By Nicole Schultheis

John is a GS-13 with 20 years of experience who is looking for a new position. He says, “I am the jack of all trades with experience in Human Resources, Budget, Finance, Procurement, Facilities, Asset Management, IT Project Management, Program Analysis, Supervision, Capital Planning and Investment Control to name (my specialties) that come to mind. I understand that each job must be tailored, but with the job market like it is, I think I need to leverage all my experience and consider many types of positions.”

It is important to understand that some resume writing strategies are better than others. John has two options. He can write one resume covering all of the different accomplishments and skills he possesses or create at least four or more different resumes that each feature a certain skill set and add accomplishments for each skill set tailored to the specific job he is apply for, while leaving out irrelevant and old experience. Remember, human resources specialists and supervisors will review your last 10 years of experience, so make sure you only analyze, write and present the specialized areas of expertise for these recent positions.

In John’s example, I would recommend four different resumes.

Since John performs budget, finance and procurement duties for more than 50 percent of his day, this should be the first resume. Each of the specialized areas requires a paragraph to describe the scope of work. For a GS-13, this resume requires a description of the financial responsibilities, examples of financial and budget reports, and procurement activities for customers. John should add accomplishments and specific details for all three specializations.

John has been also been working in the facilities, assets, investments and capital planning division of a large department. This position involves facilities oversight and real estate management. This is a very specialized series, thus it is important to make this John’s second resume. It will require accomplishments and detailed descriptions of assets and capital planning projects. The set of skills for this type of a position is specific and there will be fewer jobs available in Facilities and Asset Management at the GS-13 level.

Program Analysis and project management is the most general of the skill sets and could be the most marketable. In this third resume, John needs to demonstrate how he analyzes programs for efficiency and effectiveness; utilizes both quantitative and qualitative methods; writes and presents briefs; consults with program participants; advises on solutions; and gives recommendations. This occupational series is popular and he should be able to find these positions in every agency and every state.

Throughout John’s career, he has managed daily operations, supervised staff, written position descriptions, trained staff, ensured work performance and managed the office budget. Therefore, John’s fourth resume should include his roles as an administrative officer in human resources, supervision and budget. All agencies have administrative officer positions with promotion potential to GS-15.

You don’t go to battle without a plan. If you are seeking to advance or change your career to a new agency or state, you need to first identify your skills sets, then determine the various resume targets and finally begin researching specific new positions. Once you have several resumes drafted, you are primed and ready to launch a solid campaign for your new position.

Kathryn Troutman is the author of The Federal Resume Guidebook. Kathryn is a popular Federal Resume Writing trainer throughout government, teaching the latest KSA in the Resume writing methods. She is founder and president of The Resume Place, Inc., experts in Federal Career Consulting and Federal Resume Writing, a service business located in Baltimore, Maryland.

Real people do these jobs. Talk about a hard day at work. The federal jobs described below–and many more not listed here–deal with some of the most complex topics and problems in America!

What I want to know is this: are these jobs worth the money, or any amount of money, that the employee receives for the headaches, frustrations, difficult negotiations, etc., that will no doubt be part of these positions?

Take, for example, the State Department Analyst who is responsible for promoting communication and cooperation among the various government agencies and private sector organizations supporting the U.S. mission in Iraq, Afghanistan, and Pakistan. This employee is the ultimate negotiator and must demonstrate optimum patience, negotiation skills, flexibility and ability to navigate complex international and homeland security issues.

Is this job worth $51,630.00 – $81,204.00 a year?

Here are a few true-life examples of challenging federal jobs.

DC Park Ranger: Is this job worth $89,033.00 – $115,742.00 a year?

Duties: Negotiate the terms of right-of-way permits authorizing the use and occupancy of National Park Service land within the various units of the National Capital Region in response to applications submitted by the District of Columbia government for a wide variety of municipal projects, from the U.S. Army Corps of Engineers for wetland rehabilitation and utility installations and upgrades, the Washington Metropolitan Area Transit Authority for new and expanded metrorail facilities, from private utility companies for new and expanded telecommunication facilities, and electric power lines, and from a variety of federal, State, and local government agencies for various utility service connections, including those of a sensitive nature serving Department of Defense and Homeland Security agencies.

My take: This federal employee must be an amazing multi-tasker, problem-solver, negotiator, communicator and coalition builder. He or she needs to know the ins and outs of real estate and to be tough and HOLD his or her GROUND (The American Public’s Ground). To me, this job seems like too much for one person. This job should be split amongst at least 2 to 3 workers, so that each team member can specialize and work with a particular target issue or audience.

