2009 unc chapel hill holmgren careers in federal libraries

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2009 unc chapel hill holmgren careers in federal libraries

  1. 1. <ul><li>Typical Path to </li></ul><ul><li>Federal Recruitment </li></ul>Stephanie Holmgren Biomedical Librarian National Institute of Environmental Health Sciences (NIEHS) [email_address]
  2. 2. <ul><li>Establish Job Series </li></ul><ul><li>Determine Knowledge, Skills, and Abilities (KSAs) </li></ul><ul><li>Determine Position Level and Salary Range </li></ul><ul><li>Job announcements </li></ul><ul><li>Screening of Applications </li></ul><ul><li>Referral List to Selecting Official </li></ul><ul><li>Interviews </li></ul><ul><li>Query References </li></ul><ul><li>Selection </li></ul>Apply
  3. 3. Job Announcements <ul><li>Search USAJOBS and specific agency web sites </li></ul><ul><li>Set up email alerts for new jobs </li></ul><ul><li>Join professional organizations (at student rate, if applicable) </li></ul><ul><li>Join professional listservs (as allowed) </li></ul><ul><li>Check campus bulletins </li></ul><ul><li>Investigate intern programs </li></ul><ul><li>Consider positions with contractors </li></ul><ul><li>Network with librarians & other federal employees </li></ul>
  4. 4. USAJOBS: Official Job Site of U.S. Federal Government
  5. 5. Search or Browse for a Job Keyword or title, agency name, location, or job series
  6. 6. View Job Postings Who May Apply? <ul><ul><li>Status (current or former Federal employees) </li></ul></ul><ul><ul><li>Public </li></ul></ul><ul><ul><li>U.S. Citizens and Status </li></ul></ul><ul><ul><li>All Sources </li></ul></ul>Appointment Term Permanent or Temporary Job Status Full-Time or Part-Time
  7. 7. Pool of Applicants
  8. 8. <ul><li>General Schedule (GS) </li></ul><ul><li>e.g., GS-1412-09/11, GS-1410-11 </li></ul><ul><li>Pay Banding or Performance Based Systems </li></ul><ul><li>Government Accountability Office (GAO) </li></ul><ul><li>e.g, PT -2210-03/03 Information Technology Specialist (ITS) </li></ul><ul><li>National Institute of Standards & Technology (NIST) </li></ul><ul><li>e.g.,   ZP -2210-01/05 ITS </li></ul><ul><li>Department of Defense (DoD): National Security Personnel System (NSPS) </li></ul><ul><li>e.g., YC -1410-02/02 Supervisory Librarian and YA -1410-02/02 Librarian </li></ul>Pay Plan
  9. 9. Series : Four-digit code that represents a particular job function Other agencies (DOD, …) have different designations <ul><li>Grade : Level of employment that determines the salary </li></ul><ul><li>GS Examples </li></ul><ul><ul><li>GS-1410-09 (straight 09 – typical starting level for graduates) </li></ul></ul><ul><ul><li>GS-1410-09/11 (promotion potential to GS-11) </li></ul></ul><ul><ul><li>GS-1412-15 (highest GS level) </li></ul></ul>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
  10. 10. Job Overview
  11. 11. Key Requirements of Position <ul><li>U.S. Citizenship </li></ul><ul><ul><li>Required for most federal jobs </li></ul></ul><ul><ul><li>Specified on announcement </li></ul></ul><ul><li>Proof of Education </li></ul><ul><ul><li>Required official transcript – sometimes as attachment, mailed separately, or requested later </li></ul></ul><ul><ul><li>Announcement will specify level of degree for series and instructions </li></ul></ul>
  12. 12. Other Possible Requirements <ul><ul><li>Security Investigation </li></ul></ul><ul><ul><li>Secret or Top Secret Clearance </li></ul></ul><ul><ul><li>Drug Test </li></ul></ul><ul><ul><li>Polygraph </li></ul></ul><ul><ul><li>Mandatory Emergency Status </li></ul></ul><ul><ul><li>Travel </li></ul></ul>
  13. 13. Job Duties
  14. 14. The Position Description (PD) in the job announcement is based on factor levels for the position. TIP : Read the OPM’s Classification Standards for the Library and Archives Series - http://www.opm.gov/fedclass/html/gsseries.asp#1400
  15. 16. <ul><li>Follow the instructions exactly </li></ul><ul><li>Application process </li></ul><ul><li>Date/time for final submissions </li></ul><ul><li>What documentation is/will be required </li></ul>
  16. 17. <ul><li>Assess your eligibility </li></ul><ul><li>Thoroughly review entire announcement </li></ul><ul><li>Determine if Status, Public, Veteran, etc. </li></ul><ul><li>Consider mobility for a different location (moving expenses are not reimbursed unless otherwise indicated) </li></ul><ul><li>Contact the Human Resource person listed on the job announcement if you have questions about your eligibility. </li></ul>Before you apply
  17. 18. Enter personal information Create username/password Enter citizenship status and veterans’ preference Create a My USAJOBS account
