ADDENDUM - CPCC Career Coach Certification · 2016-10-26 · ADDENDUM Meeting a request from...

ADDENDUM

Meeting a request from military employment specialists, ACAP, TAP coaches, many career

coaches within Federal agencies, and entrepreneurs seeking to specialize in Federal

applications enrolled in the CPCC program. I have included a short overview of the Federal

hiring process as a bonus module.

Applying for Federal employment is an option for some job search clients. The process can be

challenging — but do not let that deter you or your clients. As discussed in previous modules, if

you do not offer certain services, you may be able to develop a relationship with another

colleague who writes Federal résumés or coaches Federal job seekers and will provide a referral

fee. But, it may be helpful if you understand the process, so you can provide a general

explanation to potential clients.

Federal Overview 2 KSAs: Knowledge, Skills and Abilities Statements 5 Federal Classifications 6 Analyzing a Federal Job Vacancy Announcement 7 Federal Résumé Writing and Organization 20 Sample Résumés 21 Sample USAJobs Résumé Sample Upload Résumé Sample KSA SES 32 Final Comments 33

The Power Behind Career Success! Since 1990

Copyright © 2016 | For Exclusive use of PARW/CC CPCC program participants | All Rights Reserved | Written by Diane Hudson | Federal Module | Do Not Reproduce or transmit 2

|| FEDERAL OVERVIEW The Federal government is a large employer with more than 1.4 million employees globally,

(more with postal workers) with a wide array of job titles. There are chemists, information

technology specialists, finance specialists, veterinarians, clergymen, auditors, operations

directors, logistics specialists, doctors, nurses, lawyers, biologists, transportation managers,

counselors, therapists, curators, Federal Security Directors, program or project managers,

teachers, communications specialists, intelligence specialists, administrative officers, pilots,

government relations advisors, park rangers, police officers, and the list seems nearly endless .

If you can imagine the job title or function, the government probably employs it.

The salary range starts from low-level (entry-level of about $17K a year / GS-1 Step 1), to Senior

Executive Service with salaries beginning at $140K and up. The benefits are excellent and

include medical, dental, Thrift Savings, life, a retirement, and generous leave time. It also offers

flextime and telecommuting in some areas. The employment opportunities are global for some

positions.

There are more than 2,000 separate job categories at 15 cabinet-level agencies, 20 large, and

80 small agencies. Many Federal agencies fall under umbrella Departments; some names

include (short sample list):

Department of Agriculture (Forest Service)

Department of Labor, Department of Housing and Urban Development (Center for

Faith-based and Community Initiatives)

The Department of Treasury (IRS, Bureau of the Public Debt, Financial Crimes

Enforcement Network)

Department of the Army (Army Corp of Engineers, Army Criminal Investigations

Command)

Department of the Air Force (Air Force Materiel Command)

Department of Commerce (Bureau of Economic Analysis)

Department of Defense (Army/Air Force Exchange Service, Defense Intelligence Agency)

Department of the Navy (Military Sealift Command)

Department of Justice (FBI), Department of Education (Office for Civil Rights)

Department of the Interior (Bureau of Land Management)

Department of Energy (Export-Import Bank of the United States)

General Services Administration (Public Buildings Service)

Department of Health and Human Services (National Institutes of Health)

Department of Homeland Security (Customs and Border Protection)

Department of Transportation, (FAA, Pipeline and Hazardous Materials Safety

Administration)

Department of Veterans Affairs (National Cemetery Association)


About 86% of Federal jobs are located outside of Washington, D.C., and close to 50,000 are

stationed abroad. Areas in the USA with the highest numbers of Federal workers include Los

Angeles, New York City, Atlanta, Philadelphia, San Diego, Salt Lake City, Huntsville, Chicago,

Oklahoma City, Baltimore, and Norfolk-Virginia Beach.

OPPORTUNITIES FOR YOU AS A CAREER COACH, RÉSUMÉ WRITER, RECRUITER, OR OTHER CAREER SPACE PRACTITIONER

Even if you choose not to write Federal résumés, understanding the process will allow you as a

career coach, recruiter, or résumé writer to discuss Federal possibilities with potential clients.

This information will also provide a solid referral and gain positive referral fees by building

partnerships with colleagues who do specialize in Federal applications.

And, if you decide you are willing to take the plunge and challenge yourself to learn to write

and coach for Federal clients, you can add a new product/service to your palette and increase

your income. You can typically charge more for Federal applications, due to the intensity,

complexity, and formatting requirements.

UNDERSTANDING FEDERAL RÉSUMÉ BUILDERS Below is a general description of the Federal résumé builders and job boards. Note: Changes are frequent, and it is recommended that career coaches review USAJOBS and

OPM (Office of Personnel Management) often to monitor the changes. Every open job

vacancy could potentially have different application requirements, and Federal Career

Coaches need to remain current with changes in use of Federal job boards and application

requirements.

USAJOBS.GOV: USAJOBS.GOV is the official Federal government website. USAJOBS is

the main site to search for open positions, manage your account, post résumés, upload

documents, and apply for jobs. It allows an applicant to post five résumés. USAJOBS is

the main site for most Federal agencies to post open job vacancies. But, some accepted

age ies post o l to thei age ’s e site. So job seekers need to look at both

USAJOBS and the individual Federal agency websites of interest. The Federally

formatted résumé can be copied and pasted into the USAJOBS builder which is required

of some agencies. You can use 5,000 characters per job entry, or upload as a Word or

PDF attachment. The length is about five pages on average:

http://www.usajobs.opm.gov/

Application Manager: Application Manager is operated by OPM and is the companion

to USAJOBS. An applicant will be sent from USAJOBS to Application Manager or agency

equivalent to answer self-assessment questions and upload required supplemental

documentation for applications. These documents can include transcripts, SF-150

(Federal personnel action), performance ratings, SF-15 (veterans), OF-306, and other

http://www.usajobs.opm.gov/


agency specific requirements. These documents can also be uploaded to USAJOBS. The

system will also generate pre-filled fax cover sheets if the particular

agency/announcement does not allow for upload of supplemental documents.

Note: Some agencies are using K“As as the second phase in applications. Meaning, if

an applicant scores high enough on the self-assessment questions, the applicant will be

asked to submit KSA narrative statements before completing the application, which will

be automatic at the end of the application process. It is necessary to read the fine print

on each announcement to determine if these narratives will be necessary.

https://www.applicationmanager.org/

Avue Central (avuecentral.com): Avue Central is a job board used by some specific

Federal agencies including the Department of Justice, Forest Service, and others. The

application procedures are similar to USAJOBS, however, it allows for only 4,000

characters of content per job block. The résumé must be copied and pasted into the

builder even though it has a section that allows for an uploaded résumé as a Word

document and a section to complete a full profile. This system is separate from

USAJOBS. This system may include questions as part of the application process. Some

questions are Yes/No, some are A, B, C, D, E, and some questions require essay answers.

https://www.avuecentral.com/casting/login/loginMain.jsp?agency=USFS

Others: NASA, DIA, FBI, CIA, FAA, DOT, Commerce, FDIC, etc. Many agencies use their

own version of the Federal Résumé and Résumé Builder. A candidate must post a

Federally formatted résumé to these individual agency web sites or in some cases, a

candidate may need to use a résumé posted on USAJOBS and then navigate to

Application Manager or agency equivalent. Each announcement needs to be analyzed to

determine the application procedures, requirements, and type of résumé used for

postings.

Federally Formatted Hard Copy Résumé: For the exception, some positions do not use

electronic résumés; they only accept a hard copy (formatted) résumé via fax, mailing, or

Word attachment.

o Note: When an announcement offers an option to send as Word attachment,

Fax, hard copy, or USAJOBS if you do not choose to apply using USAJOBS, then

you will not have access to the online tracking system.

FEDERAL REQUIREMENTS

For many of the Federal résumé applications, several other documents may be required for

submission to complete an application. Incomplete applications may cause a client to lose

consideration.

https://www.applicationmanager.org/

https://www.avuecentral.com/casting/login/loginMain.jsp?agency=USFS


|| KSAs: KNOWLEDGE, SKILLS AND ABILITIES STATEMENTS (ESSAYS) Reform in Hiring A Presidential Memorandum to improve the Federal recruitment and the hiring process was

issued o Ma , . It states: To deli e the ualit se i es a d esults the A e i a people expect and deserve, the Federal Government must recruit and hire highly qualified

employees, and public service should be a career of choice for the most talented Americans.

