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Jobs - Helpful Tips for Completing Applications, Responding to Supplemental Questions & Submitting Application Materials

Helpful tips to aid you in completing an application for jobs with ODFW, responding to supplemental questions and submitting application materials.

If you applied for ODFW positions through the previous online system, NEOGOV (from April 2010-February 2019), you can obtain your work history information from www.governmentjobs.org by February 2022.

Application Tips

You must clearly describe your experience (and list education) according to the Minimum Qualifications and Requested Skills listed in the job posting. Job titles can support what you describe but they are not enough to meet the qualifications. If the description of your work in the “Job History” (Work Experience) section is too brief and/or insufficient to determine if you meet the qualifications for the job, your application may not be accepted. Example: If you gathered data, analyzed data, and/or prepared reports, describe what you did in the performance of these tasks. It is essential that you mark the appropriate responses on your online application. The application is used specifically to determine if you meet the minimum qualifications of the position for which you are applying and provide supporting documentation to your responses to the supplemental questions.

Avoid jargon or acronyms. Convey information in commonly used terms to make the message clear.

List each job separately. Don’t lump jobs together even if they were for the same agency or organization. Include all relevant experience whether it was paid or unpaid (unpaid experience can include internships or volunteer opportunities).

Treat any volunteer positions and internship opportunities as a typical job. Include them in the Job History section of the application and include start/end dates and the average number of hours worked per week.

If you worked out of class in a particular position, list this experience as a separate position on your application and state that it was a work out of class opportunity.

Be sure to complete all parts of the application form. It would be helpful to include the month/year worked, and the average hours worked per week at the top of your experience description. Do not put “varies” as far as hours worked, as this will not be enough information to provide you credit for the experience. This information is needed to determine the amount of time you spent in a job. The hours you work per week may also provide an explanation for any jobs that have overlapping time periods.

If qualifying duties were not the main focus of your job, provide either the percentage of time you spent performing the duties that qualify you for the position for which you are applying, or the number of hours you performed those duties. Otherwise, there may not be enough information to provide you with credit for that experience toward meeting the qualifications. Example to turn experience into a percentage: Gathering biological data 4 hours out of a 40 hour week = 10%, or 5 hours out of a 20 hour week = 25%. If the work varied, it may be easier to list out the number of hours you performed the work.

If you want your education to count toward the minimum qualifications of a position for which you are applying for, you are not required to attach a copy of your college transcripts at the time of application, however, you may be required to provide it later to be considered further. Your transcripts must include your name, the institution name, coursework (not just a listing), grades, and indicate that a degree was conferred (if a degree is necessary for qualifications). The copy does not have to be the “official” (sealed) copy. Online transcripts are acceptable.

If you have obtained a Master’s or Doctorate degree that includes work experience from an internship, work/study, or similar program, you can list this experience in the “Job History” (Work Experience) section of the application to receive credit for the work experience. The Master’s and Doctorate degrees and any applicable work experience will be reviewed separately and may both count toward minimum qualifications.

Update your application so it is current. Make sure to tailor your application to the position for which you are applying.

Managers can view anything you attach to your application. Keep in mind, if the manager is not requiring any attachments, viewing them is optional. This means you will want to include all relevant information to be considered in the Job History (Work Experience) section of your application.

Answering Supplemental Questions

Applicants are typically invited to an interview based on their experience and responses to the supplemental questions in the job posting, ensuring that any answer you selected can be verified in your “Job History” (Work Experience) section of your application. The application is used to determine qualifications and may be used to verify information provided in the supplemental responses. A further screening with additional supplemental questions may be conducted after the posting has closed.

If you are required to submit responses to additional supplemental questions after the job posting closes, the following are some helpful tips to keep in mind:

Number your responses to correspond to the questions. Some questions have multiple parts. Be sure to answer each part of the question. For example, if the question format has parts a, b, c - respond and number each separately. If a communication question asks you to identify the topic, audience, etc., be sure you covered it all. Each part of the question is important.

It is easier for the reviewers to read responses to questions when the responses are categorized. For example, your experience on surveys might be one category, making recommendations might be another. This is more helpful than responding to the question by describing your experience job by job.

When describing your experience (or training), be sure to include the job (or education) from which you gained that experience (or training). This job (or education) must be listed in your application to receive credit.

Be sure to include your level of responsibility. Did you assist? Were you solely responsible?

Write your experience in the past (or present) tense. It is important to show that you have done something (e.g., “I conducted surveys …”) or that you are currently doing something (e.g., “I conduct surveys …”). An experience you have not yet done will not be considered (e.g., “I will conduct surveys” or “I will complete a report”).

If you did something yourself, take ownership of it. Use the word “I” (e.g., “I wrote recommendations on …”). Don’t write about the process or what “we” did. If you write, “A recommendation was made…” or “The hatchery made a recommendation …”, reviewers don’t know who actually made the recommendation. Make it clear that you did it (if you did). If someone assisted you or you assisted someone else, state it.

