10 steps to federal job
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1
PPT: Part 1 of 3
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2
Welcome & Administrative Notes
A&FRC MarketingBreaksBathroomsSmoking AreasCell PhonesEmergency Exits SIP
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3
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.
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What Are the Ten Steps to a Federal Job®?
STEP 1: Review the Federal Job ProcessSTEP 2: Network – Who Do You Know?STEP 3: Research Vacancy Announcements on
USAJOBSSTEP 4: Analyze Your Core CompetenciesSTEP 5: Analyze Vacancy Announcements for
Keywords
4
INTRODUCTION
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What Are the Ten Steps to a Federal Job®?
STEP 6: Write Your Outline Format and Paper Format Federal Resume
STEP 7: KSAs in Your Federal Resume and Assessment Questionnaires
STEP 8: Apply for Jobs with USAJOBSSTEP 9: Track and Follow Up on Your
ApplicationsSTEP 10: Interview for a Federal Job
5
INTRODUCTION
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How Many Hats Do You Wear at Work?
6
Make a list of 5 to 7 hats you wear at work, such as:
• Supervisor• Instructor• Team Leader• Database Administrator• Research / Analyst• Contract Officer• Purchasing Specialist• Office Administrator• Timekeeper
INTRODUCTION
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Your Hats Will Become Keywords for YourOutline Format Federal Resume (Step 6)
7
• Supply Analyst• Logistics Manager• Transportation Specialist• Supervisor• Instructor• Team Leader• Database Administrator• Research / Analyst• Contract Officer• Purchasing Specialist• Office Administrator• Timekeeper
INTRODUCTION
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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)
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INTRODUCTION
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Activity: Accomplishment Freewriting
What are your best accomplishments?
9
See Book Pages 8-9
INTRODUCTION
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Accomplishment Freewriting:Your Accomplishments Will Be Added Into Your
Federal Resume – in Step 6
• First, what have you accomplished that stands out?
• Remember specific examples of projects or events; write down your actions and the results
• Use the accomplishments for your federal resume and interview preparation
• Gain confidence (Whoa, I’ve done all those?!....)
10
See Book
Pages 8-9
INTRODUCTION
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Accomplishment Freewriting:Examples of Accomplishments
Negotiated a contractTrained a new employeeInstalled equipmentImproved performanceAnswered customer
requestsSupervised othersPresented briefingWrote reportTeam memberDealt with difficult problem
Launched programImproved filing systemCalculated budgetCollaborated with different
agency/companyMentored othersLowered costsPurchased suppliesMonitored programs
11
See Book Pages 8-
9
INTRODUCTION
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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
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INTRODUCTION
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Step 1: Review the Federal Job ProcessAgenciesJob Titles
Grade and SalaryVeterans’ Preference
13
STEP 1: REVIEW THE FEDERAL JOB PROCESS
See Book
Page 10
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What Are Your Target Agencies?
• View entire list at http://www.usa.gov/Agencies/Federal/All_Agencies/index.shtml.
• Choose 2 or 3 agencies to get started
• Learn their application process
• Learn agency missions
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See Book
Page 15
STEP 1: REVIEW THE FEDERAL JOB PROCESS
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What Job Titles Are Correct for You?
Occupational Groups and SeriesClassification 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
http://www.opm.gov/fedclass/html/gsseries.asp
15
See Book Pages 22 -
29
STEP 1: REVIEW THE FEDERAL JOB PROCESS
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What Job Titles Are Correct for You?
Occupational Groups and SeriesClassification 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
http://www.opm.gov/fedclass/html/gsseries.asp
16
See Book Pages 22-29
STEP 1: REVIEW THE FEDERAL JOB PROCESS
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What Job Titles Are Correct for You? 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
17
See Book Pages 30-31
http://www.opm.gov/fedclass/html/fwseries.asp
STEP 1: REVIEW THE FEDERAL JOB PROCESS
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What Job Titles Are Correct for You? 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
18
See Book Pages 30-
31
http://www.opm.gov/fedclass/html/fwseries.asp
STEP 1: REVIEW THE FEDERAL JOB PROCESS
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What Grade Level and Salary Is Right for Your Experience and Education?
