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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Last Filing Date: 1/3/14
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Exam #: 61-284 |
Exam Date: 3/8/14 WRITTEN AND KEYBOARDING/TYPING PERFORMANCE TESTS
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SECRETARY TO SCHOOL PRINCIPAL
School Districts
A NON-REFUNDABLE $25.00 APPLICATION FEE IS REQUIRED FOR EACH SEPARATELY NUMBERED EXAMINATION FOR WHICH YOU APPLY. SEE APPLICATION FILING FEE STATEMENT ON LAST SECTION OF ANNOUNCEMENT.
SALARY
Varies with School District
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.
MINIMUM QUALIFICATIONS
Graduation from high school or possession of a high school equivalency diploma and either (a) five (5) years of secretarial experience, three (3) years of which the primary function of the position involved the use of computer applications to maintain records and produce correspondence; or (b) graduation from a post high school secretarial or business school with a degree or certificate* in secretarial sciences, office technology or closely related field and three (3) years of the specialized experience using computer applications as described in (a).
SUBSTITUTION: Satisfactory completion of 30 college credits** may be substituted on a year for year basis for up to four (4) years of the secretarial experience described above. Candidates must have at least one (1) year of the specialized experience using computer applications described in (a).
NOTES: (1) A certificate* program is defined as the successful completion of a minimum of 6-8 courses of study and results in the issuance of a certificate. (2) 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. (3) 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 BY MAY 8, 2014, UNLESS ALREADY ON FILE IN OUR OFFICE. IF IT IS ON FILE, PLEASE INDICATE THIS ON YOUR APPLICATION. FAILURE TO SUBMIT THE REQUIRED OFFICIAL TRANSCRIPTS WILL RESULT IN DISQUALIFICATION. YOU WILL NOT RECEIVE A SCORE FOR THIS EXAMINATION.
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.
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.
DUTIES
Under general supervision, an incumbent of this position performs executive secretarial services for an elementary, middle school, junior high or high school principal, relieving the principal of administrative details. This position differs from the "Secretary to School Principal (Stenographer)" in that the stenographic skill is not required. The position requires a full range of skills in the operation of a computer to maximize equipment capability in compiling and producing correspondence, records, reports, files, etc. The position also requires the frequent use of independent judgement in the application of prescribed methods and procedures where policies have already been established. There is a considerable amount of contact with the public and/or fellow employees. Supervision may be exercised over the work of lower level clerical workers. 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 qualify for the promotional examination, you must file a separate application for each examination.
SUBJECT OF EXAMINATION
This examination will consist of two parts: a weighted multiple-choice written examination and a Keyboarding/Typing performance test, which will be held on a separate weekday date.
WRITTEN TEST is designed to test for knowledge, skills, and/or abilities in such areas as:
1. Grammar/Usage/Punctuation--Level 2 - The grammar and usage questions test for the ability to apply the basic rules of grammar, usage, and sentence structure. The punctuation questions test for a knowledge of the correct placement of punctuation marks in sentences. You will be presented with sets of four sentences from each of which you must choose the sentence that contains a grammatical, usage, or punctuation error.
2. Keyboarding Practices--Level 2 - These questions test your 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.
3. Office record keeping - These questions test 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. You should bring with you a hand-held battery- or solar-powered calculator for use on this test. You will not be permitted to use the calculator function of your cell phone.
4. Office Practices--Level 2 - These questions test for a knowledge of generally agreed-upon practices governing the handling of situations which 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.
5. Spelling--Level 2 - These questions test for the ability to spell words that are used in written business communications.
6. Principles of word processing - These questions are designed to test for features, capabilities and use of word processors. They may cover, but not necessarily be confined to, entering and editing text; using menus and commands; accessing, saving and printing documents.
The New York State Department of Civil Service has not prepared a test guide for this examination. However, candidates may find information in the publication "How to Take a Written Test" helpful in preparing for this test. This publication is available on line at: www.cs.ny.gov/testing/localtestguides.cfm
KEYBOARDING/TYPING PERFORMANCE TEST: Candidates will be required to pass a typing test (35 words per minute) to be held on a weekday date. Candidates will be given two opportunities on the same day to pass the required typing test.
Candidates must pass both the written test and the keyboarding/typing performance test to be considered for appointment. Since the performance test is qualifying (pass/fail), if you pass the performance test, your final score for the examination will be the score that you achieve on the written test.
The performance test is a test of keying speed and accuracy. It utilizes a standard keyboard and is given on computers (PCs). The computer program requires no prior knowledge of software.
The test is five minutes long and is preceded by a three-minute practice session. Candidates enter (“key” or “type”) as much of the passage as they can during the time available.