Yet the o ple it a d i effi ie of toda ’s Federal hiring process deters many highly

qualified individuals from seeking and obtaining jobs in the Federal Go e e t.

The pu pose of the o e haul of e uit e t a d hi i g fo i il se a ts is to eate a o o

se se hi i g p o ess. A o di g to the Me o a da, e hi i g easu es ill take pla e effective November 1, 2010. Specifically, the directive calls for adopting hiring procedures that:

(1) eliminate any requirement that applicants respond to essay-style questions when submitting

their initial application materials for any Federal job; and (2) allow individuals to apply for

Federal employment by submitting résumés and cover letters or completing simple, plain

language applications, and assess applicants using valid, reliable tools.

So, even though it appears that KSAs were removed from the application process, some

applications still require the use of written narratives. They may be required at any stage

beyond the initial application and some candidates are asked to submit essays during the

interview process. It is, therefore, a good habit to develop full essays. This is also good

preparation for applications and for the structured/behavior-based interview process.

Write KSAs in the CCAR (Challenge, Context, Action, and Result) format. Use one very strong

example or two examples (stories) per essay. Online applications with required KSA statements

normally have a maximum character limit (250, 1,000, 1,500, 3,000, 4,000 or 8,000). If it does

not have a limit, keep to a one page maximum.

KSAs may be also called

TQs (Technical Qualification Statements)

PTQs (Professional Technical Qualification Statements)

Dimensions

Supplemental Questions

Factors

Narratives


|| FEDERAL CLASSIFICATIONS / OCCUPATIONAL GROUPS AND SERIES Federal positions are classified and grouped into occupational series noted by four-digit codes:

http://www.opm.gov/fedclass/html/gsseries.asp

GS 0000 – Miscellaneous positions - includes US Marshall and Police Officer

GS 0100 – Social Science - Intelligence jobs

GS 0200 – Personnel Management, including Military Personnel

GS 0300 – General Administrative, including Secretary, Clerical, Management and

Program Analyst – popular analyst positions

GS 0400 – Natural Resources Management and Biological Sciences

GS 0500 – Accounting and Budget

GS 0600 – Medical, Hospital, Dental and Public Health

GS 0700 – Veterinary Sciences

GS 0800 – Engineering and Architecture

GS 0900 – Legal and Kindred

GS 1000 – Information and Arts

GS 1100 – Business and Industry

GS 1200 – Patent Technician

GS 1300 – Physician Sciences

GS 1400 – Library and Archives

GS 1500 – Mathematics and Statistics

GS 1600 – Equipment, Facilities and Services

GS 1700 – Education

GS 1800 – Investigation

GS 1900 – Quality Assurance, Inspection and Grading

GS 2000 – Supply

GS 2100 – Transportation

GS 2200 – Information Technology

OPM Pay Scale:

https://www.opm.gov/policy-data-oversight/pay-leave/salaries-wages/2016/general-schedule/

http://www.opm.gov/fedclass/html/gsseries.asp

https://www.opm.gov/policy-data-oversight/pay-leave/salaries-wages/2016/general-schedule/


|| ANALYZING A FEDERAL JOB VACANCY ANNOUNCEMENT

What you need to know to write the appropriate Federal résumé and apply for a job! Below is a check list of items that are important to note on a Federal job announcement followed by a sample announcement highlighted to identify the requirements.

Closing date/time

Job Announcement Number

Salary Range

Series and Grade

Promotion Potential

Open Period

Position Information

Duty Location(s)

Who May Be Considered

Major Duties

Qualifications (Education and or experience)

Screen out factors

Knowledge, Skills, and Abilities

How to Apply and what documents to submit to complete the application

Below is a job vacancy from USAJOBS for an Immigration Services Assistant. The key elements are highlighted in yellow:

Job Title: IMMIGRATION SERVICES ASSISTANT (OA) (Job Title)

Department: Department Of Homeland Security

Agency: Citizenship and Immigration Services

Job Announcement Number: CCC-XXX-222-RRR-123 (Applicants will apply against the Job

Announcement Number)

SALARY RANGE: $42,165.00 to $54,818.00 / Per Year

OPEN PERIOD: Monday, January 09, 20xx to Wednesday, January 18, 20xx

(If you miss the closing date deadline, you will not be able to apply)

SERIES & GRADE: GS-1802-07 (General Schedule, series: Investigative Group, grade

7)

POSITION INFORMATION: Full Time - Permanent

PROMOTION POTENTIAL: 07

DUTY LOCATIONS: Few vacancy(s) - DETROIT, MI (Note location of position)

WHO MAY BE United States Citizens (Note who is eligible to apply)


CONSIDERED:

JOB SUMMARY: (This can be a summary of the job or a summary of the organization) Do you desire to protect American interests and secure our Nation while building a meaningful

and rewarding career? If so, the Department of Homeland Security (DHS) is calling. DHS

components work collectively to prevent terrorism, secure borders, enforce and administer

immigration laws, safeguard cyberspace and ensure resilience to disasters. The vitality and

magnitude of this mission is achieved by a diverse workforce spanning hundreds of

occupations. Make an impact; join DHS.

U.S. Citizenship and Immigration Services secures America's promise as a nation of immigrants

by providing accurate and useful information to our customers, granting immigration and

citizenship benefits, promoting an awareness and understanding of citizenship, and ensuring

the integrity of our immigration system. Visit us at http://www.uscis.gov/.

Every day, our Immigration Services Assistants (OA) maintain and support the Operations Services Process by supporting the Immigration Services Officers, managing correspondence, and maintaining customer support, provide security checks in accordance with all applicable DHS/USCIS laws and policies, and track, research, collect, correlate and analyze data in order to prepare reports.

This position of IMMIGRATION SERVICES ASSISTANT (OA) starts at a salary of $42,165.00(GS-07

step 1), with promotion potential to $54,818.00 (GS-07 step 10). Apply for this exciting

opportunity to become a member of the Field Operations Directorate, Office of Field Operations, District 12, Detroit MI Field Office, Detroit MI in DHS US Citizenship and

Immigration Services.

Who May Apply

Open to the Public:

U.S. Citizens

Status and non-status candidates

For definitions of terms found in this announcement, please click here

USCIS will not pay relocation expenses. (Note special consideration)

This position is in the bargaining unit.

This position is not considered "essential" for purposes of reporting to work when the facility

might otherwise be closed.

Note: USCIS may fill one or more positions using this vacancy. (Note number of possible

positions)

http://www.uscis.gov/

http://www.dhs.gov/xabout/careers/gc_1303762131481.shtm


KEY REQUIREMENTS (Must meet the requirements to apply) You must be a U.S. Citizen or U.S. National to apply for this position

Successfully pass a Background Investigation including financial disclosure

You must pass a drug screening

Meet relevant experience and/or education requirements

You must submit résumé and supporting documentation

Males born after 12/31/1959 must be registered with the Selective Service

DUTIES: (Key to determining required skills, keywords, specialized experience, and competencies - review this section in detail. Keywords and required skills are marked in blue): As an Immigration Services Assistant (OA), you will support the Operations Services Process by

supporting the Immigration Services Officers. You will:

Manage correspondence; maintain customer support, and process documents and fees.

Perform analysis on files, reports, and information systems or databases.

Prescreen various applications and submissions by USCIS customers for accuracy,

completeness of initial supporting documentation and eligibility for benefits.

Analyze incoming requests for expedited services and provide expedited services, as

appropriate, and process requests for fee waivers.

Explore all avenues of assistance available to the client, determining the benefit most

advantageous if more than one exists, and educating the applicant as to the options

available to them and the appropriate application(s) to file.

QUALIFICATIONS REQUIRED: (You must meet these qualifications to be considered): You qualify at the GS-7 level if you possess one (1) year of specialized experience equivalent to

the GS-6 grade level in the Federal government, with the skills needed to perform successfully

the duties of the position, such as:

Analyzing and evaluating cases where screening or resolution of requests for benefits

has been delayed and informing inquirers orally or in writing of problems encountered

and action required.

