Effective KSA Writing

for Job Applications

Participant Guide

June 15, 2006

Table of Contents
Welcome.............................................................................................................. 1
Knowledge, Skills and Abilities (KSA) Overview ............................................. 3
What are KSAs?................................................................................................................................3
Why are KSAs IMPORTMANT? .....................................................................................................3
Capture your notes here ....................................................................................................................5
Definition of Knowledge, Skills, and Abilities .................................................................................5
KSAs Can Include:............................................................................................................................7
What Stays and What Goes? .............................................................................................................7
KSAs: Steps to Success.....................................................................................................................8
KSA Tips ..........................................................................................................................................9
Samples of Good and Poor KSA Responses ...................................................................................11

Components of a KSA...................................................................................... 14
Five Approaches to KSA Statements ..............................................................................................14
Important Elements of the KSA Statement .....................................................................................17
Recommended KSA Format ...........................................................................................................17

Helpful Tools..................................................................................................... 18
KSA: Sample Questions and Answers ...........................................................................................18
Buzzwords.......................................................................................................................................18
Six Steps to Strong Accomplishment Statements: ..........................................................................19

Appendix A........................................................................................................ 21
The Importance of KSA’s in the Federal Application Process .......................................................21

Appendix B........................................................................................................ 23
How to Write Responses to (KSAs)................................................................................................23

Appendix C........................................................................................................ 27
Examples.........................................................................................................................................27
 Welcome
This training session will provide participants with strategies and
techniques to effectively complete KSAs. These supplemental statements
provide specific examples of paid and non-paid work experience, education,
training, awards, and honors. The session will include lecture and an activity.

Topics of discussion will include:

„ Identify What KSAs Are
„ Understand the Rating & Ranking System
„ Identify a Poor and Good KSA
„ Understand the KSA Steps to Success
„ Identify the Five Approaches to KSAs
„ Write Effective KSA Responses

Audience
Effective KSA Writing for Job Applications is for all employees interested in
career advancement.

Instructor
The course instructor is Elaine Poole, Training Officer for the Capitol Training
Center in Washington D.C.

Timing
The Effective KSA Writing for Job Applications Workshop takes four hours to
complete. The program will be broadcast on June 15, 2006 from 12:00 pm until
4:00 pm ET.

How to Interact with the Instructor

If you were physically in the classroom with the instructor, you would raise your
hand to let her/him know you had a question or comment. Then you would wait
for the instructor to recognize you and ask for your question.
With TELNPS courses there is also a "protocol" to follow to ensure that you can
easily ask questions and others can participate as well.
As part of the TEL station equipment at your location, there are several push-to
talk microphones. When you have a question, press and hold down the push-to-
talk button, maintaining a distance of 12-18 inches from the microphone, wait a

Effective KSA Writing Revised June 5, 2006 Page 1

second and then ask you question or make your comment. It would sound
something like this:
Excuse me [instructor's first name], this is [your first name] at [your location]. I
have a question (or I have a comment).” Then release the push-to-talk button.
This is important because until you release the button, you will not be able to
hear the instructor. The instructor will acknowledge you and then ask for your
question or comment. Stating your name and location not only helps the
instructor, but also helps other students who are participating at different
locations to get to know their classmates.

Effective KSA Writing Revised June 5, 2006 Page 2

Knowledge, Skills and Abilities
(KSA) Overview
What are KSAs?
„ Ranking and rating factors

„ Evaluation factors, criteria

„ Job ranking elements

„ Supplemental statements

„ A written test

„ An elimination tool

Why are KSAs IMPORTMANT?

KSAs can be EXTREMELY IMPORTANT in the applicant evaluation process
since they are scored. Poor responses may prevent you, as an applicant, from
being considered among the "best qualified" group. Your score for experience is
based solely on your responses to the KSAs, not the information included in your
resume, OF-612 (Optional Application for Federal Employment) or SF-17l.
There’s an easy way to decide when to pay attention to KSAs. In a word,
ALWAYS.
The federal resume or application is the information that tells the position
selection decision-maker if you are qualified for the job and KSAs describe your
skills using concrete examples so that the hiring manager can determine if you
can perform their job. The application review is a three-step consideration
process.
The Human Resources Review Process for determining your qualifications
and for rating and ranking your KSAs goes as follows:
Your total application will be sent to the federal agency. This will include your
federal-style resume or OF-612 and KSAs for a specific announcement. The
announcement might ask for other information as well. You have to read the
instructions to determine what they want, i.e., college transcripts, DD-215, your
last supervisory evaluation, etc.

Effective KSA Writing Revised June 5, 2006 Page 3

„ Step 1

APPLICATION REVIEW: A Personnel Staffing Specialist will review your

package to make sure you have completed the application correctly by including
all of the appropriate documentation requested (lots of people don't make it past
this point). If the application is correct, they will review your resume to decide if
you have the basic qualifications for the position.
„ Step 2

RESUME REVIEW: The staffing specialist will then review your application to
determine if you meet the minimum qualifications for the job. You can find this
qualification information on every vacancy announcement. If you are qualified
for the position, they will usually decide if you are QUALIFIED or HIGHLY-
QUALIFIED. If you are either of these, then the KSAs are reviewed.
„ Step 3

KSA RATING AND RANKING: Each KSA will be reviewed by the Human
Resources Staff and assigned a numerical score using a crediting plan or
"scorecard". The scale is generally based on a point system. Ex: 5 points for barely
successful, 15 points for successful and 20 points for highly successful. Each level
has a description of benchmarks, which are examples of tasks a candidate would
perform at that level. Agencies may emphasize the most important aspects of a
job by assigning relative weights to each KSA. Others will designate particular
KSAs as being Mandatory (M) or Desirable (D). Obviously the job applicant will
want to focus the most effort on responding to the more heavily weighted KSAs
or the mandatory ones, but it is important to remember that you need to address
every one on the list. If a vacancy announcement makes no distinction among
the position’s KSA, the applicant should assume that all KSAs are equally
important. Factors affecting level of credit your KSA is given include:
complexity of duties, circumstances, impact, variety, duration and people
contacted. Panel members take into account experience, education, training and
awards as they relate to the factors. Once the total score (responses to KSAs,
performance appraisal and training) is determined, you will be ranked among
other applicants. If your KSAs are scored in the range of the highest scores, you
will have your name included on the Best Qualified List. This group of Best
Qualified candidates will go forward to the Selecting Official or hiring manager
for consideration, who ultimately makes the selection for the vacancy.
A key point to remember about all KSAs is that they must be job-related. An
agency cannot ask for anything in a KSA that is not in the job’s position
description.
Understanding the personnel review process and the importance of good KSAs
is critical to your success in being hired by the Federal government.

