How to find a federal Job from Helen Sherman
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Transcript of How to find a federal Job from Helen Sherman
Careers in Federal Libraries
Applying for a Federal Job
Ms. Helen Q. Sherman
2011 ALA Annual ConferenceNew Orleans, LA
June 24, 2011
Do you want to be a Fed?
Welcome! You are on the right path! Federal libraries & information centers need
talented, enthusiastic librarians. Prediction that 1/3 of federal employees are
eligible to retire by 2012. http://www.gao.gov/products/A81927
Average annual salary of $84,796, March 2009, for librarians in federal nonsupervisory, supervisory, and managerial positions http://www.bls.gov/oco/ocos068.htm
For background: Federal Civilian Workforce Statistics: The Fact Book, 2007 ed.http://www.opm.gov/feddata/factbook/2007/2007FACTBOOK.pdf
Roles of Federal Librarians
Reference Instruction and Database Training Database Development and Testing Acquisitions Cataloging Indexing Web Page Development Wiki Content Development Systems Library Services for Agency Personnel Marketing Management and Administration
…and that’s just at one agency!(Defense Technical Information Center)
Types of Federal Libraries
Academic Libraries
Family “Public” Type Libraries
School Libraries
Special Libraries
Variety of Federal Locations
Academic Libraries Academies (4-year Degrees) Service Universities (Graduate Degrees)
Family Libraries E.g., Air Force, Army, Navy, Marine Corps
School Libraries (Department of Defense) Overseas and limited areas in U.S.
Special Libraries Agency and Foreign Service Libraries Medical Libraries Law Libraries Museums & Historical Centers Scientific & Technical Libraries & Information Centers
Goal of Federal Job Process
FederalEmployee
Employer Applicant
Agency’s Typical Pathto Federal Recruitment
Establishment of Appropriate Series for Job Analysis of Knowledge, Skills, and Abilities (KSAs)
Required for Job Determination of Position Level and Salary Range Recruitment with Public Announcement of Position Screening of Applications Referral List to Selecting Official Interviews Queries to References Selection Patience!
Establishment of Appropriate Series for Job
Job Analysis: Description of work to be done Series: Four-digit code that represents a particular
job function Grade: Level of employment that determines the
salary
General Services (GS) Examples:• GS-1410-09 (straight 09)• GS-1410-09/11 (promotion potential)• GS-1412-15 (highest GS level)
Position Classification Standards for Each Series
GS Examples: *1410 – Librarian Series 1411 – Library Technician Series 1412 – Technical Information Specialist Series 1420 – Archivist Series 1421 – Archives Technician Series 1499 – Library & Archives Student Trainee Other possibilities, depending on individual’s related education
and work experience for a series, e.g., 0301, 1720, 1082
Tip: Review the job requirements to determine if you are qualified before applying.
Position Classification Standard: Librarian Series, GS-1410
Tip: Each series has specific guidelines.* Note: Classified refers to determination of qualification standards for a position in an
occupational series – NOT to information with controlled access.
Librarian, Supervisory Librarian,Reference Librarian, etc.
Tip: Titles may be added for specific functional areas.
Position Description (PD)
Tip: The Position Description (PD) summarized in a job announcement is based on factor levels for
the position.
Differences in Factor Levels from Entry Level to Experienced Librarian
Factor 1, Knowledge Required by Position
Level 1-6 950 Points: “The librarian provides reference services where needs
are relatively easy to determine from client interviews or written requests, and the bibliographic source materials are readily accessible…”
Level 1-8 1550 Points “The librarian serves as an expert…;” “…an interagency or federal expert…” “…a senior staff librarian for a library system…”
Tip: Be aware that each position has specific factor levels.
Differences in Levels for Supervisory Experience
Factor 2, Supervisory Controls Level 2-3 275 Points:
“The supervisor defines the librarian's scope of responsibility and the objectives, priorities, and deadlines.”
Level 2-5 650 Points “The supervisor and higher-level authorities consider the work as
technically authoritative and normally accept the librarian’s recommendations without significant change.”
Tip: Do not submit your resume for all job applications. Review each announcement carefully; prepare your application to highlight your qualifications for the job.
Understanding KSAs as the Foundation of a Position
KSAs Knowledge: Organized body of information,
usually of factual or procedural nature, which, if applied, makes adequate performance on the job possible.
Skills: Proficient manual, verbal, or mental manipulation of data, people, or things. Observable, quantifiable, measurable.