USDA Stakeholder Analyst: Is this job worth $62,467.00 – $97,333.00 a year?

Duties: Maintain contacts and build relationships with organizations including, but not limited to, those representing segments of the dairy, beef, poultry, swine, and equine industries; horticulture production; biotechnology industries and associations; wildlife organizations; and animal welfare interests.

My take: It amazes me that this job serves to protect not only humans with regard to food safety, but animal welfare as well. This analyst must be a subject matter expert who can talk to all kinds of agricultural experts and represent USDA with regards to all kinds of problems and requests from advocacy and manufacturing organizations with specific interests to protect. This USDA Stakeholder Analyst will be representing the American taxpayer before these groups. This is an important job, because we all like to eat healthy food, and we like the outdoors.

Chief Scientific and Technical Advisor (CSTA) for Flight Loads/Aeroelasticity: Is this job worth 114,600.00 – $168,500.00 a year?

Duties: Serve as the FAA’s recognized expert for structural loads on fixed wing airplanes and he/she defines and advances new technologies in flight and ground loads to establish leadership in the field.

My take: This job is a lot of pressure for one person. Airline manufacturers will depend on the new and updated payload policies from this Chief Scientist, who must continually update their expertise in new technologies. American public lives depend on this job.

Veteran’s Administration Budget Analyst: Is this job worth AD-0560-13/15 undisclosed dollars?

Duties: Estimates for Congress the needs of veterans for the costs of providing emergency, acute, and long-term care, specialized care for women veterans, treatment of diseases resulting from exposure to environmental hazards, and residential and community-based care.

My take: America’s veterans have huge needs, and the VA has tremendous budget challenges. This Budget Analyst must analyze, present sound facts, be a strong advocate, and negotiate for the vets and families. This person helps thousands of people.

Food Service Worker for the Army: Is this job worth $9.98 – $13.16 an hour?

Duties: Clean the cafeteria with a ‘sequence of tasks.’ Perform a variety of tasks having several steps or a sequence of tasks that requires attention to work operations in a kitchen or dining area following established procedures.

My take: This food service worker should be diligent, responsible, stand up straight, and work hard! The military personnel will be thankful for a clean and organized kitchen. This is a good job helping the morale of the soldiers and families.

SUMMARY

All of these positions will require Specialized Experience in order to land the job. But they will need WAY more than that. The competencies needed to perform well in these positions will require: communications, interpersonal, negotiation, advocacy, building coalitions, problem-solving, vision, strategic thinking, subject matter knowledge, and more.

The individuals who are hired into these positions will be handling some of the biggest challenges in federal government today. These positions require more than average involvement and performance. Are you interested in dedicating yourself to a complex, important mission? If so, read more jobs like these at USAJOBS.gov.

As we count down to 2011, here are my Top Ten federal job search resolutions to help you get a quick jump start back into your federal job search as soon as the holiday festivities are over.

10. Get inspired! Read a book about an expertise that you have.

Find a book on a topic of interest, such as leadership, management, teamwork or supervision. If the book is inspiring, you might feel more energetic and proud of your past accomplishments – which will translate into a good mood and higher confidence. Looking for a federal job? Here’s a great list of Federal Leadership Books!

Sometimes, job interviewers will ask you what you are reading now. You better get ready for this one. Books on leadership, history, or a topic that supports your non-profit or volunteer work would be perfect for the interview (not political books).

9. Be systematic with your online job search strategies.

Keep a list of your favorite webpages, and check them every day, or, at a minimum, once a week, for positions that could be of interest.

You can waste time at the computer if you don’t have a clear list of sites that you visit regularly and search strategies that work. Limit your time on searching for jobs, so that you can move AWAY from the computer and be productive in other ways.

8. Say “Happy New Year” to your references and people in your network.

This time of year is perfect for reconnecting with people you haven’t touched base with in awhile. Your references and network are your most important allies for your job search. Make a clear list of your best references / network contacts. Write to them, or preferably meet with them in person for lunch or coffee.

Talk to your references, update them on what you are doing, and ask them if they have any leads or ideas about positions. Be positive about your skills, experience, and new or renewed determination for 2011. Review your job search strategies with them.

If you don’t have a Linkedin or other online resume, you could work on that also. You can get testimonials and post your entire resume online for searches.

7. Make a new list of keywords, and check it every time.

Keywords are words that you can find in the recruitment advertisement. Look especially for words that are repeated several times in the job announcements. Make sure these words are included in your Work Experience descriptions. The human resources recruiters read or scan for those keywords in your resume.

Make sure you adapt your resume to include your skills, knowledge, and areas of expertise to each position for which you are applying. One resume won’t work! You have to take that one resume and change it slightly for each job announcement and position.

