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 Conference New 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 Federal Employee Employer Applicant

Agency’s Typical Path to 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
K nowledge: Organized body of information, usually of factual or procedural nature, which, if applied, makes adequate performance on the job possible.
S kills: Proficient manual, verbal, or mental manipulation of data, people, or things. Observable, quantifiable, measurable .
A bilities: 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 Questionnaires Included 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 KSAs in 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.

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) and Locality Pay Tables http://www.opm.gov/oca/11tables/index.asp

Annual GS Base Pay Showing 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 Pay for 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

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 and
YA -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 Government http://www.usajobs.opm.gov/

USAJOBS Steps: Create an Account, Get Informed, Search for Jobs, and Apply to Federal Agencies

StudentJobs.gov http://www.studentjobs.gov

Postings in College Bulletins or Listserv Announcements
-----Original Message-----
Sent: Wednesday, December 15, 2010 12:10 PM
To: Military Librarians Division
Subject: [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 List http://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 Results by 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-Conditional http://www.usajobs.gov/ei/careerappointments.asp (PDF Fact Sheet available)

Transfer http://www.usajobs.gov/ei/transfers.asp (PDF Fact Sheet available)

Reinstatement http://www.usajobs.gov/ei/reinstatementeligibility.asp (PDF Fact Sheet available)

Veterans’ Preference http://www.usajobs.gov/ei/VetPreference.asp http://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 Permanent Note: 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 allow extra time for system problems with the 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 Map to 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 Series Librarian

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 Navigation Through 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
[email_address]

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.

How to find a federal Job from Helen Sherman

by CareersinFederalLibraries on Jun 30, 2011

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