GS Schedulehttp://www.opm.gov/oca/12tables/html/gs.asp
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Page 32See Book
Page 32
STEP 1: REVIEW THE FEDERAL JOB PROCESS
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Some Agencies Use Pay Bands for SalariesInstead of the GS Schedule (Varies By Agency)
20
http://www.tsa.gov/join/careers/pay_scales.shtmSee Book
Page 33
STEP 1: REVIEW THE FEDERAL JOB PROCESS
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What Grade Level and Salary Is Right Based on Your Education?
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.
21
See Book
Page 34
STEP 1: REVIEW THE FEDERAL JOB PROCESS
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Federal Hiring Programsand 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
22
See Book
Page 37
STEP 1: REVIEW THE FEDERAL JOB PROCESS
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Federal Hiring Programsand Preferences
Pathways– For those in school or recently graduated– Includes internships and a recent graduate program– First Pathways vacancy announcement was posted July
2012
Schedule A Hiring Program– For individuals with disabilities, including veterans with
10-point preference– May apply for non-competitive appointment with a
certification letter
23
See Book Pages 37-
38
STEP 1: REVIEW THE FEDERAL JOB PROCESS
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Federal Hiring Programsand 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 service30% 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
24
See Book
Page 39
STEP 1: REVIEW THE FEDERAL JOB PROCESS
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Federal Hiring Programsand Preferences for Military Family Members
Military Spouse Employment Preference (MSP)– Gives priority to military spouses relocating as a result of
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 S– 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
25
See Book Pages 40-41
STEP 1: REVIEW THE FEDERAL JOB PROCESS
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Types of Veterans’ Preference for Competitive Positions
• CPS: disability of 30% or more (10 points)
• CP: disability of at least 10% but less than 30% (10 points)
• TP: served at specific time and not disabled (5 points)
• XP: less than 10% disability or derived preference for certain family members (10 points)
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STEP 1: REVIEW THE FEDERAL JOB PROCESS
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Types of Veterans’ Preference for Competitive Positions
Most veterans fall under the TP category:
• Served during a war
• In a campaign or expedition and received a medal or badge
• For more than 180 consecutive days, other than for training, during the period beginning 9/11/01, and ending the last day of Operation Iraqi Freedom
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STEP 1: REVIEW THE FEDERAL JOB PROCESS
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Types of Veterans’ Preference for Competitive Positions• TP, CP, CPS and XP: Can apply to many
jobs only open to current feds
• CP and CPS: Will always be referred to the hiring official if they are at least minimally qualified (not applicable for technical and professional jobs at GS-11 and above). For many jobs, these candidates must be hired unless HR can make reasonable justification not to do so
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STEP 1: REVIEW THE FEDERAL JOB PROCESS
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Step 2: Network H Who Do You Know?Why Network?
Who Do You Know and Why Is It Important?Job Fair Script
Job Fair Resume
29
STEP 2: NETWORK – WHO DO YOU KNOW?
See Book
Page 44
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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?
30
STEP 2: NETWORK – WHO DO YOU KNOW?
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Attend a Job Fair and Take Your Resume
What can you learn at a job fair?– Research the attending agencies before
or when you get there to create a job fair strategy
– Ask if agencies will have any “direct hire” jobs at the job fair
– Dress for an interview– Find out about new federal job listings– Learn about agency missions
31
STEP 2: NETWORK – WHO DO YOU KNOW?
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Practice Your Job Fair Script and Smile!
• Be convincing• Be friendly and
speak clearly• Focus resume
toward two to three jobs
• Easy to read, one or two pages
32
See Book
Page 45
STEP 2: NETWORK – WHO DO YOU KNOW?
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Military Job Fair/Networking ResumeAdd veterans preference at the top!
33
See Book Pages 46-47
STEP 2: NETWORK – WHO DO YOU KNOW?
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Spouse Job Fair/Networking ResumesAdd Eligibility for Non-competitive Appointment of Certain
Military Spouses at the top of the resume
34
See Book Pages 48-
49
STEP 2: NETWORK – WHO DO YOU KNOW?
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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.
35
See Book Pages 50-53
STEP 2: NETWORK – WHO DO YOU KNOW?
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Step 3: Research Vacancy
Announcements on USAJOBS
Critical Vacancy Announcement
Features
Sample Vacancy Announcements
36
STEP 3: RESEARCH VACANCY ANNOUNCEMENTS ON USAJOBS
See Book
Page 54
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Learn How to Search USAJOBS
More than 20,000 jobs are posted everyday!