Interviewing callers through pertinent questions to determine whether they qualify for

benefits sought; preparing various reports, brochures, and publications that highlight

functions and activities.

Retrieving information from other software systems (e.g., databases, spreadsheets,

graphics, and word processing) for inclusion in reports and publications.

There is no educational substitution at this grade level. (Note educational requirements)

Typing Certification: You must be able to type at least 40 words per minute.

General Office Skills: Applicants must possess knowledge of general office automation

software, practices, and procedures.


The qualifications for this position must be met by 11:59 pm (Eastern Time) on the closing date

of this announcement (TAG: Closing Date).

HOW YOU WILL BE EVALUATED: NOTE: Your résumé and supporting documentation will be verified. If you rated yourself higher

than what is supported by your application material, you may be excluded from consideration

for this job. Please follow all instructions carefully. Errors or omissions may affect your rating or

consideration for employment.

We will review your résumé and supporting documentation to ensure you meet the minimum

qualification requirements. If you meet the minimum qualifications, we will place you in one of

three categories based on your experience, education and training.

Best Qualified: Applicants possessing a background that demonstrates a superior level

of all evaluation criteria.

Well-Qualified: Applicants possessing a background that demonstrates a satisfactory

level of the evaluation criteria.

Qualified: Applicants possessing the basic qualifications, with general knowledge, skills,

and abilities.

The competencies or knowledge, skills, and abilities needed to perform this job are:

Knowledge of various applications filed for immigration benefits.

Ability to research, collect, correlate, and analyze data in order to prepare reports.

Ability to represent USCIS in written inquiries, requests, and final decisions.

If you are best qualified, you may be referred to the hiring manager for consideration and may

be called for an interview.

To preview the job questionnaire, click here View Assessment Questions. (Click here to see

the self-assessment questions - this will help you to know if you are qualified for the position).

Agency Career Transition Assistance Program (CTAP) or the Interagency Career Transition Assistance Program (ICTAP) Eligibles: If you have never worked for the Federal government,

you are not CTAP/ICTAP eligible. Information about ICTAP or CTAP eligibility can be found by

clicking here to access OPM's Career Transition Resources website. To be considered well qualified under CTAP/ ICTAP, you must be placed in the Well-Qualified category for this

position as described above. In addition, you must submit the supporting documents listed

under the required documents section of this announcement.

Veterans: Veterans with 5-point preference who meet the eligibility and qualification

requirements are placed above non-preference eligibles within the category in which they

qualify. Veterans who have a compensable, service-connected disability of at least 10% are

listed in the best qualified category except when the position being filled is scientific,

https://applicationmanager.gov/Questionnaire.aspx?ID=4296432&PreviewType=Assessment

http://www.opm.gov/ctap/index.asp


professional at the GS-09 grade level, or higher. This position is not considered

scientific/professional. For information on veterans' preference, please click here.

BENEFITS: DHS offers competitive salaries and an attractive benefits package. This includes health, dental,

vision, life, and long-term care insurance, retirement plan, Thrift Savings Plan [similar to a

401(k)], Flexible Spending Account, Employee Assistance Program, personal leave days, and

paid Federal holidays. Other benefits may include flexible work schedules, telework, tuition

reimbursement, transportation subsidies, uniform allowance, health and wellness programs,

and fitness centers. DHS is committed to employee development and offers a variety of

employee training and developmental opportunities. For more information, go to

www.dhs.gov/careers a d sele t e efits.

OTHER INFORMATION: Background Investigation: To ensure the accomplishment of our mission, DHS requires every

employee to be reliable and trustworthy. To meet those standards, all selected applicants must

undergo and successfully pass a background investigation as a condition of placement into this

position. This may include a review of financial issues such as delinquency in the payment of

debts, child support and/or tax obligations, certain criminal offenses, and illegal use or

possession of drugs.

Special Hiring Authorities: Veterans, Peace Corps/VISTA volunteers, and people with disabilities

possess a wealth of unique talents, experiences, and competencies that can be invaluable to

the DHS mission. If you are a member of one of these groups, you may not have to compete

with the public for Federal jobs. To determine your eligibility and to understand the

documentation that would be required with your application, click on the links above and

contact the Servicing Human Resources Office listed at the bottom of this announcement.

USCIS uses E-Verify to confirm the employment eligibility of all newly hired employees. To learn

more about E-Verify including your rights and responsibilities, please visit

www.dhs.gov/E-Verify.

HOW TO APPLY: Your application must be received by 11:59 PM EST on Wednesday, January 18, 20xx . To begin

your online application, click the Apply Online button and follow the prompts to register or sign

into USAJOBS, take the online questionnaire, and submit the required documents. See

Required Documents section for more detail. We strongly encourage you to apply online. If

you cannot apply online, you must contact the Human Resource office listed below at least one

day prior to the closing date for instructions. Applications will not be accepted by mail. To Fax a Résumé or Supporting Documents: If you previously uploaded documents to this vacancy, please do not FAX the same documents.

If you need to fax a part of your documentation:

http://www.fedshirevets.gov/job/vetpref/index.aspx

http://www.dhs.gov/careers



http://www.americorps.gov/about/programs/vista_benefits.asp

http://www.usajobs.opm.gov/EI/individualswithdisabilities.asp

http://www.dhs.gov/E-Verify


Use the official FAX coversheet found here .

Make sure that you include the 8-character vacancy identification number: "MB

582672".

Provide your SSN, name, and address in the blocks provided or we will not be able to

associate your document(s) with the rest of your application.

Print your SSN and Name neatly using the exact name as the one used when you filled out the assessment questionnaire.

The fax number is 1-478-757-3144.

REQUIRED DOCUMENTS:

Your résumé

Are you a veteran? Submit Member Copy 4 of your DD 214 (Certificate of Release or

Discharge from Active Duty). Those applying for 10-point preference must fill out the

SF-15 (click here for the form) and provide the required documentation listed on the

back of the form. Click here fo o e ete a s’ i fo atio .

Are you claiming special priority selection rights under the Agency Career Transition Assistance Program (CTAP) or the Interagency Career Transition Assistance Program (ICTAP)? Submit:

· a copy of your agency notice

· a copy of your most recent performance rating

· a copy of your most recent SF-50, Notification of Personnel Action, noting your

current position, grade level, and duty location.

AGENCY CONTACT INFO: HR OPERATIONS CENTER-TEAM FOUR, Phone: (xxx)660-xxxx

WHAT TO EXPECT NEXT:

Once you submit your application, we will assess your experience and training, identify the best

qualified applicants, and refer those applications to the hiring manager for further

consideration and interviews. We will notify you by email after each of these steps has been

completed. Your status will also be updated on USAJOBS throughout the process. To check your

status, log o to ou U“AJOB“ a ou t, li k o Appli atio “tatus, a d the li k Mo e I fo atio . We expect to make a final job offer within 90 after the deadline for applications.

If you are selected, we will conduct a suitability/security background investigation. For more

information on applying for Federal employment, please click here.

Control Number: xxxxxxx Close Print

http://staffing.opm.gov/pdf/usascover.pdf

http://www.opm.gov/forms/pdf_fill/SF15.pdf

http://www.fedshirevets.gov/job/vetpref/index.aspx

http://www.usajobs.gov/ei/index.asp


Here are the self-assessment questions that need to be answered and then addressed in the résumé to make a match for the position. Look for keywords and competencies in the self- assessment questions:

IMMIGRATION SERVICES ASSISTANT (OA)

Vacancy ID: 1811640 Announcement Number: CIS-PJN-1811640-D03 USAJOBS Control Number: 451702100 Social Security Number Vacancy Identification Number 1811640 1. Title of Job IMMIGRATION SERVICES ASSISTANT (OA)

2. Biographic Data 3. E-Mail Address 4. Work Information If you are applying by the OPM Form 1203-FX, leave this section blank. 5. Employment Availability 6. Citizenship Are you a citizen of the United States?

