What Government Writers And Editors Do

While writing and editing is a key element of many government jobs, the Federal government has two job series specifically for writing and editing. 

According to the Office of Personnel Management (OPM), Federal writers and editors research, analyze, distill, and clearly present factual information either in a variety of fields or, with a broad and non-specialized approach, in a single field. They communicate information to:

• Articulate policy;
• Report on the activities and plans of agencies;
• Explain the laws that agencies administer to those affected;
• Provide the results of research and investigations; or,
• Announce regulations.

Writer/Editor Series (GS-1082)
The writer/editor series is for positions that involve writing and editing on a variety of topics. Writers and editors create reports, regulations, articles, newsletters, magazines, news releases, training materials, brochures, speeches, or scripts.

Technical Writing and Editing Series (GS-1083)
The technical writer/editor series classifies writing and editing work that involves the application of substantial knowledge of a particular subject-matter field, such as a natural science, a social science, engineering, law, or other fields. Technical writers and editors use this knowledge, along with new source material found during research and in interviews with subject-matter specialists, to develop or edit in-depth, technical documents concerning their particular fields.

Positions that focus on writing for the general public are often found in the public affairs series (GS-1035).

Evaluating the Skills of Writers and Editors
In hiring writers and editors, Federal agencies rely on the OPM's Writing and Editing Grade Evaluation Guide, from which this posting is adapted.  Salary ranges (grades) are assigned to positions based on an evaluation of the following factors:

• Level of experience in grammar, writing and editing practices, and use of the Associated Press, Government Printing Office and other style manuals;
• Level of supervision required;
• Guidelines on the subject and boundaries of the information to be presented;
• Complexity of the writing assignments; and,
• The scope and effect of the writing/editing assignments.

Level of Experience

All writing and editing jobs require knowledge of grammar, writing and editing practices, and the style requirements of the media and the publications used. 

Writers and editors gather and verify facts to write or edit materials, such as reports, articles, pamphlets, scripts, or speeches. The information developed is factual, follows appropriate grammar, writing and style practices and clear and meaningful to the intended audience. 

Technical writers and technical editors use their knowledge of grammar, writing and editing along with substantial subject-matter knowledge to write or edit primarily scientific or technical documents, such as reports of research findings, operating manuals, repair manuals, or technical specifications. 

Here are examples from OPM of the differences between lower-level writer/editors and technical writer/editors:

• The Writer composes pamphlets and brochures explaining social insurance programs. This involves independently researching and verifying factual information, writing in approved formats, and obtaining required approvals prior to publication. 
• The Editor reviews training and operating manuals written by subject-matter experts, and proofs them for grammatical correctness, clarity, appropriate reading level, and consistency with regulations and style and format requirements.
• The Writer/Editor examines draft brochures and press releases promoting oil and gas lease competitions. The writer/editor reviews the material for clarity and for consistency with the agency's policies and style requirements.
• The Technical Writer develops contract specifications for construction and maintenance of facilities on a military base. The technical writer visits the facilities to take measurements and make sketches, to talk with commanders about their needs and to discuss various aspects of the projects with engineers and contract specialists.
• The Technical Editor reviews reports of test results written by engineers and scientists. These reports are used to determine acceptability of equipment and systems for military use and to verify compliance with contract specifications. The technical editor edits for grammar, conformance to style and format requirements, clarity, and tone, and then prepares the reports for printing. 

Mid-Level Writing and Editing
Journeyman writers and editors must have knowledge of a broad range of sources of pertinent information, and the skill to analyze and present the information gathered.  They also should have knowledge of publishing concepts, practices, standards, and technologies for the media used. 

Writers and editors use this knowledge to interpret and explain a variety of subjects, and to write or edit materials tailored to specific media and audiences. Writers and editors often coordinate the work of designers and technicians in developing effective, accessible formats, as well as illustrations and tabular material to augment the written message.  Some assignments may involve writing scripts for broadcast and multimedia projects.

Here are some examples of work performed by mid-level writers and editors:

• The Writer develops proposed and final regulations concerning the treatment or importation of animals for publication in the Federal Register. 
• The Editor manages a periodical bulletin on mental health and is responsible for all aspects of the periodical's preparation.   Managing the bulletin involves planning future topics and designing individual issues as well as reviewing and selecting individual articles. It also involves monitoring printing and editorial contracts.
• The Technical Writer develops manuals dealing with computer hardware and software used for shipboard functions, such as personnel, supply, and medical record-keeping. The technical writer consults with programmers to ensure accuracy, and writes manuals at a level appropriate for users. 
• The Technical Editor edits manuals on proper techniques for disarming and disposing of explosive devices. The manuals must be accurately and thoroughly detailed and illustrated to make disarming and disposal operations as safe as possible. Developing the necessary knowledge requires performing library research, reviewing specifications, and physically examining samples when possible. 

