marketing your skills: resume and ksa’s by raul dinzey
TRANSCRIPT
Marketing Your Skills: Resume and
KSA’s
By Raul Dinzey
Assess Your Skills
Evaluate Your Worth
Work on Positive Self Projection
Check Out Your Blind Spots
Quantify: Demonstrate Results
Evaluate Your Worth
What do I bring to the table?
Review your tools/skills
What is special about you?
Demonstrate Your Abilities
Accomplishments
Achievements
Results
Outcomes
Writing Accomplishment Statements
STAR’s
ST = Situation
A = Action
R = Results
Writing Accomplishment Statements
STAR ExampleSituation The lawyers and administrator in the office spent an inordinate
amount of time looking for files because of a poor filing system.
Actions Initiated the review of file cabinet contents, as set up by prior office
administrator. Analyzed what the problem was for lawyers to find files. Discovered some files were arranged geographically, others by type of
case, and others by lead lawyer in the case. Created a new system whereby files were put in color coded folders
and sub-divided with neon stickers. Designed a “map” of the files and put a copy on each file cabinet. Trained five lawyers in the new system.
Results The lawyers were able to locate files quickly on their own, increasing
efficiency by 10%.
Accomplishment for Resume
Created and implemented a new system for filing legal documents and cases, which simplified a confusing and complex filing system, gave lawyers easy access to finding any case files they needed quickly without requesting assistance from the office administrator, and increased office efficiency by 10%.
Example of S-T-A-R
Night Manager, North Carolina's 3rd largest WALMART Store, with $50 million annual sales and staff of 200. Managed 80 employees resulting in___________.
Hired, trained, counseled and at times did terminate some. Leadership
Style: identify goals, motivate staff, enforce standards, while maintaining an effective and motivated workforce. Results:______________________.
Here are 2 other ways to state the Accomplishment for a
resume… Initiated the creation of a color-coded,
easy to use filing system consisting of over 30,000 documents, which resulted in a 10% gain in office efficiency.
Independently trained five lawyers on how to use a new, color coded filing system which increased overall office efficiency by 10%.
Writing Accomplishment Statements
STAR ExampleSituationYPRO needed to publicize its existence and services in order to attract
more young professionals to participate.Actions1. Developed a plan of activities to recruit new members.2. Created a presentation that could be delivered at orientation classes.3. Obtained space on the agenda for each orientation.4. Conducted YPRO presentations for all orientations of new Civil Service
and Foreign Service personnel.5. Designed ways to publicize YPRO events broadly throughout the
Department.6. Posted event flyers and sent emails prior to each event.7. Made an announcement at the conclusion of each event, requesting
that those attending talk with others about YPRO and the benefits of participation.
ResultsIncreased YPRO participation by 225% in one year.
Accomplishment for Resume
Designed and implemented a plan to publicize YPRO to the entire State Department, including making presentations at all new employee orientations, which increased YPRO participation by 225% in one year.
Knowledge Skills and Abilities (KSA’s)
What are they? Why are they Important?
KSA Writing Tips
Strategies
Evaluation Process
Sample KSA’s Factor Language
Writing Effective KSA’s
The skill most valued by employers in today’s job market according to the National Association of Colleges and Employers job outlook 2002 is communication skills.
This is true for nearly all job categories and levels.
An important way to demonstrate proficiency in written communication skill is by presenting strong KSA statement responses.
KSA Evaluation ProcessEvaluated by the HR staff
Do you meet the minimum qualifications? Crediting plan is used to evaluate your responses
Crediting plan is a three tier instrument scores: Highly successful Successful and Barely successful
Numerical score based on your responses to the KSAs
You are ranked by score- highest scores will be on the “Best Qualified List”
List is forwarded to the Selecting Official
Why Are KSA’s Important? KSA’s are extremely important in the merit
promotion evaluation process
Poor responses will exclude you from the “Best Qualified Group”
Numerical score based on your responses to the KSA’s
You are ranked by score- highest scores will be on the “Best Qualified List”
List is forwarded to the Selecting Official
DefinitionsWhat are KSA’s?
Knowledge- an organized body of information, usually factual or procedural in nature Example – knowledge of Contract Law and Regulations
Skill – the manual, verbal or mental manipulation of data or things Example- skill in operation of a personal computer
Ability- the power or capacity to perform an activity or task Example- ability to identify signs of discord, tension or abnormal
behavior
Developing KSA Responses Strategies
Organize and structure your response- what is the relationship to the KSA Avoid being random or haphazard
Brainstorm while preparing your responses – think about your previous experience performing the task and why
Accomplishments- express in specific or measurable terms
Be consistent and use strong action verbs describing your experience
KSA- Evaluate Your Responses
Checklist- Five Standard Questions
What action was performed?
Why was the action performed?
For whom was the action performed?
What was the outcome?
