INTRODUCTION i

There are a million books and Web sites to choose from that address federal government jobs. Why pick this one? Imagine looking at the stars on a clear, dark night. You’ll see a hundred, or maybe a thousand. This is usually the case when you go into the Office of Personnel Management Web page or a thousand others. A starry sky full of job postings, details, forms and more information than anyone can process. Ironically, the instructions found in most government forms intended to help us only complicate our thought processes and add stress to our job hunt. “Insider’s Tips” has been written to tell you specifically how to fill out government applications. Our instructions are easy to follow, straight forward, and include plenty of samples.

Thousands of new federal government jobs open up every day. The government wants and needs to hire people like us every day. The only obstacle between you and your federal job is a perfect application package. With this easy-to-read, step-by-step guidebook, we have eliminated much of the stress associated with understanding the government hiring process and filling out an application for a vacancy announcement.

In this guidebook you will find:

_ Guidelines on applying for all types of federal jobs and detailed advise on how to write an effective Optional Application for Federal Employment OF-612.

_ Step-by-step directions for each section of the OF-612 form.

_ Instructions for how to use a vacancy announcement to make your OF-612 job- specific.

_ Instructions for how to write the skills, education, and/or experience required for the positions you want, with samples.

_ Language in the Quality Ranking Factors — criteria used to determine eligibility for a job, also known as Knowledge, Skills and Abilities (KSAs) — that reviewers like to see in vacancy applications, with samples.

_ A detailed explanation of Veteran’s Preference.

_ Types of federal employment, service and pay systems.

_ Current pay table by grade and step

If you follow the instructions carefully, you will be able to easily and successfully apply for government jobs. You can be sure you have approached the application process thoroughly and accurately. This will increase your chances of being selected for interviews. The rest is up to you!

The Agencies’ Evaluation and Application Scoring Process 1

The federal application evaluation process is unique. If you can complete a successful OF-612, your package will go through several offices and individuals before you receive an invitation for an interview. The process begins immediately after the announcement has been closed. Office of Personnel Management examiners will conduct the first screening of all the application packages received for a particular job announcement. Here, any package missing ANY of the requested information, such as supplemental information addressing Quality Ranking Factors, will be tossed at once. If you’ve made it through the first cut, this means you are now eligible to apply for that position.

Congratulations! You’ve made it through the first cut. Your package will now be sent to personnel specialists who will form an agency evaluation panel for the purpose of scoring your application package. Among other qualifications, this panel usually comprises three individuals familiar with the job vacancy, with similar if not the same job series, and with the same or higher pay grade as the vacancy offers. If the basics for evaluating criteria are not listed in the job vacancy, then based on their knowledge of the vacancy, the panel will come up with the evaluating criteria. The evaluation is done on a number scoring system, 100 being the highest qualified applicants and 0 being the lowest. Here is an example for a paralegal position:

Area Points

Writing 0–15

Research, Analysis & Information Gathering 0–50

Administration and Organization 0–15

Education 0–20

Total: 100 Points

Based on the experience and education listed, the panel will now score the applicant’s package. For example, when considering education:

Is the applicant a high school graduate? Yes = 5 points.

Is the applicant a college graduate? Yes, AA = 5 points; BA = 10 points.

Does the applicant posses a paralegal certificate? Yes = 5 points.

If the applicant is a high school graduate, possesses a college degree and a paralegal certificate then the applicant will receive the highest score in that area, 20 points. Once the panel has scored all the applications, a list is made of the most qualified applicants for that position. If your score is anywhere from 90 to 100, you will be at the top of the list. If your score is below 90, you might be on the second page of the list. This list of most qualified applicants is then turned over to the selecting official.

Which Form Should I Use? 2

Let’s assume that you have made it to the top of the list. The selecting officials will then look at the highlights of the top contender’s packages and will recommend two or three individuals for an interview with the agency.

Which application format should I use?

