The federal government uses the General Schedule (GS) pay system for most white-collar positions. Understanding how it works is essential for both targeting the right positions and properly documenting your experience on federal resumes.
What is the GS Pay Scale?
The General Schedule is a 15-grade pay system used to determine salaries for most federal civilian employees. Each grade has 10 steps that provide for periodic pay increases based on time in grade and performance.
The Grade Structure
- GS-1 to GS-4: Entry-level clerical and support positions
- GS-5 to GS-7: Entry-level professional and administrative positions
- GS-9 to GS-11: Journey-level professional positions
- GS-12 to GS-13: Full-performance professional positions
- GS-14 to GS-15: Senior professional and supervisory positions
How Pay is Calculated
Your actual salary depends on:
- Your GS grade
- Your step within that grade
- Your duty location (locality pay adjustments)
A GS-12 Step 5 in Washington, DC earns significantly more than a GS-12 Step 5 in a rural area because of locality pay differences.
Understanding Job Series
Every federal position is classified into a job series—a four-digit code that identifies the type of work performed. The series determines qualification requirements and career paths.
Common Job Series
- 0301: Miscellaneous Administration and Program
- 0343: Management and Program Analysis
- 1102: Contract Specialist
- 2210: Information Technology Management
- 0201: Human Resources Management
- 0110: Economist
- 0905: Attorney
Why Series Matters
Job series determines:
- What qualifications are required
- Which positions you can apply for
- Your career ladder potential
- How your experience is evaluated
When listing federal experience on your resume, always include both the series and grade (e.g., GS-0343-12).
How to List Federal Experience on Your Resume
For current or former federal positions, include:
Required Information
- Agency name
- Job title
- Series and grade (GS-0343-12)
- Start and end dates (month/year)
- Hours per week
- Salary or pay band
- Supervisor name and phone number
Example Format
Management Analyst, GS-0343-12
Department of Health and Human Services January 2020 - Present 40 hours per week $87,198/year Supervisor: Jane Smith (202-555-1234) May contact
Converting Private Sector Experience to GS Equivalents
If you're coming from the private sector, you may need to determine the GS-equivalent level of your experience. HR specialists use several factors:
Factors Considered
- Scope of responsibility
- Complexity of work
- Level of independence
- Budget or resource responsibility
- Supervisory duties
- Impact of decisions
General Guidelines
Entry-level positions with bachelor's degree: GS-5 to GS-7 equivalent
Mid-level professional with 3-5 years experience: GS-9 to GS-11 equivalent
Senior professional with 7-10 years experience: GS-12 to GS-13 equivalent
Manager or director level: GS-14 to GS-15 equivalent
How to Document
For private sector experience, include your salary as documentation. HR can use salary as one indicator of position level, though it's not the sole determining factor.
Time-in-Grade Requirements
Federal employees applying for promotions must meet time-in-grade requirements. Generally, you must have served at least 52 weeks at the next lower grade before you can be promoted.
Example
To be eligible for a GS-12 position, you must have completed at least 52 weeks at GS-11 (or equivalent).
Exceptions
- Positions at GS-9 and below have more flexible requirements
- Some positions are filled at multiple grades (career ladders)
- Special hiring authorities may have different rules
Career Ladders and Promotion Potential
Many federal positions are advertised with promotion potential. For example, a position advertised as GS-9/11/12 is a "career ladder" position.
How Career Ladders Work
You're hired at the lowest grade (GS-9), and if you perform satisfactorily, you can be promoted to GS-11 after one year, then to GS-12 after another year, without having to compete for the promotions.
What to Look For
When reviewing job announcements, note:
- The grade(s) being filled
- The "full performance level" (the highest grade in the career ladder)
- Whether the position has promotion potential
Special Pay Systems
Not all federal positions use the GS scale:
Federal Wage System (FWS)
Blue-collar and trade positions use hourly wage grades (WG, WL, WS).
Pay Bands
Some agencies use pay bands instead of GS grades. These are broader salary ranges with more flexibility:
- NSPS (now discontinued)
- AcqDemo
- Various agency-specific systems
Senior Executive Service (SES)
Top leadership positions are in the SES with different pay structures.
Using Grade Information Strategically
Understanding the GS system helps you target appropriate positions and demonstrate qualifications.
Know Your Level
Review job announcements at different grade levels to understand the expected scope of work at each level. This helps you describe your experience in terms HR specialists recognize.
Target Appropriately
Applying for positions below your qualification level may raise red flags. Applying too high means you won't meet the minimum qualifications. Target positions where your experience matches the specialized experience requirements.
Document Progression
Showing progression through grades (or equivalent private sector advancement) demonstrates career growth. Include this trajectory in your resume to show increasing responsibility over time.
Common Mistakes to Avoid
Not Including Grade Information
For federal positions, always include the series and grade. Missing this information forces HR to make assumptions about your experience level.
Overstating Equivalencies
Be realistic about private sector equivalencies. Inflating your experience level will become apparent if you're interviewed or if references are checked.
Ignoring the Announcement
Each job announcement specifies exact qualification requirements. Focus on demonstrating you meet those specific requirements rather than making general claims about your grade level.