I hear from potential clients all the time who ask about preparing a package for the Senior Executive Service (SES). In some cases, people currently serving in grades 9, 11, and 12, or those transitioning from the military at Master Sergeant and Chief Warrant Officer levels, reach out, seeking SES positions. Unfortunately, far too many times, I have to tell these and other people that they are not ready for the SES.
Nancy
Writing Technical Qualifications for Your SES Package
Many agencies require that you prepare and submit TQs (also known as Mandatory Technical Qualifications or Professional Technical Qualifications) with your SES application. Think of these as the old knowledge, skills, and abilities (KSAs) statements we used to write prior to 2009, whenever applying for a federal job. TQs are reviewed carefully at the agency level but never seen by a qualifications review board – QRB. When you review a job announcement, be sure to look at the TQs before deciding whether to apply. If you cannot provide specific examples of when you demonstrated each TQ in your work, you may want to consider picking a different announcement.
Although there is no prescribed format for preparing your TQs, I recommend that you to use OPM’s Challenge, Context, Action, Result (CCAR) model when preparing them. Think about composing your TQs to tell a story that demonstrates your possession of the relevant technical expertise. Start your example with a general statement that you have consistently demonstrated that technical expertise over the course of your career; you may want to provide a sentence or two that discusses the various jobs, agencies, etc., where your expertise was demonstrated.
Then, discuss a particular challenge you faced; include the specifics of the goal you were trying to meet and the obstacles you faced in doing so. Those obstacles could pertain to resources, people, technology, etc. (challenge) Then talk about your job, your role, and the specific environment you were working in when you faced the challenge (context). Next, discuss the specific steps (one by one) you took to overcome the challenges (actions) that demonstrate your technical expertise. Finally, discuss the outcome and include any metrics you can to demonstrate that you achieved success because of your technical expertise (result).
There is no overarching OPM guidance on the length of a TQ or the freshness of the story. The vacancy announcement may spell out specific character limits for the length of your TQ response. Common sense tells us that the more recent the story, the better. However, if your best example is from 20 years ago, you are allowed to use it. You may also repeat an example that you use in your ECQs but remember to frame it differently as the Executive Core Qualifications (ECQ) are focused on your leadership, while your TQs are focused on technical knowledge and expertise. Try to use at least 2 specific examples / stories for each TQ.
Writing A Senior Executive Service (SES) Resume
While you are probably familiar with writing a resume, writing your SES resume is somewhat different. Not only must your resume include the required information for federal resumes, it must also show your executive-level experience and accomplishments. Typically grade 15 work (and sometimes grade 14, depending on the specific position) meets the basic qualifications requirement; therefore, your resume should focus on your highest-level work—there is no need to focus on earlier work experience – most resumes only go back about 10 years or so. In addition, like with other resumes, your executive resume should include the key words from announcement, as well as the five Executive Core Qualifications (ECQ), and as many of the sub-competencies as possible, in addition to the key words from technical qualifications.
Before starting to put your resume together, you should carefully review the job posting, especially the technical qualifications (TQs; also known as Professional Technical Qualifications or Mandatory Technical Qualifications). If you cannot provide specific examples of when you demonstrated each of the TQs, you should probably pick another announcement.
Additionally, you should carefully check the “how to apply” section of the announcement for any special requirements, such as a transcript, performance evaluation, supervisory endorsement, references, or something similar. You do not want to be applying at 11:59 PM on the closing date and find that you are lacking a critical document! Finally, you should carefully check the announcement to determine any character limits, font sizes, or application requirements (such as no uploaded resumes) before you start writing.
An executive resume typically includes several parts:
- Executive Qualifications
- Executive Experience and Achievements
- Professional Leadership Development
- Awards and Honors
- Professional Presentations and/or Publications
- Relevant Certifications and/or Licenses
- Education
This is a lot of content; in most instances, your federal executive resume will be five or six pages. While this may sound long, it is important to remember that from a Human Resources (HR) review perspective, if it is not on your resume, you did not do it. So, a traditional two-page resume will rarely get your application in front of the agency Executive Resources Board (ERB).
Many agencies are restricting SES resumes to 5 pages. In these situations, many agencies are considering the resume as the entire application; in this case it is critical that you demonstrate your executive leadership through your resume. This means focusing on the language of the ECQs in addition to your technical qualifications. Do not rely on your resume “passing” because you are already in the agency. Throughout your resume, be sure to include metrics to give your work context (how many people do you lead? What is your budget? Etc.) and accomplishments to demonstrate that you can achieve results.
In addition to the above-mentioned parts, be sure to include all required information such as your title, job series, and grade, name of your supervisor, etc. Check the announcement to see if your Social Security Number is required (or prohibited). You do not want to be disqualified for failing to follow the rules.
Since veterans’ preference is not a consideration in the SES, this is less important in your executive resume. However, if you have military leadership experience at a high level (typically Colonel or above), you may want to include it in your SES resume.
10 Mistakes You’re Making on LinkedIn
Mistake 1: You’re not on LinkedIn. If you’re not, you need to be—even if you’re working for the government! While LinkedIn is used more in the private sector than in the government, the US Army has the largest number of “employees” of any company in the world. And in some agencies I work with, if you’re not on LinkedIn, you won’t get an interview.