7. Background Information If you are applying by the OPM Form 1203-FX, leave this section blank. 8. Other Information 9. Languages


If you are applying by the OPM Form 1203-FX, leave this section blank. 10. Lowest Grade 05 06 07 11. Miscellaneous Information If you are applying by the OPM Form 1203-FX, leave this section blank. 12. Special Knowledge If you are applying by the OPM Form 1203-FX, leave this section blank. 13. Test Location If you are applying by the OPM Form 1203-FX, leave this section blank. 14. Veteran Preference Claim 15. Dates of Active Duty - Military Service 16. Availability Date If you are applying by the OPM Form 1203-FX, leave this section blank. 17. Service Computation Date If you are applying by the OPM Form 1203-FX, leave this section blank. 18. Other Date Information If you are applying by the OPM Form 1203-FX, leave this section blank. 19. Job Preference If you are applying by the OPM Form 1203-FX, leave this section blank. 20. Occupational Specialties 001 Immigration Services Assistant (OA)


21. Geographic Availability 364170061 New York, NY 364170081 Queens, NY 22. Transition Assistance Plan 23. Job Related Experience If you are applying by the OPM Form 1203-FX, leave this section blank. 24. Personal Background Information If you are applying by the OPM Form 1203-FX, leave this section blank. 25. Occupational/Assessment Questions:

Your responses to the on-line questionnaire must be supported by your résumé. Failure to do so may result in an ineligible rating.

FAILURE TO SELECT A RESPONSE TO THIS QUESTION WILL DEFAULT IN A NEGATIVE RESPONSE WHICH WILL DISQUALIFY YOU FOR THIS POSITION.

1. There is a residency requirement for all applicants not currently employed by U.S. Citizenship and Immigration Services. This residency requirement states that candidates must have, for three of the last five years immediately prior to applying for this position(s); (1) resided in the United States; OR (2) worked for the United States Government as an employee overseas in a Federal or Military capacity; OR (3) been a dependent of a U.S. Federal or Military employee serving overseas. Do you meet one of these requirements?

A. Yes B. No C. The residency requirement does not apply to me because I am currently a U.S. Citizenship and Immigration Services employee. D. No, however I do fall under the EXCEPTION of state-side coverage. I understand that I must submit complete state-side coverage information required to make a suitability/security determination at a later time if


deemed necessary. The following questions will only be used to determine whether or not you meet the minimum qualification requirements for this position. You may wish to consult the vacancy announcement for a description of those requirements.

2. Which of the following statements best describes your experience and/or education?

A. I have at least one year of specialized experience equivalent to the GS-04 grade level performing complex office automation duties using word processing to edit and reformat lengthy correspondence and reports, creating and maintaining spreadsheets and databases, responding to inquiries by phone and/or in writing, reviewing and verifying accuracy and completeness of submitted documents for benefits. B. I have successfully completed a Bachelor's degree or a full 4-year course of study in any field leading to a Bachelor's degree for the experience required at the GS-5 grade level. This education must have been obtained from an accredited college or university. One year of full-time undergraduate study is defined as 30 credits per semester or 45 quarter hours. C. I have a combination of successfully completed post-high school education beyond the second year (i.e., education in excess of the first 60 semester hours) and experience as described in A above that totals at least three years. D. My education and/or experience do not meet the education or experience described above. You must provide the position title(s) and dates of employment referenced in your résumé that demonstrates the experience related to your response.

3. Which of the following statements best describes your experience?

A. I have at least one year of specialized experience equivalent to the GS-05 level performing complex office automation duties requiring different approaches and methods from one assignment to another, reviewing and screening applications for benefits to ensure validity of documentation submitted, providing routine information and assistance on applications for benefits, maintaining subject matter files, technical instructions, and/or operating procedures.


B. My experience does not meet the experience described above. You must provide the position title(s) and dates of employment referenced in your résumé that demonstrates the experience related to your response.

4. Which of the following statements best describes your experience?

A. I have at least one year of specialized experience equivalent to the GS-06 level analyzing and evaluating cases where expedited screening or resolution of requests for immigration benefits is necessary, determining whether requests for immigration benefits sought are valid and whether applicant is eligible, reviewing and screening applications for immigration benefits to ensure validity of documentation submitted and completeness of supporting documentation, preparing a variety of reports utilizing a number of software applications, and retrieving information from other software systems (e.g., databases, spreadsheets, graphics, and word processing). B. My experience does not meet the experience described above.

You must provide the position title(s) and dates of employment referenced in your résumé that demonstrates the experience related to your response.

5. Are you able to type at least 40 words per minute based on a 5-minute sample with 3 or fewer errors?

A. Yes B. No

6. Do you possess knowledge of general office automation software, practices, and procedures?

A. Yes B. No

7. Are you able to lift moderately heavy items such as file tubs and record boxes or bins weighing up to 25 lbs.? A. Yes B. No For each item below select the ONE response that most accurately describes your current level of experience and capability using the scale below.

If your score is not above 95, then you are probably applying for a wrong-fit position. There will

hundreds of applicants for each job, so find a way to answer the questions using the highest

possible response, and then justify the information in the résumé:


A- I have not had education, training, or experience in performing this task. B- I have had education or training in performing the task, but have not yet performed it on the job. C- I have experience performing this work behavior across routine or predictable situations with minimal supervision or guidance. D- I have performed this work behavior independently across a wide range of situations. I have assisted others in carrying out this work behavior. I seek guidance in carrying out this work behavior only in unusually complex situations. E- I am considered an expert in carrying out this work behavior. I advise and instruct others in carrying out this work behavior on a regular basis. I am consulted by my colleagues and/or supervisors to carry out this work behavior in unusually complex situations. 8. Use computer software (e.g., Word, Excel, etc.) to create automated forms or other administrative reporting methods for use by managers, supervisors, and other staff.

9. Utilizes available resources, such as subject matter experts or first-hand knowledge, when providing guidance on the application process.

10. Develops or maintains a tracking system (for example, databases, logs, file locations or control records).

11. Utilizes database programs or software to sort, query, or extract information while performing research to obtain pertinent information on cases, policies, procedures and trends.

12. Communicates effectively through face-to-face, written, or telephonic interactions with internal and external customers.

13. Identifies and understands customer's needs to provide quality products and/or services.

14. Provides professional and tactful customer service when difficult, tense, or emergency situations may arise.

15. Adapts to changes in work assignments.


16. Operates in a stressful job environment (such as environments with time-sensitive projects, short deadlines, competing priorities, uncooperative or confrontational people) in an effort to successfully carry out the mission of the agency.

17. Manages own workload without direction from Superiors.

18. Sets and adjusts short and long-term priorities to ensure workload is completed in a timely manner.

19. Handles multiple critical tasks simultaneously, meeting deadlines, and following up on open and unresolved issues.

20. As previously explained, your ratings in this Occupational Questionnaire are subject to evaluation and verification based on the documents and references you submit. Later steps in the selection process are specifically designed to verify your ratings. Deliberate attempts to falsify information may be grounds for not selecting you or for dismissing you. Please take this opportunity to review your ratings to ensure their accuracy. By agreeing to the statement below, you are confirming that you: 1) understand this warning, 2) have reviewed your responses to this questionnaire for accuracy, and 3) verify that your responses accurately describe your current level of experience and capability. Failure to agree to this statement will disqualify you from further consideration for the position.

A. Yes, I verify that all of my responses to this questionnaire are true and accurate. I accept that if my supporting documentation and/or later steps in the selection process do not support one or more of my responses to the questionnaire that I may be removed from consideration. B. No, I do not accept this agreement and/or I no longer wish to be considered for this position.

|| FEDERAL RÉSUMÉ WRITING AND ORGANIZATION

The Federal résumé for USAJOBS is written in a short paragraph format using CAPS for lead in to

the short paragraphs. This formatting helps the reader identify keywords, skills, and

competencies within a text style format that is produced from USAJOBS.


Applicants can also use a formatted version of their Federally formatted résumé for upload to

USAJOBS but it must contain all of the Federal elements as seen in this sample. Some agencies

do not accept an uploaded/Word document version. So, it is recommended to create the

USAJOBS format for copy and paste for use in most Federal résumé builders with simple

modifications. Then, create a formatted version from the content in the copy and paste

version.

