How to Get a State Job Video Transcript

The following is the text transcript of the How to Get a State Job video (Video; 27:40) from the California Department of Public Health (CDPH). This transcript was edited by the California Department of Education.

Video Starts

Hello! I'm Trisha, and I'm Mackenzie, and we're recruiters here at CDPH. We're going to walk you through the process required to get a state job. There are three main steps to apply to the state:

1. Create Your CalCareers Account
2. Take and pass an examination.
3. Apply for jobs.

That's right, McKenzie. As we begin, we will be introducing terms specific to state service. We will then review each step in more detail with screenshots of the CalCareers application website. This presentation, however, is not meant to be a step-by-step training on how to use the CalCareers application website. We will also be speaking in general terms about the process to apply for most jobs. Of course, there are many exceptions, and we will not be able to cover all of those today, but you're always welcome to reach out to us at CDPH if you have questions. Okay, let's get started with step one.

The first step is signing up for a CalCareers account - your account will help you manage the entire process from start to finish. You can create and manage your applications and can submit them when you're ready to apply for a job. Click the “create account” icon to get started or login if you already have an account created.

Trisha, can you tell us a little bit about CalCareers?

Sure. The CalCareers website and account are managed by the California Department of Human Resources, known as CalHR. You'll see their logo on the bottom of the screen. This system has been in place for only a couple of years, and CalHR continues to make improvements. Therefore, some of the features that we will mention may change or enhance as time goes on. This website is used by many state departments, and you only need one CalCareers account to apply for all state jobs. You can search and apply for jobs and examinations, set up notifications for job postings, update employment preferences, and more all within your account.

Thanks, Trisha. Let's take a look inside the account.

Upon logging into your CalCareers account, you will be taken to your CalCareers homepage. On the left-hand side, you will find a list of headings that will navigate you through your personal account. Let's just highlight a few of the important ones:

• Contact Information: Please keep your info current, including email address and phone number. This is how departments will reach you.
• Job Applications: Here you may view current and archived jobs you have applied to.
• Saved Jobs: You can save jobs while you are searching and then go back to this section to apply to the jobs you have saved.
• Saved Searches or Email Alerts: You may save a search and request the system send you notifications if jobs matching your searches become available.
• Messages: You may receive messages from State Departments when a job becomes available in a classification that you have received eligibility for. You may receive an email in your personal email account notifying you that you have a message. You will still need to log in and click on messages to view them.
• Application Templates: You may create up to ten application templates to use for applying to jobs. We’ll talk about this more in a second.
• Uploaded Documents: Here you can upload additional documentation to attach to your applications, such as transcripts or statements of qualifications.

As you recall, the CalCareers website and account system are owned and managed by CalHR. If there is an issue with your CalCareers account information that you cannot edit, you will need to contact CalHR. We will be providing their information at the end of this presentation.

Now let's take a look at how we build a standard 678 using our application template. The State of California uses the same application for exams and for applying to jobs: The Standard Form 678. This is the form you will be updating with all of your personal information, work history, experience, and education. You are able to create different applications, which are called templates, within your account.

Mackenzie, can you tell us about that now?

Of course. This is the Application Template section of your account, where you are able to create and save up to ten different applications. For example, you might have application templates catered towards specific classifications, like research scientist, or specific levels within a classification, such as a supervisor or manager. Each of these templates can be dedicated to speaking to the most important skills and experience you have pertaining to the specific job you're applying to.

That's a great point, Mackenzie. Let's take a look at how to develop your application templates. Each application has three areas to complete: Questions, Education, and Experience. We are going to complete each one of these tabs, in order to have a complete template.

The Questions tab consists of basic yes-or-no questions regarding personal preferences for your application. The Education tab is where you will list your education and any licenses or certificates you have. The Experience tab is where you're going to be entering all of your work history and experience. This is what will be the core of your application, when you finish your template, and what hiring managers will be reviewing to see if they are interested in interviewing you for positions.
Because this is one of the most important areas of your application, Mackenzie, can you give us some tips on how to make it great?

Of course, glad you asked!

• Here are some tips for completing the experience portion of your application:
  
  • Be thorough and accurate. Hiring managers will be reviewing your application to see if you have attention to detail. For example, when you list how many years and months of experience you have, make sure it adds up with the start and end dates that you noted for the position.
  • Be detailed and specific. Be sure to correct any grammatical errors or define any experience that may seem vague to a hiring manager. If you worked as a research scientist, don't just list conducted studies. You really want to list out all of your duties so it is clear what experience you have, including software you may have used. You’ll want to talk about the methods of research, equipment used, how you collected data, and measured outcomes. If you have experience with specialized systems, list that too. All of that is what a hiring manager is going to want to see. If you just listed conducted studies, they may assume you didn’t have the experience needed for the position.
  • Specification is key. Explain uncommon terms. You may have used, software unique to a company. You may still note it but be sure to add what kind of software it was and what you did with it.
  • Do not use acronyms; spell everything out.
  • Do not use bullet points; the application has limited character space, and bullet points take up space which often cut off part of your duties.
  • Consider attaching additional documentation. If you run out of space, you may want to add additional documents.