37
See Book
Page 55
STEP 3: RESEARCH VACANCY ANNOUNCEMENTS ON USAJOBS
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Excepted Service AgenciesDo not have to post on USAJOBS
38
See Book
Page 20
STEP 3: RESEARCH VACANCY ANNOUNCEMENTS ON USAJOBS
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39
See Book
Page 20
STEP 3: RESEARCH VACANCY ANNOUNCEMENTS ON USAJOBS
Excepted Service AgenciesDo not have to post on USAJOBS
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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”
40
See Book
Page 55
STEP 3: RESEARCH VACANCY ANNOUNCEMENTS ON USAJOBS
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Learn How to Search USAJOBS by Occupational Family
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.
41
See Book
Page 56
STEP 3: RESEARCH VACANCY ANNOUNCEMENTS ON USAJOBS
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Learn How to Search USAJOBS by Filtering Your Search Results
Veterans and Current Federal Employees can check this box in upper left corner of screen to see more jobs.
Select geography, pay, or occupational series by using the filters.
42
See Book
Page 56
STEP 3: RESEARCH VACANCY ANNOUNCEMENTS ON USAJOBS
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Critical Announcement Features
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
43
See Book Pages 57-58
STEP 3: RESEARCH VACANCY ANNOUNCEMENTS ON USAJOBS
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One Year Specialized Experience
44
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.
STEP 3: RESEARCH VACANCY ANNOUNCEMENTS ON USAJOBS
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Step 4: Analyze Your Core
Competencies
What are the value-added competencies you can offer
a supervisor?
45
STEP 4: ANALYZE YOUR CORE COMPETENCIES
See Book
Page 66
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Are These Core Competencies In Your Federal Resume?
Soft skills can make a difference in your resume!
• Resourcefulness• Innovation• Team Leadership• Customer Services
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STEP 4: ANALYZE YOUR CORE COMPETENCIES
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From the Veterans AdministrationAdd these to your duties or accomplishments
• Interpersonal Effectiveness• Customer Service• Flexibility/Adaptability• Creative Thinking• Systems Thinking• Organizational Stewardship• Technical Skills
47
See Book Pages 67-
68
STEP 4: ANALYZE YOUR CORE COMPETENCIES
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36 TSA Core CompetenciesAdd these to your duties or accomplishments
• Accountability• Administration and Management• Administrative Procedures and Tasks• Arithmetic and Mathematical Reasoning• Attention to Detail• Coaching & Mentoring• Command Presence • Conflict Management • Conscientiousnesshttp://www.tsa.gov/assets/pdf/competencies_and_definitions.pdf
48
See Book
Page 69
STEP 4: ANALYZE YOUR CORE COMPETENCIES
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Draft Competencies SecurityAdministration Series, 0800
Add these to your duties or accomplishments
• Attention to Detail• Reading Comprehension• Interpersonal Skills• Teamwork• Self-Management• Decision-Making• Customer Service• AccountabilityDefinitions:http://www.opm.gov/qualifications/Standards/DRAFTS/0080.pdfArticle: http://www.federalnewsradio.com/?nid=520&sid=2847289
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See Book
Page 70
STEP 4: ANALYZE YOUR CORE COMPETENCIES
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Core Competencies Differ for Each AgencyPeople vs. Mission Focused
50
Veterans Administration Competencies
Interpersonal EffectivenessCustomer ServiceFlexibility/AdaptabilityCreative ThinkingSystems Thinking
U.S. Marine Corps Competencies
Support deployment requirementsMeet and anticipate trainingShape land, sea and airspace trainingSupport Force protectionProvide effective command and control
STEP 4: ANALYZE YOUR CORE COMPETENCIES
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Executive Core QualificationsLeadership Competencies
These are leadership competencies for ALL leaders at ALL grade levels– Leading Change– Leading People– Results Driven– Business Acumen– Building Coalitions
Read more: OPM’s Guide to Senior Executive Service Qualifications
51
See Book
Page 71
STEP 4: ANALYZE YOUR CORE COMPETENCIES
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Step 5: Analyze Vacancy Announcements for Keywords
Find Keywords in Duties, Specialized Experience, Qualifications, Questionnaires, and KSAs
52
STEP 5: ANALYZE VACANCY ANNOUNCEMENTS FOR KEYWORDS
See Book
Page 72
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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
53
STEP 5: ANALYZE VACANCY ANNOUNCEMENTS FOR KEYWORDS
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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
54
STEP 5: ANALYZE VACANCY ANNOUNCEMENTS FOR KEYWORDS
See Book Pages 74-79