Abilities: Power to perform an activity at the present time.
Tip: An employer will expect you to have specific knowledge, skills, and abilities to do the job.
KSA Essay or Narrative Requirement Eliminated in 2010
Sample Essay Questions of Prior KSA Requirement “ Knowledge of principles, concepts, and techniques of
library science.” “Ability to plan and manage a program for a library’s _______
(Reference Services, Document Delivery, Cataloging, etc.) “Ability to lead and supervise a diverse workforce.” “Ability to communicate effectively in writing.” “Ability to communicate effectively other than in writing.”
Tip: Although you may not be required to submit well-written essays on these or similar topics, you should be prepared to include specific, relevant, and truthful examples of your knowledge, skills, and abilities in your application and be prepared to discuss them during your interview.
Occupational QuestionnairesIncluded with Applications
Multiple Choice Questions E.g., ‘I have performed the job of ______________
Never Occasionally As a regular part of my job with supervision As a major part of my job, usually independently and
without review by supervisor To review the work of personnel under my supervision As a recognized expert in the field, to train other
divisions or the federal community Yes/No Questions Combination of Questions & Essays
Tip: Answer questions honestly. They may be used as the basis for your interview or queries to your references.
Required KSAs Included in Job Announcement
Expected Coverage of KSAs in Application & Resume Note Job Description & Specific Duties in Announcement Note Qualifications and Evaluations
Education Requirement Specialized Experience Sample from Announcement: “Specialized experience is
experience in information management/sciences; evaluation of technologies to acquire, apply, search, communicate, generate, and utilize information resources; and program/project management and supervisory experience.”
Tip: Use relevant terminology in your resume. It will be reviewed by a personnel specialist or computer.
Guidelines for Including KSAsin Your Application
Possibilities: Highlight relevant accomplishments in a cover letter.
Include your competencies and major accomplishments in your resume.
Develop talking points about your KSAs for the position and be prepared to use them as appropriate when responding to questions during the interview.
Tip: Use the combination of methods to prove that you have the KSAs to do a good job.
KSA Guidelines
Suggested Method for Including KSAs: Context: Describe the situation. Challenge: Describe what needed to be done. Action: Describe your role & specifically what you did. Results: Describe outcome in concrete, verifiable terms.
Tips: Use concrete, action verbs, and specific nouns. Use numbers, statistics, and specific time periods. Quote relevant phrases from awards. Use relevant terms from job announcement.
Determination of Position Level and Salary Range
General Schedule (GS) E.g., GS-1412-09/11, GS-1410-11
Majority of federal workforce paid according to GS pay scale
Each position given a specific rating based on amount of education and experience required for the job
General Schedule (GS) andLocality Pay Tableshttp://www.opm.gov/oca/11tables/index.asp
Annual GS Base PayShowing Steps for Each Grade
Tip: The GS-09 annual salary is the typical entry level for a 1410 Librarian.
Pay Plan, Series & Grade: GS-1410-09 Librarian
GS Salary Table with Locality Payfor Geographic Area
Tip: Locality pay increases the annual salary.
GS Steps
Within-Grade Increases (WGIs) or Step Increases Periodic increases in General Schedule (GS) employee's rate of
basic pay from one step of the grade of the position to the next higher step of that grade; e.g., GS-11-01 to GS-11-02
Required Waiting Period for WGI WGI is effective on the first day of the first pay period beginning
on or after the completion of the required waiting period.
Steps Waiting Period 2, 3 and 4 52 calendar weeks (one year) 5, 6 and 7 104 calendar weeks (two years) 8, 9 and 10 156 calendar weeks (three years)
Future Possibility for Federal Employee
Quality Step Increase (QSI) Faster-than-normal WGI may be used to
reward GS employees who demonstrate sustained performance of highest quality
Management decision per employee; not a standard award
Does not apply to incoming personnel
Determination of Position Level and Salary Range
General Schedule (GS) E.g., GS-1412-09/11, GS-1410-11
Pay Banding or Performance Based Systems Government Accountability Office (GAO)
E.g., PT-2210-03/03 Information Technology Specialist (ITS)
National Institute of Standards & Technology (NIST)E.g., ZP-2210-01/05 ITS
Department of Defense (DoD): National Security Personnel System (NSPS) – being phased out
E.g., YC-1410-02/02 Supervisory Librarian andYA-1410-02/02 Librarian
Agency Recruitment with Public Announcement of Positions
Office of Personnel Management (OPM) Sites: * USAJOBS http://www.usajobs.opm.gov/ * StudentJobs http://www.studentjobs.gov
Agency Sites (Examples): Army: http://www.cpol.army.mil/ DOT: http://careers.dot.gov/js_apply.html DTIC: (Includes link to DTIC vacancy announcements on USAJOBS) http://www.dtic.mil/dtic/aboutus/employment.html FBI: (Includes link to FBI vacancy announcements on USAJOBS)
https://jobs1.quickhire.com/scripts/fbi.exe GAO: http://www.gao.gov/careers/apply.html GPO: (Includes link to GPO vacancy announcements on USAJOBS)
http://www.gpo.gov/careers/jobs.htm Library of Congress: http://www.loc.gov/hr/employment/index.php
TIP: Bookmark OPM & agency sites for announcements.