Effective KSA Writing Revised June 5, 2006 Page 4

Capture your notes here

Definition of Knowledge, Skills, and Abilities

Knowledge. An organized body of information, usually of a factual or
procedural nature
Skills. The proficient manual, verbal, or mental manipulation of data, people, or
things
Abilities. The power to perform an activity at the present time

KSAs (Knowledge, Skills, and Abilities and Other Characteristics)

Knowledge – An organized body of information, usually of a factual or
procedural nature, which if applied, makes adequate performance on the job
possible.
Examples include knowledge of:
„ Administrative practices

„ Budget and accounting principals

„ Federal Regulations and Directives

„ Operational systems and procedures

„ Environmental Compliance Law

Skill – The manipulation of data, things, or people through manual, mental or

verbal means. Skills are measurable through testing, can be observed, and
quantifiable. Often referred to expertness that comes from training, practice, etc.
Examples include skill in:
• Electronic or computer repair

Effective KSA Writing Revised June 5, 2006 Page 5

 • Carpentry, plumbing and/or HVAC repair

• Second language proficiency

• Weapon usage

• Motor vehicle operation

Ability – The capacity to perform a physical or mental activity at the present

time. Typically abilities are apparent through functions completed on the job.
Abilities and skills are often interchanged. The main difference is that ability is
the capacity to perform where a skill is the actual manipulation of data, things or
people. You may have the ability but unless observed through actions that
ability may not transfer to a skill set.
Examples include the ability to:
„ Organize and plan work (observed at work)

„ Analyze situations, programs and problems

„ Coach and mentor others

„ Communicate orally and in writing

Other Characteristics – Mental or physical attributes or characteristics that don’t

fall under the other areas:
Examples are:
Multiple work assignments – capable of successfully handling various tasks
Proactive – takes initiate to get things done without prompting
Copes well in stressful environments – handles complex tasks
Reliability – assigned work is completed ahead of schedule and the quality of
work is exceptional
This factor is required for jobs that to a greater degree encounter these
characteristics such as jobs in air traffic control, careers in law enforcement,
work at nuclear power plants, firefighters, etc.

Effective KSA Writing Revised June 5, 2006 Page 6

KSAs Can Include:
„ Paid and unpaid experiences

„ Education:

„ degrees, courses and research projects

„ Awards and recognitions

„ Quotes from letters written by people who think you are great

What Stays and What Goes?

How should you decide which examples of tasks to keep in comparison to those
that can be discarded? Use the following type of tasks to represent your
experience, when possible:

LEADERSHIP Use tasks that demonstrate your leadership, organization, or

management skills. For example, applicants should discuss
their role on committees/taskforces; discuss how they planned
activities and events; or discuss their responsibilities in
managing groups of individuals in various settings (i.e., office,
classroom, organization/club, correctional environment)

FUNCTIONING Use tasks that demonstrate your ability to effectively deal with
IN A STRESSFUL stress related events/activities. For example, applicants could
ENVIRONNENT discuss their responsibility for transportation security issues or
discuss how they dealt with critical deadlines.

COMPLEXITY Use tasks that demonstrate complexity or creativity. For

AND/OR example, applicants could describe how they designed
CREATIVITY programs for personal computers, prepared papers on
technical subjects, or used formulas to derive solutions.

PERTINENCE TO Frequently, applicants apply for positions outside their own

THE POSITION discipline. However, applicants who have experience directly
related to the position and include this in their responses will
usually be awarded the higher points.

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MAJOR IMPACT Use tasks where your actions had an impact on others or the
OR SIGNIFICANT work environment. For example, applicants could discuss
OUTCOME procedures they developed for their office that streamlined
operations; discuss how they negotiated a contract that
resulted in a favorable outcome; or describe how their input
on a project made a significant impact on the organization.

KSAs: Steps to Success

Step 1: Gather information about yourself.
™ Employment background (an up-to-date federal application).
™ Accomplishments (concrete evidence that proves your knowledge, skills, and
abilities).
¾ Did you resolve a long-standing problem?
¾ Did you discover a new and better approach for getting things done?
¾ What was solved, created, changed for the better or improved because
you were there?
¾ Did you take on any extra responsibilities above and beyond your job
description?
¾ What have your supervisors’ commended/cited/awarded you for?
™ All of the training and education you have received.
™ All training and education you have provided to others.
™ Special assignments, details, team responsibilities, acting positions.
™ Publications, products, or research to which you contributed, whether as part
of a team or independently.
™ Presentations and briefings you have made, whether in-house to key people,
to other agencies, or at conferences.
™ Honors/awards (within the past three years).
™ Performance appraisals (they serve as "memory joggers" for your
accomplishments).

Effective KSA Writing Revised June 5, 2006 Page 8

Step 2: Learn as much about the position as possible.
Step 3: Compare the KSAs with the vacancy announcement and the
position description. Classify each "duty and responsibility"
according to which KSA it reflects.
Step 4: Match your skills to the KSA requirements. List all related
experience, accomplishments, education, training, and
honors/awards that directly relate to each KSA.
Step 5: Write your narratives, revisit them, polish them.

KSA Tips
1. Present your KSAs in specific or measurable terms.