Be concise, yet thorough. Many applicants are too brief. Others send in an overabundance of materials. Basically, all that is needed is an explanation of how your experience (and/or training) provided you with the knowledge and skills listed in each question. All other materials are disregarded, such as references, performance evaluations, and position descriptions.

Reviewers are interested in breadth of experience including measurable items, such as numbers of species worked with and the variety of settings. Depth of experience is important, such as tasks providing use of the skills at the level of learner, lead worker, or supervisor. For example, when dealing with budgets, you should state if you assisted, prepared, or developed budget material, what material you prepared (worksheets, complete draft budget, final form), and what decisions were made with it. Simple statements of “involved in budgets” or “coordinated budget information” are not descriptive enough and are difficult to evaluate. What were your duties? What did you do to achieve results?

Be truthful and accurate in your responses.

Submitting Application Materials

You must fill out the Job History (Work Experience) section of the application. A resume will not replace the completed Job History (Work Experience) section in your application.

Job postings are typically opened for each specific vacancy. An application must be submitted online for each competitive job for which you want to be considered.

Online applications must be submitted by 11:59 p.m. on the closing date (unless otherwise specified in the job posting).

Please keep in mind that ODFW is not responsible for applications that are illegible or incomplete or that were not submitted on time. No additional information or attachments may be added once the posting has closed.

If you have questions on this information or general recruitment questions, you may contact the Human Resources Recruitment Unit at 503-947-6051.

Reviewing Submitted Application (External Applicants): External applicants can review submitted applications by logging into the external Workday site by going to Oregonjobs.org and opening the “Sign In” link in the upper right corner of the screen. From there after you login, click on your profile and then on the specific job posting link under “My Submitted Applications”. Please note, external applicants are not able to view the job posting or their responses to the supplemental questions after the posting has closed. If external applicants want to retain this information, they must save it prior to the close date.

Withdrawing your Application (External Applicants): If you applied for a position and need to make a change, as long as the posting is still open, you can withdraw your application and reapply. To withdraw your application, login to the external Workday site (directions in paragraph above). Then select the position that you want to withdraw your application from under the My Submitted Applications. Once you open that link, you will have the option to withdraw your application.

Information for Internal Applicants (ODFW or state of Oregon employees)

If you are a current state of Oregon employee in a permanent, limited duration, temporary, seasonal position or off season seasonal with recall rights, you will need to search and apply for jobs through your Workday account. Please do not search and apply for positions through the external Oregon jobs page. Only non-state of Oregon employees and seasonals who do not have recall rights should search and apply for jobs on the Oregon jobs page.

Contact Information: If you are an internal applicant, please make sure to add a personal email and phone number to your application, as the contact information that is prefilled on your application is your work email and work phone number. You can add this information as an attachment or in the description of your duties. If you forget, make sure to reach out to either the Recruitment Unit or the hiring manager so you don’t miss out on status update and/or invitations to interview if you happen to be out of the office for an extended period of time. If you apply for a position as an internal applicant and then terminate while the recruitment is still in process, contact HR to provide your personal contact information if you haven’t done so.

Reviewing Submitted Application (Internal Applicants): Internal applicants can review your submitted application and answers to the supplemental questions by going to your profile, then from within your profile, open “Overview”, then open “More” and choose “Worker History”. If you look under the “Business Process” column you can see any position you have applied for and by double clicking the title, you can see your submitted application (includes job history and answers to the supplemental questions).

Reviewing a Job Posting once the close date has passed: Once a job has closed, if you applied to the recruitment as an internal applicant, you can review a copy of the job posting by opening the “Career” worklet (on the main page of your Workday account), then under “View” select “My Applications”.

Withdrawing your Application: If you applied for a position and need to make a change, as long as the posting is still open, you can withdraw your application and reapply. To withdraw your application open the “Career” worklet (on the main page of your Workday account), then under “Actions” select “Withdraw Application”. This will show you anything you have applied for. Select the checkbox next to the position you want to remove your application from and the system will confirm this action before it is removed. You can withdraw your application at any time during the recruitment process, however, you can only reapply if the posting is still open.

Issues logging into Workday: If you are an internal applicant and are having issues logging into your Workday account, email the internal ODFW HR Workday helpdesk at: ODFWHR.WD@coho2.dfw.state.or.us

Working on your Application outside of work: You can work on your application at work on your breaks and lunch, or from home at any time. To access your Workday account from home, visit the external ODFW webpage at https://www.dfw.state.or.us/. If you scroll to the very bottom of that page, there is a Workday Login link. If you are away from the office and need to reset your Workday password, you can login to your work email from this same external webpage as well by scrolling to the bottom of the page and selecting Employee Webmail.

Job Aids: For step by step instructions on how to search and apply for jobs as well as obtaining your information from NEOGOV and adding it to your Workday profile, visit Workday Information on HR’s Inside page.

 

 

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