The résumé is highlighted in red and blue to describe various components and requirements:

Sample USAJOBS Résumé – Logistics & Transportation Management Name Address


City, State, Zip USA Email: Home: Work:

Vet Preference:

US Citizen:

Federal Status:

WORK EXPERIENCE

xx/xxxx – Present. Hours per week: 45. Salary: $xx,000 pr yr

Insurance Group America. AGENT/OWNER, City, State,

Supervisor: Mr. John Jones, 555-555-5555; Contact: Yes.

(EMPLOYMENT SECTIONS CAN BE UP TO 5,000 CHARACTERS EACH)

Use CAPS as a lead-in to short descriptive paragraphs. Incorporate Keywords from the

announcement as CAPPED Leads. CAPS are the only enhancement you can use in a text résumé;

do not use underline, bold, italics or bullets in a text résumé.

LEAD AGENT for a multi-line insurance company. Generate new business sales in excess of

$10,000 per week, and manage and oversee customer service, policy service, personnel

management, and day-to-day operations in an insurance agency with over $6,000,000 in annual

premiums. (Scope of duties)

SUPERVISOR / PERSONNEL ADMINISTRATION (Key competencies and keywords from

announcement): Hire, manage, train, and evaluate an 18-person staff. Write position

descriptions and performance standards. Develop plans and integrated operations inspection

programs to ensure that all policies are input to a proprietary computer system in a timely,

efficient manner.

ACCOMPLISHMENTS AND PROJECTS

Developed new work methods, organizational structures, management processes, and program

administration procedures. Aggressively developed a profitable agency and a cohesive team of

professionals from a starting point of 0 policies to over 750 policies in 2 years. (Include

accomplishments with $$%% | save characters - do ’t spell out u e s Qualify and quantify

results)


MARKETING MANAGER: Developed and strategically planned all marketing for the agency.

Initiated and directed an auto insurance marketing plan resulting in selection as auto insurance

Salesman of the Year for two years. (Specific accomplishment)

CUSTOMER RELATIONSHIP MANAGEMENT (Key competency): Initiated Internet-based policy

and customer management system and a database-oriented customer contact system

increasing efficiency by 30% (quantifiable accomplishment). Interacted with diverse customers

on a daily basis.

xx/xxxx – xx/xxxx. Hours per week: 45. Salary: $xx,000 pr yr

(Use CAPS for Job Titles) TEAM CHIEF (Major / O-4), U.S. Army Guard Reserve. City, State,


TEAM CHIEF: Directed the implementation of a newly developed Ground Forces Readiness

Enhancement concept designed to ensure Reserve Component units trained and evaluated

their performance to the same standard as Active Component units, increasing readiness rates

from 65% to 95%. Analyzed the mission and taskings outlined in Operations Plans (OPLANS) (Do

spell out acronyms), and command guidance to develop, adapt, modify, rewrite, coordinate,

and implement Operational Plans (OPLANS) Operation Orders, Memorandums of Instruction,

and Standard Operating Procedures (all keywords from the job announcement) used to

accomplish mission requirements of this startup unit.

SUPERVISION: Built a high-performance work unit from diverse individuals, leading the

organization to receive the Unit of the Year award in xxxx. (Qualified achievement)

xx/xxxx – Present. Hours per week: 45. Salary: $xx,000 pr yr

COMMANDER MOVEMENT CONTROL TEAM (MAJOR O-4), U.S. Army 4th Transportation

Battalion, City, State


TRANSPORTATION AND LOGISTICS MANAGEMENT (Key competency): Supervised and

monitored the training of military and civilian personnel assigned or attached to a professional

transportation coordination team in direct support of the Southern European Task Force

(Airborne) with an operational 96-hour recall mission throughout the European Command

(EUCOM) area of operations, arranging and monitoring the movement and transportation of

thousands of personnel and equipment and other goods annually. Managed the Foreign

Military Sales and Force Modernization programs (Key requirement). Trained and mentored

subordinates in traffic management. (Key competency)

ADVISOR (Key competency): Furnished staff and technical advice and assistance to U.S. Forces

in Theater or deploying to the Theater on all matters involving large-scale movement of freight

(equipment and materials), passengers, personal property (household goods, baggage, and

vehicles), for all transportation management requirements to guide in obtaining the most


efficient freight, personal property, or passenger transportation services at the most

economical cost. Ensured that this was commensurate with the services required to complete

the operation and meet safety and security requirements as well as the mission and program

requirements. Analyzed and advised on transportation and logistics requirements, and

conducted various logistics and transportation management studies. Constantly reviewed

operations to streamline and standardize processes. Initiated three (3) new contracts saving the

organization more than $16 million in two (2) years. (Accomplishment)

MOVEMENTS (Key competency): Organized and directed surface and air movements for

personnel and all classes of supply throughout the European Theater. Planned and directed the

overall transportation management program; developed, adapted, and implemented policies

and plans to support the operations.

CUSTOMER SERVICE (Key competency): Ensured high customer service levels and monitored

provisions for necessary logistical support for all activities. Implemented customer service

training and decreased the level of complaints from 76% to less than 10% in six (6) months. Led

the redistribution and retrograde of equipment within Theater to the USA and to points south

of Italy during the broad-range, draw-down of forces in Europe. Developed and implemented

emergency and contingency plans for readiness tests, exercises, and special programs. Provided

review and judgment on proposed changes to all areas of the U.S. Army-Europe (USAREUR)

Movements Control System.

PLANNING MANAGEMENT AND OPERATIONS (Key competencies): Coordinated plan

development with higher headquarters and supported tenant units. Received and evaluated

freight rates, reviewed procedures and operations of subordinate command components to

ensure adherence to established peace and wartime policy. This was in compliance with

regulatory and STANAG criteria and that maximum economy was obtained in providing

transportation services. Developed a Statement of Work and authored a comprehensive SOP /

manual for customer use.

CONTRACT MANAGEMENT (Key Competency): Evaluated carrier performance for contract and

military transportation assets. Interfaced with Surface Deployment and Distribution Command

(SDDC) and Central Army Group (CENTAG) based units for surface movement of exercise and

deployment traffic into and out of SETAF Area of Operations.

INTERNATIONAL REPRESENTATION (Key competency): Represented the organization's position

in disputes such as disagreements over rates and charges. Oversaw and studied the general

development, application, and impact of transportation management programs, policies, and

operations including freight, personal property, and passenger movements. Maintained

working knowledge of transportation requirements and systems for international movement.

Provided guidance for contract administration, supply, storage, distribution, or inventory

management and contract methodology for the procurement of specific transportation

services, and closed contracts with local vendors worth $3.5 million. Initiated an innovative plan


designed to save $100K annually using organic assets for intra-theater troop movements.

(Include accomplishments throughout or in an accomplishments section within each job entry)

CUSTOMS (keyword/competency): Supervised and evaluated the Branch Movement Control

Team (BMCT) consisting of Italian and U.S. civilian employees supporting Italian Customs

clearance and management of contract civilian transportation assets. Coordinated liaison

between shippers and customs officials. Maintained knowledge of hazardous materials

regulations. Monitored and cleared freight through customs for the commissary system in the

region.

DEPLOYED (keyword/job requirement) to AFRICA in support of Joint Task Force Support Hope

for humanitarian relief (Key competency) in Rwanda. Directed movement of personnel and all

classes of supplies from worldwide locations via various modes of transport into the

operational area. Directed the staff section in charge of logistics for the Joint Task Force (JTF J4)

for the tasking and monitoring of aircraft assets moving humanitarian relief supplies into Kigale,

Rwanda.