  18. 20. Application Process <ul><li>Differs by agency </li></ul><ul><li>- OPM electronic resume </li></ul><ul><li>- Resumix (DOD), Acuvue (LOC),… </li></ul><ul><li>- Federal style resume with online application </li></ul><ul><li>- Optional form OF-612 </li></ul><ul><li>- among others </li></ul><ul><li>Tailor your application to each position </li></ul><ul><li>Print each job announcement to file with your application. The online announcement will disappear after the deadline </li></ul><ul><li>Save each resume according to the application you submitted. </li></ul><ul><li>Track your deadlines and allow lots of time to prepare an online application! </li></ul>
  19. 21. Federal Resume (not the average resume) <ul><li>Includes personal information </li></ul><ul><li>Includes more work details </li></ul><ul><li>More than two pages </li></ul><ul><li>May contain narrative descriptions </li></ul>
  20. 22. Required Personal Information
  21. 23. Required Work Experience
  22. 24. <ul><li>Personal information </li></ul><ul><li>Summary of skills/core competencies </li></ul><ul><li>Education </li></ul><ul><li>Work Experience </li></ul><ul><li>Other Information (awards, publications, professional activities) </li></ul>What to include <ul><li>TIPS </li></ul><ul><li>Work history only needs to go back ten years </li></ul><ul><li>Work experience most important section, with current job needing the most emphasis in terms of length. </li></ul><ul><li>Put education section before work if you are just graduating; otherwise reverse the order </li></ul><ul><li>Refer to the numerous federal resume writing guides for further assistance </li></ul>
  23. 25. <ul><li>Knowledge: Organized body of information, usually of factual or procedural nature, which, if applied, makes adequate performance on the job possible; e.g., cataloging principles </li></ul><ul><li>Skills: Proficient manual, verbal, or mental manipulation of data, people, or things. Observable, quantifiable, measurable; e.g., code webpages in XML </li></ul><ul><li>Abilities: Power to perform an activity at the present time; e.g., manage a team project </li></ul>KSAs
  24. 26. <ul><ul><li>I have performed the job of ______________ </li></ul></ul><ul><ul><ul><li>Never </li></ul></ul></ul><ul><ul><ul><li>Occasionally </li></ul></ul></ul><ul><ul><ul><li>As a regular part of my job with supervision </li></ul></ul></ul><ul><ul><ul><li>As a major part of my job, usually independently and without review by supervisor </li></ul></ul></ul><ul><ul><ul><li>To review the work of personnel under my supervision </li></ul></ul></ul><ul><ul><ul><li>As a recognized expert in the field, to train other divisions or the federal community </li></ul></ul></ul>KSAs – Multiple Choice TIP Answer the questions honestly. They may be used as the basis for your interview or queries to your references.
  25. 27. <ul><ul><li>“ Knowledge of principles, concepts, and techniques of library science.” </li></ul></ul><ul><ul><li>“ Ability to plan and manage a program for a library’s _______(Reference Services, Document Delivery, Cataloging, etc.) </li></ul></ul><ul><ul><li>“ Ability to lead and supervise a diverse workforce.” </li></ul></ul><ul><ul><li>“ Ability to communicate effectively in writing.” </li></ul></ul><ul><ul><li>“ Skill in coding web pages in XML and using cascading style sheets.” </li></ul></ul><ul><ul><li>Ability to design, plan, and implement an outreach program to promote use of library services </li></ul></ul>KSAs – Essay Questions
  26. 28. Sample KSA The following selective placement factor is mandatory . Applicants who do not provide sufficient information to support possession of this factor will not be qualified for this position. Experience in information systems development and management. The following knowledge, skills, and abilities will be used to evaluate the quality of applicant's qualifications for this position. KSAs identified with an asterisk (*) will receive double weight in the evaluation process. You are encouraged to provide work examples for each factor to demonstrate possession of the knowledge, skills, and abilities. *1. Ability to apply emerging digital library/info access technologies, particularly WWW technologies, to collect, organize, store, retrieve, and disseminate information. 2. Knowledge of information system and design processes, including needs analysis, system design, system development, configuration management, operations, and maintenance. *3. Skill in communicating technical concepts orally and in writing. 4. Ability to design, plan, and implement an outreach program to promote use of library services.
