Applying for Federal Jobs
Q. I saw an announcement for a job that requires a Top Secret security clearance. I work in private industry and have never had a clearance. Can I apply?
A. Yes. If the announcement is open to the public, the agency realizes that they will have some applicants that do not already have security clearances. If they hire you, they will pay for the clearance.
Q. How do I know if I should use a "paper" application or apply online?
A. Each agency determines its own hiring practices, using the standards from OPM. As such, they decide how they are going to receive and process applications, and each agency can choose a different format and process. The vacancy announcement will state what your application options are, directing you to mail, fax, email materials or to submit them online. Make sure that you read the announcement carefully for instructions.
Federal Resume
Q. Why does the government need my "compliance information" and SSN?
A. The Human Resources Specialist needs to confirm that you are eligible to apply for the job based on the Qualifications needed for the job. As such, they need to ensure that you are a U.S. citizen, that you have the education required, and that you have enough experience to qualify.
Q. I've been in the workforce for 25 years. Do I need to include all of my jobs on my resume?
A. The government is looking for recent and relevant work experience, so probably not. A good rule of thumb is to go back 10 years. If your earlier work experience is directly relevant you can include it. However, usually, you will have more recent experience that had more responsibility and was more challenging.
Q. Why does the government want to know how many hours per week I worked and the months of my employment?
A. As part of the federal application process, the HR Specialists will need to make sure that you have one year of full-time experience either at or equivalent to the next lower grade level. To determine this, they check how many hours per week you worked, and the length of your employment in months and years.
Q. I don't get along with my current supervisor. Is it ok to leave his name off of the application?
A. No. You will need to list the supervisor. However, you can indicate that you do not want him/her contacted. While it might look better to say yes, if you are worried that s/he will harm your chances of getting a new job, say no.
Q. I am hearing-impaired older worker, who worked in 2 DOD internships. How can I minimize "red flags" like long unemployment gaps and job-hopping on a scannable federal resume?
A. For a scannable or database resume, (like Navy Resumix or AVUE), the system automatically places your work experiences based on date. As such, you don't have much control over large gaps. To counteract this, make sure that your work experience descriptions are the best they can be. To minimize job-hopping, try to only include positions where you were there for at least 3 months. If you have several of these, pick the longest ones, with the most responsibility. If an online resume builder has a set number of job blocks, the HR Specialists will be used to reviewing resumes that have gaps and missing jobs.
Q. How do I know when mailing in a resume if it will be "graded" electronically or not? I would like to use a thicker/better paper and staple, but I don't know if it would be a problem if scanned.
A. If the announcement does not give the option to apply online, your materials will not be scanned. If applying by mail, feel free to use good paper. However, do not staple your materials. Use a paper or binder clip and a large envelope.
Knowledge Skills & Abilities/Questionnaires
Q. Do all announcements require KSAs?
A. No. Some agencies use a multiple-choice questionnaire and some use automated scanning programs to scan the resume directly, both of which are used to determine an applicant's qualifications and fitness for the position. Make sure that you read the announcement carefully for directions. If an agency directs you to apply online, it is a good idea to view the entire process, so that you know if there are multiple-choice questions or essays to write.
Q. I don't have a completed college degree and when the KSA ask to explain my related disciplines in my field, I get a brain freeze. I have over 15 years of experience and I received some certificates of completion and taken several college courses. HELP!
A. KSAs can be intimidating. The best way to respond is to write about specific examples that 1.) support the KSA question, and 2.) relate back to the job description. Try to provide the Context, Challenge, Actions, and Results (CCAR) for each example.
Q. How long should my KSAs be?
A. A good rule of thumb is to write 2/3 of a page to one full page per KSA, providing 1-2 examples for each KSA question. Remember to review the announcement to make sure there aren't specific length restrictions.