EDUCATION

State University (xx/xx/xxxx – xx/xx/xxxx)

Degree: MA in International Relations

GPA: 3.80 Semester Hours: 33

State University (xx/xx/xxxx – xx/xx/xxxx)

Degree: BA - Major: Political Science; Minor: English;

GPA: 3.7 Semester Hours: 66

High School: Canyon High School, United States (xx/xx/xxxx – xx/xx/xxxx)

Degree: Diploma

TRAINING (2,000 CHARACTERS)

Command and General Staff College, xxxx, Ft Leavenworth, KS

Transportation Officer Course, xxxx, Ft Eustis, VA

School of Cadet Command, xxxx, Ft Monroe, VA

Combined Arms Services Staff School, xxxx, Ft Leavenworth, KS

Force Modernization Staff Officer Course, xxxx, Ft Leavenworth, KS

ADDITIONAL INFORMATION (20,000 CHARACTERS)

CERTIFICATION Motorcycle Safety Foundation, 200x

Rider Coach Certification. Instructed motorcycle safety classes from the platform through the


Motorcycle Safety Foundation (six classes annually, through the local college)

AWARDS Salesman of the Year, 2000, 2nd award

Meritorious Service Medal

Humanitarian Service Medal, for participation in Operation Support Hope

Army Achievement, 3rd award

LANGUAGES Conversational German, Rudimentary Italian

PROFILE (The Profile or Summary of Qualifications is at the end under Additional Information)

Seventeen years of military leadership experience in transportation and the management of

strategic logistical support with expertise in strategic planning, DoD doctrinal and

transportation policy development processes, supply chain management, customer relationship

management, program management, event planning and coordination, liaison, and training /

instruction, as well as automated logistics systems.

Provided regulatory guidance for the interpretation, application, and implementation of new or

changed policies or regulations. In-depth knowledge of garrison goals and objectives, sequence

of timing of critical program events and milestones, and methods to evaluate program

accomplishment.

Managed transportation, distribution, deployment, infrastructure, and processes cost benefit

analyses to improve Theater operations and shortcomings. Developed and led the integration

of near-, mid-, and long-term programs and installation strategic plans for various operations,

i.e., training, logistics, and transportation. Controlled and executed budgets over $7 million and

inventory worth approximately $70 million including large vehicles.

SPECIFIC AREAS OF EXPERTISE: Management level knowledge of neutral country border

clearance requests, hazardous materials shipment, transportation requirements and systems

for specific geographic areas, various specific transportation programs, i.e., freight, personal

property, and/or passenger (for air, railroad, and ships); contract administration, supply,

storage, distribution, or inventory management; knowledge of program operations to identify

and define requirements for the use of automated systems; and knowledge of contract

methodology for the procurement of specific transportation services.

SAMPLE USAJOBS UPLOAD RESUME Name


Address

City, State, Zip

Phone

Email: [email protected]

Veterans Preference: 10 Points | US Citizen | Clearance: Secret

Announcement Number: XXXX1234, Human Resource Specialist

WORK EXPERIENCE:

12/20xx - present. Hours per week: 40.

EXECUTIVE ASSISTANT GS-0301-11

organization, address, city, state, zip

Supervisor: name: Phone: 555-555-5555; Contact: Yes

CORRESPONDENCE WITH SES/FLAG LEVEL PERSONNEL: Executive Assistant to the Civilian Deputy to the

Commander (CD2), a SES three-star equivalent.

HUMAN RESOURCES MANAGEMENT: Serve as the Directorate’s personnel liaison/action officer to the Civilian Personnel Advisory Center (CPAC) pertaining to all aspects of personnel management, reorganization/realignment,

organization structuring, and position management. Advise section leadership on all civilian personnel matters and

recommend courses of actions. Interpret civilian personnel regulations and policies ensuring compliance with

USEUCOM and HHQ regulatory guidance, policies and processes.

02/20XX - 11/20XX. HOURS PER WEEK: 40.

SUPERVISORY HUMAN RESOURCES SPECIALIST (STAFFING AND MANPOWER)



LEAD HUMAN RESOURCES MANAGER: Directed and managed a diversified staff of 8 HR Specialists and

Supervisors responsible for all aspects of personnel management, reorganization/realignment, organization

structuring, and position management of a 7,614 employee logistical organization operating throughout Central

Europe.

Awarded Meritorious Service Medal for orchestrating the implementation of the new human resources

initiative for the organization.

Praised by the ACofS directors for providing informative SOPs to simplify the submission of request for

personnel actions (RPA’s), evaluation reports and award recommendations.

HUMAN RESOURCES MANAGEMENT: Applied technical expertise in reviewing and overseeing the processing

of a comprehensive range of manpower personnel actions such as assignments/reassignments, curtailments, overseas

tour extension (OTEX), and command-directed move actions. Maintained close liaison with the Human Resource

Office and coordinated all staffing and manpower matters.

Flawlessly processed 500 Request for Personnel Actions (RPA) critical to the manpower transforming

structure.

Improved customer relations; established quality control checkpoints to ensure request for personnel

actions, and staff actions were processed and routed to the appropriate official in a timely manner.

STAFFING/MANPOWER: Reviewed organizational structures to identify issues with proposed changes to

positions. Reviewed all requisitions to ensure proper staffing and manpower posture throughout the organization.

Assisted subordinate organizations and activities in solving staffing and manpower problems. Prepared reports and

mailto:[email protected]


briefed the Commanding General and Senior leadership monthly on staffing and manpower issues. Advised

management regarding loss of skilled employees, recruitment and hire lag problems.

Commended for accurate accountability and management of 7,614 employees spread all across Europe.

EFFECTIVE COMMUNICATOR ORALLY AND IN WRITING: Routinely responded to technical and complex

inquiries relative to staffing and manpower, reassignments, and request for personnel actions (RPA). Maintained

monthly status reports reconciling actions processed, timetable, and final results. Directed employees to information

about their rights and entitlements with respect to employment, their obligations and procedures for responding to

management's action.

11/20xx - 01/20xx. Hours per week: 40.

SUPERVISORY HUMAN RESOURCES SPECIALIST



HUMAN RESOURCES MANAGEMENT: Supervised 3 HR specialists responsible for managing all human

resources and clerical requirements of the directorate. Managed staff actions such as awards, request for personnel

actions (RPA’s), performance appraisals, personnel data base management, and staffing and manpower management

at the Executive/Flag level. Served as the liaison and prepared finalized responses to congressional and special

interest correspondence.

STAFFING AND MANPOWER MANAGEMENT: Developed section recruitment strategies to address specific

needs. Conducted job analysis with managers to determine the KSA’s necessary to perform job requirements. Developed assessment tools and vacancy announcements. Evaluated applicants and prepared referral lists.

MANAGEMENT EMPLOYEE RELATIONS: Explored probable causes, contributing factors, and possible courses

of action to resolve problems and better relationships among employees. Worked with supervisors to resolve

employee disputes. Provided technical advice to management officials, specific to conduct performance

management and adverse actions. Identified and proposed strategies to maintain positive employee relations while

attaining management's mission objectives.

08/20xx - 01/20xx. Hours per week: 40

HUMAN RESOURCES SPECIALIST (MANPOWER ANALYST)



MANPOWER ANALYST: Manpower analyst of a 7,614-employee Theater logistical organization operating

throughout Central Europe. Advised senior leadership and supervisors on management and employee relations

issues, position management and classification. Independently performed a variety of technical work involved in the

administration and operation of the organization manpower management program. Developed and participated in the

development of manpower staffing patterns for application to personnel, based upon local conditions or

circumstances.

REVIEWED REQUESTS SUBMITTED by units for changes in manpower authorizations. Recommended approval

or disapproval to supervisor on the basis of analysis of findings including overall propriety, adequacy of justification

and consistency with established metrics and standards. Aided managers with developing case files to support

corrective actions. Used the automated staffing system to post vacancy announcements, review applications for

minimum qualifications, and issue certificates/referrals. Monitored the organization staffing and manpower

functions ensuring they were properly aligned with the commander and regulatory guidelines.

Developed a solid system to monitor the MTOE and TDA’s of 105 units undergoing transformation such as inactivation’s, return to CONUS, relocations and activations.


MANAGEMENT STUDIES: Conducted position surveys to develop position management recommendations

ensuring position description accuracy, effective position management structures, and accurate classification of

positions. Determined the manpower resource allocations for the organizations by conducting studies involving

manpower and/or personnel management to gather factual data. Evaluated manpower related programs with various

systems to improve efficiency. Worked closely with subordinate organizations to conduct cost benefit's analysis to

support manpower recommendations.

Revised the manpower Standard Operating Procedures resulting in a 17% improvement in the accuracy of

manpower information turned in by subordinate organizations.

BRIEFINGS: Coordinated and prepared a monthly manpower and staffing readiness presentation to the

Commanding General and principle staff managers, Major Subordinate Commands, and staff. Briefed and advised

management on loss of skilled employees, recruitment and hire lag problems.

