Becoming a Federal Flack: Interpreting Vacancy Announcements

Does the thought of applying for a Federal job send chills down your spine?  Do you get a headache reading vacancy announcements?  Do you wonder why you are not getting job interviews?

Put on a sweater, take an Advil and quit wondering.  There is a way to figure out what Federal agencies are looking for. 

Before deciding whether to apply for a specific Federal job, take some time and read the entire vacancy announcement.   Most announcements have a link to an online occupational questionnaire that helps agency resource staff evaluate candidates.  TIP: Be sure to read the questionnaire before deciding whether to apply, since your answers to the questionnaire play key role in the candidate screening process.

Let's use some current job openings to unravel the mysteries of the Federal application process.

Multimedia Position
The Broadcasting Board of Governors is looking for a GS-13 multimedia writer-editor in its Office of Communications and External Affairs.  The BBG  is an independent Federal agency that provides U.S. civilian international broadcasting services, including  the Voice of America,  Radio Free Europe and  the Middle East Broadcasting Networks

All Federal vacancy announcements include sections listing the key requirements, duties and qualifications.  The BBG requirements mirror most Federal jobs:  applicants must be U.S. citizens, must be able to pass a background investigation and will have to pay their own relocation expenses.

The duties of the multimedia writer/editor include:

• Writing and editing public information products to promote and enhance awareness of the Broadcasting Board of Governors in both the United States and overseas through its website, new media, and traditional distribution;

•  Overseeing the creation and management of web content for a multimedia website including appropriate text, images, audio, video, etc;

• Initiating, planning and coordinating special outreach programs and newsworthy events for both national and international audiences; 

•  Conceiving and writing press releases, briefing memos, and other communication tools.

So here's what we know:

• The position is for a multimedia writer, which means writing for the web and social media.

• In addition to writing, the person hired for this position will oversee the creation and management of web content for a multimedia website including appropriate text, images, audio and video.

The position also includes planning and coordinating media events and special outreach programs.

Still not sure whether you would qualify for the position?  Go to the occupational questionnaire, which you will need to complete online.  Don’t worry, there are no essays.  However, your resume needs to support your answers to the questionnaire.

Types of Questions Asked On Federal Job Announcements
Occupational questionnaires typically include the following:

1. A bench-marking question to determine whether applicants have the minimum experience required for the position. 
2. A series of questions asking whether candidates have specific skills required for the position.
3. Questions evaluating  applicants' level of experience in performing specific tasks.

Minimum Qualifications Question

Candidates for the BBG position must provide a yes/no response to the following question:

1.  Do you possess at least one full year of specialized experience comparable in scope and responsibility to the GS-12 level in the Federal service (obtained in either the public or private sectors).   Examples of such experience may be researching and engaging key contacts across the academic and think tank communities in order to actively participate in dialogue related to both national and international broadcasting; AND demonstrated experience with Internet and social media publishing to write, edit and design visually attractive, well-balanced, highly targeted multimedia products using appropriate visual, multimedia and interactive tools and content that capture both national and international audiences.

Questions Evaluating Level of Experience
The BBG questionnaire lists a series of tasks and asks applicants to choose one of the following statements best describing the applicant's experience and/or training.

A- I have not had education, training or experience in performing this task.
 

B- I have had education or training in performing the task, but have not yet performed it on the job.
 

C- I have performed this task on the job.  My work on this task was monitored closely by a supervisor or senior employee to ensure compliance with proper procedures.
 

D- I have performed this task as a regular part of a job.  I have performed it independently and normally without review by a supervisor or senior employee.
 

E- I am considered an expert in performing this task.  I have supervised performance of this task or am normally the person who is consulted by other workers to assist them in doing this task because of my expertise.

Tip For Job-Seekers: Before applying for a specific job, list out each of your specific skills and rate them on the above scale. 

 The specific skills needed for the BBG position include:

• In-depth knowledge of journalism, Internet and Social Media (i.e., Facebook, Twitter, etc.) publishing principles and methods to write, edit, and produce integrated, well-balanced, and highly targeted written and graphic materials for publication on an agency's/company's website that captures the attention of both national and international audiences;

• Oral communication skills necessary to coordinate briefings, seminars, and media events to promote a clear and understanding of both national and international broadcasting; 

•  Skill in researching and engaging key contacts across the academic and think tank communities in order to actively participate in a dialogue regarding U.S. International Broadcasting in the larger foreign policy context;

•   In depth knowledge of transforming raw materials from the unedited stage to a polished multimedia publication; 

•  Skill in producing high caliber work under pressure of deadlines, frequently working on several projects simultaneously.

So, when putting together a resume for this position, make sure to list your experience in writing press releases, overseeing the creating of content for a multimedia website and planning special events.

Provide specific  examples of your experience, along with significant accomplishments that illustrate the level of skill and the complexity.

 Let's take a look at another job opening, this one a GS-12 public affairs position with the U.S. Forest Service in Vancouver, WA.  The duties of this mid-level position include:

• Participating in the development and implementation of public affairs communication plans, program strategies and techniques;

• Planning and implementing, with the assistance and in coordination with other Forest Service staffs, communications campaigns needed to address critical issues and establish two-way communication with stakeholders, including the news media and elected officials; 

• Using a variety of communications methods and techniques (i.e., written, oral, visual, personal, and emerging social media) in devising the appropriate communication method for each public affairs campaign.

 The basic qualifications for this job include at least one year  experience in the following:

• Establishing  and maintaining effective working relationships at multiple levels within an organization in order to develop and disseminate coordinated messages that accurately address organizational programs;

• Preparing written materials to promote the organization's position on a variety of sensitive,controversial and/or complex issues; and,

• Designing and tailoring meetings and public involvement strategies to audiences that involved a degree of controversy.

Questions About Specific Skills
The Forest Service then asks a series of questions to determine whether candidates have experience in performing specific duties, such as writing articles for release to the media; sections of and/or short speeches; standard speeches; talking points; brochures or fact sheets.  Note that the question asks whether a candidate has contributed to a speech and/or whether he/she has written complete speeches.

Here is an excellent example of how to answer pesky questions about oral communications skills.  The Forest Service phrases the question this way:  “ I have used verbal interpersonal communication in performing my public affairs or closely related specialist work to: (select all that apply)"

• Obtain and/or provide factual information through one-on-one discussion with others

• Obtain and/or provide factual information through presentations, discussions, meetings, or other sessions involving multiple individuals

• Facilitate cooperation among parties to meet a need, objective, or goal;

• Resolve differences in opinion to reach a successful conclusion;

• Interact with others to achieve goals or objectives in situations that involved shifting priorities, timetables, and/or assignments;

• Provide advice and/or assistance to others on public affairs or closely related matters;

• Obtain agreement or concurrence on changes to approach, emphasis, and/or manner of presentation;

• Present and explain policies and or actions that are considered by executives, stakeholders, interest groups and/or others to be controversial;

We will talk more about oral communications in a future post.