Those are some great points. Now, after we've completed the three tabs of our template, we will want to review everything as it would appear to a hiring manager. To do that, we're going to go back to our account, and we're going to export our application to view it in its entirety.

We'll need to click on the “Export Job Application to PDF,” and we will see the multiple-page PDF application. This is a great time to do a final proofreading of your application.

That's right, Trisha. We can't stress enough how important it is to do a final review in this format, since this is how a hiring manager is seeing your application. Remember, you may upload additional documents such as transcripts, cover letters, resumes, etc., for hiring managers to review as well. Please note, uploading these documents to your account does not upload them to the job application. The hiring manager is not able to see your application template or uploaded documents until you apply to a job and attach these documents. This is just a holding spot for these documents.

Now that your template is complete, you're ready for step two.

Let's talk about examinations.

Step two of the state's hiring process requires you to take and pass an examination. The State of California has a merit-based hiring process, which ensures the state hires and promotes people based on merit. The exam process can take many forms, including an interview or assessment, depending on the job, which we will discuss in more depth later in this presentation. Through an assessment, you'll be evaluated on your education, experience, abilities, and knowledge. Because we hire based on merit, in most cases, you will be required to take and pass an examination for the classification you want to be hired for, prior to your hire.

Mackenzie, can you tell us more about what a classification is?

Sure. A classification is a position or group of positions that have shared qualities or characteristics. For example, the research scientist classification groups the Research Scientist I through the Research Scientist Manager in what is considered a classification series. Each classification is defined in what we call a classification description or specification. Specifications can be found on exam bulletins and job postings, as we will see momentarily.

Let's take a look at how to search for an exam bulletin based on a classification title.

We're going to start by going back to the CalCareers website and searching for the exam by clicking "Exam/Assessment Search." From there, we'll see a couple of different ways to search for exams, and we will complete a classification search by selecting the classification title from the drop-down list and then clicking “search.” After that, we see it brings up the exam we're looking for, and we're going to click the "View Exam Posting" button. From there, we're going to see the exam posting. There are a couple of important things on the exam posting: first, the classification description or specification, as we mentioned, which tells us about the classification and also the minimum qualifications required, and a link to the official exam bulletin. You'll see we've circled both of these areas on this exam posting. To find the exam bulletin link, look for the sentence "Click here for a copy of the official exam bulletin" in all caps. Those first two words, "Click here," are your hyperlink to the official exam bulletin. Let's click it and review this particular exam bulletin.

Here we are looking at the Health Facilities Evaluator Nurse Official Exam Bulletin. The exam bulletin will give you all the information you need regarding that specific exam. It's going to list the position salary, the final filing dates, minimum qualifications, how to apply for the exam, and the type of exam. For certain exams you apply to, there will also be a Conditions of Employment form 631. If you are successful in your examination, your name will be placed on the active employment list and certified to fill vacancies according to the conditions you specify on this form. The conditions you will be specifying are locations in which you are willing to work, and employment type like full-time, part-time, etc.

All exam bulletins are located on the CalCareers website. We also list them on our CDPH jobs page.

Let's talk about a few different types of exams now. Each examination has requirements, testing methods, and a process that may be unique. Mackenzie, can you tell us about that now?

Sure. Examination types may be a questionnaire, a training and experience packet, education and experience review, or an actual test. Some types of examination formats may be online, in person, or via a survey. Trisha, tell us about the three examples listed here.

Sure. Our first example listed is the Associate Governmental Program Analyst (AGPA). This is administered by CalHR, and it is online and ongoing. It's a self-assessment questionnaire, and it's always available. Upon completion, you immediately get a score.

The second example on our slide is for the Medical Consultant I classification. The Department of Health Care Services administers this exam. This examination utilizes an evaluation of education and experience and is based solely upon information provided with the application, meaning you must apply to this exam by mail or drop-off, and your application serves as the basis for determining your eligibility. You'll receive a response from the Department of Health Care Services regarding your exam results a few weeks after the final filing date.

Our third example is of a Senior Health Physicist. This is a CDPH-administered exam. The examination consists of a qualifications assessment sent to the candidate via a SurveyMonkey link. So the process for this exam is a little lengthier in that you'll be applying to the exam by mail or drop-off, being determined qualified by meeting minimum qualifications by our exam staff, and then if you are deemed qualified, you will be sent a link via email to complete a survey, which is what will be scored for your exam results. It may be several weeks beyond the final filing date that you will be receiving your exam results because of this process.