Did the action produce significant impact on others or the work environment?
KSA: Opening Statements
In my current position as___ with the___ I have extensive experience with___
In the course of my duties as __ I am responsible for___
During my tenure with ___ I am responsible for____
My ability to___ was gained through formal education, augmented by over -__ years experience as a ___ for the ___
Since ___ I have been a ___ with the ___ responsible for___
KSA Tips
Put Yourself In The Boss’ Shoes
What type of applicant would be most appealing to you?
Which strengths would get your attention?
Insure you know how the KSA’s are evaluated
Ability statements should refer to your capacity to perform an activity
Evaluate your accomplishments
KSA Tips (cont’d)
Don’t be modest- Please use the word I
Write clearly and concisely
Quantify your accomplishments very specifically using numbers
Don’t assume anything
If you lack certain experience, say so, but mention pertinent training and express your interest in applying it
Demonstrate Your KSA’s Clearly
In one instance I ___
When I started on the job we had a recurrence of___
One major project involved
My supervisor selected me to serve on the task force to___
I collaborated with a team to___
Go The Extra Mile- Quantify
The new procedures I instituted resulted in ___
My ability to resulted in a decreased/increased ___
As a result ___
This led to ___
Additional Information
Relevant training and coursework
Sample KSA Factor Language
Ability to Communicate Orally
Responsible for presenting briefings to top management
As an EEO Counselor spoke with employees and management officials to informally resolve disputes
Conducted meetings with key personnel to meet project target dates and to keep the staff appraised
Sample KSA Factor Language (cont’d)
Ability to Communicate in Writing
Independently responded to formal and informal inquiries for information
Composed speeches for top level Government officials
Designed narrative visual aids for briefings
Sample KSA Factor Language (cont’d)
Ability to Plan Organize and Complete a Project
Conducted major study to determine organizational feasibility to centralize the data processing center
Participated in survey team to analyze paperwork management procedures and make recommendations
Analyzed articles submitted for publication in the office newsletter
Sample KSA Factor Language (cont’d)
Ability to Analyze and Solve Problems
Researched technical information and proposed alternative solutions to major problem areas
Conducted a study of organizational procedures for the regional personnel office
Analyzed articles submitted for publication in the office newsletter
Sample KSA Factor Language (cont’d)
Ability to Manage Major Programs
Served as project manager for the new Federal Retirement System
Composed the technical handbook changes for major programs
Coordinated major program changes with top management and regional officials
Sample KSA Factor Language (cont’d)
Ability to Supervise Motivate and Train Others
Verbally communicated technical instructions to field personnel which resulted in more effective system/program administration
Improved quality and quantity of employee production through effective human relations programs and motivational incentives
Coordinated major program changes with top management and regional officials
Preparing Responses to KSA’s
Application Checklist
Get a copy of the vacancy announcement and read it thoroughly
Insure your resume is updated- Proof read
Get a copy of any documents which will give you information: DD 214 training records
If possible talk to someone currently in the position or discipline
Information Regarding Details
Number of days?
Number of people supervised?
Project assigned?
Level of complexity/scope of work assigned, contacts?
What did you learn? What was unique?
How did you help the organization meet their goals?
Additional Information on KSA’s
Limit to 2 pages
Font size no smaller than 11
Have your packet reviewed by someone you trust
Tailor your responses for the position you are seeking
Insure to add: all your certificates, licenses and computer software
Key Terms add to your KSA’s Initiative- you saw a problem and solved it
Innovation- developed a new system, process or procedure
Leadership- include mentorship experiences
Complexity- challenges you experienced
Scope- variety of work that covers several functional areas: budget
Teamwork- insure to identify your role in the team
KSA DO’S and DONT’S
DO’S DON’TSSend a Cover Letter Send information that was not requested
You don’t have all of your information, mention that in the cover letter and the reason why it has not been included.
Don’t send sloppy applications, resume or KSAs
Respond to the advertised KSA. Don’t send KSA’s from similar jobs. Some will send a KSA to HR of a job of the same but it has different KSAs’.
Misrepresent yourself, employer expects you to be able to do your job once you are selected
No typos, grammar, punctuation, writing and spelling errors.
AcknowledgementsSources and References
Sharyn Alvarez, NRCS Federal Women’s Program Manager
USDA NRCS Newsletter Dec 1988
USDOJ Federal Bureau of Prisons KSA Handbook March 2005
Partnership for Public Service KSA Handout
AcknowledgementsSources and References
(cont’d) US Department of labor Website: www.dol.gov
US Office of Personnel Management website: www.opm.gov
Troutman, Kathryn Kraemer. Ten steps to a federal job: navigating the federal job system
USDOJ Federal Bureau of Prisons KSA Handbook March 2005
Partnership for Public Service website: www.ourpublicservice.org
Happy Hunting!
Please let me know if this information is useful
For additional information please contact