2. Be specific with your role in the organization.

3. Show production and responsibility increases.

4. Use action words to describe your experiences.

5. Use your position description as a guide only.

6. Use wording from the duties section of the vacancy announcement.

7. Limit KSAs to 1 or 1 ½ pages…per KSA.

8. Include all work experience.

9. Spell out all terms before using any acronyms.

10. Use narrative paragraphs and bullets

Effective KSA Writing Revised June 5, 2006 Page 9

 Activity and Take a Break

Part One:
Looking at KSA Tip #6 – “Use wording from the duties section of the vacancy
announcement”
Read the Duties for the HR Assistant below and highlight words that should be
in a KSA for “Ability to Communicate both in Writing and Orally.”
POSITION: HR Assistant (HR Development),
WHAT DUTIES WILL I BE PERFORMING IN THE POSITION?
Uses office automated systems and software to manage, administer and maintain
training related data. Prepares memoranda, letters, spreadsheets, and other
reports and process descriptions/job aids in draft and/or final form. Prepares
all final correspondence and reports in accordance with established guidelines,
with responsibility for the proper grammar, spelling, capitalization, punctuation,
and format. Adapts guidelines as needed to fit specific situations, referring
situations not covered by guidelines or instructions to the supervisor. Collects
and complies information for the preparation of training related and general
correspondence, reports, and other required documents. Maintains a library of
organization reports and documents including all monthly reports, annual
reports, and on-time deliverables. Receives all visitors and either addresses their
questions, schedules the facility, or directs them to the appropriate staff member.
Answers the telephone and either responds to their inquiries, or if necessary,
refers callers to the appropriate office members. Sorts and distributes daily
incoming correspondence (hard copy, email, fax, and other materials). Sends
mail by various means (e.g., priority, UPS, FedEx) according to required
deadlines and requestor. Maintains manual and electronic files used in the office
and, as assigned, assists in their establishment and disposal. Operates standard
office equipment. Attends meetings and takes minutes; copies and distributes
minutes to attendees. Schedules meetings and appointments and maintains
calendars for office members.

Effective KSA Writing Revised June 5, 2006 Page 10

Part Two:
From “Samples of Good and Poor KSA Responses” below, work on an example
using the following list:
9 Alaska and Pacific West Regions take number one
9 Intermountain Region number two
9 Midwest and Southeast Regions number three
9 Everybody else take number four
Instructions: Using the list of KSA Tips on page 9, read through your statements
and list those items that make it a good or poor KSA. Be ready to share your
findings.

Samples of Good and Poor KSA Responses

SUPPLEMENTAL STATEMENT
Position/Series/Grade: MANAGEMENT ANALYST, GS-343-1 I Announcement: 48-X2-W3N

Factor # 1 Ability to gather, organize and analyze data

Example of a poor response: Example of a good response:

During the past three years in my current My present position requires that I periodically
position, I have had many opportunities to collect reports from eight regional offices on
apply my ability to assemble data, organize it enforcement actions taken during the previous
into a coherent form, and then analyze it. I monitoring period. The data are presented in
have also taken advantage of the opportunity varying forms, and it is my responsibility to
to acquire additional skills in this area through organize and compile the information into a
completion of specialized courses. uniform format. When data appear to show
inconsistencies or aberrations, I check with the
submitting office to verify all information.
Using Lotus 1-2-3, I then review the
information to identify trends in…..

In January 1996, I completed the course,

“Writing Analytical Reports," offered through
the National Independent Study Center. This
was a six-month course involving 24 hours of
training and covering such areas as: planning
an analytical report, collecting and analyzing
data, identifying possible solutions to problems
addressed in the report, and organizing,
writing and editing the report.

Effective KSA Writing Revised June 5, 2006 Page 11

 SUPPLEMENTAL STATEMENT
Position/Series/Grade: MANAGEMENT ANALYST. GS-343-11 Announcement: 48-X2-W3N

Factor # 2 Ability to organize and administer projects

Example of a poor response: Example of a good response:

To date, I have had no opportunity to apply Although my job duties do not involve
my skills to organizing and administering large administration of major projects, I have been a
projects participant in a number of bureau-wide
initiatives. In these instances, I have
approached my role in the same manner that I
would a larger project. That is, I have
developed schedules and budgets, identified
milestones, initiated progress reviews, and
evaluated results. A recent example of this has
been…

SUPPLEMENTAL STATEMENT
Position/Series/Grade: MANAGEMENT ANALYST. GS-343-11 Announcement: 48- X2- wm

Factor # 3 Knowledge of data processing and ability to utilize "'user friendly" computer software.

Example of a poor response: Example of a good response:

In my current job, I use various software In my present position, I designed and

packages in a PC environment to track implemented a complete personnel database
personnel trends. utilizing R: BASE software. This required
interviewing pertinent department heads and
targeted users to obtain information on desired
elements of the proposed system. I later
coordinated the effort to convert current
records to this automated database.

Utilizing the capabilities of the R: BASE

system, I performed analyses on the personnel
data and designed and produced tables and
charts based on the results.

As part of another project, I developed a

tracking system to monitor on-going project
resources utilizing LOTUS spreadsheet
software

Effective KSA Writing Revised June 5, 2006 Page 12

 SUPPLEMENTAL STATEMENT
Position/Series/Grade: MANAGEMENT ANALYST. GS-343-11 Announcement: 48- X2- wm

Factor # 4 Skill in written communication

Example of a poor response: Example of a good response:

My communication skills are In the past 10 months, I have taken over a number of writing
excellent. I am often asked to help out assignments previously held by my supervisor. These include:
in this regard and have been
(I) Drafting monthly reports on leasing activities under the
commended for my work.
purview of our office. These are routinely approved by my
supervisor without change and are circulated to 10 field offices
and regional directors.

(2) I have assumed the responsibility of reporter for the

quarterly meeting of the bureau's research directors. Reports of
these meetings are reviewed by the Director's Office prior to
distribution to all participants.

In January 1996, I completed the course, “Writing Analytical

Reports," offered through the National Independent Study
Center. This was a six-month course involving 24 hours of
training and covering such areas as: planning an analytical
report, collecting and analyzing data, identifying possible
solutions to problems addressed in the report, and organizing,
writing and editing the report. This course also addresses the
ability required in Factor 1

Effective KSA Writing Revised June 5, 2006 Page 13

Components of a KSA
Five Approaches to KSA Statements
Here are some ways to approach KSA statements:
1. Describe a specific situation.
2. Give an overview of your experience.
3. Give an example of relevant education or training.
4. Describe an award given for specific accomplishments.
5. Describe an experience in your previous jobs in the history format.
Don't feel tied to one approach. Feel free to combine different types in a single
statement. Each KSA statement, for example, can be made up of paragraphs
giving an overview, describing a situation (one or two of these), discussing
relevant education, and describing an award or recognition. Next, you'll find
examples of the five types of KSA statements.
Situation KSA
This specific example demonstrates your knowledge, skill, or ability in a certain
area. This is an example of a nonpaid work experience KSA statement for a
budget analyst, GS-9.
Ability to perform effectively and maintain composure in tension-filled
situations:
As a member and Chairman of the Middletown, Virginia, Town Planning
Commission, I directed sometimes tension-filled Rezoning Meetings that affected
the commercial activity of the town, but would also affect the residential
character of the town. I was successful in mediating controversia1 rezoning
issues concerning the Main Street. I also chaired many sensitive hearing, acting
as sounding board for long-time residents. The rezoning activities involved local
media coverage and required skills in problem-solving and public relations.

