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How to Write Winning Resumes for Federal Jobs

Derrick T. Dortch is a career counselor who specializes in government job searching and military transition. Currently, he is president of The Diversa Group, a career counseling firm that focuses on entrepreneurship, leadership and organizational consulting, training and development. He also runs The Career Success Group as well as Targeted Resumes.

In addition, Derrick is a Flotilla Staff Officer and career counselor with the United States Coast Guard Auxiliary, a branch of the Department of Transportation and as of March 2003, a part of the newly created Department of Homeland Security.

Until recently, Derrick was assistant director at Georgetown University's MBNA Career Education Center. There he served as a career counselor, an employment advisor and was responsible for the center's educational technology & marketing.

He also served in the United States Marine Corps in various capacities from combat operations in Operation Desert Shield/Desert Storm to career counseling, training and administration. Derrick holds a Master's of Education in Counseling and Student Development from Tuskegee University.

For this discussion, Derrick offered advice on writing winning resumes for federal jobs and KSAs.

Editor's Note: Washingtonpost.com moderators retain editorial control over Live Online discussions and choose the most relevant questions for guests and hosts; guests and hosts can decline to answer questions.

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Derrick Dortch: Good Morning, Good Morning! It is another beautiful morning in the Washington, D.C. area and we are here to have another great show answering your questions about your career, jobs, the government job search, military transition, resumes, federal resumes and KSAs and anything related to helping you succeed in your career, work and life.

Before we get started I ask that we take a moment to give our prayers and thoughts to all those in harms way. Those in Florida and other areas facing the hurricane, those in Russia in the hostage situation and all of our troops in Iraq and Afghanistan.

Well with that being said on to your questions. If you have any questions, comments or suggestions please do not hesitate to ask. Also we are always looking for your suggestions about what topics you would like us to do shows on or who we should have on the show. If you have any suggestions please email me at dtd@diversagroup.com. We want to make sure we are here to get your questions answered and give you the knowledge you need to succeed.

Thank you for your participation and questions. ENJOY THE SHOW!

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Derrick Dortch: - CAREER EVENT: Defense Systems & Intelligence Career Fair
September 23, 2004
Time: 10:00am-3:00pm
Place: BWI/Linthicum Embassy Suites
Address: 1300 Concourse Dr., Linthicum, MD 21090
Find out more at www.intelligencecareers.com


- TechExpo Top Secret Career Fair
Baltimore, MD - September 21, 2004  
Date & Time: Tuesday, September 21, 2004 - 10am-4pm
Location: BWI Marriott - 1743 West Nursery Road Baltimore, MD 21240
Find out more at www.techexpousa.com/index2.cfm

- SEMINAR: Writing Federal Resumes & KSA that Win Interviews
I will be hold a seminar on the topic above this month (September 2004). We will have the date and location on Tuesday of next week. For more information on the date and location please email me at dtd@diversagroup.com

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Washington, D.C.: How many pages should a resume be?

Derrick Dortch: Hello Washington, D.C. - Thank you for your question.

The number of pages for a resume really depends on your experience level and the type of resume you are developing. If you are a student or entry-level worker usually your resume will be 1 page. If you are a graduate student and have a number of experiences (work, internships, volunteer, organizations, etc) then you can go to two pages.

For most mid-level professionals the standard is 2 pages. As you gain more experience and you reach more of a supervisory/director/senior manager or executive level you can have 3 (sometimes 4) pages for your resume.

For federal resumes you can have 2 - 5 pages on average (sometimes 6 if necessary). Federal resumes give you more room to provide more details about your experiences, education, skills, and background.

The key with all resumes no matter what length they will be is to make sure that they are targeted towards to career field of interest. Do not develop a generic resume. Make sure it has the keywords, phrases and other pieces that an employer in that field will look for. Your resume is your self-marketing tool. It is your brochure, your commercial. It has to sell you to your target. Make sure it does that.

Before you send it out make sure you get it critique. Many career services and resume writing firms offer critiques. Take a moment and have them look at your resume and give you feedback. This will be helpful as you prepare your resume to win interviews.

Take care.

