How to Apply
The State of Montana is committed to fair employment opportunities. In the selection process, each procedure is developed in advance of reviewing applications and has written job-related criteria to evaluate the applicant's qualifications. This guide has been developed to provide information to applicants on the process.
The State of Montana has a decentralized personnel system. There is no central recruitment or testing. The Job Service provides proficiency testing. Recruitment and selection are handled by the individual state departments.
State job openings and application materials are available at Montana Job Service offices. Materials are available at a job information center or self-service area. Most departments have a public bulletin board where job openings are also posted. Positions may also be found on Montana Job Source, a web site devoted entirely to jobs available in Montana.
In addition to job openings placed with Job Service, you may check classified ads in major Montana newspapers for some job openings. Ads usually appear on Wednesdays and Sundays.
VACANCY ANNOUNCEMENTS
State job openings are posted on vacancy announcements. Vacancy announcements list information such as title, grade, salary, location, full-time or part-time, permanent or temporary, and descriptions of duties and qualifications. Applicants are made aware of educational requirements, the position closing date, the application and selection process, and additional requirements such as supplemental questions, proficiency tests, or transcripts.
A vacancy announcement is a very IMPORTANT document to the applicant in obtaining state employment. Read the duties, knowledge, skills and behaviors VERY CAREFULLY so that you can tailor your application and answers to supplemental questions to the specific position.
Be sure to note the closing date on vacancy announcements. All application materials must be received at Job Service or the department where the vacancy exists by 5:00 p.m. on the closing date. The vacancy announcement will indicate where applications will be accepted. Read the vacancy announcement carefully for specific instructions.
PROFICIENCY TESTING
Your local Job Service administers proficiency testing (typing, ten-key, etc.). The score and error rate will be provided to the applicant (for example: 55 w.p.m./5 errors, or for 10-key testing 140 strokes/4 errors). However, Job Service does not interpret the score for the applicant or make a determination about minimum qualifications.
APPLICATION FORM
You must complete a State Employment Application (PD-25) each time you apply for a position. Applications do not remain active for future openings. Applications will be rejected for late, incomplete or unsigned application materials.
When reviewing your application materials, the hiring authority is looking for very specific knowledge, skills and/or behaviors that are described in the vacancy announcement. You should tailor your application for each specific job.
Before starting, READ THE INSTRUCTIONS on the state application CAREFULLY. When completing the state application, describe your training and experience in detail. You may respond to the education and experience sections (5 through 10) on separate sheets of papers. Your application will not be considered if you only indicate "refer to resume."
Applications may be photocopied. If you photocopy your application, leave sections 2, 3, 4, 13, and 14 blank and complete these sections each time you apply.
The applicant survey (page 5) portion of the state application is important. State and federal laws require employers "to make and keep records relevant to the determinations of whether unlawful employment practices have been or are committed." The survey is separated from the application before it is given to the hiring authority and kept confidential.
Applicants claiming an employment preference must claim the preference in writing. See the specific vacancy announcement and the state application instructions for eligibility and documentation requirements.
Most departments accept e-mailed and faxed applications. The e-mailed application should be in a format similar to the State of Montana Employment Application, and all information requested on the state application must be on the e-mail version. For faxed applications, departments require that original application materials, including a signed state application, follow immediately. Refer to the vacancy announcement for further information.
SUPPLEMENTAL QUESTIONS
Supplemental questions may be part of the application process. They provide applicants with an opportunity to expand on their qualifications and demonstrate their writing and communication skills if the position requires these skills. At the top of each page of your supplemental responses, be sure to put your name, the position title and position number for which you are applying.
OTHER DOCUMENTS
Resumes, transcripts and letters of recommendation are not required, unless specifically asked for on a vacancy announcement. The additional paperwork may only slow the screening process, and will not be reviewed if the information is not specifically requested.
THE SCREENING PROCESS
Job openings for the State of Montana have become highly competitive. Departments develop a screening process to review and evaluate the applicant's qualifications. Information on the state application and the responses to the supplemental questions, are used to determine which applicants will move to the next step in the selection process.
The department evaluates each application, responses to supplemental questions and any performance tests for training and experience as it relates to the job. Information is reviewed and a determination about the absence or presence of knowledge, skills and behaviors is made. Applicants whose experience and training/education most closely match the position, continue in the selection process.
The screening process is detailed and time consuming, so do not be discouraged if the process is moving slowly. Expect to wait from three to six weeks after the closing date before you are notified of an interview or that your application is not being considered for further review.
THE INTERVIEW
Interviews are most commonly conducted in person. A telephone interview may be arranged under special circumstances. A telephone interview may be followed by a second in-person interview. During an interview the applicant is asked structured, objective, job- related questions. Interview questions may have written as well as oral components. The interview panel has rating criteria and suggested responses to evaluate the applicant's responses.
OTHER SELECTION PROCEDURES
The applicant may be asked to take a performance test or provide work samples. Examples include: researching a job-related issue and giving a presentation, preparing written or oral responses to situational problems, using job-related equipment or submitting work samples.
REFERENCE CHECKS
Reference checks provide the hiring authority an opportunity to confirm information. The application states, "Information that you provide on this application is subject to verification. Previous employers may be contacted as references." Calls or written requests will be made to the applicant's current and/or previous supervisor(s). Structured and consistent questions will be asked and the answers evaluated. On the state application you may request to be notified before your present employer is contacted.
RIGHTS OF APPLICANTS
The process may take three to six weeks after the closing date before you are notified of an interview or that your application is not being considered for further review. Applicants who are not selected should be notified in writing by the department.
An applicant may contact the department's personnel office for an explanation of the selection process and the evaluation criteria. If an applicant has any questions about the process or feels he or she has been discriminated against on the basis of race, creed, national origin, color, religion, sex, marital status, age, political ideas, or disability, he or she should contact the department's personnel officer. Your local Job Service, State Personnel Division and the contact information contained on the previous pages all contain a list of department personnel officers and their telephone numbers.
Above all do not be discouraged by the application process for a state position. The opportunities and benefits of state jobs are well worth your time and careful preparation efforts.
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