General Federal Hiring Procedures

While the government offers more job opportunities than most employers, it's hiring practices are much stricter. In order to comply with laws stating that hiring must be strictly merit-based, the government's hiring process is a very formal one. There's some debate as to whether that process is more difficult for job-seekers than the more ad hoc procedures that a private sector company might use. But there's no dispute that the government's process is a different one. "One of the differences is that the process is probably more regulated and regimented on the federal side than it is on the private sector side. Much like small companies, you may not necessarily apply to the headquarters-you actually apply to the plant that may be hiring," says Ellen Tunstall, associate director for employment services at the Office of Personnel Management (OPM), the government's central human resources agency. The government's hiring process is much more decentralized than it was even a decade ago. Much of the actual candidate evaluation takes place at the individual agency that has the vacancy, not at OPM. Listings of vacancies are available through centralized sources, although understanding them is a skill in itself. "The job announcements for federal agencies are very difficult to understand for private industry people," says Kathryn Troutman of The Resume Place, a speaker and author of books on preparing resumes and job-seeking in the federal government. "Also, the job titles are not the same as the job titles in private industry. Another thing that's very hard for many people is that each agency requires a different application format." The government's USAJOBS site provides vacancy announcements, job applications, and forms. Applicants can submit electronic resumes and sign up for USAJOBS by Email, which allows job seekers to register their job search criteria and receive email notices of new job postings, linked to the appropriate vacancy announcement. The government also operates a network of job listing kiosks in many federal buildings as well as an interactive voice response telephone system for current job vacancies, employment information fact sheets, applications, and forms. You can call (478) 757-3000, TDD (478) 744-2299 and local numbers listed in the blue pages of the telephone book to access these listings. Federal job announcements are very different from those that people routinely encounter. They have unique codes that may dissuade even qualified candidates from applying. "It's very hard to tell what's what. It's also hard to tell whether an announcement is really open to everyone to apply or whether it's a position for federal employees only," Troutman adds. When looking at a job announcement, Troutman advises that jobs seekers:

1. Check for the due date on an application and note how much work it will require to get that application in on time.
2. Make sure that the job is located within a reasonable commute or is someplace where you don't mind relocating.
3. Make sure the position is not restricted to federal workers only. If it is, it'll say "status only." If it's not restricted, it will say "open to all."
4. Make sure that the job title is the correct fit for you.
5. Read the job description closely. See if your qualifications match the job's requirements.
6. Focus on the application section "and try to figure out the instructions-they can be unbelievably difficult," says Troutman.

You may apply for most jobs with the Optional Application for Federal Employment (OF-612) or the SF-171, the form that serves as the standard government resume. For jobs filled through automated procedures, agencies may require that you submit a resume and/or other specialized forms. Jobs with unique specifications may also require special forms. Whatever application method, be sure to follow the instructions closely. The system is not set up to look the other way when there are gaps in the required information. Most likely, the application simply will be rejected. "You really have to understand the complexities of the federal hiring system," says Dennis V. Damp, author of several books on finding and applying for federal jobs. "There are certainly tremendous differences between applying for a civil service job and applying for a private sector position." One crucial point to understand is how the government does its hiring. The government no longer requires a "civil service test" for most positions. Instead, most applicants are evaluated according to how their knowledge, skills and abilities fit the requirements of the job. This means that you will have to show hiring officials specifically what makes you the best qualified person for the position. In many cases, that means a lengthy written dissertation on your education, work experience and training. It also means that during the interview, you should be prepared to make a case for yourself. Shyness and modesty are not virtues in the interview process. Also, bear in mind that there are two general classes of jobs: "competitive service" and "excepted service." The competitive hiring process involves rating candidates against job-related criteria, ranking them in order of their relative knowledge, skill and ability to do the work and then referring them to the hiring official. When hiring from the outside, many agencies use a "rule of three" policy in which the three best candidates are selected for interviews. However, there are many exceptions to hiring policies. Many agencies have specialized hiring authorities that allow them wider latitude in picking candidates. Managers may require that candidates possess specific capabilities called "selective factors" or qualifications that would enhance job performance, called "quality ranking factors." Also, some entire agencies such as those in law enforcement and national security have only excepted service positions. For excepted service positions, agencies set their own qualification requirements and are not subject to the general hiring, pay, and classification rules.