Overview KSA
This introductory, summary KSA statement is for a secretary, GS-9
Skill in expressing ideas orally in a form that is clear, logical, and
grammatically correct:
As a Secretary to 3 senior government executives, I have developed a
clear, logical, and grammatically correct writing style that is trusted by my

Effective KSA Writing Revised June 5, 2006 Page 14

 supervisors. I am skilled in communicating clearly both orally and in
writing. My supervisors depend on me to communicate priorities and
significant information to department heads, congressional offices, and
the public. I am sensitive to public affairs issues, politically accurate
responses, and tense situations. I speak and write with excellent grammar.
The next KSA was written by a security specialist, GS-12.
Knowledge of the theories, principles, practices, and techniques of
Automated Information Systems (AID) security for U.S. government
computer systems and installation:
As a result of experience in both Army and Navy operations, in overseas
as well as with U.S.-wide computer systems, I have maintained extensive
knowledge of U.S. government computer systems. In addition, due to
widely varied experience, I have cultivated a network of top computer
experts in the U.S. and abroad who regularly inform one another about
latest updates and developments in sophisticated systems.
Education/Training KSA
The following is a statement of related education and training that supports the
KSA. The employee is chief of medical technical equipment, GS~12.
A general knowledge of the mission, organization and activities of a
health care facility:
Education and Specialized Training:
Currently enrolled (with 42 hours earned) in dual degree Bachelor's
program at Howard University, Washington, DC, in Business
Management and Computer Sciences.
Earned well over 1,500 hours training with advanced medical technology
and equipment {see complete listing attached to federal resume).
In earlier career, completed over 400 hours as firefighter in fire safety,
prevention and emergency medical care.
Award/Recognition KSA
An award or recognition indicates the quality at which duties have been
performed that demonstrate a KSA. The record of the award must contain
sufficient information about relevant behaviors or activities to show that the KSA
was demonstrated at some level. The following KSA was written by an
environmental specialist, GS-13.
Knowledge of federal hazardous materials transportation regulations:
At the conclusion of a recent Safety Review by the Office of Motor
Carriers, I was commended for knowledge of regulations and programs
developed for the company. In addition on my most recent performance
evaluation, I was cited for having "excelled at meeting new challenges and
improving the performance of the Fleet Safety Programs."

Effective KSA Writing Revised June 5, 2006 Page 15

The next example was for a foreign affairs officer, GS-13.
Ability to plan and direct program activities:
Commended on most recent Performance Review for being “only division
officer who planned and managed two town meetings, one month apart,
in St. Louis and San Francisco. The results were outstanding. The St. Louis
event drew over 350 citizens (despite the floods) and great media
coverage. The San Francisco meeting, with a record-breaking attendance
of 1,300, was the first such meeting in over 13 years. Both the Secretary
and the spokesperson commented publicly on their tremendous success."
Historic KSA
The following summary of past experience supports the KSA for a vocational
rehabilitation specialist, GS-12.
Ability to promote the rehabilitation program and to negotiate contracts
and agreements with prospective employers and training facilities:
My work in vocational rehabilitation for the department has spanned over
20 years, and, through regular positions and special assignments, I have
gained a broad understanding of the department's mission, goals and
programs. As a result, for the past three years I have been selected to
speak on panel presentations regarding "Effective Client Strategies" at the
annual National Rehabilitation Hospital Conference.
Here is another historic KSA example, this one for an inspector general, GS-12.
Skill in the analysis of complex multi-million dollar financial
transactions:
For the past ten years, I have managed cases that involve individuals
charged with economic crimes as well as local and national businesses
charged with such offenses as money laundering and procurement fraud.
For example, I serve on task force investigations in complex…..

Effective KSA Writing Revised June 5, 2006 Page 16

Important Elements of the KSA Statement
CONTEXT: Write about individuals and groups with whom you’ve worked.
CHALLENGE AND ACTION: Describe a specific problem or goal and the actions
you took to resolve the challenge.
RESULT: Provide examples of results. If you can include numbers to quantify the
result, please do that.

Recommended KSA Format

RECOMMENDED KSA FORMAT
Here is the federally recommended setup for each KSA. Follow this format when
you write your own KSAs. The fonts and paper you use should match your
application package.
Department of Health and Human Services
Program Support Center
Division of Supply Management, Quality Assurance Branch
Perry Point, MD
Announcement Number: 98P-04
Title of Position: Project Coordinator, GS-301-12
Candidate: Thomas Richard Smith, SS: 123-45-6789
KNOWLEDGE, SKILLS, AND ABILITIES
Knowledge of theory and principles of management, organization and
administrative procedures of a Medical Supply Center.
As the Center Project Coordinator from 1985 until present, I have demonstrated my
expert knowledge of theory and principles of management, organization, and
administrative procedures of the Supply Service Center. I m currently coordinating
seven major critical NIH drug studies and serve as the facilitator for the Veterans
Administration's central mail order pharmacy program (CMOP). This is a large
service contract disseminating products to ten distribution centers.

Effective KSA Writing Revised June 5, 2006 Page 17

Helpful Tools
KSA: Sample Questions and Answers
See Appendix C

Buzzwords
Buzzwords will result in a more positive outlook on your application. The verbs
that you select to describe your knowledge, skills, and abilities can
demonstrate your level of expertise.

