Transcript Using KSA’s to Get You To The Interview

Writing MPQ’s & KSA’s
AIM-IRS 39th ABMTS
MILWAUKEE, WI
August 2008
AIM-IRS KSA Presentation
Presented By:
 Kathleen M. Bell
 Mary Murphy
Moderator:
 Vicky L. Harding
What are KSAs and Why are they Used?
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KSA’s are indicators of
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Knowledge
Skill
Ability
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Seekers of applicants use them to help evaluate
potential in the ranking process
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Rankers of applications use them to help identify the
best qualified candidate for the vacant position
KSAs – KNOWLEGE

Knowledge statements refer to an organized
body of information or a procedure applied
directly to the performance of a function.
Knowledge statements demonstrate “How
you know what you know”
KSAs – SKILLS

Skills refer to observable competence to
perform manual, verbal or mental functions,
including manipulation of data or things.

Skills can often be measured by performance
tests. They include examples that
demonstrate “How well you do what you
do”
KSAs – ABILITIES
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Are competencies to perform an observable
behavior, or a behavior that results in an
observable product. Ability statements
demonstrate “how you do what you do”
KSAs – Other Characteristics…

Refer to physical or mental characteristics
that do not fall into one of the other
categories. For example, “work well in team
environments” would be applicable to
applying for a detail on a task team or for
positions that require team work.
Common KSA’s Required
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Decision Making & Problem Solving
Leadership
Motivation
Communication
Interpersonal Skills/Team Building
Planning and Organizing
Critical Thinking/Analytical Skills
Ability to Influence Others
OK, now that you know what KSAs are,
What’s Your Next Step?
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Research the job
Find out what are the
KSA’s for the job
Evaluate your strengths
Think about how your
strengths relate to the
KSA’s for the job
Research the Job…

Go to the business unit’s website-learn about
the business unit’s mission, goals, structure,
etc.

Study the position description

Talk to People-find out the inter-workings of
the office and position
Determine the KSAs for the Job…
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Know what the KSAs are for the vacant
position
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Compare the KSAs on the vacancy
announcement with the position description
Evaluate Your Strengths…
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Identify your major accomplishments
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What is something that you did well
What is something that you enjoyed
What is something where you solved a problem
What is something about which you are proud
What skill sets are involved
Evaluate Your Strengths…
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Most people possess two types of skills
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Identify your skill sets
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Learned Skills
Natural or Intuitive Skills
Take a look at what you identified as accomplishments
List the skills that went into making the accomplishments
happen
Separate your accomplishments by KSAs (Is it
knowledge, a skill or an ability?)
Relate your Strengths to the Job

