Examination
Posting
THE GLEN COVE MUNICIPAL CIVIL SERVICE COMMISSION
Announces
a Promotional Examination for
Secretary
(Filing Deadline Extended to 1/22/2009)
Exam Number 76672
EXAM DATE: Saturday, February 6th,
2010.
LAST FILING DATE: Applications
must be received by or postmarked by the close of business on Friday January 22nd,
2010.
LOCATION OF EXAM: To
be announced.
APPLICATION FEE: A nonrefundable
application fee of $25.00 is
required for each separately numbered examination for which you apply
(exception: if you apply for a promotional exam and there is an
open-competitive exam being held on the same day with the same title, upon
passing the examination, your name will be entered on both eligible lists at no
additional fee). The required fee(s)
must accompany your application(s).
Please make your personal check or money order payable to Glen Cove
Municipal Civil Service Commission.
Please write your name and examination number(s) on the check or money
order. Cash will not be accepted. This fee may be waived. See the Application Fee Waiver section of
this posting for details. Applicants who
do not submit the required fee or receive a waiver of application fee will be
denied admission to the test. Applicants
whose personal check is returned for whatever reason will be assessed an
additional administrative charge of $20.00.
Applicants whose personal checks are returned are to pay the required
fee and administrative charge before being admitted to the exam, or they will
be denied admission to the exam. If an
application is disapproved, your fee will not be refunded. You should carefully review the announced
minimum qualifications and any residency requirements. Applications received after the above posted
last filing date will not be accepted.
LOCATION
OF POSITION/VACANCY: The list established from this exam can be
used to fill any current or anticipated vacancy in the City of
SALARY: $ 50,000 (annually for
DUTIES:
Prepares
correspondence, documents, records and other written material in final or draft
form using computer software from handwritten, rough drafts, marked copy, oral
recordings or data from various equipment as the source material; Transcribes correspondence from dictation
equipment;
Composes and
prepares correspondence on matters where policies and procedures are well
defined;
Maintains and
updates database/spreadsheet records on a personal computer;
Screens callers or
visitors to determine the nature of the inquiry and refers to appropriate party
or office and answers inquiries as appropriate;
Schedules
conferences, meetings and makes travel arrangements;
Establishes and
maintains confidential and general office files;
Explains
established program policies and procedures to the general public/clients and
obtains routine information for program purposes; Receives, sorts and
distributes incoming mail;
Checks, codes and
processes requisitions, claims and bills;
Prepares and
maintains financial, statistical and personnel records;
Monitors and tracks
status of program activities;
Orders supplies and
materials;
Collects and
gathers information to be used as a basis for reports and memoranda and
prepares summaries;
Transmits
instructions from supervisor to staff and follows up to ensure deadlines are
met;
Answers telephone
and gives out information.
MINIMUM QUALIFICATIONS FOR APPOINTMENT:
Open to current
employees with six months permanent competitive class service in a lower graded
clerical position in the department or agency in which the promotion is sought.
STUDY GUIDES:
Study guides
prepared by the NYS Department of Civil Service may
be available for this exam. Check for details by contacting the Civil Service
Office or visiting the Civil Service website.
See the contact information at the end of this posting.
SUBJECT OF EXAMINATION:
There will be a
written test that you must pass in order to be considered for appointment. The written test will be 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.
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 use of solar or battery operated calculators is
allowed. Devices with typewriter keyboards such as computers, spell-checkers,
personal digital assistants, address books, language translators, dictionaries,
or any similar devices are prohibited.
MULTIPLE EXAMINATIONS
SCHEDULED FOR THE SAME DAY:
If you have applied for any other civil service
examinations to be given on the same test date for employment with
If you have applied for both State and local government examinations, you
must make arrangements to take all your examinations at the State examination
center by calling (518) 474-6470 in the Albany area or toll free at
1-877-697-5627 [press 2, then press 1], no later than two weeks before the test
date.