ADMINSTRA TION COMMUNICATION MANAGEMENT RESEARCH/

administer contact adjudicate DEVELOPMENT

engage critique analyze analyze

furnish declare anticipate compile

insure display approve define

justify inform change determine

process interpret direct evaluate
procure issue establish identity

purchase speak evaluate investigate

receive testify execute prepare
reclaim write manage propose
reject DECISION meet recommend
requisition MAKING organize research
secure approve plan review
ship authorize PERSONNEL submit

supply consider appraise SUPERVISION

AUDITING decide discharge adhere

analyze render employ assign

assemble require handle counsel

assist solve interview define

change terminate promote delegate

compare test recruit demonstrate
conclude EXTERNAL ACTIVITY screen develop

evaluate cooperate seek encourage

guide coordinate select exercise
recommend negotiate train foster

report publicize transfer maintain

review represent meet

Effective KSA Writing Revised June 5, 2006 Page 18

 CHANGE strengthen PLANNING/ participate

activate HELPING CONTROL report

compare arrange acquire request'
create assist allocate supervise
design contribute control
establish counsel extend
improve give forecast

make guide formulate

modify initiate measure

stimulate serve monitor

upgrade solve plan

progress
schedule

Six Steps to Strong Accomplishment

Statements:
The following steps will help you to develop your action statements that give
evidence of your accomplishments. Select skills necessary for the position you
are applying.
Step 1 - State the problem, need or challenge
Provide secretarial support; write letters, memos, and reports, as needed.
Step 2 - Identify a skill
Write letters and memoranda
Step 3 - Cite an example of how you used this skill
For three years wrote letters and memoranda for the office director's
signature.

Effective KSA Writing Revised June 5, 2006 Page 19

Step 4 - Describe the circumstances – Who, What, When, Where, Why, and
How.
Daily, independently researched and drafted letters in response to
congressional inquiries, requests for information from companies and the
public, and red borders for the seventh floor principals.
Step 5 - Reinforce with measurable data-numbers, dollars, percentages,
volume per month, year, etc.
Wrote 20- 25 responses to congressional inquiries per week during a 6-month
period; wrote 25-30 responses to public inquires per month; wrote 3-6 red
borders per week during crises, ensuring that all were grammatically correct
and in compliance with correspondence regulations.
Step 6 - Give results. What was accomplished because of your use of this skill?
Productivity, morale, customer service, problem solving, money saved, etc.
Handled the correspondence previously done by two secretaries, and
reduced turn around time significantly. Received cash award for outstanding
performance.

Effective KSA Writing Revised June 5, 2006 Page 20

Appendix A
The Importance of KSA’s in the Federal
Application Process
KSAs...Knowledge, Skills and Abilities...a list of special qualifications and
personal attributes that you need to have for a particular job. These are the
unique requirements that the hiring agency wants to find in the person selected
to fill a particular job. A primary purpose of KSAs is to measure those qualities
that will set one candidate apart from the others. In federal personnel guidance,
KSAs are defined as the factors that identify the better candidates from a group
of persons basically qualified for a position. How well an applicant can show
that he or she matches the position’s defined KSAs determines whether that
person will be seriously considered for the job.
Knowledge statements refer to an organized body of information usually of a
factual or procedural nature which, if applied, makes adequate performance on
the job possible. A body of information applied directly to the performance of a
function.
Skill statements refer to the proficient manual, verbal or mental manipulation of
data or things. Skills can be readily measured by a performance test where
quantity and quality of performance are tested, usually within an established
time limit. Examples of proficient manipulation of things are skill in typing or
skill in operating a vehicle. Examples of proficient manipulation of data are skill
in computation using decimals; skill in editing for transposed numbers, etc.
Ability statements refer to the power to perform an observable activity at the
present time. This means that abilities have been evidenced through activities or
behaviors that are similar to those required on the job, e.g., ability to plan and
organize work. Abilities are different from aptitudes. Aptitudes are only the
potential for performing the activity.
KSAs..........Why You Can’t Ignore Them.....
Some job applicants, especially those looking for their first federal position, are
not sure whether the KSA requirements apply to them or where a response is
optional. There’s an easy way to decide when to pay attention to KSAs. In a
word, ALWAYS.
Agencies may emphasize the most important aspects of a job by assigning
relative weights to each KSA. Others will designate particular KSAs as being
Mandatory (M) or Desirable (D). Obviously the job applicant will want to focus
the most effort on responding to the more heavily weighted KSAs or the

Effective KSA Writing Revised June 5, 2006 Page 21

mandatory ones, but it is important to remember that you need to address every
one on the list. If a vacancy announcement makes no distinction among the
position’s KSA, the applicant should assume that all KSAs are equally important.
A key point to remember about all KSAs is that they must be job-related. An
agency cannot ask for anything in a KSA that is not in the job’s position
description.
The Writing Part.....
Do not assume that reviewers will pull the information out of your application
package and pick up the salient points. They will not. Even if there were time
for such insight, reviewers/ evaluators are not allowed to infer anything.
Hints to follow when developing your KSAs:

• Read the vacancy announcement carefully

• Gather the information needed to begin writing

• Be specific

• Be precise

• Get to the point

• Do not ramble

• Use lots of examples

• State specifically what you have done

• Do not use acronyms

• Present yourself in “clear and plain” language

• Do not borrow language from the position description

Effective KSA Writing Revised June 5, 2006 Page 22

Appendix B
How to Write Responses to (KSAs)
If you apply for a position announced in the KSA format you should respond to
the KSAs. You have to describe your experience and how it relates to each of the
KSAs. How do you do this? Where do you start? What do you need to think
about?
To help you do this, we have divided the process of writing KSA responses into
4 steps.
Step 1 Read the KSAs very closely.
You need to make sure you understand what the KSAs are and what they mean.
This step is critical. If you do not understand each KSA, you will not be able to
write good responses. A KSA by itself tends to be general in nature. The vacancy
announcement usually contains a brief summary description of the duties of the
position. Read this summary description very carefully.
Step 2 Review very thoroughly all the experiences you have had and look for
things that relate to the individual KSAs.
This step is really a "brainstorming" session. You need to review your
experiences and find things that relate to the KSAs.
Let us say the KSA that you are writing about is the ability to communicate
orally. You need to think about all of the times when you use oral
communication skills.
Examples: While you were a File Clerk you instructed other clerks on new filing
procedures; as a Management Analyst you had to present recommendations on
workflow procedures to members of top staff.
Also, consider relevant education, training and self-development activities, and
any awards received.
Examples: A training program in effective briefing techniques that you
completed or an award you received that relates to your ability to communicate
orally.
Do not forget experiences you have had in non-work related areas (volunteer
activities) or in school related activities.
Examples: While you were a Cub Scout Leader you acted as the Chairperson for
a fund raising activity; while a student you were a student council
representative.

