Open Competitive
WESTCHESTER COUNTY
CIVIL SERVICE CAREER
OPPORTUNITIES
County Service · Westchester Medical Center · Towns · Villages · School Districts
Special Districts · Cities of Peekskill & Rye
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Applications Continuously Accepted Effective Date: 9/14/06 Revised: 4/20/23 |
Exam #: 02-418 |
Exam Date: HELD DURING THE WEEK (Monday thru Friday) |
SENIOR OFFICE ASSISTANT
(AUTOMATED SYSTEMS – SPANISH SPEAKING)
Towns, Villages, Cities of Peekskill and Rye,
School Districts, Special Districts
A NON-REFUNDABLE $40.00 APPLICATION FEE IS REQUIRED FOR EACH SEPARATELY NUMBERED EXAMINATION FOR WHICH YOU APPLY. SEE APPLICATION FILING FEE STATEMENT ON LAST SECTION OF ANNOUNCEMENT.
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Westchester County is only accepting applications submitted on-line for our civil service examinations. Paper Applications WILL NOT be accepted. TO APPLY ON-LINE VISIT: WWW.WESTCHESTERGOV.COM/HR
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Candidates may use computers available at the Westchester County One-Stop Employment Center, located at 120 Bloomingdale Road in White Plains, or at local libraries in Westchester County to Complete the on-line application. The NON-REFUNDABLE application processing fee MUST be paid on-line using a credit card. Visa, Mastercard, Discover, American Express and Pre-paid cards are accepted. Please call (914) 995-2388, if you have any questions.
Successful candidates in this examination will have their names interfiled (placed) on the continuous recruitment eligible list in the order of final scores. The names of candidates will remain on the eligible list for a period of one (1) year. Candidates who wish to retest in this title may do so after one (1) year.
The results from this written examination are used for appointment to applicable positions in the school districts, special districts, towns, villages and the cities of Peekskill and Rye.
IF INTERESTED, YOU MUST APPLY FOR THE FOLLOWING EXAMINATIONS AT THE SAME TIME, AS YOUR PARTICIPATION WILL BE LIMITED TO ONCE EVERY TWELVE MONTHS TO TAKE AN EXAMINATION FOR ANY ONE OR COMBINATION OF THESE TITLES:
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OPEN COMPETITIVE 02-400 Office Assistant (Word Processing) 02-404 Office Assistant (Word Processing- Spanish Speaking) 02-416 Senior Office Assistant (Automated Systems) 02-418 Senior Office Assistant (Automated Systems-Spanish Speaking)
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PROMOTIONAL 02-401 Office Assistant (Word Processing) 02-405 Office Assistant (Word Processing- Spanish Speaking) 02-415 Senior Office Assistant (Automated Systems) 02-417 Senior Office Assistant (Automated Systems-Spanish Speaking)
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SALARY
Varies with Jurisdiction
MINIMUM QUALIFICATIONS
Graduation from high school or possession of a high school equivalency diploma and three (3) years of experience where a primary function of the position was performing general office/clerical work, two (2) years of which must have included the use of computer applications to maintain automated records or produce correspondence, spreadsheets, forms, reports or other documents.
SUBSTITUTION: Satisfactory completion of 30 credits* at a recognized college or university, or its equivalent in course hours from an approved institution or office software manufacturer (i.e. Microsoft) may be substituted on a year for year basis for one (1) year of the general office/clerical experience and one (1) year of the specialized experience using computer applications as described above. Completion of 6 credits* in word processing coursework at a recognized college or university may be substituted for an additional one (1) year of specialized experience using computer applications as described above. All coursework must be verified by official transcript.
NOTE: A certificate program is defined as a minimum of 6-8 courses and results in the issuance of a certificate.
NOTE: (1) The number of years of experience required in the minimum qualifications is based upon the presumption of full-time employment. Part-time experience will be prorated based on a 35 hour workweek. (2) Verified and documented volunteer (unpaid) experience will only be credited when specifically allowed by the job description or examination announcement.
ONLY EXPERIENCE GAINED AFTER ATTAINING THE MINIMUM EDUCATION LEVEL INDICATED IN THE MINIMUM QUALIFICATIONS WILL BE CONSIDERED IN EVALUATING EXPERIENCE.
