2008 Careers in Federal Libraries2008 Careers in Federal LibrariesALA Annual PreALA Annual Pre--Conference EventConference Event

June 27, 2008June 27, 2008

The Road to Federal Librarianship

Helen Q. Sherman

Do you want to be a Fed?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

Federal Civilian Workforce Statistics: The Fact Book, 2005 ed.http://www.opm.gov/feddata/factbook/2005/factbook2005.pdf

Roles of Federal LibrariansRoles of Federal LibrariansReference InstructionDatabase Development AcquisitionsCatalogingIndexingWeb page DevelopmentSystems In-House Library Services for Agency PersonnelMarketingManagement and Administration

…and that’s just at one agency!

Main Types of Federal Main Types of Federal LibrariesLibraries

Academic Libraries

Family “Public” Type Libraries

School Libraries

Special Libraries

Variety of Federal LocationsVariety of Federal LocationsAcademic 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 ProcessGoal of Federal Job Process

FederalEmployee

Employer Applicant

AgencyAgency’’s Typical Paths Typical Pathto Federal Recruitmentto Federal Recruitment

Establishment of Appropriate Series for JobAnalysis of Knowledge, Skills, and Abilities (KSAs) Required for JobDetermination of Position Level and Salary RangeRecruitment with Public Announcement of PositionScreening of ApplicationsReferral List to Selecting OfficialInterviewQueries to ReferencesSelectionPatience!

Establishment of Appropriate Establishment of Appropriate Series for JobSeries for Job

• Series: Four-digit code that represents a particular job function

• Grade: Level of employment that determines General Services (GS) salary (along with work location and step)

• General Services (GS) Examples:• GS-1410-09 (straight 09)• GS-1410-09/11 (promotion potential)• GS-1412-15 (highest GS level)

Position Classification Position Classification Standards for Each SeriesStandards for Each Series

GS Examples:*1410 – Librarian Series1411 – Library Technician Series1412 – Technical Information Specialist Series1420 – Archivist Series1421 – Archives Technician Series1499 – Library & Archives Student TraineeOther possibilities, depending on individual’s related education and work experience for a series

Tip: Review the job requirements to determine if you are qualified before applying.

Position Classification Standard Position Classification Standard for Librarian Series, GSfor Librarian Series, GS--14101410

Librarian or Supervisory LibrarianLibrarian or Supervisory Librarianor Reference Librarian, etc.or Reference Librarian, etc.

Position Description (PD)Position Description (PD)

Tip: The Position Description (PD) summarized in a job announcement is based on factor levels for the position.

Differences in Factor LevelsDifferences in Factor Levelsfrom Entry Level to Experienced Librarianfrom Entry Level to Experienced Librarian

Factor 1, Knowledge Required by PositionLevel 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…”

Differences in Levels for Differences in Levels for Supervisory ExperienceSupervisory Experience

Factor 2, Supervisory ControlsLevel 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 the same resume for all of your job applications. Review each announcement carefully; prepare an application to highlight your qualifications for the job.

KSAsKSAsKnowledge: 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.

Knowledge, Skills, and Abilities Knowledge, Skills, and Abilities ((KSAsKSAs) Required ) Required -- EssaysEssays

Sample Essay Questions– “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: Submit well-written, truthful essays with specific and relevant examples.

Knowledge, Skills, and Abilities Knowledge, Skills, and Abilities ((KSAsKSAs) Required ) Required –– Questionnaire Questionnaire

Multiple Choice Questions– E.g.; ‘I have performed the job of ______________

NeverOccasionallyAs a regular part of my job with supervisionAs a major part of my job, usually independently and without review by supervisorTo review the work of personnel under my supervisionAs a recognized expert in the field, to train other divisions or the federal community

Combination of Questions & EssaysTip: Answer the questions honestly. They may be

used as the basis for your interview or queries to your references.

Knowledge, Skills, and Abilities Knowledge, Skills, and Abilities ((KSAsKSAs) Required ) Required ––Announcement Announcement

Expected Coverage of KSAs in Application & Resume– Note Job Description & Specific Duties in

Announcement– Note Qualifications and Evaluations

Education RequirementSpecialized ExperienceE.g.; “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.