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 These experiences are just as valid as work-related examples as long as they are
relevant to the KSA about which you are writing.
Try reviewing your experience in order from the earliest experience to the most
recent experience so as not to miss any job or experience that is relevant to the
KSA. You should review your total experience both paid and volunteer, and
training for each KSA and look for situations that apply to the particular KSA.
This is because experience that you have in one job or one area may apply to
more than one KSA.
Example: The KSA Ability to meet and deal with members of the general public
and the KSA Ability to coordinate the activities of a subordinate staff- both
involve skill in oral communications.
Do not worry about being repetitious in writing KSA responses. Each KSA is
rated separately by the subject matter expert (SME)/promotion panel and as long
as the information you give is relevant, it does not matter if you have used it
already in another KSA.
To help you with this step we have attached a chart showing one method you
can use to organize your thinking when you begin to review your experience.
Step 3 Analyze the experiences you have identified
This is where you scrutinize the experiences you identified in step 2 and zero in
on the things that really matter in what you do or have done. It is where you
identify how you use the knowledge, skill, or ability in your job or experiences.
This kind of information is at the core of the KSA process. (This process is
sometimes called "Task Analysis.") You need to ask specific questions about the
experience you have identified. The answers that you come up with will be used
to complete the actual writing of the KSA (Step 4). Examples of the kinds of
questions you need to ask about your experiences follow:
What kind of knowledge or skills do I use in my job?
What are the steps, procedures, practices, rules, policies, theories,
principles or concepts that I use in my job?
How do I apply the knowledge, principles or concepts that I use in my
job?
How do I apply the knowledge that I have to accomplish my work?
What kind of supervision do I receive?
How is my work assigned?
What is my responsibility to accomplish work?
How independent are my actions?

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 How is my work reviewed?
What guidelines do I use to accomplish my work?
Are the instructions that I use to perform my work in written or oral form
or both?
Do I use procedural manuals?
What other written procedures do I use?
What kind of oral instructions do I use to perform my work?
How much judgment do I have to use to apply the guidelines for my job?
Are the guidelines I use very easily applied or do they require
interpretation?
How difficult are they to interpret?
How complex is my job?
What is the nature of the work that I do?
For example: Tasks are clear-cut and directly related to each other; or the work
involves different and unrelated processes and methods; or the work consists of
broad functions and processes of an administrative or professional nature?
How difficult is it to identify what needs to be done?
For example: Little or no choice in deciding what needs to be done; or it depends
on an analysis of the situation as there are many alternatives; or extensive
analysis is required to even define the nature of the problem.
How difficult or original is the work I do?
How does my work affect other processes or individuals?
Who do I have contact with on a daily basis?
Why do I have contact with these individuals?
What is my role in these discussions or meetings?
For example: To provide information; to receive information; to influence or
advise someone; to convince someone of something.
If you have done a thorough job on steps 1, 2 and 3 in this process, you now
have a good understanding of the KSAs and lots of facts about your experiences.
You also have a better understanding of these experiences. You are now ready
for the last step.

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Step 4 Show how the facts you have gathered about your experience relate to
the individual KSAs.
You need to tell about the experiences you have had in a way that clearly shows
how they are related to the knowledge, skill, or ability. In other words, you need
to show a link between your own experience and the KSA. Do not assume that
the link is obvious to someone else even though it may be obvious to you. The
SME/promotion panel member(s) who(m) rate your application can only credit
what you tell them in your KSA response. They will not be able to give you
proper credit for your experiences unless you give them specific examples
showing how and why your experience is related to a particular KSA.
In telling this to the SME/promotion panel, remember a few important facts:
*It is the content of your responses that is rated and not the writing style that
you use. It is acceptable to use brief sentences or phrases as long as the
SME/promotion panel knows what you mean.
*Very long responses do not guarantee a high rating. Give the SME/promotion
panel direct and to -the-point responses.
*Do not use abbreviations, acronyms, or jargon. Chances are the
SME/promotion panel will not know what you are talking about if you write
this way. They will be able to give proper credit for your experience if they do
not understand what you have done.

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Appendix C
Examples
SECRETARY, GS-5
KSA Title : Ability to write non-technical correspondence.
Sample Responses
KSA Response #1:
I type letters every day. Sometimes I have to type them from a draft that the
manager gives me. I also use form letters or the manager tells me that he wants
me to write. I write memos requesting supplies or advising employees of training
classes. I have been a secretary in my unit for 3 years and always finish my work
quickly and correctly.
KSA Response #2:
I am the secretary in my unit. I handle the writing of responses for most non-
technical correspondence received in the unit and for all administrative matters
within the unit. I respond using various form letters that we have. Sometimes I
have to draft a letter from start to finish depending on what the inquiry is about.
For example, an employee may need a statement regarding leave balances, which
I would write or I might have to write a memo to the warehouse regarding
supply shortages. When the manager writes memos he will give them to me in
draft form and I will rewrite them to ensure proper grammar and to put them
into the right format.
Which response is better?
The writer of the first response seems to be confusing typing with writing. It is
not until the third sentence that we get some specific information regarding a
writing activity. And then, in the last sentence, the writer gives us some new
information (how long the writer has been a secretary and how well the writer
does the work of the position) that has nothing to do with the KSA as defined for
the job. Remember that the SME/promotion panel rates your responses as they
relate to the Crediting Plan. If what you have written is not relevant to the KSA,
it will not relate to the Crediting Plan either and you will not receive any credit
for it.
The second response gives more relevant and useful information. The writer has
provided specific information related to the KSA and has given examples to
show the kind of writing that is being done. This response has given the

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SME/promotion panel enough information to properly credit the writer's
experience.