6. Add a few new “competencies” to your resume.

Competencies are the latest “thing” for human resources – both federal and private industry. Examples of competencies are: flexible, adaptable, customer services, interpersonal skills, excellent at problem-solving.

Do you have good interpersonal skills? If yes, say so in the resume somewhere. Are you great with customer services? Make sure it is in your resume. You might think it is OBVIOUS that you have great communications, negotiation, and problem-solving skills, but don’t be bashful now! Say it in the context of one of your accomplishments. Seriously, the HR specialists and managers love a person who get along great with team members, customers, supervisors, and even complainers! Here’s a Top Ten Managerial Competency List.

5. Stay up on the current events.

Keeping up with the latest happenings can help you get an edge in an interview. Stay on top of the news headlines and get out to local cultural activities, such as museums or galleries, which will have the added benefit of giving you a break from the job search.

4. Add pizzazz to your cover letter.

Cover letters are the hottest new item in federal resumes. Update your cover letter and add a new first sentence or paragraph give it a new 2011 zing.

Samples of positive, energetic starter sentences:

– I’d like to introduce myself to you as a Top Notch Office Administrator for your firm. – Are you looking for a person who can multi-task, solve problems, and who has initiative and energy? I’m available. – I can offer your firm outstanding skills in customer communication, problem-solving and project management. I can prove these skills and strengths by success in growing my company’s sales by 300% in 2009.

3. Take a class or course on something relevant.

Interviewers will want to know what you have done to keep up with your skills. Taking a class in just about anything will give you an interesting angle to talk about in an interview or while networking.

If you can take an online or community college course, here are some suggested courses that are helpful for career development: Technical Writing; Computers Skills; Public Speaking; Ethics (always good for any job); Organizational Development; Leadership; Supervision; Teamwork; Social Media Marketing for Businesses; Budgeting; and Acquisitions and Contracting (for government jobs).

You never know, you might also meet someone in class who knows about job for you.

2. Join a job club.

Go to a job club meeting or job fair once or twice per month. Get out of the house, meet people, listen for ideas, pass around your resume, smile and be friendly. You can be your own BILLBOARD.

I teach federal resume writing at several job clubs in the DC and Virginia area. These FREE meetings are invaluable for job leads, meeting other jobseekers and mentors who review resumes, practice for interviews, and help with job search strategies.

1. Celebrate your accomplishments.

What are you most proud of for 2010 (or the last time you were working)? Make a list and read it out loud. These will be your talking-points for your job interview. Review your list of accomplishments to prepare for an interview and compare them to your resume.

Many resumes that I review do NOT contain accomplishments at all. Or if they do, the accomplishments are one line. Expand on your accomplishments. Add the RESULTS. and even add the CONTEXT or CHALLENGE for what you did. Talk about the problems you overcame and how achieved success. It might seem like bragging, but if you are good at something in your job, you have to write it on paper to get the point across to the hiring official.

Best Wishes for 2011!

Finally, just keep up the good work and remember that perseverance is the key to success in this job market.

From Kathryn Troutman, Author, Ten Steps to a Federal Job

Success Story from First-Time Federal Jobseeker (who was from private industry):

I applied for a position in Reston, VA for a HR Asst. The job announcement closed on Monday (12-20-10) and I rec’d a call yesterday from a Hiring Official yesterday to set up an interview for today (12-22-10). After talking with him for 20 mins; he offered me the position!!!!!!!!!!!!!! Can you believe that?! I owe a huge THANK YOU to you and Kathryn for making me look GOOD!

Baltimore, MD (PRWEB) November 24, 2010 — Earlier in November, federal jobs expert Kathryn Troutman and her staff of federal job application consultants gathered around a cake decorated with the words: “Bye Bye KSAs!” They had come to The Resume Place to celebrate the start date for federal hiring reform. Suddenly, applying for a federal job just got easier. The government had finally adopted a commonsense, efficient, applicant-friendly hiring system that called for resumes and cover letters and scotches the dreaded KSAs, a lengthy set of demanding essays intended to show “Knowledge, Skills and Abilities.” Finally, sanity has come to the federal application system.

Bye Bye KSAs, Not So Fast! “If only that were true,” laments Troutman.

With over 80,000 federal employees retiring or otherwise leaving the federal government each year, thousands of mission critical and management positions must be filled with the best and brightest Americans. Federal application practices, however, have many times deterred the “best qualified applicants” from seeking federal work. President Obama’s May 11 memorandum therefore called on Executive Departments and Agencies to overhaul the way they recruit and hire highly qualified employees. By the November 1 deadline, however, only three out of 240 federal agencies were ready for hiring reforms.