Lauded by the Commanding General for developing a simplistic style of briefing the monthly Staffing and

Manpower strength levels.

05/20xx - 08/20xx. Hours per week: 40.




LEAD HUMAN RESOURCES SPECIALIST: Managed and directed a staff of 32 HR specialist, and supervisors

responsible for administering all human resources management programs for the two-star command level

organization with an assigned strength of 15,000 employees spread across Germany. Managed performance

appraisals, requests for personnel actions (RPA), awards, finance, promotions, overseas tour extension (OTEX),

legal services, staffing and manpower management, and personnel data base management.

Awarded Commendation Medal for implementation of mobilization plans, systems, and procedures for the

1st Infantry Division (1ID) return back to CONUS move.

Flawlessly processed over 200 staff actions including awards, and personnel actions.

Raised the level of efficiency of section by developing a tracking system that was simple and direct

resulting in zero loss of transactions.

ADVISORY SUPPORT PERTAINING TO POLICIES AND REGULATIONS: Interpreted human resources

regulations, policies, and procedures. Developed guidance and provided technical assistance to the subordinate

Human Resource Offices. Reviewed, examined, evaluated, and analyzed human resources publications and

messages associated with HR policies and procedures.

AUTOMATED PERSONNEL ACTION PROCESSING: Reviewed and oversaw the processing of a comprehensive

range of request for personnel actions (RPA’s) through an automated personnel database such as overseas tour extension (OTEX), assignments/reassignments, curtailments, retirements, and overseas separations. Resolved

processing problems to facilitate workflow and database accuracy. Applied problem solving skills to resolve

difficult personnel action cases and recommended ways to solve complex processing situations. Conducted pre-and

post-audits of request for personnel actions (RPA’s).

Flawlessly processed over 100 Request for Personnel Actions to assist with the organization

Transformation to the States.

MANAGEMENT EMPLOYEE RELATIONS: Provided advice and assistance to supervisors in establishing and

maintaining employer/employee relationships that contributed to satisfactory productivity, motivation, morale, and

discipline.


REQUEST FOR PERSONNEL ACTIONS MANAGER: Monitored, coordinated and tracked all on going and

projected personnel actions and continuously apprised management of status. Prepared reports, analyzed trends and

identified deficiencies of numerous request for personnel actions (RPA’s).

STAFFING AND MANPOWER: Managed organization staffing and manpower process including proper

requisitioning, utilization, and assignments, current and projected vacancies.

Managed organization Distribution Plan. Ensured accurate accountability and management of 15,000

employees.

02/20XX - 05/20XX. HOURS PER WEEK: 40.




LEAD HUMAN RESOURCES MANAGER: Managed and directed a team of 13 HR specialists and supervisors

responsible for all human resources management programs for a 750-employee organization.

HUMAN RESOURCES MANAGEMENT: Managed performance appraisals, request for personnel actions (RPA),

overseas tour extension (OTEX), awards, finance, promotions, authorized leave, retirement benefits, health/life

insurance benefits, legal services, staffing/manpower management, and personnel data base management. Reviewed,

analyzed and interpreted regulations and directives. Prepared guides, Standing Operating Procedures, instructions

and policies implementing new or modified directives.

Developed and implemented evaluation report, request for personnel actions, and awards tracking systems

that ensured 100% accountability of all incoming and outgoing administrative actions.

Awarded performance award for leading team that provided excellent HR support during tenure.

Received Commendable on all 8 areas inspected during the Command Inspection Program.

Awarded Achievement Medal for selection as the organization employee of the 2nd Quarter FY20XX.

Awarded performance award for selection as the organization employee of the 4th Quarter FY20XX.

EMPLOYEE BENEFITS: Provided expert advice and counseling on employee benefit programs including

employee health benefits, employee group life insurance, retirement, thrift savings plan (TSP), and leave.

HR LAWS AND REGULATIONS: Researched HR laws, policies, regulations and reference material, analyzed

information, selected appropriate approach and recommended corrective action for HR efficiencies.

REQUEST FOR PERSONNEL ACTIONS MANAGER: Served as the organizational liaison to communicate with

the personnel office to ensure that request for personnel actions were accurate and in compliance with existing

regulations when submitted. Prepared and briefed weekly reports to superiors to improve efficiency, and timely

processing of request for personnel actions.

Established and wrote a Request for Personnel Actions Standard Operating Procedure (SOP) which was

adopted by our parent organization.

PAYROLL SYSTEM, AND RESOLUTION OF PAY PROBLEMS: Served as the point of contact on payroll

reconciliation projects. Interpreted standard automated personnel systems and other DoD, and DA applications

requirements.

Completely reorganized the organization Finance and Accounting procedures, which significantly

improved Finance operations by 15%.

MANAGEMENT EMPLOYEE RELATIONS: Provided counseling to employees on complaints or inquiries not

referred by employee to supervisor. Referred employee to appropriate organization or obtains information for the

employee.


AUTOMATED SYSTEMS RELATED TO HUMAN RESOURCES: Initiated fills, positions/establishes, non-

pay/non-duty status, details, promotions, awards, salary changes, and separations request for personnel actions

(RPAs) via automated human resource systems.

EDUCATION:

Bachelor of Arts, Management Human Resources, University of xxxx (12/20xx – 10/20xx), GPA: 3.56; Semester

Hours: 124

Relevant Courses: Academic:

Human Resource Management, 3 SH; Compensation and Benefits, 3 SH; Employment and Labor Relations, 3 SH;

Human Resource Management Information Systems, 3 SH; Human Resource Development, 3 SH; Senior Seminar

in Management, 3 SH; Law and Ethics in the business Environment, 3 SH; Management Information Systems, 3

SH; Principles and Theory of Management; Organizational Behavior, 3 SH

OTHER QUALIFICATIONS:

Job-related training courses:

Senior Human Resources Specialist Course, 20xx; Manpower and Force Management Course, 20xx; Advance

Human Resources Specialist Course, 20xx; Human Resources Specialist Course, 20xx.

Job-related skills (e.g., other languages, computer software/hardware, tools, machinery, typing speed, etc.):

Utilize office automation systems and various software packages, local area network and email system to

accomplish assignments, including task management software; Utilize graphics software to provide graphic

symbols, charts, and graphs for presentations; Microsoft Office: Word, Excel, Power Point, and Outlook

Defense Civilian Personnel Data System (DCPDS), USASTAFFING, Defense Travel System (DTS), WEBTADDS,

Typing Speed: 65 WPM

Security Clearance:

Top Secret Clearance/SCI, 17 August 20xx

Job-related honors, awards, special accomplishments, and additional information:

Meritorious Service Medal, 20xx; Meritorious Service Medal, 20xx; Army Commendation Medal, 20xx, 20xx x 2,;

Army Achievement Medal, 20xx; Employee of the Month, 20xx

SHORT SAMPLE KSA


Some announcements still require the use of KSA essays or narrative statements. Here is a

sample essay in the CCAR format:

(Context & Challenge): Hired to overturn archaic work processes, map a 20-year master plan,

manage multiple simultaneous projects, and bring the District into the 21st century while

enduring an unprecedented 8-year drought.

(Actions): Assessed the internal and external impact of program and policy changes. Reviewed

processes, systems, and operations and implemented a number of changes transforming the

District as a model organization and setting it on course for future years. This was

accomplished through modernization of accounting programs, programs and practices,

communication with constituents, water conservation efforts, equipment and safety

management programs, and employment policies.

(Actions & Results): Wrote and secured a $350K grant to develop the 20-year master plan of

water system improvements including a system-wide ArcView-GIS (100% complete). Secured a

$1.5 million materials grant and a $600K engineering design grant to support implementation

of the strategic plan. Secured a $100K grant to develop a plan to replace 9.5 miles of open-

unlined canal with pressurized PVC pipeline. Secured a $3.5 million materials grant to construct

pipeline (complete/results include conservation of 7,200 acre-feet of water and provides

gravity pressure to water users). Secured a $25K grant to develop a MS Access-based water

accounting program, a MS Excel-based water supply forecasting model, and an interactive

website (100% complete). Sourced, procured, and implemented new water accounting

software, revamping tedious financial accounting system by adapting the Quicken Contractor

edition, and decreasing the 900+ items listed on the chart of accounts. Designed water

conservation measures; developed a fleet maintenance program; introduced a Safety Program.