*SPECIAL NOTE: Education beyond the secondary level must be from an institution recognized or accredited by the Board of Regents of the New York State Education Department as a post-secondary, degree-granting institution.
ALL CANDIDATES QUALIFYING BY POST HIGH SCHOOL EDUCATION MUST SUBMIT AN OFFICIAL (RAISED SEAL AND SIGNED BY REGISTRAR) TRANSCRIPT(S) TO THIS OFFICE BEFORE BEING APPROVED AND ADMITTED TO TAKE THIS EXAMINATION, UNLESS ALREADY ON FILE IN OUR OFFICE. IF IT IS ON FILE, PLEASE INDICATE THIS ON YOUR APPLICATION.
CANDIDATE’S OFFICIAL TRANSCRIPT MUST BE RECEIVED WITHIN 60 DAYS OF FILING APPLICATION. IF NOT RECEIVED WITHIN 60 DAYS, YOU WILL BE DISQUALIFIED TO TAKE THIS EXAM AND MUST RE-FILE.
NOTE: If your degree and/or college credit was awarded by an educational institution outside of the United States and its territories, you must provide independent verification of equivalency. You can write to this Department for a list of acceptable companies providing this service; you must pay the required evaluation fee.
ALL APPLICATIONS MUST HAVE COPIES OF THE APPROPRIATE LICENSE, CERTIFICATE OR REGISTRATION.
SPECIAL REQUIREMENT FOR APPOINTMENT IN SCHOOL DISTRICTS: In accordance with the Safe Schools Against Violence in Education (SAVE) legislation, Chapter 180 of the Laws of 2000, and by the Regulations of the Commissioner of Education, candidates for appointment in school districts must obtain clearance for employment from the State Education Department prior to employment based upon a fingerprint and criminal history background check.
RESIDENCE
There are no residence requirements to participate in the examination, but preference in appointment may be given to eligibles that have been residents in the appointing jurisdiction for 30 days prior to the examination and at the effective date of appointment.
DUTIES
Under general supervision, an incumbent of this class performs a wide variety of advanced level tasks providing office support to administrative or professional staff. This position requires a full range of skills in the operation of a computer using various software applications to maximize equipment capability in compiling statistical information for various reports, setting up and maintaining automated records and filing systems, and producing correspondence and other document formats. Duties cover the more difficult and advanced aspects of software applications to create files, manipulate data and process text. A high degree of initiative and independent action is required to ensure work is completed accurately and on a timely basis. This level differs from the Office Assistant (Automated Systems) in that the tasks performed require advanced level skills and the position functions independently in carrying out complex assignments, whereas the Office Assistant (Automated Systems) performs routine tasks requiring entry-level skills. Supervision may be exercised over subordinate personnel. Does related work as required.
VACANCIES
The eligible list established as a result of this examination will be utilized, where appropriate, for filling any current or future vacancies in all agencies under the jurisdiction of the Westchester County Department of Human Resources.
This examination will also be given on a promotional basis on the same day, and the resulting eligible list will have preference in making appointments. If you are interested and qualify, you must file a separate application for the promotional examination at the same time, as your participation in an examination for this title will be limited to once every twelve months.
SUBJECT OF EXAMINATION
This examination will consist of two parts: a weighted multiple-choice written examination, and a qualifying Spanish Language Oral Proficiency test, which will be held on a separate weekday date. The written test may be in written form or it may be administered on a personal computer (PC). The type of test will be stated on the admission notice.
If your application is approved, you will be directed by either mail or e-mail to log onto a secure website at the New York State Department of Civil Service where you will complete the Training and Experience portion of the examination. You will not be required to complete this portion all at once, and will be given a maximum of two weeks to complete it, because there is information requested that you may need time to put together.
If administered on a (PC), the test will be held on a weekday. Candidates need no prior knowledge of computers in order to take the test. The test uses a simple point-and-click system that is thoroughly explained through an animated instruction program. Candidates will be given a sample test on which to practice before the actual test begins.