In order to pass the test, candidates must enter the text at a rate of at least 35 words per minute, with at least 96% accuracy. If a candidate enters the text at 35 words per minute, the maximum allowable number of errors is eight (Note: A word is defined as five characters. The rating formula divides the total number of characters entered by five to determine the number of words entered).
KEYBOARDING/TYPING TEST WAIVER POLICY: Candidates who have passed a qualifying keyboarding/typing performance test, given under the auspices of the Westchester County Department of Human Resources or the New York State Department of Civil Service, MAY be waived from the performance test.
In addition, the keyboarding/typing performance test MAY be waived for candidates who have passed a typing test of a minimum of 5 minutes duration and at least 35 words per minute (96% accuracy). The performance test must have been administered by a civil service agency. Candidates seeking such a waiver must provide original documentation from the testing agency on its official letterhead, which shall include the following information: examination/testing date, qualifying speed, duration of test, and error rate. 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.
GENERAL NOTICE TO CANDIDATES FOR ALL 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. If you are filing for examinations offered by other agencies (New York State, another County, Cities of Yonkers, New Rochelle, White Plains, etc.) that are being given on the same date as this examination, you must make arrangements to take all examinations at one test site. You are also required to complete and return the Cross Filer Form, available at Westchester County Department of Human Resources, 148 Martine Avenue, Suite 100, White Plains, NY 10601 or download the form at www.westchestergov.com/hr, to this office no less than two (2) weeks prior to the examination date. Failure to provide such information on time may result in disqualification from one or more examinations in this series. There is NO reciprocity with New York City and you must make a choice between the two jurisdictions.
Furthermore, if you have applied for both New York State and Westchester County examinations, you must take all examinations at the state examination center. Candidates must take admission notices for all participating examinations on that test date to the state examination center and include all examination numbers on your test materials. IF YOU HAVE ANY QUESTIONS, PLEASE CALL 914-995-2117. DO NOT CONTACT NEW YORK STATE.
3. Candidates who fail to receive either their admission notice or final disqualification notice by the Thursday prior to the examination are responsible for calling the Department of Human Resources (995-2117), for instructions.
4. ELIGIBLE LISTS - Lists may be established for a maximum of four years. The resulting eligible list will be used to fill appropriate vacancies as they occur in the agencies listed on the face of this announcement.
5. 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.
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.
8. In conformance with section 85-a of the Civil Service Law, children of firefighters and police officers killed in the line of duty shall be entitled to receive an additional ten points on 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 of this matter 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 $25.00 APPLICATION FEE IS REQUIRED FOR EACH SEPARATELY NUMBERED EXAMINATION FOR WHICH YOU APPLY. THE FEE MUST ACCOMPANY YOUR APPLICATION(S) AND MUST BE RECEIVED IN OUR OFFICE AT THE ADDRESS NOTED BELOW BY THE LAST FILING DATE.
SEND CHECK OR MONEY ORDER PAYABLE TO THE WESTCHESTER COUNTY DEPARTMENT OF HUMAN RESOURCES WITH YOUR APPLICATION. WRITE THE EXAMINATION NUMBER(S) AND THE APPLICANT’S NAME ON THE CHECK OR MONEY ORDER. CASH WILL NOT BE ACCEPTED.
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.
IF YOUR APPLICATION IS RECEIVED WITHOUT THE REQUIRED FEE, IT WILL BE RETURNED TO YOU. SHOULD YOU WISH TO REFILE WITH THE REQUIRED FEE, YOUR APPLICATION AND THE APPROPRIATE FEES MUST BE RETURNED PRIOR TO, OR POSTMARKED NO LATER THAN, THE LAST FILING DATE. (METERED MAIL WILL NOT BE ACCEPTED AFTER THE LAST FILING DATE.)
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 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. Documentation proving eligibility must be submitted with each application. All claims for application fee waivers are subject to verification.
You may obtain blank application forms in person and submit completed exam application forms to the:
WESTCHESTER COUNTY DEPARTMENT OF
HUMAN RESOURCES
SUITE 100, MICHAELIAN OFFICE BUILDING
148 MARTINE AVENUE
WHITE PLAINS, NEW YORK 10601
Completed applications MUST be postmarked NO LATER THAN THE LAST FILING DATE and must have the required application fee attached; or, if not mailed, delivered to the above address together with the required application fee attached NO LATER THAN 5:00 P.M. on the last filing date.
NOTE: RELIGIOUS ACCOMMODATION - Most written tests are held on Saturdays. If you cannot take the test on the announced test date due to a conflict with a religious observance or practice, check the appropriate box under “Testing Accommodation” on your application. We will make arrangements for you to take the test on a different date.
APPLICANTS WITH DISABILITIES - If special arrangements for testing are required, please indicate this on your application.
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.
Admission cards may not be mailed to candidates until ten 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.