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Keywords from a Mission Statement
55
STEP 5: ANALYZE VACANCY ANNOUNCEMENTS FOR KEYWORDS
See Book
Page 78
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Keywords from Duties and Qualifications Sections of the Vacancy Announcement
56
STEP 5: ANALYZE VACANCY ANNOUNCEMENTS FOR KEYWORDS
See Book
Page 74
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Keywords from OPM Classification Standards
57
STEP 5: ANALYZE VACANCY ANNOUNCEMENTS FOR KEYWORDS
See Book
Page 76
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Keywords from KSAs
58
STEP 5: ANALYZE VACANCY ANNOUNCEMENTS FOR KEYWORDS
See Book
Page 77
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Keywords from the Specialized Experience Section
59
STEP 5: ANALYZE VACANCY ANNOUNCEMENTS FOR KEYWORDS
See Book
Page 78
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Keywords from a Questionnaire
60
STEP 5: ANALYZE VACANCY ANNOUNCEMENTS FOR KEYWORDS
See Book
Page 79
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Facilities Operations Specialist (1604)
• Project manager and focal point for facility supplies and maintenance
• Maintain storage and distribution of key assets and materials
• Oversee storage facility construction, renovation and day-to-day operation
• Contracting officer’s technical representative (COTR)• Manage staff and evaluate work performance• Solve problems and identify solutions
61
STEP 5: ANALYZE VACANCY ANNOUNCEMENTS FOR KEYWORDS
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Intelligence Analyst Keywords (0132)
• Capture data to create baseline domain awareness• Develop source identification products• Review and analyze information assessing office
collection capabilities• Advise and communicate relevant to social cultural,
geographic and other trends and forces• Analytical thinking• Interpersonal ability
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STEP 5: ANALYZE VACANCY ANNOUNCEMENTS FOR KEYWORDS
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Step 5 Keyword Quiz
Which words are keywords?
• Data Management• Responsible for• Network Administrator• Team Leader• Duties include• Mentor and coach
63
STEP 5: ANALYZE VACANCY ANNOUNCEMENTS FOR KEYWORDS
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Step 6: Write Your Outline Format Federal Resume
Conquer the most challenging step by understanding the Outline Format for your resume
64
STEP 6: WRITE YOUR OUTLINE FORMAT FEDERAL RESUME
See Book
Page 80
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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.
65
See Book
Page 99
STEP 6: WRITE YOUR OUTLINE FORMAT FEDERAL RESUME
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Private Industry and TAP vs. Federal Resume
66
See Book
Page 81
STEP 6: WRITE YOUR OUTLINE FORMAT FEDERAL RESUME
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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
67
See Book
Page 80
STEP 6: WRITE YOUR OUTLINE FORMAT FEDERAL RESUME
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Before Veterans Federal ResumeBig Block – Hard to Read
68
STEP 6: WRITE YOUR OUTLINE FORMAT FEDERAL RESUME
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Before Veterans Federal ResumeBullets – Too Short
69
See Book
Page 82
STEP 6: WRITE YOUR OUTLINE FORMAT FEDERAL RESUME
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After Veterans Federal ResumeOutline Format
70
See Book Pages 84-
87
STEP 6: WRITE YOUR OUTLINE FORMAT FEDERAL RESUME
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Before Spouse ResumeFunctional Resume – Too Short
71
See Book
Page 88
STEP 6: WRITE YOUR OUTLINE FORMAT FEDERAL RESUME
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Before Spouse ResumeBullets – Too Short
72
See Book
Page 89
STEP 6: WRITE YOUR OUTLINE FORMAT FEDERAL RESUME
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Best Format: Outline Format Easy to Read; Shows Critical Skills & Accomplishments
73
See Book Pages 90-
92
STEP 6: WRITE YOUR OUTLINE FORMAT FEDERAL RESUME
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What to Include in Your Federal Resume
1. Job Information: announcement number, title, and grade
2. Personal Information: name and contact information, Social Security number, country of citizenship, veterans’ preference, reinstatement eligibility, and highest federal civilian grade held
3. Work Experience: job title, duties, accomplishments, employer’s name and address, supervisor name and phone number, starting and ending dates (month and year), hours per week worked, salary, and indicate whether or not your current supervisor may be contacted
4. Education: colleges or universities with name, city and state, majors, and type and year of degrees received or total credits earned (indicate semester or quarter hours); high school name, city, and state
5. Other Qualifications: training courses, special skills, certifications, licenses, honors, awards, special accomplishments, etc.