Unless specified in the vacancy announcement, you have several choices when you respond to federal job vacancies. Before you make a decision though, keep in mind that the content of your résumé will have to satisfy the requirements of several audiences. OPM examiners will look at your eligibility rating; personnel specialists will be looking at every detail in your application package in order to rank your qualifications; selecting officials will be looking at your “highlights,” and will select candidates for interviews; and finally, if you get hired, the personnel department will determine what your salary will be. Having said that, you can complete the Optional Application for Federal Employment Form OF-612, fill out a résumé on the Internet and e–mail it, mail your private industry résumé, or simply e–mail your résumé. Each government application form differs in how much information it requires about your education and employment history.

Federal application vs. private-industry résumé

1) If you’re responding to an employment ad in the newspaper, you’ll see the position available, a two- or three-liner describing the duties and an address to which you submit your résumé. This is not the case in the government. Federal vacancy announcements come with a very detailed description of the position an agency is seeking to fill. Armed with this information, you can take advantage of the information given and tailor your qualifications and experience to match that position.

2) There is plenty of ambiguity as to how you should prepare a private résumé. For example, should you have a one-pager or a two-pager? If your work experience is longer than five or ten years, can you really highlight everything in a single page? Should you put an objective in your résumé? Also, with the private industry, you have to be careful not to unearth every single job experience or skill. This could take several pages if you have five or more years of experience.

3) With the federal government application, there is no ambiguity. Everything is asked for in a format that allows you to maximize your qualifications through experience and education for the job for which you are applying.

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While in private practice a typical recruiter spends seconds looking at the “highlights” of each résumé, federal government recruiters must spend as much time as they have scoring each application package, making sure that the applicant qualifies for the vacancy announcement

requirements in any particular position. The easier you make it for these recruiters to see that you

are highly qualified in each rating factor, the higher your resume will score. There are several things that you can do to improve your rating. First, place experience related to the rating factors at the head of the description of each of your past jobs. Second, attach a supplement listing how your education, work experience, related readings, and training meet the requirements of the rating factors. There is no better format to describe all of your qualifications than the OF-612 form along with a great KSA (Quality Ranking Factors) response.

Areas of Evaluation:

The decision makers will focus on your work experience, education, self-development and any awards and commendations you have received. In addition to addressing these Quality Ranking Factors, (KSAs) in each vacancy announcement, you should keep these in mind throughout the application. Even the most qualified applicant can fail to make the first cut if he or she does not address these factors adequately. KSAs will be discussed in more detail on page 15.

The OF-612 is a two page application. The application’s format allows the applicant to fully describe his or her education in detail, past and present employment experience, and additional government employment requirements. The OF-612 is by far the most time-consuming application to complete, but the pay off can be your dream job in the federal government. Government recruiters look at these applications for employment descriptions and details that meet the vacancy announcement requirements. The OF-612 provides you with the best platform to describe your past experience and education. We are going to show you how to successfully fill out one of these applications. Even though the form may look rather simple, don’t be fooled by its appearance. This exercise will be time-consuming, but you’ll only have to do it once.

Let’s Get Started!

First, you should leave a number of blocks empty on your original form, these are:

1,2,3: What kind of job are you applying for? Grade and announcement number.

18: Signature and date.

You’ll want to save the original without any information in those blocks, so you may simply edit your application package for every position in which you are interested.

Completing an OF-612 4

Blocks 1-3: Job title in announcement, grade and announcement number.

Make sure you have the right announcement number, grade and job title for the position for which you are applying.

Blocks 4–7: Name, social security number, street address and phone numbers.

Do not use a PO Box address for your mail. If you change your mailing address after submitting your form, make sure to send the new address to OPM.

Block 8: Describing your paid and nonpaid work experience related to the job for which you are applying.

This is by far the most important part of the OF-612. OPM recruiters will be paying close attention to every detail you outline in this block. The form itself does not provide enough space to describe your experience and background. Unless you’re using an electronic OF-612 form that will allow you additional space, we strongly recommend that you attach a supplement describing your most recent employment. This type of supplement is acceptable and expected by OPM. The length should be at least a full page describing your current job and half a page describing other past experiences. Attach these supplemental pages to your OF-612. Here is your chance to customize your experience with the job requirements as outlined in the vacancy announcement. Start with your current job and work in reverse chronological order.