KSA GuidelinesKSA GuidelinesSuggested Method for KSA Answers:

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 Determination of Position Level and Salary Rangeand Salary Range

General Schedule (GS)– E.g., GS-1410-09

General Schedule (GS) & Locality Pay TablesGeneral Schedule (GS) & Locality Pay Tableshttp://www.opm.gov/oca/08tables/http://www.opm.gov/oca/08tables/

GS Base PayGS Base PaySShowing Steps for Each Gradehowing Steps for Each Grade

StepsSteps

• 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– 52 calendar weeks of acceptable performance

Future PossibilityFuture Possibility

Quality Step Increase (QSI)– Faster-than-normal WGI may be used to reward

employees who demonstrate sustained performance of highest quality

– Management decision per employee; not standard award

– Does not apply to incoming personnel

GS Salary Table with Locality PayGS Salary Table with Locality Pay

Determination of Position Level Determination of Position Level and Salary Rangeand Salary Range

General Schedule (GS)– E.g., GS-1410-09

Pay Banding or Performance Based Systems– Government Accountability Office (GAO) –

E.g., PT-2210-03/03

GAOGAO--0808--ISTSISTS--22102210--1818Information Systems & Technology Information Systems & Technology

Services (ISTS)Services (ISTS)

Determination of Position Level Determination of Position Level and Salary Rangeand Salary Range

General Schedule (GS)– E.g., GS-1410-09

Pay Banding or Performance Based Systems– Government Accountability Office (GAO) – E.g., PT-

2210-03/03– National Institute of Standards & Technology (NIST)

E.g., ZP-2210-01/05

NIST: ZPNIST: ZP--22102210--01/0501/05Information Technology SpecialistInformation Technology Specialist

Determination of Position Level Determination of Position Level and Salary Rangeand Salary Range

General Schedule (GS)– E.g., GS-1410-09

Pay Banding or Performance Based Systems– Government Accountability Office (GAO) – E.g., PT-

2210-03/03– National Institute of Standards & Technology (NIST)

E.g., ZP-2210-01/05– Department of Defense (DoD): National Security

Personnel System (NSPS) – E.g., YA-1410-02

DoD NSPS Worldwide Pay TableDoD NSPS Worldwide Pay Tablehttp://http://www.cpms.osd.mil/nspswww.cpms.osd.mil/nsps//

Recruitment with Public Recruitment with Public Announcement of PositionAnnouncement of Position

* USAJOBS http://www.usajobs.opm.gov/Other Example Sites

Army: http://www.cpol.army.mil/DOT: http://careers.dot.gov/js_apply.htmlDTIC: http://www.dtic.mil/dtic/joas/index.htmlFBI: https://jobs1.quickhire.com/scripts/fbi.exeGAO: http://www.gao.gov/careers/apply.htmlGPO: http://www.gpo.gov/careers/jobs.htmLC: https://www.avuecentral.com/NIST: http://www.nist.gov/hrmd/index.htm

USAJOBSUSAJOBS

Bookmark and Check Agency Bookmark and Check Agency Sites for New AnnouncementsSites for New Announcements

Tip: Some USAJOBS announcements appear on agency sites before they are searchable on USAJOBS.

Key Requirements of PositionKey Requirements of 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 for series and instructions

Other Requirements of PositionOther Requirements of Position

Other Possible Application Requirements– Security Investigation– Secret or Top Secret Clearance– Drug Test– Polygraph– Mandatory Emergency Essential Status– Travel

Location of PositionLocation of Position

Announcement specifies location of job

Moving expenses usually NOT provided

Tip: If you can be flexible and mobile, you could expand your opportunities and have an interesting career.

StatusStatusCheck Eligibility for PositionCheck “Yes” or “No” for Applicant Eligibility– 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.

Search by Applicant EligibilitySearch by Applicant Eligibility

Status Candidate DefinedStatus Candidate Defined

TermsTerms

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.

Career & CareerCareer & Career--ConditionalConditionalhttp://www.usajobs.gov/EI38.asphttp://www.usajobs.gov/EI38.asp

TransferTransferhttp://www.usajobs.gov/EI5.asphttp://www.usajobs.gov/EI5.asp

ReinstatementReinstatementhttp://www.usajobs.gov/EI2.asphttp://www.usajobs.gov/EI2.asp

VeteransVeterans’’ PreferencePreferencehttp://www.usajobs.gov/ei3.asphttp://www.usajobs.gov/ei3.asp

Summary: Who May ApplySummary: Who May Apply

Overview: Who May Be ConsideredOverview: Who May Be Considered

Other TermsOther Terms

Competitive Service: classified service, classified competitive service, or classified civil serviceExcepted 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

Permanent: Full TimePermanent: Full Time

Multiple: Pool of ApplicantsMultiple: Pool of Applicants

Librarian & Supervisory LibrarianLibrarian & Supervisory Librarian

Technical Information SpecialistTechnical Information Specialist

Open Period (Important!)Open Period (Important!)

