Finding Your True Path within OKDHS

within your career field or a new direction

Oklahoma Department of Human Services Human Resources Management Division

OVERVIEW

FINDING YOUR TRUE

PATH Why seek another Job

with OKDHS and the advantages of

staying with OKDHS

2

PEOPLE WHO HAVE

MADE A TRANSITION

to a new OKDHS career

5

HOW TO LEARN MORE

ABOUT A NEW JOB

before you apply

7

APPLYING FOR THE

JOB collecting

information

9

WHAT DO THEY MEAN BY

EXPERIENCE? standards to

determine what counts as qualifying experience

10

Your Guide for Career Changes

FOR MORE INFORMATION: 405.521.5263

BEFORE YOU SUBMIT YOUR APPLICATION

using the application form,

what you can expect, and how to fix

failed applications

12 FINAL TIPS

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Dear Employees,

OKDHS recognizes that our most valuable resource is our employees. We seek to hire employees who have a strong interest in achieving a successful career in the public sector working with the myriad of human services programs we provide to the citizens of Oklahoma. We encourage employees to develop their knowledge and skills, which will allow them to meet the future challenges in OKDHS. Career enhancement opportunities are available through

on­line training, workshops, academies, on­the­job training, and publications such as “So you want to be a supervisor?” When you are ready to make a career change, whether to pursue

a location or program change or for career advancement, I encourage you to explore the many opportunities available by remaining a member of the OKDHS team.

HRMD has developed this publication to assist employees in understanding the agency’s application process for job announcements and navigate their own

unique path to personal and professional fulfillment. If you have questions that are not addressed in these pages, I urge you to contact the

Employment Services Unit at 405­521­3613 or e­mail your question to jobs@okdhs.org. Learning through trial and error or relying

on a co­worker’s experiences can sometimes be frustrating and counterproductive.

I believe each employee has the opportunity to have a long and dynamic career with one of the best public service

organizations in Oklahoma. I wish you the best in your career pursuits as an employee of the OKDHS organization.

Sincerely,

Diane Haser­Bennett, Director Human Resources Management Division

FINDING YOUR TRUE PATH

Within OKDHS The Oklahoma Department of Human Services Human Resources Management

Division assists managers by announcing vacant positions and providing

a list of eligible applicants. Managers strive to enhance the effectiveness

of their units through hiring and promoting staff that they believe

are the most capable and willing to grow professionally.

This publication explains the advantages of staying with OKDHS,

and will help you put your best foot forward in your

quest to be considered for another position. Why Seek Another Job

with OKDHS?There are many reasons why an OKDHS

employee might consider a different position

with the agency. Perhaps a new open position can

help fulfill your personal goals more fully than the job

you have now. A new position might offer a chance to use

your skills and talents that are underused in your current job. A

different job might make it easier for you to help individuals and

families in need help themselves lead safer, healthier, more independent

and productive lives. You can build on your accomplishments, keep your

core values, and still take advantage of career opportunities within OKDHS.

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Publication 07­06, “So you want to be a supervisor?” offers excellent advice on ways to enhance

your value to our agency.

Advantages of Staying with OKDHS Finding your true path within OKDHS has several advantages. You

don’t have to start over with your retirement – your original dates for

longevity and retirement eligibility remain the same. Your benefits – medical

coverage, dental coverage, and disability and life insurance – remain the same.

You keep your accumulated sick leave and annual leave. You won’t have

to restart with a probationary period. You retain access to the benefits

of the Employee Assistance Program.

As the largest state agency, with sites in almost every county, career change

opportunities become available in many locations. OKDHS needs good employees

to prepare for future leadership roles. You are building your skills and reputation

in your day­to­day contributions. 3

PEOPLE WHO HAVE MADE THE TRANSITION To A New OKDHS Career

Linda Hall “Over the course of almost 20 years, I have worked in

Family Support, Child Welfare, and Adult Protective Services.

Due to this, I see the importance of all the programs working

together to fulfill the mission of OKDHS. I was completely happy

in my last position as a Family Support field liaison. I wasn’t even looking

for another job when an e­mail was sent to all the field liaisons about my

current position working with the MOSAIC project as the field operations

representative. I considered the change for a long time and decided to apply for the

job. Now, I am working on an effort that I think is so important and will help the

agency as a whole so much from bottom to top. Having worked the different programs,

I have knowledge of how they all work together now. This knowledge helps support a

vision of how they can work together more efficiently in the future.”

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The staff of OKDHS includes many who have found satisfying careers by attaining

different positions within the agency, some within their original field, and others in a new direction.

