Application Tips

Application Tips

Preparing an Effective Resume

The instructions in this guide are designed to help display experience, education and training in the best possible manner. It maximizes the opportunity for the resume to receive full and proper consideration.

Resume preparation suggestions and tips found in this guide have been formulated by the DFAS Human Resources staff based on experience gained in reviewing and correcting thousands of electronic and hard copy resume submissions. Read and study this information carefully (perhaps several times) prior to developing a resume, and incorporate these "lessons learned."

Remember, there will be a direct correlation between the level of effort invested in developing a resume and its effectiveness in accurately portraying skills necessary for a position.

Contents of this guide include:

The key to writing an effective resume is the willingness to accept and adjust to change. The best resume is one that is focused, concise and includes only significant skills, knowledge and abilities. Everything of note in work experience, education and training must be thoughtfully and briefly described in the equivalent of only three typewritten pages.

Preparing a resume like this does require an investment of effort and thought and preparation before putting words on a page ever begins. Most of all, however, success depends upon a willingness to not only accept these characteristics and constraints, but to understand how they actually improve staffing processes and benefit us all.

(The Basics)
Preparing a short, substantive resume is a radical departure for many, who, for years have frequently had the luxury of submitting lengthy, immensely detailed "life histories" of prior working background.

Prepare now to totally change the mind set to the task of preparing an employment application. To facilitate the transition to the world of concise resume preparation we offer the following, very basic pointers:

• Be focused: Decide upon the two or three positions that are desirable to have during the next six to 12 months. Compose the resume to address the knowledge and skills possessed that might be compatible with those of the positions of interest.
• Be realistic: Rationally and objectively assess skills, as well as strengths and weaknesses. See if the conclusions reached are a match with the expectations established in accordance with the job choices previously identified.
• Be concise: Avoid crowding the resume with unnecessary details or descriptions of skills or training not significant in nature or directly related to the qualifications for the positions of interest.
• Be aware: Write the resume as if submitting for review by someone who has no technical understanding of the kind of work done in positions previously held. Imagine explaining the skills used to a friend or a next door neighbor who has never worked in that type of position. Minimize the use of acronyms, if must be used, explain what it represents, what processes or systems it describes, and the knowledge, skills or abilities associated with it.
• Be specific: Concentrate on describing only specific and significant knowledge and skills in the background. Be sure they are related to the positions of interest.
• Be open: Describe skills and experience in universally accepted terms readily understood in both the public and private sectors.

Soft skills are generally described as intangible personal characteristics or attributes more generic in nature and not identifiable with any particular occupation. Conversely, many soft skills are useful and desirable in the performance of tasks and functions found in a wide variety of jobs. Examples of soft skills include traits such as analytical ability, communication skills, creativity, being customer oriented, leadership and other, similar, intangible skills.

When applying for a position, consider whether or not any soft skills are integral to successful performance in the job. If the answer is "yes," plan on addressing appropriate soft skills in resume submissions. Make a substantive effort to include examples in the narrative resume content that describe and demonstrate instances where soft skill(s) are employed in performing tasks related to the position of interest. Since soft skills are inherently generic and "fuzzy" in nature, they are more difficult to clearly describe in a narrative fashion than "hard" skills, which are clearly related to recognized occupational categories and functions. These “hard" skills (e.g., accounting, information technology, civilian pay, secretary, etc.) lend themselves to ready analysis because of the direct, unmistakable relationship between major, core tasks associated with the occupations in which they are embodied and the skills needed to perform these tasks.

More About Resume Preparation

Focus the Resume

Imagine playing darts while blindfolded, how accurate would you be? Now imagine that you had darts specifically designed to hit the bull’s-eye? Now how accurate would you be?

This analogy is directly applicable to the design of a resume. If the objective is simply to get any job available, and have a very general "one size fits all" resume the results would not be satisfying. In all likelihood this type of resume would be found minimally qualified for many jobs and highly qualified for none.

There is another reason why resume should be focused. Most applicants cannot qualify for more than two or three different occupational fields. If the truth were known, most are experts in only one or two distinct specialties within all of the occupations minimally qualified. The objective of submitting a resume to the DFAS DEU is to obtain the highest possible rating so the resume is within reach to be referred for consideration for a vacant position. The preparation of a "one size fits all" resume almost certainly ensures a low rating and negates any effort devoted to the development of a DEU application package.

Narrowing the scope of the resume to support legitimate career objectives provides the opportunity to highlight those areas possessing in-depth knowledge and experience, and coincidentally, those general occupational areas most likely to be successful in obtaining another position. Enough said. Although not mandatory, it is strongly suggested to compile a resume directly supporting the attainment of near-term career goals. Doing so only enhances chances of success.

Be Concise: Include in the resume only those items of experience, education and training that directly support the qualifications for the specific position you are applying for.