Management Analyst, GS-12

KSA Title: Ability to communicate in writing.
Sample Responses
KSA Response #1:
One of the most important things I do in my position is prepare reports and
studies of the various components in our organization. They always have to be
written in a clear and concise manner and often involve very complex issues like
organizational structures, work methods and procedures, manpower utilization,
delegations of authority and other issues. I usually have to pull together a lot of
different information and from difference sources. I usually have to work within
very short time frames to produce a really needed study or report. Below are
some examples of the material I have written.
Staffing Reports/Workload Reports -in particular I am involved in the
WMS/FTE weekly reports -this includes components in Fiscal Control and also
DTB PLUS studies. These studies are done on an "as needed" basis and involve
many operational and technical issues. They only are required when
management sees a need for them and specifically requests an analysis. We set
up a team and review the targeted work. These reports require a lot of data
gathering activity. Director's reports-These also involve a lot of data analysis
from the HAL reports and are sent to the Director's Staff Advisor.
KSA Response #2:
I write technical and administrative memos and study reports, which identify
actual and potential problem areas in interrelated work processes, the
underlying source of operating difficulties, trends, significant management
accomplishments, merit/deficiency situations and areas of imbalance. These
papers always include recommendations for improvement in the studied areas.
Example of the kinds of studies or reports I produce are as follows:
I write memos, which represent the Regional Office (RO) position on proposed
procedures or work processes. This involves evaluating the affect of alternative
actions on the work processes under consideration and how best to use
manpower and resources and the identification of other alternatives worthy of
consideration. This almost always involves the consolidation of information and
comments from multiple components into one memo representing the Regional
Office position on a given issue. An example of this type of product is the
formulation of office comments on the design of the new national fishery control
system user's comments, a committee reviewed the release to evaluate if all

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pertinent work processes were included and to identify possibly more efficient
design alternatives. In most cases I consolidated the comments of the committee
and formulated the final office comment memo.
I have been involved in periodic reports on national TS/incubation workloads
since 1978. These reports were researched and written by a team of analysis. The
final product was usually consolidated from other area reports and consolidated
report issued to the Secretary.
I also wrote position papers detailing the Regional Office position on
administrative, workload processing, or work measurement issues. An example
of this type of product is a memo prepared for Central Office in July 1989 stating
the RO's position on the issue of productivity measurement in the field stations.
This memo presents our views on the Secretary's Productivity Analysis Project
and pointed out what was considered flaws in their basis assumptions. It then
listed the major problems with areas, which should be addressed in order to
provide valid productivity measures for all the field stations. The RO's concerns
and ideas concerning the elements necessary for an acceptable productivity
measure were presented.
In addition, I have also completed 6 semester hours of writing courses in college.
I am presently the corresponding Secretary for Tri Sigma National Sorority.
Which response is better?
The writer of the first response has "borrowed" some of the language from the
duties described in the vacancy announcement in order to tell the
SME/promotion panel what he/she does in the job. Unfortunately, this does not
give the panel any more specific information about his/her experience than they
would get by reading the announcement. The examples given by the writer
sound like they could be relevant to the KSA, but the writer does not provide any
specific information to explain how these activities relate to the KSA. The writer
also uses a lot of acronyms. These are sure to confuse a SME/promotion panel
and should not be used without explanation. Finally, the writer does not tell us
what his/her specific role is in any of these activities (i.e., what is the meaning of
"I am involved in...", what is the writer's role when he says "We set up a
team..."?).
The second response gives more relevant and specific information. The writer
gave a general introductory statement, which acts as a background to the
examples that follow. The first and last examples are very specific and give
enough information so the SME/promotion panel will understand what the
writer does and how it relates to the crediting plan. The second example of this
response falls short of the other two examples. The writer uses some jargon (TS
incubation workload) which may mean little or nothing to the SME/promotion
panel. It is also not clear what the writer's involvement was in the activity
described in the second example (i.e., what is the meaning of "I have been

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involved in periodic reports" -should the SME/promotion panel assume that this
means involvement as a writer or just as a team member?). Regardless of this
problem, the second response is the better of the two responses.
In each of the hypothetical responses you have just read, the second response,
although the better of the two, is not the best response possible. With practice
you could write an even better KSA response.

Ability to Analyze Problems and Develop Solutions.

My formal education and career are in two problem-solving disciplines:
engineering and operations research. I have developed solutions to extremely
complex and complicated problems by developing case studies and using
analytical tools. Solved urgent and high-visibility problems that required the
simultaneous application of communication, negotiation, and people skills. Use
quantitative problem-solving methods, such as decision trees, statistical studies,
case studies, and mathematical methods, when appropriate. Frequently these
are more useful in obtaining the necessary support than in initially deciding
what to do,
I was managing partner of two real estate partnerships that owned office
condominiums. We had purchased the condominiums at fire-sale prices in early
1990s, primarily because the common area needed a lot of work. The object was
to keep the condominiums rented, while increasing the value by fixing the
common area defects. As managing partner, I had three challenges:
• Work with the condominium association to get the improvements made
within the original budget
• Maintain positive cash flow from rental income
• Sell the properties at market or near-market, not fire-sale, prices
By applying negotiation and relationship skills, I was able to
• Build cooperative relationships with other owners and work with the
construction oversight committee to get the modifications completed with no
new assessments
• Train small-business renters to pay their rent every month and not consider
the security deposit as a form of prepaid rent
• Agree with a few owners to turn down offers at fire-sale prices for long
enough that the real estate agents would stop encouraging potential buyers to
present low offers.
• Sell the condominiums at over 40% higher than the purchase price

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People consider me to be an excellent problem solver, and frequently ask for my
assistance or advice. I approach problems with a logical methodology to define
the problem, identify any root causes, identify constraints, develop a solution
that removes the root cause whenever possible, obtain resources, and implement
the solution. To successfully accomplish these tasks, I work well both within the
organization and with stakeholders to create solutions that fit into the culture.

Ability to manage a program.