Do I Really Need a Cover Letter?
Back in the days of “snail mail,” the use of a cover letter was standard. Applicants mailed their resumes and included a cover letter to introduce themselves and highlight their qualifications. Nowadays, no one actually mails their resume to anyone; so the obvious question is whether cover letters are still needed.
Here are some thoughts to consider:
- Does the job posting ask for a cover letter? If so, you definitely want to include one. If nothing else, it shows that you can follow instructions (always a plus for an employer!).
- Is there a place to upload a cover letter? Many private sector Applicant Tracking Systems (ATS) do not provide space to upload a cover letter. If you find yourself in this situation, it is clear that the organization does not want a cover letter.
- Most private sector recruiters (over 60% according to some studies) do not read them. Of course, that means that approximately 40% of resume reviewers and recruiters do review cover letters.
- In the federal arena, the first thing that is reviewed is basic qualifications and then the questionnaire; next is the resume. An applicant has no way of knowing whether the Human Resources Specialist reads your letter—or even more importantly, passes it along to the hiring manager.
- A cover letter that simply says “here is my resume for the ABC position is always worse than no cover letter at all. If you are going to prepare a cover letter, you should make it meaningful. There are still no guarantees that it will be read or considered but if it is, it will at least say something.
If you do decide to prepare a cover letter, here are best practices:
- Customize your cover letter, including addressing it to a real person and properly noting the job and organization. There is no excuse for “to whom it may concern.” All federal job postings list a contact person. And for private sector positions, use LinkedIn and other sources to find the hiring manager.
- Make it different than your resume. A cover letter should not just repeat what’s in your resume—highlight your key qualifications and accomplishments vis-à-vis the posting and tell your story, while making it personal. You can and should use “I” in your cover letter.
- If you are emailing your resume to someone, you should put your “cover letter” in the body of the email, rather than making it a second attachment for someone to open. Keep it short; emails are typically shorter than letters. If you’re putting your resume and cover letter into a system, be sure to put it in the right place.
- Keep it short and sweet; your cover letter should not exceed one page and paragraphs should be kept to 4-5 sentences.
- Ensure perfection. Make sure your cover letter is well written and includes no typos or grammatical errors. Ask a friend, family member, or colleague to proof it for you.
While in many cases, a cover letter is no longer needed, if you are going to prepare and submit one, make sure it is worth the reader’s time and attention!
Main Differences Between Federal and Private Sector Resumes
Most of us remember the rule drilled into us at school that no resume should be more than 2 pages—and 1 is better! That “rule” points out one of the major differences between federal and private sector resumes.
Let’s look at that and some of other myths about resumes in more detail:
- Resumes should not exceed 2 pages. SOMETIMES. While I agree with that rule for private sector resumes, if your federal resume is only 2 pages, it will be difficult for you to get traction. From a federal Human Resources (HR) perspective, if its not on your resume, you did not do it; federal HR reviewers of your resume are not allowed to make assumptions or draw conclusions about your experience; it must be spelled out. A typical federal resume is 4-6 pages, while a strong private sector resume is 2 pages (or one, if you are relatively new to the workforce).
- Resumes do not need to include names of supervisors, starting and end months, hours worked per week, etc. SOMETIMES. As mentioned above, Federal resumes require significantly more detailed information than private sector resumes. This includes things like citizenship, hours worked per week, supervisors’ names (and whether they may be contacted), and more. This information should not be included on a private sector resume (although most private sector employers want to know start and end month, in addition to year). Federal HR can eliminate people from competition who do not include all required information—why take that chance?
- Uploading resumes is always better than copying and pasting into the builder. WRONG. Private sector organizations have created resume builders for a reason: information appears in the order and location recruiters want to see it. Ditto for USAJOBS. (and not all federal agencies accept uploaded resumes—it would be a drag to figure that out at 11:58PM). While it may take a bit longer to copy and paste your Word document into the available builder, remember that is how organizations want to receive it.
- Resumes should reflect duties. TRUE BUT. Whether you are putting together a federal or a private sector resume, duties should be included. But so should accomplishments; its not enough for your resume to show that you do “x”; you need to show accomplishments so that readers of your resume can see how you have added value to your organization(s).
- Generic resume work. WRONG. All resumes, whether federal or private sector should be tailored to individual job postings. This means including all of the job postings’ key words.
- Email doesn’t matter. WRONG. If you are still using AOL for your email, that screams that you have not updated that part of your life—and begs the question whether you have updated other parts of your work life. While concerns about age are a bigger issue in the private sector than the federal one, it is always a good idea to have a professional email address; preferably, one that has your name (without the year of your birth). And make sure the “display name” is appropriate as well.
- Formatting should be attractive. IT DEPENDS. Federal resumes are not typically heavily formatted and the USAJOBS builder does not accept formatting tools like bold, underline, small caps, italics, etc. You can get a bit more creative with private sector resumes but remember that most private sector Applicant Tracking Systems (ATS) do not accept embedded tables, certain fonts, PDF, and borders.
While federal and private sector resumes both require the use of key words, the inclusion of accomplishments and accomplishments, there are substantial differences in length, level of detail, and content. When applying for jobs, it is important to make sure your resume matches your target sector for maximum consideration.