Senior-Level Writing and Editing
Seasoned writers and editors are expected to have detailed knowledge of the agency’s programs and operations, a complete command of sources of information, and understand the relationships among agency programs; and related issues and practices in the private sector. 

Senior writers and editors are also expected to have authoritative knowledge of regulations and policies affecting Government publications; of publishing concepts, practices, and standards; and of advances in publishing technology. 

Products developed by senior-level writers and editors articulate, interpret, and explain highly complex, potentially controversial, and important agency policies, programs, and research findings. These products may include congressional testimony, proposed legislation, or reports on major research efforts. 

Writers and editors serve as resources on policies and practices to junior writers and editors at lower levels and to program experts who write for publication. They may also propose changes in agency editorial and publishing policies and practices. 

Here are some examples of work performed by senior-level writers and editors:

• The Writer/Editor publishes reports to Congress and the public on the accomplishments of the agency. Planning and managing the publication from initial concept to final camera art, the writer/editor selects an overall theme, solicits manuscripts, and writes original materials. 
• The Technical Writer manages the publication of a large volume of interrelated manuals on the safe operation and maintenance of advanced weapon systems. A design improvement or new tactic that affects parts of one manual usually affects parts of several related manuals. Knowledge of related manuals is necessary to ensure that all appropriate changes are made. The technical writer tailors the manuals to the educational and experience levels of the users, who range from enlisted personnel to the highest ranking officers.

Level of Supervision Required
For entry level positions, the supervisor assigns specific writing or editing projects, provides general guidance on the purpose and uses of the written material and on the level of the intended audience, and sets priorities and deadlines. The writer or editor follows accepted agency publication practices and precedents, collects and analyzes the necessary information, resolves most problems in accordance with accepted practices and methods used in previous similar articles, and adjusts the material to the reading level of the audience. 

The supervisor reviews completed projects for adequate coverage of the assigned topic, clarity of presentation, logical organization, and compliance with policy and agency practices. 

For mid-level positions, the supervisor establishes the general objectives of the writing or editing projects. The writer or editor and supervisor jointly develop the boundaries of the subjects involved, set deadlines, and discuss how to approach anticipated problems and controversies, such as how to find scarce information or how to treat subjects on which experts have conflicting interpretations. 

The writer or editor plans and completes assignments subject to established agency objectives, interprets policy, analyzes and interprets the information gathered, and solves all but the most complex or controversial problems in presenting the information. The supervisor reviews completed written products for overall effectiveness in meeting the objectives of the assignment, consistency with the agency's policies, and compatibility with the organization's other publications. 

Projects undertaken by senior writers and editors typically involve periodicals or large volumes of interrelated written materials that require overall management.  Some assignments involve written products of extreme complexity or sensitivity. The writer or editor carries out the projects, often coordinating the work of teams of writing, editing, design, and production personnel either in the agency or under contract, and keeps the supervisor informed of progress.

Completed written products are considered authoritative and are normally accepted without significant change. The supervisor reviews completed work only for its impact on and coordination with the agency's overall initiatives. 

Guidelines Used by Writer/Editors

Junior writers and editors use established policies and procedures to research, write and edit written products.   More experienced writers and editors use policies and previous publications for general guidance, but use their knowledge and experience to in developing and presenting new or potentially controversial information. 

Complexity of Assignments

Assignments given to less-experienced writers and editors usually consist of writing or editing factual materials, such as reports on agency activities, specifications for common items, or chapters of manuals.   Assignments typically are fairly routine, and often constitute parts of more complex assignments. 

For mid-level writers, assignments usually require research, analysis, and interpretation of information on a variety of subjects. Products may clarify issues or provide and explain technical information, reconcile contradictions in the information gathered, or develop balanced treatments of controversial matters. 

Mid-level editors analyzes manuscripts for clarity; makes sure the conclusions reached are consistent with the facts presented; and recommends major revisions, changes in coverage, or complete reorganizations of manuscripts when necessary. 

At the senior level, writing and editing assignments typically require extensive research and analysis to define and explain the agency's policies, programs, research findings, or requirements in detail or in overall form. 

Technical writing and editing assignments often involve departures from commonly accepted theories or methods in the subject-matter field. They require substantial analysis to present convincing evidence of new findings or to present accurate and critical information, for example, on the proper use of the most advanced weapon systems. The writer or editor originates approaches in explaining new policies and programs or interpreting and explaining the applications of the latest research findings.  Since the audiences often do not accept or fully understand the agency's objectives, or are being presented with new departures in theories or applications, written products must be clear and convincing. 

Scope and Effect
At the lowest level, written products typically are similar in format and approach to material produced in the past, and deal with similar problems or situations. Upper-level writers research and prepare written materials that explains and interprets complex policies, programs, and functions of an organization or present advanced scientific and technical findings and applications. Examples include: preparing materials that communicate new and important agency and administration policies or developing reports to Congress.