Some of my greatest successes over the past 25 years with the National Park
Service’s cultural resource and museum programs are a direct result of my
extensive experience in program management,
While at the Southeast Regional Office:
• Developed and implemented the region’s curatorial program. This program
included historical and scientific research for cultural and natural resources, and
the planning, development, budgeting, management, and supervision of all
curatorial activities in the 64 National Parks that comprise the Southeast Region.
In addition, I had curatorial oversight responsibility for curatorial operations at
the Southeast Archeological Center and the 21 university repositories that hold
archeological collections from the region’s parks.
• Developed a Regional Computer Program for use in the cataloging and
accountability requirements for museum property. This program was adopted
by the NPS National Catalog as the servicewide Automated National Catalog
System (ANCS) computer program. Modified the program for use as the
Southeast Archeological Center’s program for inventorying, categorizing, and
monitoring its archeological site inventories and cataloging artifacts.
• Created and implemented a Curatorial Assessment and Evaluation Program
for the region. This entailed, evaluating curatorial operations in the parks, the
Southeast Archeological Center, and repositories for compliance with the NPS
and professional curatorial standards, Developed both short – and long-range
plans to be used to meet these standards. Provided comprehensive
recommendations to the Regional Directorate, Park, and Center management
concerning the management, preservation, maintenance, exhibition, use,
security, and storage of museum collections in their care.
At Harpers Ferry Center:
• Effectively managed the NPS Clearinghouse by evaluating park museum
collections, determining artifacts in excess of park needs, preparing lists for
servicewide distribution, coordinating placement of selected artifacts, and
disposing of unwanted artifacts utilizing appropriate procedures.
• Maintained a collection of over 3,000 artifacts at the Center for possible
placement in parks.

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• Managed the servicewide program of purchasing and distributing curatorial
supplies and equipment to 337 national parks. This program entailed consulting
with curatorial supply and equipment companies to develop supplies and
equipment needed to properly manage and store the diverse museum collections
held by the National Park Service. This centralized curatorial supply program
allowed for volume buying and contract negotiations, resulting in savings of
over $50K/year.
• Developed and conducted servicewide “Curatorial Methods” training
courses. Consistently improve the course content to address current needs and
management thrusts; thereby, meeting the strategic goals and mission of the
agency.

SUPPLEMENTAL EXPERIENCE STATEMENT

Announcement Number: 03994281
Maintenance Worker Helper
1. Ability to do the work of the position without more than normal
supervision.
Upon receipt of instructions, I am able to carry out the assignments with little
or no supervision. Rarely do assignments require redoing. I have always been
able to communicate with supervisors, and co-workers. In receiving work
assignments, I complete the tasks, and do not have problems with doing several
things at one time. Received formal and on-the-job training to perform my
assignments. While working with my uncles, on the farm, I would look at
drawings from magazines, and assist with the landscaping of flower beds. Also,
as a Laborer with the grounds crew, I assisted Gardener with the layout of
planting various beds (i.e., tulips, mums, etc.) While employed with the
National Park Service as a Maintenance Worker Helper - (Lincoln Theatre NHS),
I served as acting supervisor for the night crew, in my supervisor’s absent. In
this capacity, I was solely responsible for the safe operations of the facility.
Conducted preventive maintenance surveys (i.e., checking lighting systems,
heating/air conditioning systems, plumbing fixtures, pipes, etc.,) to ensure that
everything was operational properly. Presently, I receive oral directions from
the supervisor, and successfully complete the assigned task without incident.
These duties were performed on a daily basis (approximately 6 to 8 hours per
day). As indicated on my resume, I’ve consistently receive awards for
performing outstanding work.

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2. Ability to interpret instructions, specifications, etc., (includes blueprint
reading.
07/07/91 - 09/08/96 (National Park Service) – Received formal training in
blueprint reading. Using layouts of bedding area, completed
planting/transplanting flower beds and small shrubbery. Used appropriate
material to fertile seedbeds. Pulled weeds and grass from beds. Graded area
and dug water trenches around flower beds. Marked areas for planting various
seeds. Removed and replaced old turf/sod in areas were heavy traffic occurred.
To avoid grass/shrub drying/burning, watered during appropriate time of the
day. Trimmed and shape lawns and small trees, removing dead limbs/leaves.
Aerated flower beds on an as need basis. I am aware that before proceeding to
plant any type of ground coverage, one must perform a soil test to determine the
texture and drainage issues. The planting procedure involves various steps (i.e.,
season; how to handle plant material; preparation of planting hole; fertilizing
techniques; watering; mulching; pruning; and monitoring the process, to ensure
successful growth). In managing pest both on and off the job, I used
herbicides/pesticides/insecticides such as Roundup, Weed-be-Gone, etc. in a
safe manner. Attended horticulture seminars (Identifying Spring Flowers, and
Principles of Horticulture). Learned different gardening techniques.
Additionally, when assembling furniture (i.e., computer workstation, dressers,
etc.), I’ve used appropriate specifications, without any problems. Presently, I
dismantle/assemble displays and exhibits; in this capacity it is vital that
instructions are interpreted accurately to accomplish the desired affect for the
general public. Without the benefit of overtime, work was performed in a 6 to 8
hour a day timeframe. These duties are performed in a highly professional
manner.
3. Ability to use and maintain tools and equipment.
As Laborer with the National Park Service, and while performing work around
the house, I’ve used -- manual/power driven lawnmowers, edgers, and trimmers
to maintain small areas. Used hatchets, handsaws, clippers, and other cutting
tools to clear small trees and bushes. Utilize shears (manual/electric) to
trim/shape trees and shrub. Utilize portable compressed-air sprayer for pest
control operations. Use rake and electric blower to gather leaves and dispose of
properly. Use small lawnmower tractors to cut grass, operate pickup trucks
to transport supplies and materials. After using tools and equipment, I
always wash, clean, and oil if necessary to prevent rust, and prolong the
life of the items. Additionally, I inspect the tool and/or equipment be using it,
to make sure there are no defects, that could cause injuries. As a
maintenance worker with the National Park, I assisted the building engineer
with installing pipes, tubing, fittings, and repairing leakage in the water and
sewer system. Serviced restrooms by using hand and power equipment, such as
sewer snakes, jets, to clear stoppages, both on and off the job. Additionally, I
have used various hand tools (hacksaws, pipe threaders, cutters,

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packing/caulking irons, wrenches to install/repair new/damaged pipes. I’ve
used plungers to remove build-up in commodes/urinals; pliers pipe wrenches to
remove and repair water faucets. In sealing a leak in a pipe, I’ve used the
specified tape. Operate hand-motorized power mower to cut grass, shovels to
remove snow, rakes to maintain and clean leaves/debris from lawns, walkways.
(Some activities were performed on an as-need basis, others were accomplished
in increments of 6 – 8 hours per week timeframe). Tools and equipment are
cleaned and stored in a safe manner, after use. As an accomplishment, received
numerous ‘cash awards’ for outstanding performance of my duties.

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