The Behavioral-Based Interview: Questions for an Administrative Officer Specialist

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by Amin Huffington

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Gone are the days when the interviewer would ask a silly questions such as "Where do you see yourself five years from now?" Today's interviewers are using a new tool to find specific information about you: The Behavioral-Based Interview.

Behavioral-Based Interview Overview Behavioral-based interviews focus on discovering how a candidate performed in specific work related situations.  This interview technique seeks to uncover how a potential employee actually did behave in a given situation; not on how he or she might behave in the future.  The premise behind this technique is that a good predictor of future performance is how someone performed in the past in a similar situation.  Behavioral-based interviews are becoming more common throughout industry and government and many candidates are familiar with this technique and are well prepared for these interviews.  Candidates can and should draw on previous work related experiences as well as non-work related experiences (e.g., school projects, community involvement) that are relevant to the interview questions.

An Administrative Officer Specialist should demonstrate experience in the following competencies:

Communicate Effectively with Senior Leadership: Exchanges oral and written information effectively with upper levels of management

Most likely interview questions to assess this competency:

1. Describe a time when you had to present information and/or deliver a presentation to senior leadership.  What were some of the challenges that arose when presenting to a senior leader?  How did you overcome them?
2. Building trusting relationships with Senior Leadership to avoid miscommunication and misunderstandings is important.  Discuss a time when you successfully created a trusting relationship with a member or members of Senior Leadership.  How did you approach building that relationship?  What, if anything, did you do to maintain that relationship?  What lessons did you learn from that process?
3. Tell me about an experience when you built a positive relationship with a key leader to achieve results.  What factors led to your success in working together to achieve the desired results? What challenges or obstacles made working together to achieve those results difficult?  How did you overcome them?
4. Discuss an example of a relationship with a supervisor or senior leader in which you had to meet high expectations.  How were you able to achieve your goals or the organization’s goals?

Key behaviors they will be looking for:

• Presents oral and written information clearly and concisely to senior leadership
• Builds trusting relationship with leadership, avoiding miscommunication and misunderstandings
• Provides “resolution-based” information, offering possible solutions along with the problems you present

Create and Execute Annual Strategic and/or Operating Plans: Creates and executes strategic and/or operating plans for new fiscal years

Most likely interview questions to assess this competency:

1. Describe a situation in which you gathered information in order to create a plan.  What information did you seek?  What was the outcome?  How was the plan implemented?
2. Tell me about a situation where you had to use formal organizational procedures, software, or other imposed structures to monitor and manage results.  What was the outcome?

Key behaviors they will be looking for:

• Gathers key information essential to the planning process (e.g., internal information, benchmarking information, stakeholder input)
• Incorporates an awareness of current and future management directives, required functional and technical expertise, resource requirements, and targeted stakeholders into annual plans
• Identifies the need for new processes, procedures, etc. and incorporates into annual plans
• Defines strengths, weaknesses, opportunities, and threats
• Compiles and analyzes relevant information gathered
• Formulates organizational strategies
• Utilizes processes, tools, and/or formal mechanisms to effectively monitor and manage results
• Communicates annual plans and updates to team members as appropriate

Financial Management: Acquires and applies critical financial concepts and practices, based upon a thorough understanding of the Federal Government

Most likely interview questions to assess this competency:

1. Describe a time when you had to present information and/or deliver a presentation to senior leadership.  What were some of the challenges that arose when presenting to a senior leader?  How did you overcome them?
2. Describe a time when you had to establish a budget for your office or organization.  What was your approach?  What was your strategy for resolving competing interests?  What other challenges did you encounter?  How did you overcome those challenges?
3. Share an example of when you used information from a financial plan or budget to make recommendations for your office or organization.  How did you approach this endeavor?  How did you gain support for this effort? What challenges did you face and how did you handle them?
4. Share an example of when you used external financial information or indicators to make strategic recommendations for your office or organization.  How did you approach this endeavor?  How did you gain support for this effort?  What challenges did you face and how did you handle them?

 Key behaviors they will be looking for:

• Establishes and maintains realistic budgets
• Draws accurate conclusions from financial information
• Uses financial and other quantitative information to manage the organization 
• Interprets and analyzes the meaning and implications of key financial indicators
• Understands overall financial performance of the organization
• Uses financial analysis to evaluate strategic options and opportunities

General Management: Understands the level of responsibility for all projects, personnel and outcomes, and understands the tasks involved in managing assigned areas

Most likely interview questions to assess this competency:

1. Discuss a situation in which you had to provide guidance to an employee on performance issues related to a specific project.  What was your approach?  What difficulties did you face?  What solutions did you implement?
2. Describe a time that you serviced as a lead or supervisor for a group of employees.  What was your approach to directing personnel?  What challenges did you encounter and how did you overcome them?
3. Describe a project or effort that you led that you were especially proud of.  How did you manage your resources and budget?
4. It can be difficult to establish an appropriate level of authority while also allowing employees the latitude to manage their own responsibilities.  How have you addressed this challenge in the past?  How have you empowered employees to perform at their best?