74
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Page 93
STEP 6: WRITE YOUR OUTLINE FORMAT FEDERAL RESUME
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What Do Supervisors Consider When Making Selections? *
7
10
20
34
36
38
39
69
71
19
19
37
28
41
44
46
36
25
Written tests
Reputation of school
Recommendations
Major field of study
Reference checks
Level of education
Quality of the application
Interviews
Prior work experience
Great extent
Moderate extent
75
Source: MSPB’s “The Federal Selection Interview: Unrealized Potential,” February 2003
STEP 6: WRITE YOUR OUTLINE FORMAT FEDERAL RESUME
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Your First Resume Draft…
• Start writing your first draft using the Classification Standards
• Then, later you can tailor this draft to the vacancy announcement
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STEP 6: WRITE YOUR OUTLINE FORMAT FEDERAL RESUME
See Book
Page 94
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Read the Occupational StandardsInventory Management Series, GS 2010
77
STEP 6: WRITE YOUR OUTLINE FORMAT FEDERAL RESUME
See Book
Page 95
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Factor Evaluation System – How to Write Better Work Experience Descriptions using the Factor Evaluation System from the Classification Standards (found at the
bottom of the Classification Standards)
KNOWLEDGE • What knowledge do you have to help you do your job?
SUPERVISORY CONTROLS• What kind of supervisory control do you have? Or do you work
independently? Add this to your resume.
GUIDELINES USED• What guidelines do you use to do your job? What laws, regulations or
references? Let's add them into your resume.• Legislation, Manuals, SOP, Policies, References
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STEP 6: WRITE YOUR OUTLINE FORMAT FEDERAL RESUME
See Book
Page 96
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Factor Evaluation System continued…
COMPLEXITY • What is the scope of your position?
SCOPE & EFFECT• Who do you talk to and work with? What is the scope of your work?
Is it local, regional, worldwide? We have to add this to show the scope of your job.
PERSONAL CONTACTS AND PURPOSE OF CONTACTS• Who are your customers? Are they nearby or do you work with them
through email, etc.? How many customers do you support?
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STEP 6: WRITE YOUR OUTLINE FORMAT FEDERAL RESUME
See Book
Page 96
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Sample Resume That Doesn’t Use the Factor Evaluation System
Administrative Assistant (40 hrs per wk) (Massachusetts Air National Guard) Jan 08 – Present. Provide administrative support to the Chief of Staff (Massachusetts Air National Guard). Provide reports to queries on personnel matters utilizing data systems RCAS and IPERMS. Track suspense’s, Executive Summaries, correspondence, briefings, and investigations utilizing an electronic log system. Review Executive Summaries for content, format, and administrative errors. Maintain Payroll Worksheets for 35 personnel monitoring hours worked and vacations taken, and provide summary reports to supervisors and finance personnel. Manage Moral and Welfare fund requests for Massachusetts National Guard units by reviewing requests for legality, administrative correctness, submitting the paperwork to the State Military Department, and coordinating issuance of checks. Monitor the Chief of Staff’s calendar for appointments and events. Assist in developing/mentoring new personnel both enlisted and officer with office procedures.
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STEP 6: WRITE YOUR OUTLINE FORMAT FEDERAL RESUME
See Book
Page 97
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Sample Resume – AFTER with FESADMINISTRATIVE ASSISTANT (40 hrs per wk) (Mass. Air National Guard) Assistant to the Chief of Staff who oversees 3,000 Mass. National Guard Soldiers. Work
independently to support all administrative, personnel, correspondence and payroll administration for the director.
COMPLEX ADMINISTRATION: Highly skilled in supporting multiple battalion deployments and re-integration and readiness during and following the ending of Iraq and Afghanistan was. ACCOMPLISHMENT: Improved support for deployed, emergency support for the guardsmen. Organized and coordinated efficient ceremonies and events. Managed paperwork for complex deployments.