Jackie Mesarick “I started with OKDHS in August of 1989.

I was so excited to be part of such a great agency

that helps so many people. The best part about

working for OKDHS is that you are part of a

family, a very large family, where everyone cares

about everyone else. Maybe that comes from the

type of work OKDHS does or maybe we just

have the best employees. I do not believe any

other agency or private company would have

provided me with the type of opportunities that I

have received at OKDHS.

I started out in a clerical position

and was allowed to enhance my

skills through technical training that

allowed me to eventually change

to an IT career path. My career

with OKDHS continues to be

a wonderful experience.

Alecia Teacher “I worked in Child Welfare in other states prior to

coming to OKDHS in 1998. I have, however, moved

around within Child Welfare. I started as a Child

Welfare Specialist II in 1998 and I have worked in

most all Child Welfare programs including working

as Programs Administrator for CFSD State Office.

I did make a career change as I felt working

directly with the field was more of my

passion so I chose to come back to the field as an

assistant county director.

I feel that I am making

much more of an impact

on the direct practice

with children and families.”

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Larry E. Graham “I was in Child Welfare as an intake worker for three­and­a­half years, and as

you can imagine, it was very stressful. A few of my Child Welfare friends were

accepted into Child Care Licensing and they were really enjoying the change. So when

several positions were posted, I applied for one. I worked in licensing for 10 years and

about a year and half ago I was accepted as a Social Service Inspector II in the Commodity

Distribution Unit. I am very happy with my job because we are helping children and

carrying out the OKDHS mission.”

Chris Lambert “No other state agency or company could have afforded me the opportunities I’ve had

with OKDHS. I was single when I started in 1994 as a Social Work Assistant in McClain

County. As my life changed, my career was able to change as well. I’ve worked in several

offices around the state, first in Child Welfare, then as an Adult Protective Services

Specialist and Supervisor before joining HRMD in 2006. I’ve found that

in OKDHS, it’s not “who you know” but rather “who knows the work

you do.” Seeking varied experiences in multiple programs and

being willing to work in a variety of places has helped me

to build the professional friendships that are

the foundation of the work I do now.”

HOW TO LEARN MORE ABOUT A NEW JOB Before You Apply

You may read the entire job description for any classified OKDHS job on the InfoNet by clicking on the link for Employee Info, Compensation and Job Specifications, then classified position, and Classified Salary Administration Plan. The job titles are listed in alphabetical order.

7

Before You Apply Education and experience requirements

determine what’s needed to meet the

minimum requirements for the position.

The hiring supervisor or manager usually

evaluates applicants’ suitability for a position

based on knowledge, skills and abilities,

which are listed in the job description.

This information may be important if you

are invited to interview. Other factors also

determined to be critical to perform the

job will be listed.

If you are considering applying for an

unclassified job announcement, you may

view the job description on the InfoNet

by clicking on Employee Info, Compensation

and Job Specifications, Unclassified positions

and Unclassified Salary Administration Plan.

The job titles are listed in alphabetical order.

When you review the job description,

pay attention to preferred minimum

qualifications. Supervisors or managers may

use the Preferred Minimum Qualifications

as a guide when reviewing applications,

except in classifications that have statutory

requirements, such as nurses, physicians

and attorneys.

The hiring supervisor or manager

may announce a position and include a

preference statement. If it states preference

may be given for specified experience or

education, a highly qualified applicant who

does not have the preferred criteria might

be selected over other applicants that do.

If it states preference will be given, someone

who meets the preferred criteria will be

selected over an applicant who does not

meet the stated criteria. Neither statement

prevents applicants who do not have the

stated criteria from applying, however

it could affect which applicants are

invited to interview.

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Selective qualification statements restrict

applications to those who meet the

minimum education and experience

requirements and also possess the

requirements stated.

On the job specification for a classified

job announcement, you will find the Salary

Band on the heading for the position level. If

the job you have is in a higher band than the

job you want, it will mean a demotion

and a probable pay cut. If both jobs are

in the same pay band, you would be

making a lateral transfer with likely no

change in salary. If your job is in a lower

band than the one you want it would be

a promotion and in most cases you may

get a salary increase.

Pay attention to the required experience. Your application must include enough information to enable the person reviewing it to determine if you meet these requirements.

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APPLYING FOR THE JOB Use the current version of the application for employment form, 11PE012E(P 12).

The application form has to be periodically revised. Check whether the form was revised

since you submitted your last application.

Collect the information for education and experience to include on your application.