Tip: Observe the closing date and allow time for Tip: Observe the closing date and allow time for system failures with the online resume.system failures with the online resume.

Screening of ApplicationsScreening 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 OfficialReferral 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.

InterviewInterviewMost agencies conduct interviews of top candidates onlyInterview by panel or selecting officialInterview in person or by telephone (Trip not provided)One or two rounds of interviewsWriting samples of relevant work may be requiredSame questions for ALL applicants - to be fair & equalMaybe a thought-provoking or situational question Officials take notes and evaluate the responsesUsually, opportunity provided for candidate to ask question(s) about the job at the end

Queries to ReferencesQueries to References

Usually by telephone and/or email

Standard questions for all candidates from the group

Reference sometimes offers to send additional material

SelectionSelectionSelecting official submits first (and possibly alternate choice) to Human ResourcesHuman Resources (NOT Selecting Official) contacts selectee with job offer and salarySpecific time designated for responseMany positions dependent upon Security ClearanceReport date determined by agency

Tip: Do not quit your other job while waiting for a clearance. A Security Clearance can take a year (or more).

AgencyAgency’’s Typical Paths Typical Pathto Federal Recruitmentto Federal Recruitment

Establishment of Appropriate Series for JobAnalysis of Knowledge, Skills, and Abilities (KSAs) Required for JobDetermination of Position Level and Salary RangeRecruitment with Public Announcement of PositionScreening of ApplicationsReferral List to Selecting OfficialInterviewQueries to ReferencesSelectionPatience!

ApplicantApplicant’’s Road Maps Road Mapto Federal Jobto Federal Job

Agency Job AnnouncementsEligibility for PositionQualifications for Targeted PositionWinning Application and ResumeVerifiable Education and ExperienceSuccessful InterviewPositive ReferencesJob OfferPatience!

Agency Job AnnouncementsAgency Job Announcements

Check USAJOBS and agency Web sitesSet up email alerts for new jobsJoin professional organizations (at student rate, if applicable)Join professional listservs (as allowed)Check campus bulletinsInvestigate intern programs Consider positions with contractors Network with other librarians

Eligibility for PositionEligibility for PositionReview complete announcement

Determine if Status, Public, Veteran, etc.

Consider mobility for a different location

Contact the Human Resource person listed if you have questions about your eligibility

Tip: When you are eligible, start applying. You should expect to apply for more than one job.

Qualifications for Targeted PositionQualifications for Targeted PositionComplete your degree; relate your education and projects to the qualificationsConsider an internship or practicum for practical experience in a library or information centerTake additional training or attend seminars in your field when possibleJoint professional organizations and attend their programsRead current literature about librarianshipDetermine 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 ResumeWinning Application and ResumeCreate 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 InformationRequired Personal Information

Required Work ExperienceRequired Work Experience

Multiple Applications and ResumesMultiple Applications and ResumesAlways 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.

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 ResumeUSAJOBS Resume

Tip: Create a USAJOBS account & receive automated job alerts.

Create Resumes on SitesCreate Resumes on Siteswith Other Online Systems with Other Online Systems

Tip: Use your saved files to create new resumes.

Keyword SearchKeyword Search

Job Category SearchJob Category Search

Agency SearchAgency Search

Department/Agency NameDepartment/Agency Name

Check StatusCheck Status

Job SummaryJob Summary

Tabs for NavigationTabs for NavigationThrough AnnouncementThrough Announcement

Verifiable Education and Verifiable Education and ExperienceExperience

Proof of EducationRequired official transcript – sometimes as attachment, mailed separately, or requested laterApplicant’s responsibilitySpecific instructions on announcement

Tip: Do NOT send attachments unless they are specified. Announcement will specify if additional documentation should be submitted with the resume or if applicants will be contacted for additional documentation.

Successful InterviewSuccessful InterviewPrepare.Review your printed copy of the job announcement and your submitted application.Write down building, room #, & 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 ReferencesPositive 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.

Job OfferJob OfferCall from agency’s HR officeJob offer with salary and starting dateAcceptance

Tip: If starting salary is lower than existing salary, you may request consideration of a higher step prior to acceptance. (Not guaranteed. Any variation requires justification and approval by agency.)

Permanent Change of Station (PCS) paid by new employee (unless advertised otherwise)Position subject to probationary period (usually one year)

Patience!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!

DisclaimerDisclaimer

This overview is only meant to provide a starting point for your job search. Since personnel systems vary by agency and are constantly 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.

The Road to Federal LibrarianshipThe Road to Federal Librarianship

Helen Q. ShermanDirector, User Services

Defense Technical Information Centerhsherman@dtic.mil