Q. On KSAs, should I delete "I" did this, "I" did that?
A. No. Unlike your resume, consider the KSAs to be a formal narrative, and use formal writing - full sentences and paragraphs. Try to vary your writing, so that every sentence doesn't begin with "I," but also make it clear that you are responsible for the actions.
Q. How do I answer the multiple choice questions on the online application system? What is the "secret" of qualifying for a federal job when answering these questions?
A. Answer them as truthfully as you can, provided that you can back up your answer in an interview. Also, make sure that your answers are supported by your resume.
Cover Letter
Q. Can I submit a cover letter with my application?
A. Yes, depending on the agency. If you are applying with a "paper" application - which includes mail, fax, hand delivery, and emailing as an attachment - you can usually include a cover letter. Read the announcement carefully to make sure it does not instruct you otherwise.
Tracking Applications
Q. It's been a month and I haven't heard anything about my application. What can I do?
A. Call or write the contact person in the announcement. After a month, s/he should be able to tell you how the review process is going, and if you are being considered.
Q. I received a letter that says I made the "Qualified List." What does this mean?
A. Good and bad news. Good news: you met the minimal qualifications for the job, (education, experience, etc.) However, you were not among the "Best Qualified" applicants. Learn what you can and keep applying!
Q. I've heard that applications are Ranked and Rated, and that I get a score on my application. What does that mean?
A. When the Human Resources specialists review applications, they have assigned certain point values to each level of experience. Based on this, they will give your experience certain points. Usually, the totals are between 70 and 100, with the top scorers making the "Best Qualified" list and getting interviewed.
Q. I have been applying for public affairs positions through the Army Resumix system. According to ANSWER, some of my resumes have "...been referred to the selecting official for consideration for this vacancy." What does this mean?
A. Good news! You made the first cut and your resume was given to the hiring manager for review. Though you may not have been selected for an interview at this time, you are on the right track.
Interviewing/Negotiating
Q. Is it a good idea to take a position, in which you are overqualified for, to break into the federal job market?
A. Almost always, yes. If your situation allows for it, take the position. However, make sure that once you have your time-in-grade, (and even before that), you keep applying for higher-level jobs. Don't let yourself get "stuck" at a lower grade level.
Q. Will someone hired for a government job that has never worked for the government always start at the lowest level of a grade pay range?
A. Not always. Some agencies have flexibility in their hiring and can offer you more money. Don't be afraid to negotiate for it. The worst they can say is no.
Military
Q. I'm getting out of the military in 6 months and I don't have a resume. How do I get started?
A. Find a resume builder that you like (USAjobs, Resumix, the Resume Place), and start by putting your framework together - dates, job titles, an outline of responsibilities, education/training. Next, develop your work descriptions. Look at your annual performance reviews, your VMET, etc. Add as much information as you can about your duties and accomplishments. Then, look for job announcements you like. Find keywords in the duties section and write them into our resume. Finally, when you find an announcement to submit to, make sure that you follow the application instructions and focus your resume as needed.
Q. How does Veterans' Preference work?
A. If the veteran is eligible for preference, 5 or 10 points are added to his/her application score, provided that s/he meets the qualifications for the job. For instance, if the applicant's original score was 97, and she has a 5 point preference, her total score would be 102.
Q. How do I know if I qualify for Veterans' Preference or other Veteran hiring considerations?
A. The best information is on the OPM and USAjobs websites: www.opm.gov and www.usajobs.com.
Q. My Army reserve duty began in 1997 and includes only one title but has been in different locations. Recently, I was placed on active duty. How do I list all of my reserve time along with my current accomplishments during mobilization for active duty?
A. Use one job header, with the current information, and write a short paragraph to explain the situation. Then, under that section, give a separate heading for "Active Duty" and "Reserve," with corresponding duties and accomplishments for each.
Q. I am a retired Army officer and pilot, safety officer, and operations officer. Tactical units were my main area of focus. I can't seem to get a foot in the door for a comparable or even less demanding job then I had while on active duty.