USAJOBS: Official Job Site of U.S. Federal Governmenthttp://www.usajobs.opm.gov/
USAJOBS Steps: Create an Account,Get Informed, Search for Jobs, and Apply to Federal Agencies
StudentJobs.govhttp://www.studentjobs.gov
Postings in College Bulletins or Listserv Announcements
-----Original Message-----Sent: Wednesday, December 15, 2010 12:10 PMTo: Military Librarians DivisionSubject: [sla-dmil] Position opening: Head of Information
Services, Italy
Looking for a change? Here's a great career opportunity, interesting work with excellent benefits in a lovely part of Italy!
The NATO Undersea Research Centre (NURC) is seeking applicants for the position of Head, Information Services within the Technical Support Division. The post holder manages and provides information services in support of the scientific, technical and administrative functions at NURC. He/She also manages the intellectual property of the Centre, printing and publishing operations, and facilitates the distribution of information/products between NURC and NATO commands and agencies, as well as national distribution centres.
Details at http://www.nurc.nato.int/employment/vacancies.htm
FEDLIB Listhttp://www.loc.gov/flicc/about/listservs.html
FEDLIB: Federal Librarians Discussion List Moderated mailing list for staff of libraries and
information centers in US federal government
Other subscribers welcome to join
Postings include FLICC/FEDLINK* news, meeting announcements, discussion on federal library topics, and job announcements from the federal community
*Federal Library and Information Center Committee/Federal Library and Information Network
Tip: Join FEDLIB for a heads-up on federal job openings posted by members. Do NOT reply to the list; use URL or Point of Contact provided in the message.
Key Requirements of Federal Position
U.S. Citizenship Required for most federal jobs Specified on announcement
Proof of Education Required official transcript – sometimes as
attachment, mailed separately, or requested later
Announcement will specify level of degree required for series and instructions for submission of proof
Other Requirements of Federal Position
Other Possible Requirements (depending on agency and position) Security Investigation Secret or Top Secret Clearance Drug Test Polygraph Mandatory Emergency Essential Status Travel
Location of Position
Important Information for Job Seeker Announcement usually includes location of job. Moving expenses are usually NOT provided. Announcement states if Permanent Change of
Station (PCS) costs are covered.
Tip: If you can be flexible and mobile, you can expand your opportunities and have an interesting career.
Eligibility of Applicant
Review Eligibility for Position Are you a current or former Federal civilian employee who
holds or held a non-temporary appointment?
Announcement Designations Status (current or former career or career-conditional
Federal employees) Public U.S. Citizens and Status All Sources
Tip: If you have no prior federal service,look for Public, U.S. Citizen, or All Sources.
Keyword Search: Refine Resultsby Changing Applicant Eligibility
TIP: The basic Keyword Search allows you to change your search for Public OR All (Public and Status) search results.
Advanced Search: Select Your Applicant Eligibility at the Beginning
TIP: The question located at the bottom of the Advanced & International Search page affects the results of your search.
Questions about Terminology
Competitive vs Excepted? Competitive Service: classified service, classified competitive service, or
classified civil service Competitive service includes all civilian positions in the Federal
Government that are not specifically excepted from the civil service laws and are not in the Senior Executive Service.
Excepted Service: Unclassified service, unclassified civil service, or positions outside the competitive service E.g., Career fields with unique skills, i.e., lawyers, doctors, or
engineers See more information about terms on USAJOBS.
http://www.usajobs.gov/EI/howjobsarefilled.asp
Tip: Download the PDF reference guide, “How Federal Jobs Are Filled.”