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Derrick Dortch: INTERESTING ARTICLE: This is an interesting article I found on GovExec.com

More mid-career government jobs going to private sector workers

By Shawn Zeller

The government filled a greater percentage of mid-career jobs with private sector applicants in 2003, but the number of job notices advertised to all-comers declined, according to a new survey by the Partnership for Public Service.

The partnership, a Washington nonprofit group working to encourage more Americans to consider federal employment, found that government agencies filled 15.3 percent of positions from GS-12 to GS-15 with outside hires. The total has risen each year since the partnership first conducted its mid-career hiring survey in 2000, when only 10.5 percent of the GS-12 to GS-15 positions were filled from the outside.

During the same time period, though, the number of jobs opened to outside applicants declined from 49 percent to 43 percent.

Full story: http://www.govexec.com/dailyfed/0904/090104sz1.htm

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San Francisco, Calif.: Derrick,

What effect does filing Chapter 7 Bankruptcy have on trying to obtain a security clearance? Note that the bankruptcy 3 years ago was due to extenuating circumstances, and my financial situation has been rock-solid since.

Derrick Dortch: Hello SF, CA,

Thanks for your question. Bankruptcy will be something that is looked at in your security clearance process but given the fact that you are rock solid right now you should be fine. The key is for you to be honest. Bankruptcy is not a disqualifier. What the government is looking during the adjudication process is for you to show that you have been responsible for with paying your debts.

This is what the Adjudication Desk Reference from Defense Security Service (DSS) says about Bankruptcy.

Bankruptcy is a legal means of liquidating past debts. Debts liquidated through bankruptcy proceedings should not be counted under amount of debt. The significance of past bankruptcy proceedings depends on what the bankruptcy shows about an individual's judgment and reliability in dealing with financial obligations. The cause of the financial problems and what efforts the subject made to solve the problems short of bankruptcy are more significant than the amount of debt. If there is evidence of continuing financial problems even after filing for bankruptcy, this may be evidence of financial irresponsibility and should also be evaluated under the Personal Conduct and/or Emotional, Mental & Personality Disorders guidelines.

This is what is also said about what can be mitigating factors when it comes to financial considerations.

Good Faith Effort to Repay: Even without a formal credit counseling program, a person may make a good-faith effort to repay overdue creditors or otherwise resolve debts. One year of systematic effort to satisfy creditors, or to acknowledge debts and arrange for reduced payments, may indicate responsible behavior toward financial obligations -- especially if subject has also changed to a more responsible lifestyle. Claims that past delinquent debts have been paid off should be documented.

Not Recent: Many immature young persons go through a period of some financial irresponsibility. The problems are often resolved as they mature and assume the obligations of steady employment or marriage. Past financial irresponsibility may be mitigated by a change to a more responsible lifestyle, including steady employment, reduction of credit card debt, and favorable change in financial habits over a period of time (generally one year). Other examples of a changed lifestyle that may affect a subject's finances are: destruction of credit cards, separation from a cohabitant or spouse that was causing financial problems, or a changed pattern of friendships or social activities.

Since you have made a good faith effort to pay and it is not very, very recent you should be fine. Proceed forward and I wish you the best. To see all the information about financial consideration in the security clearance process go to this link: http://www.dss.mil/nf/adr/finance/finanF.htm

Take care.

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Rockville, MD: Can you describe the relationship/differences in the clearance process for getting an SCI vs a standard TS? How do Special Access Programs fit into this scheme?

Derrick Dortch: Hello Rockville,

TS or Top Secret clearance allow you to access information that is critical to our nations security for the agency you are working for and the department your are doing work in. A TS does not allow you to access information from every agency and every department within the governmemt. It gives you clearance to work in position of national security and to access relevant information. This is where TS/SCI (Specialized Compartmentalized Information) or Special Access Programs come into play. In each agency you will have levels that are restricted on a need to know basis. Only people working in specific departments or position will be able to access this information. So a person with a TS wil not be able to access information in areas that require a TS/SCI. Each agency will compartmentalize information so that is only restricted to those working in a specific department.

I hope this helps to answer your question. Take care.