A. Give your job search a thorough review. Are you really targeting jobs that you are qualified for and have done, not just jobs that you "can" do? Next, look at your resume. Does it really describe the breadth and depth of your experience? Remember to make sure that a civilian can understand what you did and the impact of your work. Chances are, the HR specialist won't have a military background, and will need to be able to understand your work before s/he can find you qualified for a job.
Disabilities
Q. Are there individuals working for federal human resources in the capacity of, what we used to call, Handicapped Placement Coordinators? There used to be individuals under each branch of the federal government that we could contact for assistance in placement of disabled individuals. Is there such a program today?
A. Technically, yes, the Selective Placement Program Coordinators (SPPCs) are listed at OPM's website. (www.opm.gov/disability) However, in addition to attempting to find placement through an SPPC, apply through the standard federal application channels as well. The more times you apply, (and apply smartly), the better your chances will be.
Q. I was declared disabled in 1988 by my agency and put on disability. Since that time, I worked for the Commonwealth of Virginia, for a period of 4 months. I have control of my depression now and I want to return to the work force. Is it possible for me to get a federal job?
A. Yes. For a disability like depression, that isn't outwardly apparent and is controlled by medication, you don't need to mention it on your resume. You can apply for announcements on USAjobs, under the standard application procedures. If you are Schedule A eligible, you can mention it on your resume, but don't need to.
Q. This question is for my daughter, who is 10 hours away from a degree in Computer Science. She developed Bipolar Illness and has had to take a break from studies at this time. When applying for federal positions, (mainly clerical to get her foot in the door), should she list the illness or try to get some preference under the American with Disabilities Act.
A. At present, there isn't a "Preference" for disability in the federal workforce. She can apply under standard application procedures, or try to use her Schedule A consideration to apply to specific agencies where she would like to work. (See the SPPC question above.)
Excepted Service
Q. What is "excepted service" and how does it work?
A. Excepted Service hirings do not have to follow the standard competitive application process that most Federal jobs are required to follow, ranking and rating candidates. These positions, and some agencies, have been determined to have different hiring needs by OPM and therefore have a different hiring process. Follow the instructions on the announcement. (Examples of Excepted Service agencies: CIA, FBI, the entire Executive Branch; examples of Excepted Service positions: attorneys, chaplains, law clerk trainee positions.)
Professional Resume Services
Q. Is it legal for me to work with a paid writing service such as The Resume Place?
A. Yes. Our Federal Resume Writers and Coaches work to help present you in the best way possible - but the experience, expertise, and accomplishments are still yours. As coaches, writers, and editors, we help you gather your experience and tell your story in a way that the Federal HR specialists can understand, and that will also impress the hiring official. As such, the writing process is often collaborative, with you the applicant providing much of the information for the package.
Q. What if an announcement requests writing samples? Can The Resume Place write or edit them for me?
A. Absolutely not. Occasionally, an announcement will request a writing sample. This needs to be produced in its entirety by the applicant, and can usually be pulled from the applicant's writing portfolio or work products.
Q. I'm trying to transition into the government, and just starting the application process. How can The Resume Place help me?
A. The Resume Place offers many options for the first-time federal applicant, including books, web & teleclass seminars, and individual consultations to help you determine job search strategy. Call or go to www.resume-place.com for more information.
Q. I'm a current federal employee, looking to apply for a promotion. What would be the benefit of working with The Resume Place?
A. As experts in the federal hiring process, our Federal Resume Writers and Coaches know how to help you best frame your experience to advance your career. We can help you detail your expertise, highlight your accomplishments, and convey your worth. As expert writers and editors, we will also make sure that your materials meet the highest writing standards and are appropriate for the grade level for which you are applying.
Q. I've been getting job interviews from my federal applications, but not job offers. Can The Resume Place help?
A. Absolutely. We offer a full range of interview training services, from one-hour coaching sessions to mock-interviews with detailed feedback. Call or visit the Writing Services section on our website.
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