IMPLEMENT THE NATIONAL GUARD TECHNICIAN HANDBOOK. Implement and administer “The Technician Act of 1968”, Public Law 90-486, for all support services for Reserves and Active duty personnel.
REPORTS AND DATABASE ADMINISTRATION AND COMPUTER SKILLS. Produce reports to queries on personnel matters utilizing data systems RCAS and IPERMS. Track suspenses, Executive Summaries, correspondence, briefings, and investigations utilizing an electronic log system.
CUSTOMER SERVICES FOR THE GUARD PERSONNEL: Manage Moral and Welfare fund requests for Massachusetts National Guard units by reviewing requests for legality, administrative correctness, submitting the paperwork to the State Military Department, and coordinating issuance of checks.
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STEP 6: WRITE YOUR OUTLINE FORMAT FEDERAL RESUME
See Book
Page 97
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What are the most important sections of your Work Experience section?
• Keywords• Accomplishments• Height and weight• Knowledge required• Complexity of position• Other duties as assigned
Step 6 Quiz
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STEP 6: WRITE YOUR OUTLINE FORMAT FEDERAL RESUME
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Step 7: KSAs in the Federal Resume and Assessment Questionnaires
Have you heard that KSAs may be eliminated?Learn the new formats
83
STEP 7: KSAS AND ASSESSMENT QUESTIONNAIRES
See Book Page 102
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KSAs Are Almost Eliminated with Hiring Reform!
Presidential MemorandumThe 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
84
STEP 7: KSAS AND ASSESSMENT QUESTIONNAIRES
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BUT … KSAs Are Now Covered in 4 Sections of the Application Process!
1. KSA accomplishments in the resume2. KSA narratives to support the Questionnaire
(on occasion 4,000 to 8,000 characters)3. KSAs in the multiple choice Questionnaire4. KSAs as part of the Behavior-Based interview
85
STEP 7: KSAS AND ASSESSMENT QUESTIONNAIRES
See Book Page 102
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Example: KSAs in the Resume
86
See Book Page 105
STEP 7: KSAS AND ASSESSMENT QUESTIONNAIRES
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Example: KSAs in the Questionnaire
87
See Book Page 106
STEP 7: KSAS AND ASSESSMENT QUESTIONNAIRES
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Example: KSAs in the Questionnaire Multiple Choice Questions
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STEP 7: KSAS AND ASSESSMENT QUESTIONNAIRES
See Book Page 107
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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!
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STEP 7: KSAS AND ASSESSMENT QUESTIONNAIRES
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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…”
90
See Book Page 112
STEP 7: KSAS AND ASSESSMENT QUESTIONNAIRES
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Step 8: Apply for Jobs with USAJOBS
Master the Online ApplicationUSAJOBS and Self-Assessment Questionnaire Systems
Avoiding Application Pitfalls
91
STEP 8: APPLY FOR JOBS WITH USAJOBS
See Book Page 114
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USAJOBS Quiz
• How many resumes can you add to your resume builder account?
• Is it better to upload your resume or build the resume in the builder?
92
STEP 8: APPLY FOR JOBS WITH USAJOBS
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Step 9: Track and Follow Up on Your Applications
How You Will Be EvaluatedCategory Rating
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STEP 9: TRACK AND FOLLOW UP ON YOUR APPLICATIONS
See Book Page 126
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94
How People Are Hired:The Competitive Process
94
Identify Job and Assessments
Recruit and Announce Job
Assess Applicants
Certify Eligibles
Select
STEP 9: TRACK AND FOLLOW UP ON YOUR APPLICATIONS
See Book Page 126
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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
95
STEP 9: TRACK AND FOLLOW UP ON YOUR APPLICATIONS
See Book Page 126
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What Happens to Your Application?Category Rating
• Mandatory under Presidential Memorandum, May 11, 2010
• A ranking and selection procedure• This is a confusing time of transition from
point system (rate and rank) to categories• Category Rating: Three buckets of
applicants
STEP 9: TRACK AND FOLLOW UP ON YOUR APPLICATIONS
See Book Page 128
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With Category Rating, No More Scores
There is no disclosure of crediting plans (points) and/or rating schedules with scoring keys.