“I was really surprised by how little the agencies have accomplished in the last six months,” shared Troutman. “Plus, this new application process is in many cases much harder, because the announcements don’t tell you what’s needed. It looks like the best and the brightest will have to slog through the morass of the federal hiring system for a while longer. We’ll just have to call it an interim reform cake,” she joked.

After 30 years working with more than 200 agencies in the Beltway, Troutman is recognized as one of the most tuned-in experts on what’s happening in federal hiring circles. Her clients benefit from her unique perspective as an outsider with inside information.

Business at the Resume Place has been slow and Troutman wonders how many jobseekers have been thinking that the November 1 implementation date will usher in an era of easy applications, with cover letters and resumes just like those in the private sector.

“It’s interesting that applicants seem to believe that hiring reform is going to make applying for federal jobs a lot easier. Ironically, the applications that we have been preparing for clients have been extremely difficult,” she observed. “The new application process is not simple at all. A set of KSAs are no longer supposed to be a part of the initial application. But you have to interpret the announcement. Some postings still require the KSA. Others expect to see them in the resume, and your resume must respond to items in a complicated, online questionnaire. You will probably have to submit KSAs at a later point in the process.”

Troutman adds that the newest challenge for the federal jobseeker is to make KSAs stand out in their resumes. That’s a main way that the human resources specialist reading the resume from USAJOBS will be able to determine if an applicant is a “best qualified” candidate for a job. Also, the jobseeker must know that federal resumes are different; they can reach up to five pages in length, as opposed to the one or two pages typical of private sector resumes.

Troutman also identified a trend towards drastically shortened application periods—to as little as two days—which means that federal applicants have no time to waste with trial and error, fumbling to get it right.

This is where The Resume Place’s resume writing and job coaching services can become essential. As the various federal job application systems evolve, it’s good to get advice from people who have studied and continue to keep in touch with all aspects of the various employment practices of more than 200 federal agencies. For a free resume assessment, go to [plug in web address. Help also comes from Kathryn’s books, including Ten Steps to a Federal Job and the Federal Resume Guidebook. These books are highly regarded in federal and private sector employment fields for their practical use as handbooks for individuals and classrooms.

No one knows how long it will really take for the entire government to completely make over their various application systems. Some speculate at least a year, others say several years. Ron Sanders, former Chief Human Capital Officer at the Office of the Director of National Intelligence and currently a Senior Executive Advisor with the consultancy Booz Allen Hamilton, thinks that it will take both time and a cultural change. For the government to truly reform its hiring practices, he says that there must be a radical shift in the mindset of those who for decades have been evaluating applications with inefficient, arbitrary tools.

Until then, it appears that reports of the KSA’s demise have been greatly exaggerated.

Competition is growing for the best jobs in the country! In today’s job market, hundreds and thousands of job seekers are sending resumes for federal positions now.  It’s well publicized in the media that the federal jobs pay better, and benefits and retirement are better than private industry. These federal positions are the best jobs in the entire US.

So now there is a dramatic increase in applications per position. To compete against more competition, your federal resume has to be “super-specialized” for each position.

One federal resume does NOT fit all federal applications

We are finding at The Resume Place, Inc. that many federal job seekers are using one resume to apply for many positions. This approach is not effective. Each federal resume must be super-specialized to get a score of 90 or above and to get Best Qualified and Referred to a Supervisor. We are hearing from frustrated federal job seekers who are submitting 60, 100, even 200 federal resumes and NOT getting Referred, or if they are Referred, they are not selected for an Interview. These job seekers say they are qualified but are having no luck. One reason could be that their federal resume is NOT super-specialized toward an announcement.

Hot Tip: Don’t overlook the One Year Specialized Experience section of the vacancy announcement

What many people don’t see in the long vacancy announcements is that each job announcement will state that a position requires “One Year Specialized Experience”  for all positions. Your resume MUST show that you have this One Year Specialized experience in order to qualify for the position.

Where does an applicant find the Specialized Experience in the vacancy announcement?

Each announcement will state the Specialized Experience needed for the job. The announcement will usually say something like this: “Your resume must demonstrate that you have 52 weeks of specialized experience in this certain field. Your resume should include examples of this and this and this and this.”

Here’s how your federal resume can become a super-specialized federal resume:

Add your KSAs into the resume. Although the KSAs narratives are supposedly eliminated by the Hiring Reform, many applications will ask for your KSAs to be demonstrated in your resume. These KSAs to be added into your resume will be different for each vacancy announcement even if you are applying for generally the same types of jobs. Make your resume super-specialized by adding these KSAs right into the text of your resume in the Work Experience section to get the best score.

