications and Specialized Experience Knowledge, Skills, and Abilities Questionnaire How to apply or the APPLY NOW link ANALYZE YOUR CORE COMPETENCIES What are the value-added competencies you can offer a supervisor? ONE YEAR SPECIALIZED EXPERIENCE If you have applied for a federal job and were found “Not Qualified,” it is because your resume does not highlight the one year specialized experience. ARE THESE CORE COMPETENCIES IN YOUR FEDERAL RESUME? Attention to Detail Reading Comprehension Interpersonal Skills Teamwork Self-Management Decision-Making Customer Service Accountability Core Competencies ANALYZE VACANCY ANNOUNCEMENTS FOR KEYWORDS Find Keywords in Duties, Specialized Experience, Qualifications, Questionnaires, and KSAs ANALYZE ANNOUNCEMENTS FOR KEYWORDS FOR YOUR OUTLINE FORMAT RESUME Stand out with keywords • Keywords can result in referrals, selections, and interviews • HR specialists read for keywords • Use at least 5-7 keywords, more is better WHERE TO FIND KEYWORDS Vacancy announcements • Duties and Qualifications sections • KSAs and Quality Ranking Factors • Specialized Experience section • Questionnaires OPM Classification Standards Organization mission Core competencies USAJOBS KEYWORDS FROM A MISSION STATEMENT KEYWORDS FROM DUTIES AND QUALIFICATIONS SECTIONS OF THE VACANCY ANNOUNCEMENT KEYWORDS FROM OPM CLASSIFICATION STANDARDS KEYWORDS FROM THE SPECIALIZED EXPERIENCE SECTION KEYWORDS FROM A QUESTIONNAIRE WRITE YOUR OUTLINE FORMAT FEDERAL RESUME Conquer the most challenging step by understanding the Outline Format for your resume DON’T USE JUST ONE RESUME! Do not write one federal resume and use it to apply for all positions. Do not just submit your TAP resume as your federal resume. Do not upload your resume into USAJOBS. Use the resume builder instead. PRIVATE INDUSTRY AND TAP VS. FEDERAL RESUME OUTLINE FORMAT FEDERAL RESUME IS EASY TO READ • Use small paragraphs for readability. • ALL CAPS keywords should match the keywords in the announcement. • Add accomplishments • Copies and pastes into USAJOBS BEFORE FEDERAL RESUME BIG BLOCK – HARD TO READ BEFORE FEDERAL RESUME BULLETS – TOO SHORT AFTER VETERANS FEDERAL RESUME OUTLINE FORMAT ACCOMPLISHMENT FREEWRITING: Negotiated a contract Trained a new employee Installed equipment Improved performance Answered customer requests Supervised others Presented briefing Wrote report Team member Dealt with difficult problem Launched program Improved filing system Calculated budget Collaborated with different agency/company Mentored others Lowered costs Purchased supplies Monitored programs WHY ARE ACCOMPLISHMENTS SO IMPORTANT IN YOUR RESUME AND YOUR INTERVIEW? • Help you get the job • Set you apart from your competition • Boost your rating • Help you get Best Qualified and Referred to a Supervisor! Most importantly, they’re the basis for selection WHAT DO SUPERVISORS CONSIDER WHEN MAKING SELECTIONS? Prior work experience 71 Interviews 69 Quality of the application 39 Level of education 38 Reference checks 36 Major field of study 34 Recommendations Reputation of school Written tests 20 10 7 25 36 46 44 41 28 37 19 19 Great extent Moderate extent YOUR FIRST RESUME DRAFT… • • • • Start writing your first draft using the Classification Standards Use Keywords and build Write accomplishments Then, later you can tailor this draft to the vacancy announcement STEP 7: KSAS IN THE FEDERAL RESUME AND ASSESSMENT QUESTIONNAIRES Have you heard that KSAs may be eliminated? Learn the new formats “Acing the test” Presidential Memorandum The White House | May 11, 2010 Improving the Federal Recruitment and Hiring Process Section 1. Directions to Agencies. Agency heads shall take the following actions no later than November 1, 2010: (1) eliminate any requirement that applicants respond to essay-style questions when submitting their initial application materials for any Federal job; (2) allow individuals to apply for Federal employment by submitting resumes and cover letters or completing simple, plain language applications, and assess applicants using valid, reliable tools; and BUT … KSAS ARE NOW COVERED IN 4 SECTIONS OF THE APPLICATION PROCESS! KSA accomplishments in the resume 2. KSA narratives to support the Questionnaire (on occasion 4,000 to 8,000 characters) 3. KSAs in the multiple choice Questionnaire 4. KSAs as part of the Behavior-Based interview 1. EXAMPLE: KSAS IN THE RESUME EXAMPLE: KSAS IN THE QUESTIONNAIRE EXAMPLE: KSAS IN THE QUESTIONNAIRE MULTIPLE CHOICE QUESTIONS KSAS ARE PART OF YOUR BEHAVIOR-BASED INTERVIEW QUESTIONS Be prepared to talk about your accomplishments in the Behavior-Based interview. Prepare and practice at least 5 accomplishments that are in the CCAR format! COVER LETTERS White House Memorandum states: “…allow individuals to apply for Federal employment by submitting resumes and cover letters or completing simple, plain language applications, and assess applicants using valid, reliable tools…” APPLY FOR JOBS WITH USAJOBS Complete Online Application USAJOBS and