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.

Coast Guard Community Relations Job

Are you looking  for a job as a community organizer but don’t like politics?  Did you like Kevin Costner in “The Guardian”?  The Coast Guard has a job for you!

New USCG headquarters construction site. (USCG photo)

In preparation for its move to its new headquarters on the grounds of St. Elizabeth’s Hospital, the Coast Guard is hiring a liaison to the District of Columbia, Ward 8 Community leaders, affinity groups, and external constituents to help build relationships and resolve problems before they mushroom.  The 18-month position is a GS-13 and pays between $89,000 and $115,000.  The position closes Wednesday, October 24.

The Coast Guard is expected to be the first agency of the Department of Homeland Security to move to St. E's.  According to Federal Times, the building should be done in the spring.  With 4,000 headquarters employees, the Coast Guard will have a big impact on the neighborhood, with the staff of 4,000 starting to move in next summer. In anticipation,

I have a bias in favor of the Coast Guard ever since serving a developmental detail helping to organize its Acquisitions Directorate communications shop in 2007.  I worked down the street from the Coast Guard's current headquarters at Buzzards Point, and the neighborhood was "interesting," to say the least.

This 18-month position is a great example of why the Coast Guard’s understanding of public relations.  The Coast Guard will be the first Federal agency to locate at St. E's.  The person hired for the job will work to "enhance the understanding and support of groups or individuals of significance to the Coast Guard Headquarters relocation."

 

The position description also is a good example of  the duties of a community outreach specialist for a government agency does.  According to the vacancy announcement, the incumbent will:

•  "Serve as the primary point of contact with external stakeholders on matters pertaining to the Coast Guard participation in Ward 8 resident, non-governmental organizations as well as community engagement, business meetings and special events.

• Integrate community relations role within broader Coast Guard external affairs goals and communities priorities, working with appropriate governmental and public affairs specialists at the Coast Guard HQ to incorporate community relations approaches and activities into broader communication plans, campaigns and outreach initiatives.

• Serve as liaison to inform, educate and ensure the effective relocation of Coast Guard Headquarters into the local community.

• Attend relevant meetings addressing issues relating to the neighborhood, Ward 8, the city and the region as necessary on external affairs issues;

• Advise and assist Coast Guard points of contact with protocol functions and event or engagement request as required.

• Draw on personal knowledge of and experience within the community, local organizations and leaders to brief and advise senior leadership on community attitudes."

 What does it take to qualify for this job?  Applicants must know how to:

• Develop new methods and processes for information exchange with the community, aimed at enhancing the understanding and support of groups or individuals or significance to the Coast Guard relocation;
• Evaluate the effectiveness of communication programs that convey core information about a program to various constituents; and,
• Integrate community relations activities into the broader Coast Guard external affairs goals and communication plans, campaigns and outreach initiatives.

Finding a Entry-Level Government Public Affairs Job

Despite the doom and gloom of sequestration and calls to reduce the size of  the Federal workforce, there will always be Federal job openings.  Exactly how many is difficult to quantify.  As Federal Computer Week noted recently, it is difficult to get an accurate count of Federal jobs.  We are going with the FCW estimate of about two million civilian Federal employees.

According to Govloop, there are about 1,260 white collar Federal jobs open at a given time.  So, which one is right for you?

Some fields are easy fits, such as information technology, accounting or medicine.  What about journalists?    A recent column in the Washington Post by Derrick Dortch headlined "For Journalists, Federal Government Offers Plenty of Job Opportunities" described some career options for reporters seeking to make a change. 

Paths to Becoming a Federal Flack

There are several paths for reporters to take into the Federal government.

Reporters who cover politics are sometimes solicited by the officials they cover for positions in the Administration or on the Hill.  The upside of these political appointments is that a civil services application process does not apply.  The downside is, appointees lack civil service protections. The Office of Personnel Management will be publishing the quadrennial listing of political appointee jobs, the so-called "Plum Book," later this fall.

Beat reporters occasionally are hired by the agencies they cover.  I was a reporter covering transportation policy issues for a trade publication when I landed a job as spokesperson for the Office of Inspector General at the U.S. Department of Transportation.  Talking to the media was just part of my job, as is often the case for small agencies.

Preparing For Federal Job Interviews

Getting a job with the Federal government can be a long and often torturous process, and that’s just applying for the position.  This posting will talk about how to prepare for a Federal job interview.

Who Will Interview You?

 Federal interviews are typically conducted by a panel of three people, usually including the hiring official.  Like a military court martial jury, the interview panel must include people of at least the same grade as the position being filled.

In a perfect world, the panel will include a subject matter expert.  When I interviewed for a public affairs position at the Federal Motor Carrier Safety Administration years ago, the panel including the deputy administrator (whom the position reported to), and the communications director at the National Highway Traffic Safety Administration.  I’ve also experienced interviewers who were clearly “warm bodies,” who were the right grade and available to participate in the interviews, but had no knowledge of government communications.

Some agencies allow the hiring officials to conduct solo interviews.  This can be a lot like speed dating, especially if the interviewer is a political appointee or the job being filled bears little resemblance to the vacancy announcement.  I was once interviewed for a position as head of communications operations for a regulatory agency.  The agency had also announced a vacancy for a media relations specialist at a lower grade.  The first question lobbed at me by the communications director was: “tell me about some stories you’ve pitched to reporters?” 

 Baffled, I asked whether I was being interviewed for the GS 15 management position or the GS 14 media relations position. “ Oh, we are combining the two positions,” was the answer.

Since media relations is one of my passions, I gamely went on with the interview.  When it came my turn to ask questions, I asked what type of individual the director was looking for. “Someone I can trust,” came the response from the person who was trying to fill two vacancies with one person.  Needless to say, I didn’t get the job, nor did I want it.

What Questions Will You Be Asked?

Federal job interviews generally use the structured interview process in which each candidate is asked the same series of questions and then are rated based on their answers.

The responses are graded on a 1-5 scale using a ratings guide developed by the hiring office and human resources staff.  Higher ratings are assigned to answers that provide the most detail.

Questions can be job specific or situational.  Expect open-ended questions requiring you to provide detailed answers.  For example, "describe the types of documents you have written, reviewed or edited."  Your answers should provide examples relevant to the job for which you are intervewing.

Many of the questions are designed to determine your knowledge, skills and abilities to perform the job.  To get an idea of the types of questions you may be asked, take a look at the vacancy announcement.

Here are some questions I used to interview candidates for communications manager positions in a previous job:

• Describe your experience in working with Congressional staff;
• Describe your experience in responding to media inquiries;
• This position requires a significant amount of writing materials for use in communicating with the media, Congress, senior government officials and members of the public, including drafting press releases, Powerpoint presentations, brochures, letters and point papers.  Can you describe your experience in writing these materials, including the editing process and what type of feedback or results you obtained.

Candidates should also expect behavioral questions designed to evaluate whether you would be a good fit for the organization.   Here’s two questions that I have fielded during job interviews: 

• Describe a situation in which your boss disagrees with your recommended response to a media inquiry; 
• Give us an example of how you handle someone with a difficult personality??

Interview scores are supposed to be scored using a rating guide using level of complexity and skills used. Here's an example from the Merit Systems Protection Board. "Describe a situation in which you had to deal with people who were upset a problem."  The highest rating would go to a candidate who maintained his/her cool when discussing highly sensitive or controversial topics.


In a future post, I will discuss the types of questions to ask during an interview.