As you prepare your paperwork for a
job, consider that you are selling a
product…….YOU
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The application is a chance to make a
sale and must focus on what the
customer seeks (the KSAs)
Relate Your Strengths to the KSA’s
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Keep it relevant, show how you are the one
Keep it concise but not skimpy
Keep it organized, state what you mean
Keep it full of examples
Writing Your KSAs
Focus on specific achievements…
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What was it?
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What did you do?
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How did you do it?
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Who or what benefited from what you did?
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How were you recognized and rewarded for this
accomplishment?
Writing Your KSAs
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Be precise and to the point
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Give specific examples that relate to the individual
KSAs
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Identify the criteria or standard that was met or
exceeded
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Identify the skills, resources, or guidelines used
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Address any special problems you solved
Writing Your KSAs
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Use the formatting required by the hiring agency, which is
generally included on the vacancy announcement.
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Restate each KSA exactly as it appears on the
announcement
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Answer each KSA, even if that particular area is not your
strong point (not addressing a KSA may lower the score
assigned during the ranking process)
Writing Your KSAs
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Personalize your materials – do not use wording directly from
the position description.
Do not assume the reader’s familiarity with acronyms and
technical terms; spell them out the first time you use them.
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Be consistent in what you list in the KSAs and what is included
in your MPQ (Form 9686 and/or OF-612)
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The KSAs should include more in depth information than the
MPQ and/or OF-612, but there should not be inconsistencies
between the documents.
Writing Your KSAs
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Limit each narrative statement response to one page. Use
12-point size and font type consistently.
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Remember to make your writing “reader friendly.” Do not
assume that the reader is familiar with acronyms and other
organization-specific information.
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Include your name and the vacancy announcement number
on EACH PAGE in the event that the pages are somehow
separated.
Writing Your KSAs
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List two or three accomplishment per KSA
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Where possible, quantify the results
 State the percentage change in processing time or
number of cases completed, decrease in errors in
reports, etc.
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Mention any quality changes that may have resulted from
your accomplishments
 For example, I developed a pre-closure case check
sheet for review of the group’s cases that resulted in an
increase in our quality for Standard 2 from 60% to 90%
met.
Writing Your KSAs
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Be specific in describing your accomplishments (avoid vague
statements)
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Do: As a tax auditor, I conducted numerous
examinations of individual tax returns. I determined the
audit scope and depth, established the appointment
dates, identified the necessary documents to address
the issues identified and prepared document requests
to taxpayers for the information needed. I utilized the
taxpayers’ documents to substantiate items on the
returns, and was successful in determining the correct
tax liability for the cases assigned. In all examinations
completed, I was successful in securing the taxpayers’
agreement in each case I completed.
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Don’t : I completed examinations of taxpayer returns.
Writing Your KSAs
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Use active verb with the personal pronoun “I” (avoid passive
verbs)
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Do: I developed a concise one-sheet resource document
to be used in responding to customer service calls on filing.
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Don’t : A resource document was developed by me to
assist in responding to customer calls on filing.
Writing Your KSAs
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Write in short, complete sentences (subject, verb, proper tense
agreement). Economize on words and expressions, but don’t be
too cryptic
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Do: I presented a time management workshop at the
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Don’t : This fiscal year I presented a workshop addressing
Area’s CPE to 50 revenue agents and managers.
various aspects of time management at the Northeast Area
Continuing Professional Education Training in Brooklyn,
New York.
Writing Your KSAs
Example of a position and the related KSAs:
POSITION:
Support Services Supervisor GS-301-7/9
PROMOTION POTENTIAL: GS-09
KNOWLEDGE, SKILLS AND ABILITIES (KSA’S):
1.
Knowledge of administrative processes (e.g., procurement,
personnel, records management, travel management,
facilities and time and attendance).
2.
Ability to guide and lead others.
3.
Ability to independently organize, coordinate and prioritize a
variety of activities.
4.
Knowledge of legal terminology.
5.
Ability to communicate effectively, orally and in writing.
Writing Your KSAs
Example of a position and the related KSAs
POSITION:
:
Secretary (OA), GS-318-08
KNOWLEDGE, SKILLS AND ABILITIES (KSA’S):
1.
2.
3.
4.
Ability to organize, prioritize and manage the work of the
office.
Ability to meet required deadlines.
Knowledge of grammar, spelling, punctuation and required
formats.
Ability to effectively communicate verbally and in writing.
Reviewing Your KSAs
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First, let your assessment sit for a day
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Review with an eye for proper grammar, correct spelling,
complete sentences and logical presentation.
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Have you used Records of Tax Enforcement Results (ROTER) in
your narrative?
Reviewing Your KSAs
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Rewrite and rearrange your assessment. Does it say what you
want?
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Ask someone else to read your assessment for clarity and
understanding.
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Review your product again. Make any appropriate revisions
based on the other person’s input.
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You are now ready to submit your application for the job.
Writing Tips and Tools
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Web Sites
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The ABC’s of KSAs – IRS-Seattle Personnel Office,
10/2001
http://aimdc.web.irs.gov/KSA%20Brochure.doc
Tutorial – Writing Self-Assessments
http://shr.web.irs.gov/pers/sa/tutorial/1.htm
Tutorial – Skills and Assessments vs. Accomplishments
and Contributions
http://shr.web.irs.gov/pers/sa/tutorial/18.htm
Preparing
The Merit Program
Questionnaire
(MPQ)
Form 9686
WHY IS THE MPQ SO IMPORTANT?
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The MPQ is a vehicle for moving your career
in the right direction.
The MPQ provides a reader with information
about your skills & abilities
The MPQ is your opportunity to describe your
accomplishments and how these qualify YOU
for the position you are applying for
The MPQ allows you to communicate to the
ranking official or ranking panel that you are
the best person for the job
PREPARATION TOOLS NEEDED
FOR PREPARING MPQ’s
SF-50
History
Awards History
 Monetary
 Non-Monetary
Training History
Position Description
Critical Job Elements
 Current Position
 Past Positions
 Position Applying for
Evaluation
and Narratives
Annual
 Departures
 Roster Recall
Resume Tools
 Action Phrases
 Action Verbs
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COMPLETING YOUR MPQ’s
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Strong narratives make the difference. Take
the time to really think about what you want
to say.
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What skills do you want to highlight?
What characteristics do you possess that make
you the ideal person for the job?
Your narratives are your chance to sell
yourself. Toot your own horn. No one is
going to toot it for you!
Take credit for your accomplishments; don’t
be modest.
COMPLETING YOUR MPQ’s
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Address each section of the narratives
separately and in the proper order.
Be specific. Don’t use generalizations.
Ask yourself, “WHAT’S MY POINT?” If you
don’t have one, don’t put it in! If you do have
one, make it clear.
Give examples that demonstrate your skills
and attributes:
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What did you do? How did you do it?
What skill did you use? What were the results?
COMPLETING YOUR MPQ’s
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Write in the 1st person. Use “I”, but do try to
avoid beginning every sentence with “I”.
Use strong verbs and action words. For
example:
COMPLETING YOUR MPQ’s
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Be concise and clear. Remember to keep
your point in mind.
Be honest. Don’t make something up just to
sound good. Be sure your examples support
your results.
Avoid jargon. Remember the ranking official
or panel probably does not know your area or
your job.
Write for someone who is outside your area.
Never assume they know what you mean.
COMPLETING YOUR MPQ’s
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Think globally. Again avoid using an example that
only someone from your area would understand. Try
to phrase your example so that it illustrates your
point, while making sense to an outside person.
For example, instead of saying “I use command
codes BDAPL, BDADD, and BDOUT on a daily
basis”, try something like, “I have extensive IDRS
research skills, including the use of command codes
unique to the Accounting area.
Remember your point is that you have IDRS skills.
COMPLETING YOUR MPQ’s
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Document your work experience. The rule is if
you don’t write it down, it won’t be considered.
It is O.K. to use examples from outside the IRS if
it is a strong illustration of your point.
Watch your grammar and punctuation.
Submit accurate, timely and complete
information on each and every Merit Program
Questionnaire (MPQ)
REMEMBER TO SIGN AND DATE YOUR MPQ.
CHECKLIST FOR MPQ'S
DO:
􀀄 Tell the truth!
􀀄 Be specific
􀀄 Use your own words
􀀄 Check spelling and
grammar.
􀀄 Have your MPQ
proofread by someone else.
􀀄 Follow directions! Submit
what is requested
DON'T:
􀀄 Quote from your position
description.
􀀄 Include irrelevant
information.
􀀄 Attach training
certificates, awards, or
commendation letters.
Additional Resources
http://sbse.web.irs.gov/learning/HCO_CPE/Resume_Writing/MPQ_Participant
Guide.pdf
Preparing the Merit Program Questionnaire (MPQ) Participant Guide
http://erc.web.irs.gov/DOCS/2002/AWSS/PS/Vacancies/HELPFULHINTS.pdf
Helpful Hints When Preparing your MPQ
http://erc.web.irs.gov/Displayanswers/folderContent.asp?folderID=3
Employee Resource Center – Hiring, Training & Careers
http://oamc.web.irs.gov/SOAR/ActionVerbs.doc
Action Verbs
http://sbse.web.irs.gov/learning/CLD/MA/Time_Management/CLP_Employee_
Classroom_Wkshop.ppt#256,1,Welcome
Career Learning Plan Workshop
http://core.publish.no.irs.gov/forms/internal/pdf/65691l03.pdf
Sample Employee Career Learning Plan – Form 10094
Tips on Preparing the
Merit Performance
Questionnaire
(MPQ)
Form 9686