Key behaviors they will be looking for:

• Directs and guides reporting personnel
• Coordinates and administers resources, systems and technologies to best meet the specified mission and objectives
• Initiates procedures and assumes responsibility for projects and processes within your reporting structure
• Assigns clear authority and accountability and allows employees the latitude to manage their own responsibilities
• Manages activities in accordance with budget constraints
• Troubleshoots, problem solves and applies leadership and decision making abilities when difficulties or challenges arise

Policy and Procedure Research: Compiles and analyzes regulations, policies, and processes in order to provide an organization with a consistent, well-defined infrastructure

Most likely interview questions to assess this competency:

1. Describe a situation in which you had to implement new policies, standards or procedures in your organization.  What was your approach?  What was the outcome?  How long did the process take?  How did you assure that employees were kept aware of new or changing policies, regulations or processes?
2. It is often important to gather the opinions of stakeholders, those with a vested interest in the project.  Describe a time when you worked with key stakeholders to gather information.  How did you approach this task?  What challenges did you encounter?  How did you overcome these challenges?

Key behaviors they will be looking for:

• Researches current standards/policies/procedures, utilizing all available resources
• Gathers and benchmarks information with key stakeholders
• Writes and edits standards/policies/procedures documents and manuals
• Analyzes and implements standards/policies/procedures

Project Management: Creates and maintains an environment that guides a project to its successful completion

Most likely interview questions to assess this competency:

1. It is imperative to create and maintain an environment that guides a project to successful completion.  How have you approached creating that type of environment in the past?  What challenges did you encounter?  How did you overcome those challenges?
2. Give me an example of a time when your oral and written communication skills helped ensure the successful completion of a project.
3. Briefly describe how you have approached a new project in the past.  How did you initiate the project?  What steps did you take to assess risk?  What tools did you use to manage the project?  What quality assurance mechanisms were necessary to maintain control of the project?
4. Stakeholders are defined as those with a vested interest in a particular project.  Thinking of a specific project you’ve worked on, please discuss how you identified and managed stakeholders.  What was particularly challenging about that process?  How did you successfully overcome those challenges?
5. Describe a time when you planned for and conducted a project kick-off meeting.  What was on the agenda?  How were you able to meet the goals and objectives outlined for the meeting?

Key behaviors they will be looking for:

• Explains the processes involved in the initiation phase of a project and the development of an overall project plan
• Identifies key stakeholders in a project
• Identifies and analyzes environmental influences impacting a project
• Develops and manages the scope of a project
• Describes in detail the process of resource allocation including human resources, and how cost, work, and time estimates are developed
• Understands the risks involved in starting a project
• Understands the importance of quality assurance and control
• Develops effective oral and written communication skills to interact with members of a project team

How will I be rated?

While you are answering the questions, the interviewer or panel, will be writing down a number based on your answers.  This number will be between 1 and 5.  At the end of the interview the numbers  are added that this is how the person is chosen for the job.

Score Proficiency Level Description

1 Fundamental Awareness: (basic knowledge)

• You have a common knowledge or an understanding of basic techniques and concepts.
• Focus is on learning.

2 Novice: (limited experience)

• You have the level of experience gained in a classroom and/or experimental scenarios or as a trainee on-the-job.
• You are expected to need help when performing this skill.
• Focus is on developing through on-the-job experience;
• You understand and can discuss terminology, concepts,   principles, and issues related to this competency;
• You utilize the full range of reference and resource materials in this competency.

3 Intermediate: (practical application)

• You are able to successfully complete tasks in this competency as requested.
• Help from an expert may be required from time to time, but you can usually perform the skill independently. 
• Focus is on applying and enhancing knowledge or skill;
• You have applied this competency to situations occasionally while needing minimal guidance to perform successfully;
• You understand and can discuss the application and implications of changes to processes, policies, and procedures in this area.

4 Advanced: (applied theory)

• You can perform the actions associated with this skill without assistance.
• You are certainly recognized within your immediate organization as "a person to ask" when difficult questions arise regarding this skill.
• Focus is on broad organizational/professional issues;
• You have consistently provided practical/relevant ideas and perspectives on process or practice improvements which may easily be implemented;
• You are capable of coaching others in the application of this competency by translating complex nuances relating to this competency into easy to understand terms;
• You participate in senior level discussions regarding this competency;
• You assist in the development of reference and resource materials in this competency.

5 Expert: (recognized authority)

•  You are known as an expert in this area. You can provide guidance, troubleshoot and answer questions related to this area of expertise and the field where the skill is used.
• Focus is strategic;
• You have demonstrated consistent excellence in applying this competency across multiple projects and/or organizations;
• You are considered the “go to” person in this area within an agency, company and/or outside organizations;
• You create new applications for and/or lead the development of reference and resource materials for this competency;
• You are able to diagram or explain the relevant process elements and issues in relation to organizational issues and trends in sufficient detail during discussions and presentations, to foster a greater understanding among internal and external colleagues and constituents.

When you are working on your resume, don't forget to keep in mind the type of experience that the interviewers are most likely to want to see.  Good luck.