  27. 29. <ul><li>Develop a job diary – written detail of your education, work history (incl. volunteer and internship work), awards, etc. </li></ul><ul><li>Thoroughly review the vacancy announcement – Do you understand what they are looking for? </li></ul><ul><li>- For each KSA begin a draft of your experiences that fit the KSAs </li></ul><ul><li>Match your experience with the KSA in as much detail as possible. Keep the following in mind when writing the KSA: </li></ul>KSA Guidelines 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. Did the action produce a significant impact in some way?
  28. 30. <ul><li>TIPS </li></ul><ul><li>Submit well-written, truthful essays with specific and relevant examples. </li></ul><ul><li>Use concrete, action verbs, and specific nouns. </li></ul><ul><li>Avoid acronyms, abbreviations, special characters, and library jargon. </li></ul><ul><li>Quantify using numbers, statistics, and specific time periods </li></ul><ul><li>Focus on your skills, accomplishments, and KSA tasks more than duties </li></ul><ul><li>Use relevant terms from job announcement </li></ul><ul><li>Do not assume a person (or machine) will understand your experiences. </li></ul>
  29. 31. Screening of Applications <ul><li>Review by Agency Human Resources Specialist and/or Automated System (NOT a Career Librarian) </li></ul><ul><li>Evaluation of your application against the position’s qualification requirements </li></ul><ul><li>Ranking relative to the other candidates (for some agencies) based on the points assigned for meeting the Factor Levels </li></ul><ul><li>Human Resources Office submits list of (most) highly qualified candidates to selecting official </li></ul><ul><li>Panel or selecting official reviews candidates’ applications </li></ul>Being qualified does not guarantee you will be interviewed or selected.
  30. 32. Interview <ul><li>Most agencies conduct interviews of top candidates only </li></ul><ul><li>Interview by panel or selecting official </li></ul><ul><li>Interview in person or by telephone (Trip not provided) </li></ul><ul><li>One or two rounds of interviews </li></ul><ul><li>Writing samples of relevant work may be required </li></ul><ul><li>Same questions for ALL applicants - to be fair & equal </li></ul><ul><li>Maybe a thought-provoking or situational question </li></ul><ul><li>Officials take notes and evaluate the responses </li></ul><ul><li>Usually, opportunity provided for candidate to ask question(s) about the job at the end </li></ul>
  31. 33. Successful Interview <ul><li>Prepare! </li></ul><ul><li>Review your printed copy of the job announcement and your submitted application. </li></ul><ul><li>Write down building, room #, and time. </li></ul><ul><li>Check directions to the location in advance. </li></ul><ul><li>Be on time. </li></ul><ul><li>Have the contact number with you in case of an emergency. </li></ul><ul><li>Dress professionally. </li></ul><ul><li>Relax! You are considered a highly qualified candidate. </li></ul><ul><li>Send brief thank-you message - nice gesture & memorable. </li></ul>
  32. 34. Queries to References <ul><li>Usually by telephone and/or email </li></ul><ul><li>Standard questions for all candidates from the group </li></ul><ul><li>Reference sometimes offers to send additional material </li></ul><ul><li>TIPS </li></ul><ul><li>Notify your references in advance so they will expect queries about you. </li></ul><ul><li>You may request that agencies should not notify your current employer unless you are a final candidate. </li></ul>
  33. 35. Selection <ul><li>Selecting official submits first (and possibly alternate choice) to Human Resources. </li></ul><ul><li>Human Resources ( not Selecting Official) contacts selectee with job offer and salary. </li></ul><ul><li>Specific time designated for response. </li></ul><ul><li>All government positions require background checks. Many positions dependent upon Security Clearance. Don’t quit your job until the clearance has been provided. </li></ul><ul><li>Report date determined by agency and HR. </li></ul><ul><li>Permanent Change of Station (PCS) paid by new employee (unless advertised otherwise) </li></ul>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. If any variation is allowed, it requires justification and approval by agency.)
  34. 36. Some Final Notes <ul><li>Apply for more than one job </li></ul><ul><li>Process may take months – so be patient </li></ul><ul><li>Call the contact listed on the job announcement if you have any questions about the application process. </li></ul><ul><li>Automated systems allow you to check application status, otherwise call/email the agency contact after minimum 4 weeks. </li></ul><ul><li>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. </li></ul>
  35. 37. <ul><li>Helen Q. Sherman </li></ul><ul><li>Director, User Services </li></ul><ul><li>Defense Technical Information Center </li></ul>Acknowledgement

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