A great source for your OKDHS work experience since June 1999 is Employee Self

Services on the InfoNet. Click on Employee Info on the InfoNet. Scroll down below

Employee­ Focused Services on the lower right side of the screen and click on Employee

Self Services. You will need to enter your U­ number and password. You must click on

OKDHS Employee Service for the link to appear for My Information, which will give you

access to your official job titles and inclusive dates for each position you have held with

OKDHS. See “WHAT DO THEY MEAN BY EXPERIENCE?” on page 11 to determine the

work experience to include in your application.

Include volunteer work that is performed in a specified field. Provide a description

of the duties that relate to the required experience, the average number of hours worked

per week, and the inclusive dates of the volunteer work. OPM standards allow only

40 hours of experience credit per week. Qualifying volunteer experience and qualifying

work experience in the same week may only total 40 hours.

When specific work experience is required but not restricted to professional

experience, credit may be given for work performed in a field that is not the primary

function of the job. Specify the percent of time on a weekly basis that you performed

the qualifying work and state the inclusive period of time.

Certified Public Managers get credit for one year of professional experience

in public administration when applying for positions that require

public administration experience, if they include

certification information. 10

WHAT DO THEY MEAN BY EXPERIENCE? The Office of Personnel Management sets standards to determine what counts

as qualifying experience. The most confusing standards are highlighted below.

Administrative experience – is work performed by a professional who oversees or

coordinates functions that may be managed separately by others. The position may

or may not supervise others but is normally supervisory level or higher. Administrators

typically have major responsibility for policymaking, program development and

evaluation or fiscal administration.

Auditing experience – is work performed by a person who reviews accounting records

of an enterprise to determine if financial statements fairly reflect its financial position.

Verifying dollar amounts, such as balancing cash drawer and checking receipts is not

considered auditing.

Consultative experience – is providing expert professional advice, usually through

a contractual arrangement with an external employer, agency or institution.

A consultant may be a full­time permanent employee such as a Programs

Field Representative.

Managerial experience – is supervising supervisors. Managers also are assigned

responsibility for overall administration, including development, maintenance

and evaluation of an identified program within an organization.

Professional – means that the position requires extensive training for entry,

or is original and creative in nature, such as artist, and is not determined

by supervisor responsibilities or number of employees supervised.

11

Professional accounting experience – is creative, analytical, evaluative or interpretive.

Often accountants and technicians will work on or with the same records, reports and

documents, and often appear to be doing the same things. Technicians have learned the

how of bookkeeping, however they are not trained

to discern or interpret effects of the total financial operation.

Public administrative experience – is professional experience with a city, county, state

or the federal government. Work experience as government employee in capacities

such as electrician, plumber and other skill­trades are not included.

Professional experience – required in a specified field means only positions where the

applicant’s primary responsibility in that category may be used to meet the requirement.

Work performed in the required category that is not the primary responsibility cannot be

used as qualifying experience. Example: A store manager may wear many hats including

hiring staff, contracting for services, ordering inventory and advertising. This

employment would not meet criteria for professional HR experience because

the HR work performed was not the primary responsibility of the management

position. Professional employment cannot be credited from technical or non­professional

work. Example: While ministers and counselors may perform some social service actions,

their primary responsibility is not social work and no credit is awarded for professional

social work experience.

Supervisory experience – includes routinely assigning work to other employees and

preparing performance evaluations. This does not include supervision of students,

inmates, clients or a function. Nor does it include training new employees who will

become co­workers or acting in charge in the absence

of the supervisor.

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BEFORE YOU SUBMIT YOUR APPLICATION 1. Be sure you are using the current version of the application form, 11PE012E.

2. If submitting by e mail, be sure to save the document after you have made all changes.

3. Attach the application to the e mail. Do not insert the application into the body of the

e mail because this will distort some of your answers to questions.

4. Double check that you have the correct job announcement and job title. It is easy to forget

to make a change when you are updating a previously submitted application to apply on

a new job announcement.

5. If the job announcement included a selective qualification statement, such as a minimum number

of years of specified experience, be sure your application clearly shows this experience. Do not

assume that someone who may not be familiar with the career field will know that you have

the required experience.

6. Check spelling, grammar and that you have answered all questions.

7. Submit your application as early as you can. Do not wait until the day the job announcement

closes to submit your application. If you have accidentally used an outdated version of the form,

you may not receive notification in sufficient time to submit a valid application and you will

be ineligible for consideration.

8. Applications submitted by mail, interagency mail or fax must include a signature.

Applications submitted as an attachment to an e mail are considered to include

an electronic signature.