Highlight your Specialized Experience. Human resources specialists are overwhelmed with resumes. They have so many resumes to review, and they are looking for quick ways to eliminate you from consideration. You will want the initial Human Resources reviewer to see your specialized experience quickly. They will give you more consideration, because your resume clearly demonstrates your qualifications.  This could result in a better score on your federal resume (best scores are 90+)

Add keywords from the Specialized Experience section. Change at least 10 to 20 keywords and phrases in your federal resume for each announcement, so that the resume clearly hits the Specialized Experience. Find the keywords in the mission, duties, and qualifications sections of the vacancy announcement.

Give examples to PROVE that you have the Specialized Experience. Vacancy announcements will request examples, and you should write them in your federal resume.  These examples are your Accomplishment Record; they prove from your past performance that you will have a certain track record for future performance.

If possible, add your Specialized Experience to the first page of your resume. The most valuable real estate in your federal resume is the first page. If your last job or current job is your most relevant, list this one first.

Readability counts – add the Specialized Experience in the Outline Format Resume. Use ALL CAPS and spacing to help the HR specialist find this important specialized experience. If it’s easy to read by busy HR specialists, that can help you get a better score and get referred.

THE RESUME PLACE, INC. CERTIFIED FEDERAL RESUME WRITERS produce super-specialized federal resumes. Get professional help with your federal resumes and land one of the best jobs in the United States today!

Do you want a FREE Estimate for a super-specialized federal resume? Just complete our registration and federal resume profile. We will write back to you and give a few recommendations for super-specialized writing strategies plus an estimate for our professional services to help you achieve your federal career goals. Professional strategic writing for federal jobs is an investment in your future and career, not just a federal resume writing service.

Good luck with your Super-Specialized federal resume. Get Best Qualified, Referred, Interviewed and Hired with your Super Specialized Federal Resume. Each application is unique, no two are the same! Kathryn Troutman, Author, Ten Steps to a Federal Job™

Even so, it is still important to demonstrate in your federal job application that you have the knowledge, skills, and abilities necessary to perform a job. How do I recommend that you do that? Include the KSAs in your federal resume! In fact, vacancy announcements are already listing KSAs in the qualifications section with the note that the KSAs should be included in the text of the resume.

The best way to make your KSAs stand out in the federal resume is to use our recommended Outline Format Resume for USAJOBS and other online builders. The sample federal resume in this article, which is in USAJOBS format, includes the KSAs found in the vacancy announcement.

Recommend Format for KSAs in the Federal Resume

The Outline Format for your federal resume was first developed in 2000 when Department of Defense agencies introduced the Resumix system. The Resumix system is a keyword system and is still the resume format used today by Army, Navy, and Department of Defense agencies. The Outline Format features keywords that could be the search terms used by the human resources specialists and supervisors.

The KSAs can also be highlighted in the Outline Format by carefully selecting KSA keywords as the paragraph headers, then formatting these headers in ALL CAPS so that the information is very clear to the human resources specialist. The sample federal resume below clearly features the KSAs from Duties; Qualifications; and Knowledge, Skills, and Abilities statements listed in the announcement.

Readability is Key to Success for KSAs in the Federal Resume

Federal resumes posted in USAJOBS are read by federal human resources specialists, not a machine or artificial intelligence system. Being able to easily find the KSAs in the federal resume will make it easier to determine that you are Best Qualified for a certain position. Using a limited amount of ALL CAPS in your USAJOBS or builder resume can help HR and the supervisor see your KSAs and specialized experience.

How to Include KSAs or Qualifications in Your Federal Resume

1. Find the KSAs in the announcement in the Qualifications section. 2. Copy them into a Word file. 3. Copy the KSA into your resume. 4. Match your current resume duties and accomplishments to the KSAs. 5. Create the Outline Format, so that the KSAs stand out for the HR specialist. 6. Write a description of your skills in each KSA area and give a short example if you can. It is important to give an example that demonstrates your past performance for each KSA. 7. Write the KSA information within the Work Experience section of your resume. 8. Emphasize the KSA skills within the last 10 years if you can. 9. Emphasize the KSA skills within the most recent one or two positions if you can. 10. Give example for the KSAs if you can. This will improve your chances of being best qualified.