Self-Assessment Questionnaire Systems Submit Supporting Documents (DD-214, Transcripts, etc.) TRACK AND FOLLOW UP ON YOUR APPLICATIONS How You Will Be Evaluated Category Rating How People Are Hired: The Competitive Process Identify Job and Assessments Recruit and Announce Job Accept and Review Applications Assess Applicants Certify Eligibles HOW LONG DOES IT TAKE TO FILL A FEDERAL JOB? Goal for Filling Federal Jobs: 90 to 120 days from the Date of Posting Job Announcement • You may accept a position when you are terminal leave HOW YOU WILL BE EVALUATED: YOUR RESUME WILL GO INTO ONE OF THREE BUCKETS Best Qualified – This is the only group that will get Referred to the Supervisor. Well-Qualified – not referred Qualified – not referred “If you’re not in the top bucket, you’re not in the game!” – Kathryn Troutman REMEMBER, YOU MUST MEET THE MINIMUM REQUIREMENTS All applicants who meet the basic qualification requirements established for the position are ranked by being assigned to the appropriate quality category based upon the job-related assessment tool(s) – the questionnaire! Names of eligible candidates may be listed in any order (for example, alphabetical order) HOW VETERANS’ PREFERENCE IS APPLIED Let’s follow an example of 9 applicants, with 3 vets and 1 disabled vet Anne (a non-vet) Cory (a non-disabled vet) Aida (a non-vet) Dom (a disabled vet) Sheila (a non-disabled vet) Chris (a non-disabled vet) Mario ( a non-vet) Betty (a non-vet) Suzie (a non-vet) HOW VETERANS PREFERENCE IS APPLIED: FIRST, APPLICANTS ARE RATED Status Rating Anne Non-vet Best Cory Non-disabled vet Good Aida Non-vet Good Dom Disabled vet Good Sheila Non-disabled vet Better Chris Non-disabled vet Best Mario Non-vet Best Betty Non-vet Better Suzie Non-vet Good HOW VETERANS’ PREFERENCE IS APPLIED: BEST QUALIFIED GROUP GETS REFERRED Status Rating Preference Bucket Anne Non-vet Best Cory Non-disabled vet Good Aida Non-vet Good Dom Disabled vet Good CP Best Qualified Sheila Non-disabled vet Better TP Well Qualified Chris Non-disabled vet Best TP Best Qualified Mario Non-vet Best Best Qualified Betty Non-vet Better Well Qualified Suzie Non-vet Good Qualified Best Qualified TP Qualified Qualified How Veterans’ Preference Is Applied: CPS and CP rise to the top of the highest quality category Qualified preference eligibles with a compensable service-connected disability of 30% or more (CPS) and those with a compensable service-connected disability of more than 10% but less than 30% (CP) are placed at the top of the highest quality category. Note: Merging the highest quality category (Highest Qualified) with the next lower category (Well-Qualified) requires placing the qualified preference eligible at the top of the newly merged quality category. HOW VETERANS’ PREFERENCE IS APPLIED: FINAL ORDER OF APPLICANTS CP rises to the top even though rating was good, not best. Status Rating Preference Bucket Dom Disabled vet Good CP Best Qualified Chris Non-disabled vet Best TP Best Qualified Anne Non-vet Best Best Qualified Mario Non-vet Best Best Qualified Sheila Non-disabled vet Better Betty Non-vet Better Cory Non-disabled vet Good Suzie Non-vet Good Qualified Aida Non-vet Good Qualified TP Well Qualified Well Qualified TP Qualified WHY WAS YOUR RESUME NOT BEST QUALIFIED? • • • • • Your questionnaire answers may not have been at the highest level You checked off an answer in the questionnaire that made you ineligible Your resume did not show minimum qualifications (education or experience required) Your resume did not match the questionnaire Your resume did not match the specialized experience INTERVIEW FOR A FEDERAL JOB “It takes practice, research, and preparation for a successful job interview.” The Federal Job Interview is a Test THE FEDERAL JOB INTERVIEW IS A TEST – BE PREPARED, PRACTICE • • • Be prepared for a test with your accomplishments that will prove your past performance. Use your list of accomplishments to help you remember all the wonderful things you’ve accomplished! Do practice runs with a friend or transition counselor. TYPES OF INTERVIEWS • Telephone • Individual • Group/Panel • Video Interviews EXAMPLE OF A BEHAVIORAL INTERVIEW QUESTION Competency: Conflict Management Question: Describe a situation in which you had to deal with individuals who were difficult, hostile, or distressed. Who was involved? What specific actions did you take and what was the result? Best Answer: A story about a conflict at work and how you resolved it! GET HIRED! • Physical presence – lean forward in chair • OK to use your hands for gestures • Eye contact, professionalism, clear speaking • Smile, have enthusiasm, and demonstrate interest • The interviewers need to LIKE YOU! • Take a breath! Relax. CONGRATULATIONS! You have completed all the Steps to a Federal Job®! You’re are on your way to getting: Best Qualified Best Qualified and Referred to a Supervisor Interviewed Offered a Federal Position! Post Assessment POST ASSESSMENT ANSWERS C 2. A 3. D 4. A 5. A 6. B 7. B 8. B 9. D 10. C 1.