Annual Review Time For Federal Flacks

The end of the fiscal year means annual review time for Federal employees.  Reviews can mean the difference between a bonus or a performance improvement plan.

Reviews can also affect your chances of getting a new job.  Most Federal agencies require candidates who are current Federal employees to include a copy of their most recent annual review in their application package.  I once made the mistake of submitting a midyear review in a job application since I hadn't received my annual review yet.  Bad move.  I wasn't considered for the job.

Federal employees are rated on a scale based on their performance.  Managers may choose to provide their staff with a written assessment, which becomes part of the official record.  In each Federal job I've held, I've been asked to provide a self-assessment, preferably one that wasn't too inflated.  I know Federal employees who ask that their self assessments be included as part of their performance review package.  That's not a bad idea.


Here are some tips for Federal job hunters:

1. Always get a scanned copy of your performance review. That makes it easy to submit it on USAJOBs.
2. If you are a non-Federal employee but received a rave review from a current or previous employer, submit it on job applications as a supplemental document.
3. Regular readers of "The Federal Flack" know that I am a huge believer in keeping a running list of assignments, activities and accomplishments.  It comes in handy when writing a self-assessment.

Preparing for a Federal Job Search

This is the first in a series of posts about obtaining a job with the Federal government. Please feel free to post your comments or questions.

  

Introduction

Job hunting can be an arduous task, especially if you are trying to make a career change. Applying for Federal jobs can be time-consuming.  In this and future posts, I'll try to break down the Federal search process into bite-size chunks.

Because my background is in journalism and public relations, these posts will use examples from those job sectors.  However, much of the information is relevant to non-writing/public affairs jobs in the government.

Steps in the Federal Job Search

So you want a job for a Federal agency.  Despite the talk of budget cuts and downsizing, there are Federal jobs to be had.  Some more good news: the Federal job application process is simpler than it was just a year ago.  However, applicants still have to provide detailed information about their experience and relevant skill.  Before you start your search, take the following steps:

1.      Data collection;

2.      Compiling a list of your skills; and,

3.      Developing a list of your accomplishments at each job you have held.

Data Collection

Applying for a Federal job requires supplying a lot of information on each job you have held. You may have to go searching through old files (both electronic and hard copy), to find old pay stubs, annual reviews, job descriptions, congratulatory notes, or “attaboys,” from a former boss or client, etc.  Once compiled, keep this information easily accessible, since you may need it for a background investigation for a security clearance once you obtain a Federal job.  This is also a good time to begin updating contact information for your former supervisors and potential references.

Here’s what you need for each job you’ve had, going back at least 10 years:

•  Job title
•  Duties;
•    Accomplishments; 
•  Employer’s name and phone number (preferably your supervisor, but someone who can verify employment will do);
• Start and ending dates (month and year); and 
•  Salary.

List multiple jobs for individual employers separately.  You will also need a copy your last annual performance review. Be sure to scan it.

If you have graduated from college in the past decade, you should obtain an electronic copy of your transcript.  Obtain documentation for each job-related class or training you have attended.

While you are rooting through your files, also locate any emails or letters from manager, clients, readers, praising your work.  This helps quantify your work. You will use this as you write up your accomplishments.

Duties and Skills

Starting with your current job, list the duties you perform on a regular basis, especially all the activities that are not in your job description.

 Next, write down the skills needed to perform each duty or task.

 Let’s take the example of a regional reporter covering a state congressional delegation for a newspaper.  In order to successfully cover the delegation, you had to learn the Federal budget process, learn how Congress works, and follow issues affecting your region or the committees your delegation serve on.  On a daily basis, you interact with Members and staff of Congress, conduct independent research and analysis and write news articles using Associated Press style. You may also use spreadsheets and databases and tweet on a regular basis.

How does this translate into a resume?   Increasingly, Federal job listings list the key duties the person hired for the position will perform.  Here’s an example from a recent announcement for writer/editor at the Department of Energy:

“If selected for this position, you will:

1.      Research, write, and edit a variety of highly complex scientific materials including articles, speeches, news releases, brochures, scripts, etc.

2.      Review written material for editorial consistency, quality, and compliance with federal civilian style and format requirements.”

Now, do this for each job you’ve held, indicating where you have received a promotion, taken on a new assignment or received new responsibilities.

 Now it’s time for a second go around.

What computer skills do you have?  List them out, including specific software release and level of expertise.  Don’t say Microsoft Office; say Microsoft Office 2007, including specific programs and your level of proficiency with each.

Do you blog? What platform do you use?  What topics do you blog on? How many readers do you have? 

Don’t forget your volunteer work either.

In my next post, I’ll discuss how to write accomplishments.