9. Due to the volume of applications received, only those submitted

via e mail are acknowledged as having been received.

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After You Have Applied, What Can You Expect? HRMD will notify you, either by mail

or e mail, when an application cannot be

certified as meeting minimum qualifications

or you are ineligible to be considered. The

specific reason is stated, which may give you

the opportunity to provide additional

information. If an invalid application was

submitted and the job announcement

closing date has not expired, a valid

application may be accepted up to

5 p.m. on the closing date.

Common Reasons Applications Fail and Ways to Fix Them • It was received at HRMD after 5 p.m. on

the closing date of the job announcement.

Nothing can be done to fix this. Your

application will not be considered.

• An outdated version of the application

form was used. Submit the current version

to HRMD by 5 p.m. on the closing date

of the job announcement.

• You discover your application was not

received by HRMD. If the application

was originally submitted as an attachment

to a properly addressed e mail,

forward original submission to

jobs@okdhs.org.

• HRMD indicated the application

was invalid or incomplete. Resubmit

after completing it before 5 p.m. on the

closing date of the job announcement.

Don’t give up. There are ways to fix a failed application.

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• HRMD indicated the application had an

invalid job announcement number. Clarify

the correct job announcement number as

soon as possible, preferably by e mail.

• You are in probationary status and

ineligible to apply. This cannot be fixed.

Your application will not be considered.

You must be a permanent status

employee on the day job announcement

closes. An exception to this restriction

is having reinstatement eligibility from

previous state service in a classified

position. E mail jobs@okdhs.org with the

job announcement number, your name

and approximate dates of previous state

service along with which agencies you

served. State that you want to

be considered for reinstatement.

Your eligibility will be confirmed, then

your application and qualifications will be

reviewed. If you get the new job, you will

have to resign your old job and accept

probationary status in the new one.

• Application does not include sufficient

work experience to qualify. Submit

additional information needed to show

you have the required work experience.

• Some applications don’t reflect current

position with OKDHS or omit key

previous positions. Do not assume that

this information is available to Human

Resources. OPM’s standard is to only

consider the information included on the

application form. The only exception is

that HRMD will contact you when there

is an obvious disparity and request

a clarification.

• HRMD is unable to make a determination

based on information provided. Submit

additional information. This can occur

when inclusive dates for experience are

vague. For instance, the period Jan 2006

to Jun 2006 is too vague. Depending on

the actual dates started and finished, the

actual experience can be anywhere from

four to six months. An estimated date

based on your best recollection is

better than an incomplete date.

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FOUR FINAL TIPS 1. If you need to submit additional information, do not delay. Once the selecting supervisor or

manager is given the initial list of applicants, usually three to five days after the announcement

closes, the interview process may begin. Names that are added later may be included in the

interview process, and may or may not be interviewed at the discretion of the selecting

supervisor or manager.

2. All announcements include a salary range. The lower amount is the starting salary

for the position. The higher number is the highest salary that someone in that position

could anticipate earning during a career.

3. Many OKDHS job announcements indicate that they are open to applicants from all

sources, and also are listed on OPM’s job announcement system OKCareers.

The starting and closing dates are usually different than the dates in OKDHS’

job announcements. HRMD staff do not directly post the announcements

on OPM’s Web site, which can account for a delay.

4. The Office of Personnel Management’s OKCareers is for applicants

seeking their first job in the classified service with the State of

Oklahoma. An OKDHS employee that applies for an OKDHS

job announcement using OKCareers must take the

appropriate merit test. If selected and appointed,

merit rules require the employee to resign

their current permanent status and begin

a new probationary period.

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SUMMARY 1. Find your true path within OKDHS.

2. Learn from those who have found satisfying careers within the agency.

3. Read the complete job descriptions. Pay attention to the required experience.

4. Make sure the application for employment form has not been revised since you submitted your last application.

5. Determine what counts as qualifying experience.

6. Always check for mistakes before submitting your application.

7. Do not delay.

Good luck on your career transition within OKDHS.

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OKDHS Pub. No. 08 42 Issued 11/09

This publication is authorized by the Oklahoma Commission for Human Services in accordance with state and federal regulations and printed by the Oklahoma Department of Human Services at a cost of $1,983.00 for 3,305 copies. Copies have been deposited with the Publications Clearinghouse of the Oklahoma Department of Libraries. OKDHS offices may request copies on ADM 9 (23AM009E) electronic supply orders. Members of the public may obtain copies by contacting the OKDHS Design Services at (405) 962 1714 or by faxing (405) 962 1740.