The weighted written test defined below will be used to determine candidate’s rank on the eligible list. For positions requiring performance tests, there will also be relevant qualifying performance test(s) designed to evaluate candidate’s skill in specific performance areas. To be placed on the eligible list, candidates must pass the weighted written test and the relevant performance test(s).
WRITTEN TEST is designed to test for knowledge, skills, and/or abilities in such areas as:
1. Spelling - These questions test for the ability to spell words that are used in written business communications.
2. Grammar, Usage, Punctuation - The grammar and usage questions test for the ability to apply the basic rules of grammar and usage. The punctuation questions test for a knowledge of the correct placement of punctuation marks in sentences.
3. Keyboarding Practices - These questions test for a knowledge of preferred practices in such areas as letter format, capitalization, hyphenation, plurals, possessives, word division, word and figure style for numbers, and common proofreading marks. In addition, you will be given a passage to proofread and asked questions about how to correct the errors in the passage.
4. Office Record Keeping - These questions evaluate your ability to perform common office record keeping tasks. The test consists of two or more “sets” of questions, each set concerning a different problem. Typical record keeping problems might involve the organization or collation of data from several sources; scheduling; maintaining a record system using running balances; or completion of a table summarizing data using totals, subtotals, averages and percents.
5. Office Practices - These questions test for a knowledge of generally agreed-upon practices governing the handling of situations which stenographers, typists, and secretaries encounter in their work, as well as a knowledge of efficient and effective methods used to accomplish office tasks. The questions will cover such topics as planning work flow; setting priorities; dealing effectively with staff, visitors, and callers; filing and retrieving information; safeguarding confidentiality; using office equipment; and making procedural decisions and recommendations which contribute to a well-managed office.
In accordance with Section 23.2 of the Civil Service Law, candidates may not review their examination papers and may not appeal their examination results. However, at the written request of a candidate, the accuracy of his/her score will be verified.
The New York State Department of Civil Service has published a Study Guide intended for candidate preparation for this particular examination. This Study Guide contains important test-related information as well as sample test questions similar to the questions that will be used in the written test.
The New York State Department of Civil Service is making a copy of this Study Guide and other related information available on its Website at www.cs.ny.gov/testing/localtestguides.cfm. (Remember to scroll down the page) In addition, a copy of this Study Guide can also be obtained from the Westchester County Department of Human Resources, Suite 100, 148 Martine Avenue, White Plains, New York 10601.
SPANISH LANGUAGE ORAL PROFICIENCY TEST - Candidates will be subject to a Spanish Language Oral Proficiency examination as prescribed by New York State Department of Civil Service. The Spanish Language Proficiency Test for this examination will be held at a later weekday date. *This exam will evaluate proficiency of listening and reading comprehension as well as oral abilities. Language proficiency is evaluated in terms of:
LEVEL 2 - INTERMEDIATE PROFICIENCY - Able to speak the language with sufficient structural accuracy and vocabulary to participate effectively in most formal and informal conversation on practical, social and professional topics not requiring specialized vocabulary. Can read with understanding standard newspapers, correspondence and official documents.
1. GRAMMAR - grammatical accuracy of words and groups of related words, correct use of syntax and sentence structure.
2. VOCABULARY - adequacy of vocabulary (both sufficiency and accuracy of use) for the topics discussed.
3. FLUENCY - general smoothness and evenness of discourse.
4. CONTENT - relevance and completeness of statements and questions, clarity of ideas, and level of communication.
SPANISH LANGUAGE ORAL PROFICIENCY WAIVER POLICY: The Spanish Proficiency Level required for this examination as determined by the Westchester County Department of Human Resources is Level 2. Candidates who have passed a qualifying Spanish Language Oral Proficiency test given by the Westchester County Department of Human Resources or the New York State Department of Civil Service at Level 2 or above may be waived from the required language proficiency test for this examination. Candidates seeking such a waiver must provide original documentation from the testing agency that shall include the following information: Examination/Test date and Spanish Language Oral Proficiency Level. Requests for waiver, and all supporting documentation, must be submitted with your application, and will not be accepted after you have participated in the written examination.
The Westchester County Department of Human Resources reserves final approval of the acceptability of the submitted waiver.