Status Candidate Defined
Other Terms
WHO MAY BE CONSIDERED: Federal Career/Career-Conditional employees, Transfer, Reinstatement Eligibles, 30% Disabled Veterans, Veterans Employment Opportunities Act (VEOA) and other individuals eligible under special appointment authorities
See more information on USAJOBS.
Career & Career-Conditionalhttp://www.usajobs.gov/ei/careerappointments.asp(PDF Fact Sheet available)
Transferhttp://www.usajobs.gov/ei/transfers.asp(PDF Fact Sheet available)
Reinstatementhttp://www.usajobs.gov/ei/reinstatementeligibility.asp(PDF Fact Sheet available)
Veterans’ Preferencehttp://www.usajobs.gov/ei/VetPreference.asphttp://www.fedshirevets.gov
Detailed View with Job Summary Shows “Who May Apply”
Who May Apply? Status AND Public?
TIP: The position might have two listings to show that it is open to both Public and Status candidates.
Summary Includes Reference for Concurrent Announcements
TIP: If eligible for both announcements, you should apply to both announcement numbers separately.
Full Time PermanentNote: Promotion Potential
Multiple: Pool of Applicants(Grade level and salary range; various locations and work schedules)
Ongoing Recruitment for Potential Vacancies
Open Period (Important!)
Tip: Observe the closing date (Eastern time) and Tip: Observe the closing date (Eastern time) and allow extra time for system problems with the allow extra time for system problems with the online resume.online resume.
Screening of Applications
Evaluation of your application against the position’s qualification requirements
Review by Agency Human Resources Specialist and/or Automated System (NOT a Career Librarian)
Ranking relative to the other candidates (for some agencies)
Tip: Use specific, relevant language to explain your KSAs. Avoid acronyms, abbreviations, special characters, and library jargon. Do not assume a person (or machine) will understand your experiences.
Referral List to Selecting Official
List of Highly Qualified Candidates or Most Highly Qualified Candidates issued by Human Resources Office to Selecting Official
Agency Review by Panel or Selecting Official
TIP: Remember that there is competition for the position. Being Qualified does not guarantee that you will be interviewed or selected for the job.
Interview
Most agencies conduct interviews of top candidates only
Interview by panel or selecting official
Interview in person or by telephone (Trip not provided)
One or two rounds of interviews
Writing samples of relevant work may be required
Same questions for ALL applicants - to be fair & equal
Maybe a thought-provoking or situational question
Officials take notes and evaluate the responses
Usually, opportunity provided for candidate to ask question(s) about the job at the end
Queries to References
Usually by telephone and/or email
Standard questions for all final candidates from the group
Reference sometimes offers to send additional material
TIP: Do not submit an application without references, title, and current contact information. Inform former supervisors and ask references in advance so that they are expecting a call.
Selection
Selecting official submits first (and possibly alternate choice) to Human Resources.
Human Resources (NOT Selecting Official) contacts selectee with job offer and salary.
Specific time designated for response.
Many positions dependent upon Security Clearance.
Report date determined by agency and HR.
Tip: Do not quit your other job while waiting for a clearance. A Security Clearance can take a year (or more).
Patience!
Agency is also waiting for the selectee’s report date.
Agency position might be vacant for months during the recruitment process.
Duties and responsibilities for the position continue.
TIP: If a security clearance is required, complete your paperwork promptly.
Applicant’s Road Mapto Federal Job
Agency Job Announcements
Eligibility for Position
Qualifications for Targeted Position
Winning Application and Resume
Verifiable Education and Experience
Successful Interview
Positive References
Job Offer
Patience!
Agency Job Announcements
Search USAJOBS and agency Web sites. Set up email alerts for new jobs. Join professional organizations (at student rate). Join professional listservs (as allowed). Check campus bulletins. Investigate intern programs. Consider positions with contractors. Network with librarians & other federal employees. Join Careers in Federal Libraries Google Group
http://groups.google.com/group/careers-in-federal-libraries
TIP: PRINT each job announcement to file with your application for future reference. The online announcement will disappear after the deadline.
USAJOBS: Advanced & International Search with Keyword, Title, Series, Location, Agency, Salary, and Grade
USAJOBS: Browse Jobs by Agency, U.S. Location, OR Occupation
Search Results: 1410 SeriesLibrarian
Search Results: 1412 Series Technical Information Specialist
Experiment and Search a Related Series or Career Field
Tip: Consider your undergraduate degree and/or past work experience when searching jobs in a related series.