While you are completing this section, think of your past and present duties, responsibilities and accomplishments. You should complete this section using the same language used in the job description. The more key words (similar or the same as used in the announcement) used throughout your application, the higher points you will score in your favor. Don’t forget to include examples drawn from your experience with these key words. In some instances, the language will have to be the same. For example, if the announcement calls for someone with “planning, research and editing experience” and your duties in your last job included planning, research and editing, then don’t hesitate to list them, even if they appear to be copied from the announcement. OPM personnel cannot second guess whether what you’re saying is true or not. If you worked with specific computer programs in the past, don’t just say that you produced reports for your manager, but include the type of software you used, the frequency of use and the information contained on these spreadsheets or reports. Make sure that you include any administrative duties you may have handled. For example, “typed

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correspondence, maintained office filing systems, answered phones, worked with Microsoft Word, WordPerfect 8.0.”

You must:

_ Be specific.

_ Account for any periods of unemployment.

_ Go back as many years as it takes to capture a good experience.

_ Provide as much information about the your current and past salary as possible.

_ Get to the point, don’t editorialize.

_ Give good reasons for leaving past employment.

_ Use lots of examples.

Block 9: Permission to contact present employer.

This one is up to you. If you don’t want OPM to contact your present employer, this is the time to say “no.”

Blocks 10-12: Education.

Your education description is important. Be as thorough as possible in this section, even if it means attaching a supplement to this section. Include any military training, workshops, correspondence courses, and so forth, that are directly related to the announcement for which you are applying. List certifications but do not enclose the actual certificate or copy of it.

Block 13: Other Qualifications.

Here’s another opportunity for you to show the recruiters your leadership skills, initiative, honors you have received, awards, and so forth. Each item you list will score points with the reviewing official. Be as inclusive as you can, listing computer classes or training you may have acquired, any articles you have written and any organizations or societies in which you may have been a leader or officer.

Think, think, think.

Don’t forget to include any commendations, fellowships, outstanding performance evaluations, and bonuses you have received. In the hobbies section, list only hobbies that are directly related to the position for which you are applying.

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Unless running is a vacancy announcement requirement, the fact that you run ten miles a day may not help you land the job you are seeking.

Blocks 14-17: Citizenship, military service and veteran status.

If you are eligible for Veteran’s Preference, make sure that you include all the information requested. If you claim a 10-point preference, you’ll need to attach an SF–15 form, Application for 10-Point Veteran’s Preference, and any documents required in that form. If you are claiming a 5-point Veteran’s Preference, include a copy of your DD–214, Certificate of Release or Discharge from Active Duty or any other proof of eligibility.

How do I know if I am entitled to Veteran’s Preference?

You must have served in the military on active duty during any of these periods:

1. Any war.

2. The period of April 28, 1952, through July 1, 1955.

3. The Gulf War period beginning August 2, 1990, and ending January 2, 1992.

4. A campaign or expedition for which a medal has been authorized.

5. The period between January 31, 1955 and October 15, 1976, for more than 180 consecutive days

And you must have been honorably separated to qualify to receive a 5-point Veteran’s Preference. In order to receive a 10-point Veteran’s Preference, you must have been an honorably separated veteran who qualifies as a disabled veteran due to service in the military, or you must be a recipient of a Purple Heart. You may also qualify for a 10-point Veteran’s Preference if you meet one of these requirements:

1. You are the spouse of a veteran unable to work because of a service-connected disability.

2. You are the unmarried widow of a deceased veteran.

3. You are the mother of a veteran who died in service or is disabled because of active service.

Blocks 18: Signature, certification and release of information.

Make sure that you provide an original copy of the OF-612 with your original signature. OPM will not accept copies of your signature.