*SPECIAL NOTE: The Westchester County Department of Human Resources reserves the right to administer the Language Proficiency test either to only candidates who pass the written test or to all who sat for the written test. Those who will be tested for language proficiency will be notified by the Department of Human Resources about the time and place of this test.
GENERAL NOTICE TO CANDIDATES FOR CIVIL SERVICE EXAMS
1. Unless otherwise notified, candidates are permitted to use quiet, hand-held solar or battery powered calculators. Devices with typewriter keyboards, spell checkers, personal digital assistants, address books, language translators, dictionaries, or any similar devices are prohibited. You may not bring books or other reference materials to the examination location.
2. ELIGIBLE LISTS - Successful candidates in this examination will have their names interfiled (placed) on the continuous recruitment eligible list in the order of final scores, regardless of the date on which they filed for or took the examination. The names of candidates will remain on the eligible list for a period of one (1) year, unless permanently appointed.
3. RETESTS - Candidates are barred from taking this examination series for twelve months from the last date on which they participated.
4. FOR COUNTY EMPLOYMENT - In accordance with Westchester County’s comprehensive Drug-Free Workplace Policy and Procedures, and commitment to maintain a safe, alcohol and drug- free work environment, you may be required to submit to a urinalysis and/or blood test.
5. FOR COUNTY EMPLOYMENT – If offered employment, you will be subject to the Westchester County Fingerprinting Policy under which your appointment may be conditioned on the results of a fingerprinting investigation.
6. This examination will be prepared and rated in accordance with Section 23(2) of the Civil Service Law. The provisions of the New York State Civil Service Law, rules and regulations dealing with the preparation and rating of examinations will apply to this examination.
7. Veterans and Veterans with Disabilities, who meet the criteria set forth in the Application for Examination, may be eligible for additional credits added to their earned scores if successful in examination. CREDITS MUST BE CLAIMED AT THE TIME OF FILING YOUR APPLICATION FOR EXAMINATION AND YOU MUST ATTACH A COPY OF YOUR DD214 SEPARATION PAPERS. If claiming credit as a Veteran with a disability, attach form 102. If these documents are not submitted within sixty days of filing your application, your claim will be denied. "Active duty members of the Armed Forces have the right to request veteran credits prior to discharge. If you are currently on active duty you should check the appropriate box on the application and attach a letter requesting the use of credits with documentation verifying your active duty status: i.e. copy of military ID, military orders, official documents indicating current service, etc." See our website section "Special Rights for Veterans" for details regarding the use of these credits.
Veterans who previously used non-disabled veteran credits for appointment to a position in New York State or local government AND, after his/her appointment, was subsequently classified by the Veterans Administration as a disabled veteran, are now eligible for an award of additional veteran credits. If you are claiming additional disabled veteran credits as a result of the Amendment to Section Six of Article Five of the New York State Constitution effective January 1, 2014, Form 102 Authorization for Disability Record and Form 102S Authorization for Verification of Non-Disabled Veterans Credits Use must be submitted. Completed forms must be received by the Westchester County Department of Human Resources before an eligible list is established in order to be granted credits on that eligible list.
8. In conformance with section 85-a of the Civil Service Law, children of firefighters and police officers killed in the line of duty are entitled to receive an additional ten points in a competitive examination for original appointment in the same municipality in which his or her parent has served. If you are qualified to participate in this examination and are a child of a firefighter or police officer killed in the line of duty in this municipality, please inform this office when you submit your application for examination. A candidate claiming such credit has a minimum of two months from the application deadline to provide the necessary documentation to verify additional credit eligibility. However, no credit may be added after the eligible list has been established.
HOW TO APPLY
APPLICATION FILING FEE
A $40.00 APPLICATION FEE IS REQUIRED FOR EACH SEPARATELY NUMBERED EXAMINATION FOR WHICH YOU APPLY. THE NON-REFUNDABLE APPLICATION PROCESSING FEE MUST BE PAID ONLINE USING A CREDIT CARD.