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Alexandria, Va.: Derrick, with security clearances so backed up, isn't the defense sector going to become severely limited in terms of the talent they can bring in? At some point, you'll never get anyone in who's not already cleared or from the military. Will that hurt the industry in the long run?

Derrick Dortch: Hello Alexandria,

I do think in the short run the industry is suffering because the clearance process is taking so long. The reason there is such a backlog is because the number of people needing to be cleared exceeds significantly the number or investigators and adjudicators to do the process. The demand for these jobs are rising so more and more people need clearances. With these jobs being so serious they can not rush the investigation or adjudication process so as more people are added to be cleared it makes the process continue to get backlogged. In my interview the William Curtis from Defense Security Service he indicated they are working on the problem. I am confident that they are but it will be a while before we completely see the light of day. In the meantime we just have to keep talking to our elected officials about increasing the number of investigators and adjudicators so that the clearance time will decrease.

Take care.

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Arlington, Va.: Each KSA should not exceed half a page at max. You need to be short and concise. The individual(s) doing the rating and ranking of your application does not have to read page after page of garbage. You will lose points. Read the job announcment carefully and it will help you answer the KSA's. I spent 4 days once reviewing over 150 applications and rating and ranking w/ 2 co-workers. This is not fun. Being long winded will count against you. You either have the knowledge, skill or appitude and have demonstrated it or you don't.

A DOD adjudicator

Derrick Dortch: Good to hear from you my friend.

Good advice. Let me add that KSAs should be at least a half a page and come sometimes go to 1 page and half. The key to successful KSAs is to show that you have the knowledge, skills, and experience through sharing your experiences and success stories. Being too brief can hurt you just as much as being too long winded. In each KSA it is good to use two different method. One being the SAR method the second being the CCAR. SAR is Situation, Action, Results. You want to KSA to show your experience, what situations did you handle related to the KSA question, what actions did you take to handle the situation or do the work, and what was the result your actions.

With the CCAR (Challenge, Context, Action, Result) method it is the same. You to talk about the Challenge you faced while doing a certain job or work. What was the Context of the Challenge or situation. What Action did you take to face the challenge, and what was the Results of your actions. Never just say you can do something without backing it up. The key to winning the interview is to develop powerful KSAs and by doing these methods you will.

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Washington, D.C.: Good Morning,

Currently I have a interim secret security clearance and it's been 2 1/2 years and my clearance hasn't been granted yet. How long does the process take?

Derrick Dortch: Hello DC,

You are not alone. I have known people who have waited 2 - 3 years to have a full clearance granted. This is because of the significant backlog in clearing people. Since you have a Interim and you are working you are not exactly on the priority list. You should probably have your full clearance by the end of the year. Much of it depends on your experiences, travel, background, etc. I would advise you check with your security officer to find out the current status of your clearance and to find out if there is any more information you can provide to bring closure to the process. Hang in there and take care.

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Arlington, Va.: SF CA if you current credit is good there shouldn't be a problem w/ your clearance.
The extenuating circumstances are important ie job loss, divorce etc. Running up your credit cards is not extenuating.

A DOD adjudicator

Derrick Dortch: Thank you again.

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Fairfax, Va.: Is the only way to get a Security Clearance, to get a job that will provide one? It seems that few jobs do that--most require that you already have one.

Derrick Dortch: Yes. The only way to get a security clearance is be hired by a government agency in a position that requires one, serve in the military in a position that requires one or be hired by a government contractor and have them sponsor you for a clearance. To apply to government jobs or the military a clearance is not required. They will clear you. For many contractors they are requiring clearances before you apply. I recommend you do both job searches (private sector and government) at the same time. When looking for private sector jobs with government contractors look for positions that say "Clearable." These position are ones where the contractor will sponsor you and put you through the process for a clearance. Before you start out make sure you have clear up any financial or other areas that may be problems. You want to do this so you can get an interim clearance within 26 - 45 days. This will get your foot in the door and get you started with the contractor.

I hope this is helpful. Take care.

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Metro Center, D.C.: The irony of the clearance situation is that in order to become an investigator, you first have to go through the interminable clearance process yourself. I'm still waiting for my clearance to become a field investigator in the D.C. area, and I received my conditional offer of employment in February.