Now what? 7

Congratulations! You have completed your OF-612 Here are some final tips before you send it away. Look at every page and try condensing any information without giving up substance. Make sure your supplemental pages are the same size as the pages of the OF-612 and that they are attached with staples or paper clips. Don’t let your hard work go to waste: overlooking a simple signature, forgetting to complete a block or putting the wrong announcement number will immediately disqualify you from that job.

Completing Other Types of Resumes 8

Completing a résumé on-line

Access the Office of Personnel Management (OPM) Web page at http://www.usajobs.opm.go/c.htm and fill out all of the requested information. This information will be sent directly to OPM. The most important part of this application process is to complete the on-line “Supplemental Qualifications Statement” to address the KSAs for each vacancy announcement.

Sending your résumé

If you choose to submit a résumé, keep in mind that for security reasons, the federal government requires information not commonly included in a one-page résumé, such as nationality, social security number, KSAs, highest previous grade and your federal career status. Please take a look at the Office of Personnel Management flyer OF-512 http://www.opm.gov/forms/html/of.htm for a detailed description of what your résumé or application must contain. See example on page 11 of a good résumé format in response to an announcement vacancy.

Whether you choose to send an OF-612, or a résumé — here are some DOs and DON’Ts

for federal applications.

FDOs

DO read instructions carefully.

DO type the form.

DO complete all blanks.

DO emphasize your KSAs throughout the entire application package. Specifically, focus on your

accomplishments when describing your experience.

DO check the vacancy announcement carefully and customize your answers and KSAs to each

announcement for which you will apply.

DO use action verbs and the active voice.

DO write a different application for each vacancy for which you will apply.

DO be direct, well organized and communicate your strongest points first.

DO check for typos. You must appear neat, well organized and expressive with your language.

DO use good writing style; check sentence structure.

DO use bullets, underlining, all caps, italics, bolding to emphasize key points

DO make your format appealing to the eye, using white space, centered text at the top, title in

bold, and so forth.

DO have someone you trust look over your application package, for spelling, punctuation, and so

forth.

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DO double check telephone numbers for references and past supervisors.

DO include any training classes that you have taken that may give you credit for the job for

which you are applying.

DO include relevant volunteer experience.

DON’Ts

DON’T use the passive voice.

DON’T exaggerate or mislead.

DON’T seem apologetic about lack of education, experience or negative background.

DON’T include negative remarks about past employers.

DON’T use abbreviations except for your middle initial.

DON’T submit sloppy, photocopied applications.

DON’T enclose photos.

DON’T change tense of verbs.

DON’T submit certificates of training you have taken.

DON’T make your résumé crowded with text; it should be pleasing to the eye.

DON’T attach position descriptions.

DON’T make statements you can’t document.

DON’T use long sentences or descriptions.

DON’T include information that does not apply to the position.

Sample Federal, Scannable Résumé 10

George Smith

Fredericksburg, VA 23233

Home: (540)546-9873 Work: (540)433-9887

Social Security Number: 065-85-2331 Veteran’s Status: N/A

Federal Civilian Status: Research Specialist, GS–12

Citizenship: U.S.

OBJECTIVE Historian, National Park Service GS–13/15

PROFILE Historical research professional with five years of experience demonstrating organizational, writing and research skills. Possesses outstanding ability to communicate with all types of people and to maintain positive relationships with government employees. Recent assignment included the development of a brochure outlining historical parks in Veracruz, Mexico, and La Paz, Bolivia. Adept at reviewing, analyzing and maintaining government and private-industry programs, budgets and relationships with international contacts.

RECENT ACCOMPLISHMENTS

· Facilitated international meetings between members of the Department of Interior’s National Park Service office in Washington, D.C., and national park service representatives from Mexico and Bolivia. Prepared briefing materials, organized the scheduling and arranged materials to hand out at the various meetings.

· Researched and designed a full color brochure outlining historical places of interest in Veracruz, Mexico, and La Paz, Bolivia. Wrote and incorporated text describing the highlights in each country and distributed materials to media representatives.