KSAs in the Resume – Sample Outline Format from USAJOBS

The KSAs for this position are the following: – TECHNICAL MANAGEMENT AND PROGRAM SUPPORT to an analytical workforce. – DATA COLLECTION: Gather, evaluate, and compile variety of data and information to report progress. – REPORT PRODUCTION AND DATABASE ADMINISTRATION – CUSTOMER SERVICES AND OFFICE ADMINISTRATION

SARA JACOBS 4567 Dandelion Way Washington, DC 20009 Mobile: 202-222-2323 Email: smjacobs@verizon.net

WORK EXPERIENCE Federal Bureau of Investigation, Weapons of Mass Destruction Directorate 8/2009 – Present Washington, DC US Grade Level: GS-07 Salary: 52,794 USD Per Year Hours per week: 40 Management and Program Assistant, 0344

TECHNICAL MANAGEMENT AND PROGRAM SUPPORT to an analytical workforce. As the sole Management Assistant to 10 Analysts, I support higher-level analysts in research and analysis of weapons of mass destruction. Conduct special research projects as assigned or as a team member. Support analysts with administrative tasks and assist in conducting studies concerning research on weapons of mass destruction.

DATA COLLECTION: Gather, evaluate, and compile variety of data and information to report progress. The analysts depend on me to compile and write drafts of final reports to include editing for obvious omissions or errors, as well as compliance with established format. Produce charts and graphics with content provided by analysts and original research.

REPORT PRODUCTION AND DATABASE ADMINISTRATION: I am the quality-control check and proofread reports and other documents for correct information. Coordinate administrative requirements with other Dept. of Homeland Security offices. I maintain the WMD databases, identify trends/patterns, compile reports, and apply data-gathering methods to collect information.

CUSTOMER SERVICES AND OFFICE ADMINISTRATION: I am the primary point of contact for the Directorate Analysts. I also hold primary responsibility for administrative programs and ensure compliance with all procedural requirements.

ACCOMPLISHMENTS:

+ Updated the WMD database with more than 2 months of data collected by the analysts. Created a spreadsheet with the updated information to summarize data collected, as well as news summaries from major news outlets. Received recognition from my supervisor for attention to detail.

+ Developed a spreadsheet to maintain project status of the Analysts’ research, which was posted for easy access and 24×7 viewing. This resulted in less repetition in research and immediate information on available date. (Contact Supervisor: Yes, Supervisor’s Name: Joette Zimmerman, Supervisor’s Phone: 202-222-2222)

*Sample from the Federal Resume Guidebook & CD-ROM, 4th, Edition, Publisher: JIST, Inc.; Author: Kathryn Troutman

What you will need:

1. Several resume versions in your USAJOBS Resume builder Account. Each resume should be named for the occupational series the resume represents, i.e., Contract Specialist, Teacher, Background Investigator, Program Analyst, Park Ranger.

2. Several vacancy announcements matching your qualifications.

3. Three browser windows opened simultaneously with the following webpages: – USAJOBS announcement page – USAJOBS resume builder page – Questionnaire page for that particular announcement (open in Firefox)

4. Any necessary documents (such as transcripts) in PDF format to upload. Or have ready to fax if needed with official fax cover sheet.

Directions

Step 1: Review Vacancy Announcements (Browser 1 / USAJOBS)

After you have found some possible job announcements, analyze each announcement. Read the grade level; location; job title; determine if this is right for you. Go to the Qualifications tab and read Specialized Experience. If this sounds right for you. then to go next step. Look at the duties and specialized experience and make a list of at least 5-10 keywords to add into one of your resume versions.

For this particular job search, I analyzed a number of announcements and narrowed them down to these four:

• Teacher, USDA, Forest Service, Job Corps, GS 9, Permanent, Full-time, Avuecentral.com, selected 3 states
• Training Coordinator, USDA, Forest Service, Job Corps, GS 7, 6 month seasonal, Avuecentral.com, selected 3 states
• Background Investigator, OPM, GS 7, full-time permanent, USAJOBS and applicationmanager.gov, selected 2 states
• Contract Specialist, HHS, Program Service Center, Rockville, MD, USAJOBS and Quickhire questionnaire

Step 2: Get Your Resumes Ready (Browser 2 /Your USAJOBS Resume Builder page)

Keep this page up on a separate browser ALL the time.

Select a resume for each announcement. Edit the resumes by adding keywords from the announcements, review them to make sure that all information is up to date, and RENAME the resumes so that each reflects the position.

If you don’t have a resume for a particular announcement, DUPLICATE one of the others, and follow the steps above.

Step 3: Hit Apply Now (Browser 1 / USAJOBS Announcement)

Now that your resume is ready, you can go back to the vacancy announcement and hit the APPLY NOW button. You will see a BRIDGE page that will TAKE YOU SOMEWHERE. On this bridge page, you will probably be asked to select a resume from your USAJOBS Resume Builder page. Select the newly named resume and the application will take you to a new page.