APPLICATION FEES ARE NOT REFUNDABLE. IF YOU ARE DISQUALIFIED FROM OR FAIL TO APPEAR FOR THE EXAMINATION, YOUR FEE IS NOT REFUNDED. THEREFORE, WE URGE YOU TO COMPARE YOUR QUALIFICATIONS CAREFULLY WITH THE REQUIREMENTS FOR ADMISSION AND FILE ONLY FOR THOSE EXAMINATIONS FOR WHICH YOU ARE CLEARLY QUALIFIED.
THE APPLICATION FILING FEE IS SUBJECT TO BEING INCREASED WITHOUT PRIOR NOTICE.
APPLICATION FEE WAIVER: A waiver of application fee will be allowed if you are unemployed and primarily responsible for the support of a household. In addition, a waiver of application fee will be allowed if you are determined eligible for Medicaid, or receiving Supplemental Social Security Income payments, or Public Assistance (Temporary Assistance for Needy Families/Family Assistance or Safety Net Assistance) or are certified Job Training Partnership Act/Workforce Investment Act eligible through a State or local social service agency. The fee may also be waived for those who are serving active military duty and for Veterans (as defined in Section 50(5)(b) of the New York State Civil Service Law). Documentation proving eligibility must be submitted with each application. All claims for application fee waivers are subject to verification.
INCOMPLETE APPLICATIONS WILL NOT BE PROCESSED.
ALTERNATE TEST DAY REQUESTS: The Department of Human Resources periodically receives requests to reschedule candidates for civil service examinations under exceptional circumstances because individuals are unable to participate in the exams on their scheduled dates.
Upon presentation of appropriate documentation, the Department of Human Resources may grant an alternate test date. The granting of alternate test date is at the discretion of the Department of Human Resources. Examples such as the following may be considered as reasons for granting an alternate test date:
Procedure:
Candidates who have met the criteria may be eligible for one alternate test date. A written request with appropriate documentation justifying the request must be submitted to the Examination Administration Unit. With no exception, alternate test date requests must include documentation verifying the exceptional circumstance which precludes the candidate from appearing. After consideration, the Examination Administration Unit will notify the candidate as to whether or not the request is granted.
As soon as a candidate is aware of a conflict prior to the scheduled test date, the candidate should notify the Examinations Unit by e-mail at exam@westchestergov.com, or call at (914) 995-2388. The request should contain a complete explanation of the reason the candidate cannot take the test on the scheduled date and include appropriate supporting documentation. It is essential that the Examinations Unit receive these requests before the date of the written test. Requests received on the date of the written test or thereafter will not be considered, unless they involve unforeseen emergencies. A medical emergency or illness occurring on the date of the examination must be documented by a medical professional seen on the date of the examination.
For emergencies, such as illness or death in the family, which occur on the scheduled written test date, the candidate must notify the Examinations Unit no later than close of business the Monday following the test date. If the candidate is unable to contact us, a family or household member, may, on the candidate's behalf, notify the Examinations Unit of the need for an alternate test date.
APPLICANTS WITH DISABILITIES - If special arrangements for testing are required, please indicate this on your application.
WESTCHESTER COUNTY DEPARTMENT OF
HUMAN RESOURCES
SUITE 100, MICHAELIAN OFFICE BUILDING
148 MARTINE AVENUE
WHITE PLAINS, NEW YORK 10601
Candidates are responsible for reporting in writing, all changes in name and/or address directly to the “Recruitment and Selection Unit” at the above address. Please include examination number on all correspondence.
We may contact you with exam related correspondence (i.e. Admission Notice, Notice of Exam Results, Request for Additional information and Transcripts, Disqualification Notices etc.) through e-mail. Candidates are responsible for maintaining valid e-mail and responding to e-mail notifications regarding Westchester County Civil Service examinations.
Admission cards may not be mailed to candidates until 8-10 days prior to the examination date.
Candidates, who receive disqualification notices and wish to appeal such disqualification, must do so in writing.
WESTCHESTER COUNTY IS AN EQUAL OPPORTUNITY EMPLOYER. It is the policy of Westchester County to provide for and promote the equal opportunity of employment, compensation and other terms and conditions of employment without discrimination because of age, race, creed, color, national origin, sex, disability, marital status, sexual orientation, or any other protected status.