Applying for Federal Jobs¹⁸

Federal Job Applications are Different from the Private Sector!

When applying for Federal jobs, there are two important things to remember:
1)         Follow the directions on the vacancy announcement, and
2)         Know the deadline.

The Federal job market is significantly different from the private sector: Job terminology varies between the two, Federal resumes are more detailed and complex to prepare, there are often essay questions you must answer, and a response to your Federal application can take months. At first glance this can be intimidating. Novice Federal jobseekers may try to use materials they have prepared for the private sector, but they won’t get far.

One reason the Federal job search process is so exhaustive is that your application package represents an examination (with actual grading) of your qualifications. Consider this: to apply for a job in the private sector you submit a cover letter, a basic resume, and maybe a form or two. You may be called in for a screening interview, and subsequently return for another one or two interviews that progressively provide the organization with more information regarding your experience and qualifications.

The Federal job application process entails revealing more about yourself in the initial application. For instance, you may answer up to 150 yes/no questions (on the Form C), or answer 27 (more or less) multiple choice questions, give 7 examples (short KSAs), and submit a Federal resume. First, the Human Resources recruiters will review the packages to determine who are the best qualified candidates. And then second, your resume might be forwarded to the supervisor who will possibly set up an interview. In this more lengthy two-step review process, the Federal government can more effectively screen applications to find the most qualified person for the job.

The different job application systems the government uses. Right now about half of all automated Federal applications are processed using question-driven automated systems such as Avue, COOL, QuickHire, or USAStaffing, and the rest are processed using the resume-driven system called Resumix, Despite the Federal government’s emphasis on automation, many agencies are not yet using technology to process job applications, and there are still many situations where paper applications are used. The good news is that with your one good resume, and by familiarizing yourself with the systems, you can apply for many jobs quickly and relatively easily.

a.  Paper applications: The appearance of your applications is important. If you are applying via a paper package, use good quality bond paper. White is customary, but you may use ivory colored paper. Your cover letter, resume, and KSAs should be separate documents. Transcripts can be photocopies and do not need to be official copies. Package your documents in a large envelope so that they do not have to be folded.

How to apply using paper applications
Agencies that are still using paper applications may allow several options for your application format. The package usually contains the following: Cover letter, Federal Resume, KSAs, supplemental information (such as transcripts).

The package is usually mailed, faxed, or hand delivered. You may use the U.S. Postal Service, or other delivery method to transport your package.

Here’s nice clear set of instructions from a vacancy announcement:

“Your application will consist of three components. The first component consists of your statement addressing how you meet each of the knowledge, skills or abilities listed for this vacancy. The second component is your Resume. The final component of your application consists of “other” application materials. Examples of these other materials include your college transcripts (if required) and documentation of veteran status (if applicable). Instructions on completing and submitting these items follow.”

We recommend that you use the preferred paper format, a Federal resume. Also in the announcement, usually at the end, is the address to which to send your materials, a number to which to fax it, and perhaps instructions on how to apply with email. If you mail your application, we recommend that you get a return receipt. If you are facing a deadline, fax or email will deliver your application the same day.

b.  On-Line Applications: For electronic applications, complete all of the pages and questions. Make sure you finish the submission. Sometimes there are at least 3 steps to applying: Profile/Registration; Resume Builder or Resume Submission; Questions or Essays. Be sure you are not exceeding the maximum number of characters allowed in a field. There’s very little formatting that you can do within text fields, but make entries as easy to read as possible.

c.  Combination Online and Fax: If you are asked to apply on-line, but then fax additional information, make sure you include your SSN, name and announcement number on each paper submitted by fax. You could add a cover letter to the faxed information.

Follow the Directions on the Vacancy Announcement¹⁹

Never deviate from the written instructions on a Federal vacancy announcement for any reason. Even if you speak to someone in the Human Resources department and they tell you to do something different, don’t do it. Here’s why:

Although this kind of horror story is rare, we can still learn from it. Always ask the name of the person you speak with in Human Resources in case there’s a problem down the line. But more importantly, if you deviate from the instructions, your application may not be considered. Read the instructions carefully, make sure you know when and how to apply and what to submit.

Know the Deadline²⁰

Applications for Federal job vacancies will be accepted only while the vacancy is “open.” Open periods can be as short as a few days or as long as several weeks. These are set by the agencies, and represent your window for applying for the job. The closing date is the last day applications will be accepted. It will be clearly indicated on the announcement.

If you happen to find a vacancy announcement at the last minute, that you just have to apply for, the exact time of day on the closing date can be important. Many vacancy announcements, especially those on web-based systems, close at midnight on the deadline. Be mindful of how the date and time is expressed. The database for QuickHire is maintained in Alexandria, VA, and the closing time is usually expressed in terms of Eastern Time (Standard or Daylight Saving).

Some announcements that require emailed or faxed applications, close at 5 p.m.on the 
deadline. Others need to be postmarked on the day. If you are mailing your application, you will want to know if your package must be received or postmarked by the closing date. The difference between these two is huge. Often, supplemental materials, like transcripts, can be submitted shortly after the closing date.

Some vacancy announcements have open periods that are months long, years long, are “open until filled,” or are indefinitely open. These are called “inventory-building” announcements and generally are used when an agency expects to fill many jobs over a long period of time. Resumes from qualified applications are collected in a file, and when a specific job open up, the file is reviewed. The inventory-building announcements are effective for the HR recruiters because the candidates have their resumes posted and ready for review.

Timing: How long does it take to get hired?

Currently, the waiting time is likely to be 2 to 4 months.

                                     
¹⁸_{Troutman and Troutman; The Student's Federal Career Guide: 10 Steps to Find and Win Top Government Jobs and Internships. 2004. pp 144-151.}
¹⁹_{Ibid., p. 145.}
²⁰_{Ibid., p. 145-146.}