Think about it: If applying for a position as a General Schedule (GS)-12 budget analyst, previous experience as an insurance claims processor or as a salesperson for a major electronic outlet is not directly related to the budget analysis field. It will not support your qualifications (or a high rating) for a budget analyst job. While this conclusion is fairly apparent, it is also based on the nature of federal qualification standards applied by the DEU to determine basic eligibility for further rating and placement on a valid register of job applicants. For every position in the government at the GS-5 level or above, candidates must demonstrate in applications that they possess:

• At least one year of specialized experiences that directly related to the duties of the position for which they seek consideration, and also appropriate.
• Quality of experience equivalent to a position comparable to that of the next lowest grade of the position for which an application is being submitted.

Let's look at another example. If preparing a resume to respond to a vacancy announcement for a GS-7 accounting technician position, experience gained in a prior position as a general administrative clerk will not help qualify for the accounting technician job because it will not demonstrate possession of specialized experience directly related to the primary duties of an accounting technician.

There are other ways of ensuring the resume is concise, but meaningful. For example, if applying for a secretarial position, it is not necessary to specifically name and describe four previous and distinct word processing systems used. Just state, "a substantive knowledge of" and "have used word processing skills and systems." Don't be repetitive; get to the point. This same basic principle applies to education and training. If the objective is to obtain a GS-12 position, a one-half day seminar on business writing six years ago will be of no significant value in determining your overall rating. Leave this fact off.

Don't use "flowery" language: Avoid adjectives and adverbs. No additional points are received for descriptive terms, use the following description as an example:

"I was responsible for the processing of a wide variety of extremely complex financial transactions using two technically advanced automated accounting systems."

It would be more productive to simply and clearly state the facts

A resume should be completely free of unneeded details that are not materially contributing to the overall occupational qualifications.

Remember:

• For any position at the GS-5 level or above one year of specialized experience in the duties of the position to be filled are necessary, or in a position the duties of which are directly related to those of the position to be filled.
• For any position at the GS-5 level or above, there is also a quality of experience requirement. In order to be creditable for qualification purposes, any specialized experience possessed must have been gained in a position equivalent to the next lower grade of the position of interest.

With these points in mind, it should be clear when interested in being considered for any position at the GS-5 level or above, prior experience, education and training does not have to be included on the resume. It has no bearing and will in no way support qualifications for the positions of interest.

This same logic is also basically applicable to awards and honors. If the award or honor was received far in the past, or if it was received in a position not used to support your qualifications, there is no good and substantive reason to include the award or honor in the resume. For the same reasons, minor or outdated training received in the past should not be listed.

Use Clear Language:

Write the resume as though it is being submitting for review by someone who has no technical understanding of the specific kind of work. Let's look at several examples of how to better describe experience and the ways in which "technical jargon" is translated into something understandable for both the automated resume processing system and DEU personnel staffing specialists:

• “I use IATS to process travel vouchers.”

  Would be better:

  “I use the Integrated Automated Travel System (IATS), an automated financial system, to compute and process travel reimbursements for transportation, meals, lodging and similar entitlements.”

• “I process vouchers and issue a variety of disbursements using SRD1.”

  Would be better:

  “Using knowledge of disbursing principles and procedures, I examine requests for payments to individual military and civilian employees, private sector vendors, and other public agencies. I perform a quality control review to ensure that these requests are in order, assign appropriate accounting classifications and prepare checks or electronic transfer payments. I use the Standard Finance System Redesign Subsystem 1 (SRD1), an automated financial system, to accomplish these actions.”

  (NOTE: This straightforward three-sentence paragraph might well be sufficient to describe all of the major duties performed by a disbursing clerk or technician position).

• “I assist functionals in writing SCRs. I develop interfaces and am the POC for all EC initiatives.”

  Would be better:

  To help identify needed changes and to write system change requests (SCRs). I write computer programs to enable automated systems to interface and to communicate with each other. I am the primary contact for automated electronic commerce (EC) systems and improvements.”

The point is that descriptions of duties performed, and knowledge and skills applied in accomplishing those duties, should be simple and straightforward but descriptive and reduced to only essential information. When finished writing a paragraph, it is helpful to stop and ask the following questions:

• Would a third party not familiar with the occupational background understand this kind of work?
• Is there any nonessential information included?
• Are any unique but relevant special experience of skills been omitted?
• Have major characteristics of occupation or background and skills most common to the occupation and/or field been included?

Paint a Clear Picture:

Here are some more helpful questions to ask if applying for an accountant GS-12 position, and there is prior, relevant experience as an accountant.

• What are the primary characteristics of professional accounting work, processes and procedures?
• What major skills, knowledge or abilities are generally accepted as necessary in the performance of this work?
• What portions of the working background best demonstrate accounting tasks performed using recognized accounting skills?

When these questions have been answered, the resume narrative is ready for development. Be sure to construct the narrative in a logical manner, adding each descriptive "piece" until the full picture of an accountant is painted. The process can be like putting together a puzzle. A reference to one skill or a single job task is incomplete and may not lend itself to an obvious conclusion as to the occupation being described.

As additional commonly recognized tasks or skills are added, the picture becomes clearer. Finally, at some point, a knowledgeable observer will be in a position to hazard an educated guess as to the end product being described. Provide sufficient pieces of the puzzle to leave no reasonable doubt about the occupational or job profile being built, and the demonstrated possession of and ability to use the skills and competencies commonly associated with that occupation.

Page Updated: March 14, 2011