Open Competitive

 

WESTCHESTER COUNTY
CIVIL SERVICE CAREER
OPPORTUNITIES


County Service · Westchester Medical Center · Towns · Villages · School Districts

Special Districts · Cities of Peekskill & Rye

 

Last Filing Date: 01/21/20

Date Posted: 12/24/19

JBCL: C3274

 

Exam #: 67-750

Exam Date: 03/28/20

 

WRITTEN AND LANGUAGE ORAL PROFICIENCY TESTS

OFFICE ASSISTANT

(COUNTY EXECUTIVE-SPANISH SPEAKING)

 

Westchester County

 

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.

 

 

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

 

 

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.

 

SALARY

 

$45,460 - $55,390

 

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

 

Possession of a high school or equivalency diploma and three years of experience where a primary function of the position was performing general office/clerical work, two 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 year of the general office/clerical experience and one 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 year of specialized experience using computer applications as described above.  All coursework must be verified by official transcript. 

 

NOTES:  (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.

 

*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 28, 2020, 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.

 

DUTIES

 

Under supervision, an incumbent of this class performs a wide variety of tasks providing clerical support and acts as an office assistant for a number of administrative or professional staff in the Office of the County Executive and manages the front desk activities. Independent action and considerable discretion is exercised when routine procedures or clearly defined policies are involved and involves work of a highly confidential nature. This position requires a full range of keyboarding skills in the operation of a word processor and is expected to maximize equipment capability in compiling correspondence, records, reports; setting up and maintaining automated records and filing systems. A high degree of initiative and independent action is required to ensure the timely and accurate processing of the workflow. Flexibility of hours may be required.  Duties require proficiency in both Spanish and English, providing interpretive and information services.  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.

 

SUBJECT OF EXAMINATION

 

This examination will consist of two parts:

 

(1). A weighted multiple-choice written examination; AND

 

(2). A qualifying Spanish Language Oral Proficiency test, which will be held on a separate weekday date.


 

•  WRITTEN TEST - designed to test for knowledge, skills, and/or abilities in such areas as:

 

  1.    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. 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.

 

  1.    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, there will be a passage to proofread followed by questions on how to correct the errors in the passage.

 

  1.    Office practices - These questions test for a knowledge of generally agreed-upon practices governing the handling of situations which typists, stenographers, secretaries, and office assistants encounter in their work, as well as a knowledge of efficient and effective methods used to accomplish office tasks. The questions 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.

 

  1.    Spelling - These questions test for the ability to spell words that are used in written business communications.

 

  1.    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.

 

Test guide:  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 'General Guide to Written Tests' helpful in preparing for this test. This publication is available on line at:https://www.cs.ny.gov/testing/testguides.cfm.

 

 

·  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.

 

  1. VOCABULARY - adequacy of vocabulary (both sufficiency and accuracy of use) for the topics discussed.

 

  1. FLUENCY - general smoothness and evenness of discourse.

 

  1. 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 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.

 

*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 ALL CIVIL SERVICE EXAMS

 

1.     Unless otherwise notified, candidates are ALLOWED 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.   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.

7.   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.

8.   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.

9.   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 $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.  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.

 

APPLICANTS WITH DISABILITIES:  If special arrangements for testing are required, please indicate this on your application.

 

Westchester County Department of Human Resources

Recruitment and Selection Unit
148 Martine Avenue, Suite 100
White Plains, New York 10601

 

OR

 

FAX: (914) 995-2009

 

OR

 

EMAIL: exam@westchestergov.com

 

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 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.

 

www.westchestergov.com/hr