SENIOR EXECUTIVE SERVICE (ABOVE GS-15)


https://www.opm.gov/policy-data-oversight/senior-executive-service/reference-

materials/guidetosesquals_2012.pdf

The Senior Executive Service is the senior Corp of the Federal government with about 7,000

members. The application process is based on five Executive Core Qualifications, with 28

underlying leadership competencies identified by the Office of Personnel Management

(opm.gov). SES Applicants are required to submit an application package with about 10 pages of

essays describing leadership stories in the CCAR format addressing each of the ECQs as well as

an executive résumé and essays describing specific Technical Qualifications. This will be an

average 20-page application. Or, some agencies since 2008, require SES candidates to submit

the new 5-page SES résumé based application with the ECQ stories integrated into the body of

the 5-page résumé.

An excellent recommendation for fully understanding the SES application process can be found

at Amazon.com, The New SES Application, Second Edition, 12/2015 (co-authored by Diane

Hudson).

ECQs = Executive Core Qualifications (Leading Change, Leading People, Results Driven, Business

Acumen, Building Coalitions)

Leading Change: Strategic Vision and Purpose | Creativity, Innovation, External Awareness,

Flexibility, Resilience, Strategic Thinking

Leading People: Management of People, Recruitment, Retention, Providing Incentives, and

Motivation | Conflict Management, Diversity, Integrity/Honesty, Team Building

Results Driven: Continuous Business Process Improvement | Accountability, Customer Service,

Decisiveness, Entrepreneurship, Problem Solving, Technical Credibility

Businesses Acumen: Integrating the Management to People, Technology and Business

Processes and Finances | Financial Management, Human Resources Management, Technology

Management

Building Coalitions & Communications: Partnering, Political Savvy, Influencing/Negotiating

Fundamental Competencies: Interpersonal Skills, Oral Communications, Written

Communications, Integrity/Honesty, Public Service Motivation, Continual Learning

|| FINAL COMMENTS FOR COACHING FEDERAL JOB SEEKERS - ASKING THE POINTED QUESTIONS

https://www.opm.gov/policy-data-oversight/senior-executive-service/reference-materials/guidetosesquals_2012.pdf

https://www.opm.gov/policy-data-oversight/senior-executive-service/reference-materials/guidetosesquals_2012.pdf


Competition for open employment opportunities across the nation is fierce as recruiters and

staffing specialists search for, recruit, and hire the "Purple Squirrel" (aka, the perfect-fit

candidate). In this current economy, many job seekers are turning to Federal employment

opportunities where they had never considered that possibility in the past.

Consequently, many new Federal job seekers turn to Federal employment without

understanding the underlying purpose of holding a Federal position. Many do not understand

the Federal hiring process, and many are not prepared to apply for Federal jobs as they only

own a 2-page, formatted, industry-style résumé.

I begin sessions with new Federal job seekers by asking some pointed questions to help them

gain awareness of the Federal employment climate and the Federal application process. The

goal is to help them make wise, viable, realistic decisions concerning job search.

Questions posed include:

"Why do you want to seek and secure Federal employment at this time?"

"What is your motivation for seeking Federal employment?"

"Do you know what it means to be a Federal employee/public servant?"

"Why did you select the position/vacancy posting you are currently targeting?"

"What salary are you expecting?"

"Why did you select the Agency you are currently targeting?"

"What positive impact can you offer this Agency if hired?"

"What do you know about the Agency's mission?"

"What transferable skill sets do you offer the Federal service?"

"What are your long-term employment plans?"

"Do you have a Federally formatted résumé prepared?"

"Do you have KSA essays written?"

"Do you have any Federal hiring preferences (i.e., veteran, military spouse, rehire, merit,

other)?"

Civil Service A civil or public servant is a person who holds a government position by election or

appointment which is the body of employees in any government agency other than the military.

Civil Service is defined as a branch of governmental service in which individuals are employed

based on professional merit as proven by competitive examinations. In many cases, the

examination is the Federal résumé, self-assessment questions, essays, and the interview. There

are certain positions that require written or other testing / assessments.


The Federal Government was established by the Constitution to provide services to the public.

The Federal government defends the United States from foreign aggression, represents U.S.

interests abroad by developing and enforcing national laws and regulations, and by

administering domestic programs and agencies. Federal employees are responsible for enacting

and implementing the programs and performing the services that accomplish these goals. Client Scenarios When I pose the above list of questions to new Federal job seekers, very often they reply with

"I want a 9 to 5 job with weekends off. I am tired of being laid off every year or two, and I want

a retirement check. I heard that the Federal government jobs are stable, and I can't get laid off

or fired."

Additionally, these Federal job seekers do not understand the occupational series, salary

ranges, and specific Knowledge, Skills, and Abilities required to qualify for a Federal position.

Thus, my reasoning for asking them why they selected certain position titles, Agencies, and

salaries.

Coaching and Training/Educating Federal Job Seekers During intake sessions with new Federal job seekers, I spend time helping them solidify answers

to the questions I pose by educating them concerning the specifics of applying for Federal

employment:

The Federal government does offer excellent benefits, safe / longer-term employment

opportunities, with usually 8 to 5 type work schedules. Having said that, the Federal

government does lay off thousands of employees annually usually through attrition,

buy-outs, and early retirements. In 2011 and 2012, the Federal government froze

salaries.

Since civil service is a "servant" position, I pose questions to my clients to help them

identify their values and motivations and suggest they might want to consider targeting

Federal Agencies whose missions align with their values.

For example, if my client loves aviation and she is an executive administrative assistant,

then she might consider Federal employment with the FAA, NASA, or Department of the

Air Force. If my client loves working with children or is an advocate for children's issues,

then he might want to consider applying for the Social Security Administration or

Department of Defense Dependent Schools. If my client is a doctor, nurse, clergy-

person, administrator, or just loves the military, I suggest the Veterans Administration.

By the way, the VA is currently recruiting for medical professionals via national

television commercials, you can check out their site at

http://www.vacareers.va.gov/vacareers_Jobs.cfm

Job titles and duties do not always match


I caution my clients to read carefully beyond the job title. For example, an HR specialist

with 25 years of experience wanted to apply for an HR/Resources Specialist ($115K -

$135K) for the FDIC. However, the job duties required her to have knowledge and

executive-level experience with Capital Markets, Accounting, Information Technology,

Trust, Fraud, and BSA/Anti-money laundering among many other financial-specific skill

sets. Consequently, she was not qualified for the position as she did not have the

required knowledge base.

Qualifying for a Federal job is like taking a test. The résumés, self-assessment questions where a candidate rates his level of expertise

on a range scale from 'no experience or education' to 'expert in the skill set and train

others', Knowledge, Skills and Abilities essays, and other requirements such as degree,

completion of certain credits, specific licenses, clearance level, and other selective

placement factors are scored on a point scale (usually 100 points).

If your score is below 100, then you either may not qualify for the position or you may

not be the best qualified as other candidates scored higher. This is the reason that the

candidate's experience, skill sets, and education needs to be a near-perfect match to the

open vacancy announcement/required duties. And, this is the reason Federal résumés

are so long. There needs to be enough content for HR to score the résumé against the

OPM classification standards.

Written Documents

Candidates need to be good writers to prepare the résumés and essays. Moreover, I

caution my clients to follow all of the rules in the announcement. For example, if the

announcement says, "Place essay here ; do not say, 'see résumé'. I encourage them to

write the essay. Many new Federal job seekers do not follow all of the rules, and then

they wonder why they did not qualify for a job or they wonder why they never heard

back from a posting.

Conclusion New Federal job seekers will benefit from understanding their purpose and motivation for

seeking Federal employment ensuring their values align with the mission of the Federal Agency

they are targeting.

They will also fare much better through the Federal application process if they research

www.usajobs.opm.gov thoroughly analyze some Federal vacancy announcements, prepare a

Federal résumé, KSA essays in advance, and then begin applying for Federal jobs.

ADDENDUM - CPCC Career Coach Certification · 2016-10-26 · ADDENDUM Meeting a request from...

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