Eligibility for Position
Review complete announcement. Determine if Status, Public, Veteran, etc.
Consider mobility for a different location.
Contact the Human Resource person listed on the job announcement if you have questions about your eligibility.
Tip: When you are eligible for a series, start applying. You should expect to apply for more than one job.
Qualifications for Targeted Position
Complete your degree; relate your education and projects to the qualifications.
Consider an internship or practicum for practical experience in a library or information center.
Take additional training or attend seminars in your field when possible.
Join professional organizations; attend their programs or view the online presentations.
Read current literature about librarianship. Determine and explain which skills from your former job(s)
pertain to the library position; e.g., teaching, managing projects, writing, etc.
Be marketable.
Winning Application and Resume
Create an account on USAJOBS and build your resume.
Write information in advance and save separate text files according to required sections for future editing.
Check the word count before copying and pasting sections to your resume.
Include awards, certifications, and special skills that pertain to this career field.
Be specific about computer training, systems, and databases. (Do NOT use a generic statement, such as “Proficient in computer skills.”)
Required Personal Information
Required Work Experience
Multiple Applications & Resumes
Target each application for the specific announcement.
Always update your information as appropriate and use relevant details when creating a new resume.
Include ALL required information, e.g., dates, degrees, references, etc.
Save each resume according to the application you submitted.
Edit saved text to create applications for other online systems.
Tip: Track your deadlines and allow lots of time to prepare an online application! Your time ends at midnight (Eastern) prior to the closing date.
USAJOBS Account for Your Online Resumes, Saved Documents, Applications, and Saved Searches for Job Alerts
Tip: Create a USAJOBS account and receive automated job alerts.
Job Summary -Details Are Important
TIP: Review each job summary carefully and apply for positions based on your eligibility, education, and experience.
Tabs for NavigationThrough Announcement(Print!)
TIP: Print the entire job announcement for future reference before the deadline.
Verifiable Education and Experience
Proof of Education and Experience Required official transcript – sometimes as
attachment, mailed separately, or requested later
Applicant’s responsibility to submit Specific instructions on announcement
Tip: Do NOT send attachments unless specified. The announcement will specify if documentation should be submitted with resume or if applicants will be contacted for additional documentation. Additional documents may be required later by Human Resources or the agency.
Successful Interview
Prepare! Review your printed copy of the job announcement and your
submitted application. Write down building, room #, and time. Check directions to the location in advance. Be on time. Have the contact number with you in case of an emergency. Dress professionally. Relax! You are considered a highly qualified candidate. Send brief thank-you message - nice gesture & memorable.
Positive References
Notify your references in advance so that they will expect queries about you.
You may request that agencies should not notify your current employer unless you are a final candidate.
Before final selection, your current employer should be contacted.
Job Offer:Example Procedure
Call received from agency’s HR office Job offer with salary and starting date Acceptance Security Clearance Check (Process explained & started
if necessary. Delays reporting date.) Submission of proof of current salary Permanent Change of Station (PCS) paid by new
employee (unless advertised otherwise) Position subject to probationary period (usually 1 year)
Tip: If starting salary is lower than existing salary, you may request consideration of a higher step prior to acceptance. (Not guaranteed. Agency must follow regulations. Any variation requires justification & approval by agency.)
Patience!
Don’t give up. Apply for more than one job. Process may take months. There are many opportunities for
qualified librarians.
Good luck with your job search!
Reminder
This overview is only meant to provide a starting point for your job search and cannot include all of the details about the recruitment process for a federal position. Personnel systems vary by agency, and some are in the process of changing.
Always read each job announcement carefully
and print it for future reference. The information will NOT be available after the closing date.
Call the Point of Contact listed on the job
announcement if you have any questions about the application process.
Careers in Federal Libraries:How to Find a Federal Job
Questions?
Helen Q. Sherman
Disclaimer
Reference herein to any specific commercial products, process, or service by trade name, trademark, manufacturer, or otherwise, does not necessarily constitute or imply its endorsement, recommendation, or favoring by the United States Government.
The views and opinions of the author expressed herein do not necessarily state or reflect those of the United States Government. This presentation should not be considered official or sanctioned by the author’s employer and shall not be used for advertising or endorsement purposes.