STEP 9: TRACK AND FOLLOW UP ON YOUR APPLICATIONS
See Book Page 128
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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
STEP 9: TRACK AND FOLLOW UP ON YOUR APPLICATIONS
See Book Page 128
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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)
STEP 9: TRACK AND FOLLOW UP ON YOUR APPLICATIONS
See Book Page 128
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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)
STEP 9: TRACK AND FOLLOW UP ON YOUR APPLICATIONS
See Book Page 129
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How Veterans Preference is Applied:First, applicants are rated
STEP 9: TRACK AND FOLLOW UP ON YOUR APPLICATIONS
See Book Page 129
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
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Status Rating Preference Bucket
Anne Non-vet Best Best Qualified
Cory Non-disabled vet Good TP Qualified
Aida Non-vet Good Qualified
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
How Veterans’ Preference Is Applied:Best Qualified Group Gets Referred
STEP 9: TRACK AND FOLLOW UP ON YOUR APPLICATIONS
See Book Page 129
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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:CPS and CP rise to the top of the highest quality category
STEP 9: TRACK AND FOLLOW UP ON YOUR APPLICATIONS
See Book Page 129
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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 TP Well Qualified
Betty Non-vet Better Well Qualified
Cory Non-disabled vet Good TP Qualified
Suzie Non-vet Good Qualified
Aida Non-vet Good Qualified
How Veterans’ Preference Is Applied:Final Order of Applicants
CP rises to the top even though rating was good, not best.
STEP 9: TRACK AND FOLLOW UP ON YOUR APPLICATIONS
See Book Page 129
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Veterans’ Preference: One Exception
The Category Rating Process does not add veterans’ preference points but protects the rights of veterans by placing them ahead of non-preference eligibles within each category. Preference eligibles who meet the minimum qualification requirements and who have a compensable service-connected disability of at least 10 percent must be listed in the
highest quality category (except in the case of scientific or professional positions at the GS-9 level or higher).
STEP 9: TRACK AND FOLLOW UP ON YOUR APPLICATIONS
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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
STEP 9: TRACK AND FOLLOW UP ON YOUR APPLICATIONS
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Follow Up Online – USAJOBS
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See Book Page 130
STEP 9: TRACK AND FOLLOW UP ON YOUR APPLICATIONS
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Follow Up Online – Application Manager
108
See Book Page 131
STEP 9: TRACK AND FOLLOW UP ON YOUR APPLICATIONS
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Look for Notice of Results (NOR)
109
STEP 9: TRACK AND FOLLOW UP ON YOUR APPLICATIONS
Get more information about the status of your application by finding your NOR in Application Manager under My Application Packages.
See Book Page 132
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Notice of Results (NOR) - Ineligible
110
STEP 9: TRACK AND FOLLOW UP ON YOUR APPLICATIONS
See Book Page 132
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NOR – Referred! Great News!
111
STEP 9: TRACK AND FOLLOW UP ON YOUR APPLICATIONS
See Book Page 133
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NOR – Qualified, Not Among Most Qualified
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STEP 9: TRACK AND FOLLOW UP ON YOUR APPLICATIONS
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If You Can’t See Results Online, Call or Email the HR Specialist Listed on the Announcement:
Sample Email Script
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STEP 9: TRACK AND FOLLOW UP ON YOUR APPLICATIONS
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Track and Follow-Up Review
What should you do if you are not rated Best Qualified?
• If you are a veteran or disabled veteran, you can write an email to the HR specialist on the announcement and ask for another review of your resume and questionnaire
• Improve your resume so that it shows your qualifications better
• Improve your questionnaire answers
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Step 10: Interview for a Federal Job“It takes practice, research, and preparation for a
successful job interview.”The Federal Job Interview is a Test
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STEP 10: INTERVIEW FOR A FEDERAL JOB
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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.
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Types of Interviews
• Telephone • Individual• Group/Panel• Video Interviews
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Practice Your Accomplishments for the Behavior-Based Interview
Interview Questions are:• Job-Related• Open-Ended• Behavior-Based• Skill and Competency Based
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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!
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STEP 10: INTERVIEW FOR A FEDERAL JOB
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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.
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Congratulations!
You have completed the Ten Steps to a Federal Job®!
Your are on your way to getting:Best Qualified
Best Qualified and Referred to a SupervisorInterviewed
Offered a Federal Position!
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Post Assessment
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Post Assessment Answers
1. C2. True3. D4. A5. A6. B7. B8. B9. D10. C