As you can see, your timing for passing an examination and being placed on an eligibility list can greatly vary depending upon the classification examination. For the AGPA, the first one, you may be on the list within a day or two. For the Medical Consultant exam, it could be about six to eight weeks before you're placed on the eligibility list after the final filing date of July 31st. However, for the Senior Health Physicist, the next final filing date isn't until September 12th, which means for us to gain eligibility for this exam, it will be several months out, still likely in October or November.

Once you pass an examination, you are placed on an eligibility list and are eligible for hire in the classification that you passed the exam in. Your eligibility remains active for a limited time depending upon the examination; for example, it may be 12 or 24 months. This information will be provided to you with your exam results. Remember, you don't have to have eligibility at the time you apply; however, you must gain eligibility by your date of hire. Now is a great time to take a look at a few tips for taking an exam.

Great idea, Tricia. First, you want to read the exam bulletin carefully. Make sure to follow the directions listed. Provide documentation to verify that you meet the minimum qualifications; for example, transcripts, published articles, licenses, board certifications. You want to review any study guides or take any practice quizzes; these can be useful tools in preparing you for the exam. Clearly mark your Standard 678 for examination. If you're mailing in an application, please clearly mark on your application that you are applying for an examination. Remember, it's the same application form that may be used to apply for jobs, and if it's not marked accurately, our people in HR may not know how to direct your application. Make sure to be alert for requests for additional information; these requests may be mailed to your home and have a due date by which you need to respond.

Let's take a look at where we can get information on minimum qualifications.

Besides the examination bulletin, you can also find minimum qualifications on the classification specification. Remember, classification specifications are listed on both the exam posting and the job postings. Here, you can see where it is on the exam posting. So let's click it.

A classification specification will give you an overview and key information about the classification or series of classifications.

That's right; a classification series is when multiple levels of a classification are grouped together. For example, the Research Scientist series includes several classifications starting with entry-level through management, as well as seven different parentheticals. On the classification specification, we will see typical tasks noted for each of those different levels as well. We will also see minimum qualifications are listed for all levels and for each classification. Most classifications have an internal path or Pattern 1 for those who already have state experience. If you don't have state experience, the external path or Pattern 2 will list the requirements for your education, experience, and any licenses you need to meet the minimum qualifications. Sometimes experience may be substituted for education or education for experience. Read the classification specification carefully or email us if you have questions. If we scroll down to the Research Scientist 2 information only, we may miss the part that applies for all classes. For this classification series, it outlines the specific instructions on what type of degrees accepted. This classification specification will also list knowledge and abilities. The examination will be based on the knowledge and abilities noted in the classification specification. Reviewing the classification specification is a good way to figure out if you're qualified to take the exam or apply to the position and to gain an understanding of the classification. Tip: when applying for either the examination or the job, be sure to demonstrate how you meet the minimum qualifications. We've already spoken about detailing your previous experience. Please do the same for your education. Even if you successfully pass an examination, a review of your application to ensure you meet minimum qualifications is done when you apply for a job.

After you've successfully passed an exam, you will now be placed on an eligibility list for that classification and can gain employment for a position. Retesting is limited, as stated on the examination bulletins; typically, it's once a year, but each classification examination is different. Eligibility may be noted in your CalCareer account. When the examination is taken online, it is noted in your account. If your examination is off-site or through a department, the results are entered separately or possibly not at all. You may also contact CDPH, especially for the examinations we administer, and we can confirm your eligibility even if it's not showing up in your account.

For most online examinations, you will receive your results and your score immediately. For examinations administered by a department, such as CDPH, the department will likely mail a letter to your home indicating your score. It's helpful to hold on to your eligibility letter or scan it and upload it to your CalCareers account for future reference. On the slide is a screenshot of a candidate's exam assessments records in their CalCareers account. You'll see tabs for active eligibility, expired eligibility, and exam assessment notifications.

Now that we've conquered exams, let's go to step 3. Step 3, again, is apply for jobs.

Here are some of the ways you can search for jobs: by job title or keyword, by advanced job search, or geographic job search. Here we've done a search for Health Program Specialist within the Department of Public Health, and we found one that looks interesting. So we're going to click on it, and this is what we are going to see.

The job posting has critical information related to the position. This is where you will find all the information you need to decide if you're going to apply. Each job posting includes the final filing date (which tells you when the position will close and will no longer be accepting applications after that date), the link to the classification specification (which contains the minimum qualifications for the position), and a link to the Duty Statement (which details the job summary and the essential functions of the job.) The job posting also provides directions on how to apply, either by mail or electronically. Tip: you can save the job to your CalCareers account if you want more time to think about it or if you don't have time to immediately apply.