Step 4: Answer the Questionnaire (Browser 3 / Questionnaire)

NOTE about the third browser: When you go to the questionnaire page, you will move away from your original USAJOBS announcement. Open a new browser with the announcement in USAJOBS again, so you don’t forget what you are applying for. When you read the questions, you might wonder about the context of the question. You can go back to the annoucnement and read the Duties or Qualifications or Mission again to try to understand the questions.

The questionnaire page could be applicationmanager.gov, avuecentral.com, quickhire.com, or monster.com. The government agencies uses a variety of questionnaires for their assessment questions. Start the questionnaire usually with the tabs on the left. Answer the questions. Most of the questions do NOT require essays now, so they are easier than before. Read them carefully. They could have trick questions. I answered 87 questions yesterday for Background Investigator and right in the middle there were two questions about being a fireman and ambulance driver working in emergency planning work. Good thing I was awake and reading carefully. The questions were easy.

Avuecentral.com: I wanted to use my USAJOBS resume instead of completing the entire avuecentral builder. But the builder insisted that I complete the Avuecentral builder. I had to put at least two relevant Work History experiences in the builder and at least one education section, so I did that. Then I uploaded the USAJOBS resume for the entire application. I also uploaded the transcript which was over at USAJOBS. I took it out of my USAJOBS account and put it into the avuecentral account.

Summary

I applied to four applications in 90 minutes. All of them had questionnaires with no essays or KSAs. I was prepared, however. I had 4 resumes in the USAJOBS builder, each named carefully, and transcript was already in USAJOBS. I found four good announcements that were GS 7/9. I really found five, but one of the announcements turned out to require a qualification that my client didn’t have – a Master’s degree or other post graduate degree. I didn’t see it until I was in screen 2 in a questionnaire. But I had only wasted 10 minutes restructuring the resume with 5 keywords and renaming it.

The reason this was fast was because I was organized with my browsers. I had the USAJOBS Resume Builder page up and ready for analysis, adding keywords and renaming. I knew I was going to some kind of questionnaire system, so I was prepared with the right resume version. When I was turned over to the questionnaire page, I went back to a NEW browser and opened up the USAJOBS announcement again (you can’t go BACK from the questionnaire, and you might need to refer to the announcement again). So, those are my three browsers that helped me stay efficient and focused with my applications.

We’ll see what happens with the applications this week. The next step will be to go back to USAJOBS, applicationmanager.gov, and avuecentral.com in one week (next Monday) and see if they have scored any of the applications and if there are any notices in the application tracking page. That will be interesting.

Good luck with your speedy federal job applications with three browsers.

HOT TIPS

Be sure to check off Temp, Term, Permanent, Seasonal – whatever types of positions you can accept. Temp and Term positions could be changed into a permanent one after hire.

Cover letter: You can add a cover letter by browsing and uploading; or adding into ADDITIONAL INFORMATION.

Review your resumes frequently to update them.

Why it is easy to become obsessed with resume writing

In today’s job hunting environment, it takes sometimes hundreds of applications before you land a job. If you are one of those who have applied the average number of times it takes to get a job these days, then you have written a small encyclopedia before you achieve success. Particularly in the case of applying for federal jobs, just think of all the different resumes you have to prepare:

Basic Federal Resume in USAJOBS Format

First we start off with your basic federal resume, which should be two to four pages in length.

Tailored USAJOBS Federal Resume with Keywords

For each and every job opening you apply to, you modify your resume by picking up keywords from the announcement in order to create a resume that specifically addresses that particular job opening. If you apply to 200 jobs, you will have 200 tailored federal resumes.

Click on graphic to see this full sample from Ten Steps to a Federal Job, 2nd Edition

Paper / Formatted Federal Resume

Some of the federal resume builders, such as applicationmanager.org will allow you to upload your resume, so the format can be formatted for readability and emphasis—similar to the private industry resume.

Click on graphic to see this full sample from the Ten Steps to a Federal Job, 2nd Edition

Networking Resume / Private Industry Resume

For your network and references, you have a slightly shorter resume that features marketable skills, accomplishments and chronology that a recruiter or networking contact can read in seconds.

Click on graphic to see this full sample from the Ten Steps to a Federal Job, 2nd Edition

Job Fair Resume

Your job fair resume is shorter with bigger type and includes a few simple objectives and most relevant skills.

Click on graphic to see this full sample from the Jobseeker’s Guide, 3rd Edition

Online Networking Site

Your Linkedin or other web 2.0 site has to be updated regularly with all the new ideas you have gotten from your past interviews, friends or articles you read.