Derrick Dortch: Hello Metro DC,

It is ironic isn't it. Hang in there because we definitely need you. Let me know when thing finally happen for you. Take care.

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Arlington, Va.: Hi, Derrick. As a current federal employee, I often have friends ask me why they have to do the dreaded KSAs when applying for fed jobs. They say "That information is already on my resume," then they show me their one-page resume (groan). Anyway, please let people know that a KSA should be viewed as your first interview: a question has been asked and here's your opportunity to give an in-depth answer, much like you would if you had actually been meeting with someone. I don't know of any other places that give you what I view as more of a chance than just submitting a resume and cover, to land some face time with the interviewer. I know it can be a drag, but tell people to just hang in there. I've done it more times than I care to recall, but I'm where I want to be now and am very happy in my job---it was worth all the effort. Have a nice day!

Derrick Dortch: Arlington,

I could not have said it better than that. KSAs are a pain, I think we can all agree on that but I do take a more optimistic look at it. If you take time to prepare your KSAs then you are taking time to prepare yourself for wining the interview and the job. For everyone out please take the time and energy to do your KSAs the right way. If you can not do it make I recommend going to a professional and have them provide assistance. If you are serious about government employment and moving up in the government then you have to be serious about doing your KSAs.

Thanks for your comments Arlington.

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Anonymous: What is the best to do a KSA. I've been turned down 3 times for a job.

Derrick Dortch: Here are several article and links that you will find helpful as you write KSAs. I

Writing KSA's
http://www.targeted-resumes.com/KSAarticle.html

The Importance of KSAs
... An agency cannot ask for anything in a KSA that is not in the job's position description. The Writing Part..... ... Hints to follow when developing your KSAs: ...
www.cdc.gov/hrmo/ksahowto.htm

NRCS Colorado State Conservationist's Office
How Do You Write KSAs? DOs. ... 2. Carefully write the KSA, and the ‘in order to' statement for each KSA with attention to the requirements of the job. ...
www.co.nrcs.usda.gov/about/ civil-rt/fact_sheets/KSAs.htm

Addressing KSAs
... Writing these supplemental statements to respond to the KSAs can work to your distinct advantage in the competition for Federal employment. ...
www.va.gov/jobs/apply/ksa.htm


KSAs for Systems Librarian Positions GS 9-12
... These KSAs are intended as a guide and are not associated with specific grade levels nor are they intended to be used ... Skill in writing technical documentation. ...
www.loc.gov/flicc/wg/ksa-sys.html

Writing Your KSAs: A Framework to Follow
wflc.od.nih.gov/careers/ksa/ksa_framework.htm

Writing KSAs
... Hot Links. search. back to: Career Consultation. Writing KSA Statements. KSA Tips;
KSAs: Steps to Success; Writing Your KSAs: A Framework to Follow; Sample KSAs ...
wlc.od.nih.gov/careers/ksa/

Federal Bureau of Investigation
... For example, if one of the KSAs listed is "Ability to communicate in writing," look
at the duties and responsibilities and determine what the job requires you ...
https://www.fbijobs.com/ksapreparing.asp

[PDF] BOP HRM KSA Handbook
File Format: PDF/Adobe Acrobat - View as HTML
... KSAs important?....2 How is the crediting plan used for Merit Promotion?...
2 Part II - Writing Responses to KSAs Preparing responses ...
www.bop.gov/hrmpg/ksa/hrmksahndbk.pdf

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Bogota, Colombia: How does dual citizenship affect security clearance? I'm the spouse of a Foreign Service Officer, and wish to seek EFM employment in our next post. However, most of the jobs which are open require either a secret or top secret clearance.

I am unwilling to surrender my other passport (my other citizenship is Australian). How much is dual citizenship taken into account? I have never been employed nor voted in Australia, if that's a factor.

Derrick Dortch: Hello Bogata, Columbia,

Thanks for your question. Dual Citizenship is an issue when getting a clearance.

This is what DSS says: Any potential conflict between the interests of the U.S. Government and a person's preference for or obligations to a foreign government or group is a security concern. Three types of actions may indicate possible conflicting loyalties. One of these is an efforts to maintain or exercise the benefits of dual citizenship. Most Foreign Preference issues are of this type. See Dual Citizenship Issues.

