To learn more about job-posting systems and how to respond to them, I contacted HR professionals at the corporate offices of JC Penney Co. Inc., Electronic Data Systems Corp. and Texas Instruments Inc. Their posting systems are unique but have a lot in common. Here are typical ways these companies tell employers about internal opportunities.
Published Job Listings
TI disseminates more than 7,000 books of job listings a week worldwide. Each position listing includes a job title, grade level, department, location, functions, required knowledge/skills/experience, education, years of related experience and useful comments. The listings are available to all employees. The following example is a listing from TI's job-posting book.
To respond to this ad, you should first determine the position's key requirements. If you have questions, you would clarify them by contacting the department supervisor directly or through your supervisor. The information you receive could help you develop a resume or application highlighting your relevant knowledge, skills, personality traits and education. You should also attach a cover letter that resembles the following one.
Cover Letter Responding to a Job Posting
6/2 2/9 X
From: William Moss
Radar Division
Accounting Department
MS: 3A-333
To: Ms. Liberty Ford
Manager, Chip Fabrication
MS; 2B-204
Dear Ms. Ford:
Yesterday, as I was reviewing our weekly job postings, I noticed your available cost accountant position. I am particularly interested in Chip Fab because it has both a great tradition and a great future with it. I am gratified to see our company reemerging as a leader in microchips, and I would like to be on the team that one day overtakes Intel.
For the past three years, I have been an accountant in the Naval Radar Division in Balch Springs, performing the same functions mentioned in your job listing. During that time I was chosen team leader of my department's quality management effort, which resulted in our being able to cut reporting turnaround from seven to three days. As the spokesperson for my team, I also presented our suggestions on how to move toward a paperless office to other accountants and financial analysts throughout our area.
I enjoy trying new techniques that have the potential to provide more useful information in more understandable formats. Using suggestions from manufacturing managers, I recently developed a new report on just-in-time procurement that has been very popular with users.
I will call you next week to ascertain if my qualifications are a good match for your cost accounting needs. I look forward to finding out more about your department and its preference for proactive/innovative team players.
Sincerely yours,
Bill Moss
Enclosure
In most companies, the human resources department screens information from applicants for internal positions to make sure they meet the basic job requirements. HR then sends the applications from qualified candidates to hiring managers, who schedule interviews. While HR people aren't impressed by cover letters, hiring managers usually are, says Jim Carraway, staffing manager at EDS. "Hiring managers like to see why you're interested in their position," he says.
Dorothy Gallo, a hiring manager at JC Penney confirms this view. "A cover letter sets you apart from your competition," she says. "It gives you the opportunity to make a unique case for why you deserve the job." To help the hiring manager decide in your favor, include a cover letter with your resume or application whenever possible.
Electronic Bulletin Board Job Postings
Putting job openings on a computerized system requires technology that some companies lack and may never have. Still, it's important to know about these systems and how to use them, so you won't be shut out of this arena, particularly at large companies. For instance, EDS, JC Penney and TI all use on-line job postings, although the number and type of positions listed vary greatly. Here's a typical entry and how to respond to it with a cover letter.
An On-Line Job Posting
Send resumes to sgordon@softech.dc
FEDERAL ACCOUNT SALES MANAGER
Grade 28/29 Available 7/25/9X
DEPARTMENT: FEDERAL Supervisor: Sara Gordon
Group Mission: Sell products and services to federal agencies and contractors.
Job Purpose: Responsible for specific territory of federal government. Sales will be dependent upon effective communications with several levels of government management ranging up to very high executive personnel. Products to be sold are technical. A successful applicant must have experience in the application of advanced system techniques in varying government environments.
KNOWLEDGE/SKILLS/EXPERIENCE:
Current Proficiencies: Experience with prospecting and developing new territories. Minimum 5 years of major software sales experience ($100,000 +) in presenting strategic solutions using high-ticket products. Proven track record of meeting or exceeding sales quota
LEARN: 90 DAYS: Create a business plan for territory, develop and maintain strong client and prospect knowledge, sell complete solution software and service.
EDUCATION: BS in Business or Computer Science with 5-8 years related experience.
OTHER/HELPFUL: Experience selling to large government agencies/departments, software development or consulting experience, leadership or management experience.
Cover Letter Responding to an On Line Job Posting
From: Tom Potraska
tpotraska@softech.la
Phone: 213-991-6600
7/30/9X
To: Ms. Sara Gordon
sgordon@softech.dc
Re: Federal Sales Account Manager Position
Dear Ms. Gordon:
When I saw your opening for a high-level software sales professional on the ACCESS system yesterday, I decided to get in touch with you as soon as possible. As part of a dual-career couples, whose wife has just accepted a higher level position with the EPA in Washington, I am interested in finding employment in that part of the country.
However, my marriage isn't the only reason why I look forward to moving back to D.C. For several years I enjoyed selling software systems for Softech to government agencies in Washington and the surrounding states, where I still have many customer/friends. While I was there, I increased sales in my territory by 1 50 percent and opened six new key accounts along with a number of smaller ones.
Apparently word of my success spread to LA, where Softech sales were in massive decline. Bill Stevens, our Western Regional Manager, called to offer me a position on the West Coast working with our major accounts on the same large software systems your open position handles. Because I saw LA as a tremendous opportunity to sell our big ticket systems and turn a declining territory around, I accepted the offer. {My wife came along.)
In the three years I have been here, I've sold at least eight $100,000 systems annually, plus a number of smaller ones, to new clients who are testing the waters before they spend serious money. While I would be happy to continue growing my business here, I really prefer the Mid-Atlantic's topography and lack of fire, floods, droughts, earthquakes, mud slides, riots and assorted other disasters for which LA has become notorious. Besides, my wife is headed to DC in two weeks, and I don't want a 3,000-mile commuter marriage.
As time is of the essence, I will call you this week to have a preliminary discussion about my enclosed resume, your opening and your opinion of my qualifications. As you have probably guessed, I am confident I can do the job and enthusiastic about becoming a member of your nationally recognized team.
Sincerely yours,
Tom Potraska
P.S. Bill has given me his blessing if I want to transfer and asks that you call him for his feedback on my performance.
A Final Note on Cover Letters
Cover letters are an integral part of your job search, whether you're looking within your company or competing in the universal job market. These zesty pieces of correspondence give your readers a focus, add sizzle to your resume and tell potential managers why you want and deserve to work with them.
Never take a shortcut or try to save a few minutes by jotting a quick note to send with your resume. The temptation to substitute a brief, handwritten comment-especially if you know the person you're contacting-can be great. Ignore it!