One of the most important areas of the job posting is the Required Application Package Documents section. This is where you will find information on what is required to apply to the position. It may list out more documents than just the Standard 678. If all documents are not received that are listed, you may be considered to have an incomplete application and could be disqualified.

That's right, Tricia. Some examples of that include: a Statement of Qualifications, a supplemental questionnaire, or sometimes both. You'll want to review the job posting for requirements about font, number of pages, or format. Be sure to follow directions and pay attention to detail. These items may be used by the hiring managers in scoring applications to determine which candidates are qualified to be interviewed. It's important to remember to not include Social Security numbers on any of these documents as they will be marked confidential and withheld from hiring managers.

Now that you have reviewed the job postings and you want to apply, you'll start by clicking the "Apply Now" button in the upper right-hand side of the job advertisement. You're going to use your template you created or start a new one if you'd like. Make sure you're editing the application to be tailored to the position you are currently applying for. Note your eligibility, for example, that you have taken and passed the exam. Attach any required documentation – you may have already uploaded the documents you need from your holding area we talked about in your account. If you haven't uploaded them, you'll need to do so now and be sure to attach them to the job application. Then review and submit your application. Please note, you cannot modify your application after submitting it. Also, if you choose to withdraw your application, the system will no longer allow you to apply for that position.

Now that we've applied, let's talk about some tips if you're selected for an interview.

Besides the normal tips of dressing well and arriving early, research the Department and the position. Review the duties listed on the duty statement that was attached to the job posting.

Often by the time you interview, the job will no longer be posted. However, all jobs you've applied to are saved in your account in the job application section. Here you will be able to access those job postings and duty statements. You may have additional assessments during an interview. You may be asked to complete an on-site writing sample before or after your interview, or possibly to give a presentation.

Be prepared to speak to a panel. There may be more than one or two people interviewing you.

All candidates are asked the same questions, and when you're responding, be sure to answer questions thoroughly. If you are asked to provide an example, make sure to provide a specific example. Explain processes and terminology specific to your experience. It is okay to pause in order to come up with an example. You can also review the question again after you've answered it to make sure you have addressed all parts of the question. You can ask for clarity if you don't understand a question.

In an effort for good-faith hiring, managers will often not probe. If you do not answer a part of a question, they will not prompt you to do so. Interview questions are scored and rated by hiring managers, and points may be deducted for incomplete answers. Lastly, you'll want to ask questions and show interest in the position.

At this point, we have covered all you need to know about getting a job with the state. But let's talk about why you should join CDPH (the California Department of Public Health). California Department of Public Health works to protect the public's health in the Golden State and helps shape positive health outcomes for individuals, families, and communities. Working for CDPH provides an opportunity to carry out meaningful work that truly has an impact on the lives of Californians. The state provides great benefits, too.

Let's take a look at how you can find CDPH jobs, aside from the CalCareers website. This is CDPH's career opportunities page. Here, we list all of the jobs for the department. You'll notice each position is posted by category. So let's say we're looking for an entry-level job. We're going to click on that tile.

After clicking on the entry-level positions tile, this is what comes up. And when we scroll down a bit, we're going to see a couple different areas. Notice we have an area that lists all of the entry-level exams and an area that lists our current job openings. What makes this great is that you can find links to the job posting and the corresponding exam on the same line. The job posting link will take you right back to the job posting on CalCareers so you can log in and apply.

One great entry-level opportunity is the Staff Services Analyst position, which only requires a bachelor's degree to qualify. This is a great way to get started with CDPH.

The Staff Services Analyst positions are what the state considers generalist positions. These positions can be doing a multitude of duties. A Staff Services Analyst could be working within Human Resources, accounting, or in almost any part of the department doing generalized work. This is in comparison to our more specialized classifications, which may be doing more specific work, like a research scientist working in a lab or an environmental scientist working in the field.

CDPH is also on LinkedIn. Right? That’s right, McKenzie.

Be sure to follow us on LinkedIn so you can see all of our updates regarding valuable information on CDPH, including job vacancies. Remember to start early with your applications so you can contact us prior to the final filing date. If it is after the final filing date, we are able to assist you as well. You can reach out to us about CDPH positions or with exams questions. For CalCareers account questions or issues, reach out to the CalHR CalCareers team. They can help with password lockouts or merge accounts for you. If you have any glitches or issues within your account, you'll want to call them.

Once again, I'm Tricia, and I'm McKenzie, and we thank you so much for learning about how to get a State job with us today.