Dual citizenship is a Foreign Preference issue when a U.S. citizen or U.S. national has, within the past 10 years or so, taken any steps to maintain or exercise the benefits of another country's citizenship. Such circumstances need to be examined carefully to identify a subject's primary loyalty and weigh the potential for conflicting loyalties.

This is what the Adjudication Desk Reference says are mitigating factors when it comes to Dual Citizenship are:
The following conditions may mitigate concerns about dual citizenship:

1. Dual citizenship is involuntary, based solely on subject's birth in a foreign country or parents' citizenship in a foreign country, and subject has not exercised or gained benefits from the foreign citizenship.

2. Subject's exercise of foreign citizenship rights, or receipt of foreign citizenship benefits, pre-dates subject's obtaining U.S. citizenship?

3. Service in the foreign military was sanctioned by the United States.

4. Subject has agreed to renounce the foreign citizenship.

The fact that Australia is an one of America's Allies you may not have to give it up. Much of this will depend on the job you are pursuing and the clearance level. I would encourage you to apply and to see what happens. Since there are no concerns about Australia you may be fine.

To see the full information on Dual Citizenship and Foreign Preference go to this link: http://www.dss.mil/nf/adr/forpref/forprefF.htm

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Arlington, Va.: How much does it cost for a contractor to sponsor someone's security clearance? I've gotten my interim clearance from one employer, but have a great offer from a competitor. Can the process transfer?

Derrick Dortch: The cost really varies on the person. It can go into the thousands but the government pays for clearances. The cost to the employers is not having the people to do the work they are being paid to do. Your process should transfer just fine. Your interim should go with you to the other employer. It will not significantly change your clearance process unless you have to be cleared for a higher level clearance. Take care.

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Woodbridge, Va.: Why is it so difficult to get MBA jobs. Is the job market saturated with MBAs?

Derrick Dortch: Hello Woodbridge,

The job market for MBAs is not what it used to be. There is a saturation of MBAs just like there is a saturation of people with JD's (Law Degrees). There was a time when you had a MBA it meant instant job. With the economy and other factors that is not longer the case. With that being said you having a MBA is still an asset. The key is for you to target your job search more and really take time to think about your career passions. Find out what career fields, jobs, and type of employers you really want to work for an pursue. The beauty about an MBA is that it can be used in so many different career fields and jobs. Target yourself to the career field and employer you really want and pull out courses from your MBA that are relevant. Develop a targeted resume and then sell yourself. Trust me you will be fine.

If you need any assistance please contact me at dtd@diversagroup.com

Take care.

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Vienna, Virginia: How does a successful 25 year professional educator (teacher/trainer/counselor/district office administrator)with excellent skills and recommendations break into the Federal Government system at a level comparable to his/her current position? Is it possible? What are the best steps to take?

Derrick Dortch: Hello Vienna,

You definitely have a broad range of experience that can definitely be used by the federal government. The key for you is to identify positions in the government and agencies with the mission you want to work work for. Of course you being and educator the Departmant of Education comes to mind but there are a number of agencies that have position that would match your experiences, skills and qualifications. I would suggest you start looking at USAJOBS (www.usajobs.opm.gov) as well as FirstGov (www.firstgov.gov) to begin looking at jobs and agencies of interest. After you see some positions do an detailed analysis and make sure you are qualified for the positions. From there you need to develop a federal resume and KSAs to target the position.

You can definitely do it. It is without question possible and we need people like you in the government. If you need further assistance or advice please contact me at dtd@diversagroup.com.

Take care.

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Arlington, VA: Bogota, Columbia you are out of luck and will ahve your clearance denied or your eligibility to occupy a noncritical/critical senstive postion denied. You can not hold a foreign passport and have a clearance and your loyalty must be to the US only. No divided loyaties.

A DOD adjudicator

Derrick Dortch: Bogato,

Here is the word from the one who does the adjudication. You may have to rethink your job search or rethink giving up your passport and dual citizenship. We wish you the best.

