KSA Examples: Knowledge, Skills, and Abilities in Recruitment

A KSA is a written expression of knowledge, skills, and abilities. You may encounter a KSA in two situations: while applying for a job and creating a resume to market your skills to prospective employers, or when describing the candidate you’d like to hire for your open position. 

When potential employees send you their resume, they want to communicate to you what they know, what they can do, and what they are capable of. You likely feel similar about the open positions in your company; you want to describe to potential candidates the skills, knowledge, and abilities they’ll need to succeed. A KSA provides the framework for both parties to discuss these requirements. Additionally, you can use KSAs as a framework to assess and discuss training and professional development opportunities with your staff. 

By analyzing the KSAs your company needs against the KSAs your team has, you can identify competency gaps and provide targeted training to employees who will gain maximum benefits. 

As you continue reading, you’ll explore KSAs and KSA examples in more detail, including examples in each category—knowledge, skill, and abilities. 

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What is a KSA statement?

A KSA statement describes the knowledge, skills, and abilities an employee needs to fulfill a role or take on work. Companies that hire new employees need a way to discuss the kind of employee they seek. At the same time, job seekers need a way to describe what they can offer a company. A KSA statement is the solution to help these two groups communicate about work requirements. 

A KSA statement is essential for job descriptions so both parties—employer and employee—can evaluate whether or not they will be a good fit for the position based on the knowledge, skills, and abilities needed to succeed in that role. Many federal positions have historically required applicants to write a KSA statement in the form of an essay with their application, but that is not always needed today. However, KSA statements in job listings and resumes still function as a tool to discuss any job's requirements.  

KSA examples

Having a formal written KSA for each position at your company will help you discuss the job requirements and find the most qualified candidate for your position. While every job is different, reading some KSA examples may help you think through what your position requires. Below, you will find more information about each of the categories in KSA—knowledge, skills, and abilities—as well as example KSA statements for a few generic careers. 

1. Knowledge examples

Knowledge refers to all topics and areas in which the applicant should be proficient for success in any individual role. For example, a coffee shop barista should know about coffee-based beverages. They would also need to understand how to make change when customers pay, interact with customers, operate in a food-safe manner, and more.

Depending on your industry, the knowledge part of a KSA could include: 

• Knowledge of computer and IT topics

• Financial, budgeting, and accounting topics

• Industry and federal regulations and advancements

• Principles of engineering or design

• Administrative practices

• Knowledge of business or management principles 

• Document preparation 

• Any information or subjects specific to working in the position

2. Skills examples

Skills are the things you need to be proficient at doing to be successful in a given job. For example, a landscaper will need to have skills in using machinery such as lawnmowers, trimmers, and weeders. Sometimes, skills are measurable with certification or higher education, and all can be strengthened or improved with practice. 

The skill portion of your KSA will be specific to the job you’re describing, but a few examples of skills include: 

• Typing skills

• The skill of operating a motor vehicle

• Construction or building skills like HVAC, electrical, plumbing or carpentry

• The skill of speaking a second language

• Writing and communication skills 

• Skills working with data or computer software

• Public speaking

• Leadership skills

3. Abilities examples

The abilities portion of a KSA statement can sometimes refer to qualities about a person that are hard to quantify or train, such as a beautiful singing voice or the ability to lift heavy boxes. You could improve your singing or lifting skills, but some people are naturally more suited to those tasks than others. 

Another way to think about ability is to consider whether or not you can execute the skill. For example, you might understand how to drive a car—you have the skill— but your driver’s license has been suspended, and you’re not allowed—you don’t have the ability—to drive a car for work. 

Examples of abilities on a KSA statement include: 

• Ability to maintain records and perform clerical work

• Ability to manage stressful situations 

• Ability to hold interpersonal relationships

• Ability to follow instructions 

• Logical thinking and problem-solving ability 

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KSA examples in a job description

Below are three generic KSA lists for careers as a general manager, administrative assistant, or data analyst. Use these to see KSAs in action. 

1. General manager

Although the KSA for a specific general manager position will also include industry-specific KSAs, a generic example might look something like: 

• Knowledge about strategic planning

• Knowledge about providing customer service 

• Knowledge and familiarity with payroll 

• Public speaking skills

• Communication skills

• Leadership skills

• Conflict management skills 

• Organization skills 

• Technical skills 

• Ability to maintain professionalism 

• Ability to delegate tasks 

2. Administrative assistant 

Administrative assistants may need additional information about the specific office or administrators they are assisting. A generic KSA statement for an administrative assistant might look similar to: 

• Knowledge of team building and emotional intelligence 

• Knowledge of CRM software

• Knowledge of remote team communication like Slack or Teams

• Verbal and written communication skills

• Word processor or spreadsheet skills

• Organization skills

• Time management skills

• Ability to pay attention to details 

• Problem-solving ability

• Ability to work independently 

3. Data analyst 

Data analysts can work in various industries on many different types of projects, so the exact KSA statement for any given data analyst position will likely include specific requirements. However, a general KSA for a data analyst might look something like: 

• Knowledge of machine learning

• Knowledge of linear algebra and calculus 

• Knowledge of statistics 

• Data visualization skills

• Data preparation and cleaning skills

• Skill with programming languages like MATLAB, R, and Python

• Communication and collaboration skills 

• The ability to think critically 

• The ability to pay attention to details 

• The ability to conduct research 

Developing a KSA framework for employee development

While much of the discussion around writing a KSA statement centers on writing job descriptions or resumes, you can also use a KSA to form a framework to guide the learning and development opportunities you offer your employees. Here are some steps to guide you: 

1. Understand organizational KSAs. You should first understand the KSA for each position in your company and how each position contributes to organizational goals. Consider the needs of each position and how it benefits the team. 

2. Assess your team.  After you have an idea of the KSAs your company needs, you can assess your team members to see what their current KSAs are. During this process, you may uncover skill gaps and areas your team could improve. 

3. Compare your results. The data you draw can help inform the leadership and development opportunities you seek out on behalf of your team to help close skill gaps and develop the KSAs that will help your company reach its goals. 

You can also use KSAs to talk to employees about their career goals and to consider positions for them now or in the future that relate to their best or most unique knowledge, skills, and abilities. 

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