Click on the graphic to see the full sample.

Summary

You have multiple versions, chronological, combination, and bio. Your resume formats will depend on your use: in-person, email attachments, uploads, copy and paste into a builder. Your readers may vary, including: your favorite references, network contacts, recruiters, and supervisors.

Techniques for Tracking All Those Resumes

As you can see, your collection of resumes could quickly get out of hand if you do not have a system for keeping track of and tracking the progress of the resumes. Keeping them organized will help you feel less overwhelmed about submitting hundreds of applications.

The Name’s the Game

Start by naming your resume with your last name_type of resume_objective_date. For instance: troutman_federalresume_programanalyst_1.2.10. This way, you can find your resumes, edit to create new versions, and update quickly.

Create an Excel File

Use a spreadsheet to keep your resumes and applications organized and named. Record which resumes and cover letters you sent for each application. The Excel file could also track: Date submitted; agency; location; job title; how submitted; application submitted; and follow-up activity.

Follow Up

If you submitted for a position that seemed very positive and was of great interest, you could follow-up in 3 weeks after your application. The employers are overwhelmed with applicants and maybe if you call or write, your name could stand out. You never know when you might be calling at just the right time.

Stay in Touch With Your Network

Write to your entire network on a regular basis to keep them up-to-date on your applications where their name was used as a reference. Be sure to ask them to look for opportunities or leads for you and write to you right away about new ideas for job searching.

Good luck with your job search!

++++++++++++ Kathryn Troutman is the author of 7 books on federal resume writing, including Ten Steps to a Federal Job, 2nd edition, her latest on writing a competitive federal resume and producer of www.resume-place.com. She is also the author of the 50+ sample resumes in Resumes for Dummies, 5th Edition by Joyce Lain Kennedy. In today’s job market resume writing is an art and can help an applicant land a job in either the federal or private industry.

Good news! Your job search expenses may be tax deductible. It is time to find out whether the money you spend on federal career consulting, federal resume writing, travel and expenses supporting the job search, USAJOBS uploads, Ten Steps to a Federal job books and training are in fact tax deductible.

Here are the top six things the IRS wants you to know about deducting costs related to your job search, and my comments about them.

1. IRS: “You can deduct certain expenses you have in looking for a new job in your present occupation, even if you do not get a new job. You cannot deduct these expenses if: …You are looking for a job in a new occupation.” (IRS Publication 529, Job Search Expenses)

My comment: The federal government is NOT a new occupation, it is a new employer. If you are looking for a federal job related to your previous position, you may be able to deduct your expenses. The key is whether you are looking for positions requiring some of the same transferable skills from your past position to your new position. For instance, management/leadership skills are the same from private industry to federal government … accounting skills are the same … research and analysis skills are the same … customer services is the same.

2. IRS: “You can deduct employment and outplacement agency fees you pay in looking for a new job in your present occupation.”

My comment: The Resume Place, Inc. is considered an “employment and outplacement agency,” so any fees you incur enlisting our help with your federal job search would meet this criteria. Qualifying fees include our federal resume services, federal career consulting services, federal career training, and books.

3. IRS: “You can deduct amounts you spend for preparing and mailing copies of a résumé to prospective employers if you are looking for a new job in your present occupation.”

My comment: Remember to save your receipts for portfolios, envelopes, stamps, faxing, rented computer time, or any other expenses related to writing and sending your resume.

4. IRS: “If you travel to an area and, while there, you look for a new job in your present occupation, you may be able to deduct travel expenses to and from the area. You can deduct the travel expenses if the trip is primarily to look for a new job. The amount of time you spend on personal activity compared to the amount of time you spend in looking for work is important in determining whether the trip is primarily personal or is primarily to look for a new job.”

My comment: If you drive to The Resume Place, Inc. or attend our Ten Steps One Day class in Gaithersburg, MD, the expenses to get there and back are considered tax deductible.

5. IRS: “You cannot deduct job search expenses if there was a substantial break between the end of your last job and the time you begin looking for a new one.”

My comment: The IRS did not define how long a “substantial break” is, but even if you have been out of work for awhile, you may still be able to deduct the expenses. Please check with your accountant.

6. IRS: “You cannot deduct job search expenses if you are looking for a job for the first time.”

For more information about job search expenses, see:

IRS Publication 529, Miscellaneous Deductions » This publication is available on the IRS Web site, IRS.gov or by calling 800-TAX-FORM (800-829-3676).

About.com article: Job Search Tax Deduction Tips by Alison Doyle »

Article: Potential Tax Write-Offs for Job Search Expenses by Karin Combs »