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Northern Virginia: I resigned from a project manager position almost one year ago to take care of a new baby boy. I have a good resume with many years of hi-tech experience, but do you think that being absent for the period above will create problems re-entering the job market?

Derrick Dortch: Hello Northern, VA,

First let me say congratulations on your new baby boy!!! We welcome him to this wonderful world with open arms. You being absent will not be an issue. As a matter of fact for some people (some not all) doing what you did to take care of your child will be commendable. There are many people who have been laid off for the time you have been out of work taking care of your child. Take some time and brush back up on your skills, start making your network contacts again and start looking for jobs that you are passionate about. You will be fine. If you need any assistance please contact me at dtd@diversagroup.com.

Take care.

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District Heights, Md.: Can a verteran who has a felony charge, but no prison time, be considered employable?

Derrick Dortch: Hello District Heights,

Yes, you are employable! It will all depend on where you want to work and who you will want to work for and what your charge is for. More and more agencies and private sector firms are starting to do background checks. Walmart even announced recently that they would be doing background checks. I would need to hear more about the situation to advise you more. Please contact me at dtd@diversagroup.com so I hear more about the situation and provide you the best advise on how to succeed.

Take care.

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Rockville, Maryland: Hi Derrick!; I'm sure a question like this is asked all the time, but is there an average wait time for TS clearance these days? I was told (by friends with clearances) that it will never take longer than 1.5 years. I'm almost at that point and I really don't see an end in sight.

Derrick Dortch: Hello Rockville,

Interim TS clearances can take 26 - 45 days. For a full TS it can take from 6 months to 2 - 3 years. It all depends on the priority level of your position as well as your background, experiences and travel and more. If you have your interim and you are working just hang in there. Contact me directly if you have any more questions.

Take care.

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Washington, D.C.: Hi Derrick- I am a cleared homeland security consultant that is moving to the UK in a year- I am having trouble identifying potential employers overseas that would allow me to do the same line of work I do now...any ideas on where to look?

Thanks

Derrick Dortch: Hello DC,

I do have some suggestions but we are coming to a close of the show. Either contact me directly at dtd@diversagroup.com or I will make sure I get them together and post them on the next show in October. Take care.

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Pittsburgh, Penn.: Hi. This is a question about eliminating education from your resume - what are the trade offs?

I have been laid off for 14 months with no FT job prospects in sight to replace what I lost as a business communicator.

I have an MA from Georgetown (actually), and I just received my MLIS (Library and Info Sci) in December hoping it would help me advance my career in business communications. My undergrad is in journalism. I've had so few calls, that I am beginning to wonder if I am being preceived as having too much education and the wrong type of education.

If I were getting calls, I wouldn't consider dropping the MA from my resume, but I am at least ready to experiment by deleting it. I can't so easily with the MLIS. While it frustrates me to even have to consider this option, I'm more frustrated that I am not getting an opportunity to even interview for jobs I am passionate about.

What are the risks, trade offs of not sharing my collective education history? Can I be fired for it? Other thoughts?

Derrick Dortch: Hello Pittsburgh,

Thanks for such a great question. There are no big trade offs in my opinion to eliminating your education. Sometimes you can eliminate certain things off your resume if they are not relevant. Depending on your target you will develop your resume from there. Your resume should not be generic and have everything on it is should be targeted toward the career field and job you are seeking. This will determine what should stay on your resume and what should come off. I would like to know more about your situation and your job search in order to properly advise you. Please contact me at dtd@diversagroup.com and let me know about your job search, your targets and send me your resume so that I can take a look at it and we will talk from there. Take care.

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Arlington, VA: Average wait time for a security clearance TS or Secret is 24-48 months from the time investigation opens until a final decision is made by an adjudicator. Sometimes longer.

A DOD adjudicator

Derrick Dortch: Thanks again.

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washingtonpost.com: Our next show is October 1, 2004 at 11:00 AM Derrick Dortch: Well everyone my time is up. As you see above we will be back on Friday, October 1st. Thank you for your questions and your participation. It is greatly appreciated. As usual thank you to my producer Andrea Browne for everything.

Have a great Labor Day weekend. Stay safe and enjoy one of our last extended weekends before we go into the fall months. Take care and I will see you next month.

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