If you have applied for another local government examination with another
local civil service agency, call or write to each civil service agency to make
arrangements. You must make your request for these arrangements no later
than two weeks before the date of the examinations. You must notify all
local government civil service agencies with whom you have filed an application
of the test site at which you wish to take your examination.
RELIGIOUS ACCOMMODATION/DISABLED CANDIDATES/MILITARY
MEMBERS:
Applicants whose
religious observances, religious practices or military service prevent their
taking examinations on the scheduled date and disabled candidates who require
special accommodations to take the test should indicate the need for special
arrangements by checking the “Special Arrangement” box on the front
of the applications. The New York State
Department of Civil Service Commission will approve any reasonable request for
accommodations by disabled candidates.
Candidates who are called to military service after filing an
application should send a request for an alternate test date to the City of
MILITARY SERVICE MEMBERS:
If you apply for an
examination during the filing period but are on active military duty on the
date the examination is scheduled, you may request a military makeup
examination. You must contact The City
of Glen Cove Municipal Civil Service Commission for more information. If you are on active duty or discharged after
the filing period has begun, you may apply for the examination up to ten days
before the date of the test.
This examination will be prepared and rated in accordance
with Section 23(2) of the Civil Service Law.
The provisions of
SENIORITY CREDIT:
Seniority is based
on the length of continuous permanent classified service in the jurisdiction in
which promotion is sought, with points added to an eligible’s passing
score for each appropriate five-year period or fraction thereof in accordance
with the following schedule:
Less
than (1) one year 0
points
1
year to 6 years 1
points
Over
6 years to 11 years 2
points
Over
11 years to 16 years 3
points
Over
16 years up to 21 years 4
points
Over 21 years up to 26
years 5 points
When an examination
is open to incumbents of non-competitive class positions, seniority would be
based on time spent in a title or titles eligible to take the examination in
accordance with the above schedule.
VETERAN’S CREDIT:
Veterans or
disabled veterans who are eligible for additional credit must submit an
application for Veteran’s credit with their application for examination
or at any time between the date of the application for examination and the date
of the establishment of the resulting eligible list. Applications for Veteran’s credits are
available from this office. Effective
January 1, 1998, the State Constitution was amended to permit a candidate
currently in the armed forces to apply for and be conditionally granted
Veteran’s Credits in examinations.
Any candidate who applies for such credit must provide proof of military
status to receive additional credit. No credit may be granted after the establishment
of the list. It is the responsibility of
the candidate to provide appropriate documentary proof indicating that the
service was in time of war as defined in Section 85 of the Civil Service Law
and that the candidate either received an honorable discharge or was released
under honorable conditions in order to be certified at a score including the
Veteran’s credit.
APPLICATIONS / GENERAL INFORMATION / INSTRUCTIONS:
Application forms may be obtained from the City of Glen Cove Website:
OR:
From the office of:
The Glen Cove
Municipal Civil Service Commission
City of
Glen
During: Any weekday from the posting date through the last filing deadline (except holidays).
Between the hours of: 9:00 a.m.
to 5:00 p.m. Monday through Friday OR: by sending a stamped ($.55)
self-addressed legal sized envelope with the applicants name and address on it,
requesting an application for the position.
Applications received/postmarked after the filing deadline will not be
accepted.
The applicant should make certain every question on the application is answered, and that the application is complete in all respects. All statements made by the candidates in their application are subject to verification. Candidates will be notified of the disposition of their applications. The Glen Cove Municipal Civil Service Commission does not acknowledge receipt of applications and does not accept responsibility for non-delivery or postal delay.
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
www.cityofglencoveny.org /forms/waiver.doc
ALTERNATE TEST DATES:
Alternate test
dates may be arranged upon review of the circumstances according to the
Alternate Test Date Policy established by this department. Under specific circumstances an alternate
test date may be arranged. Your request
with written documentation must be received in the Civil Service Office no
later than (10) ten business days preceding the examination date. If an emergency prevents you from appearing
for the examination, please notify this office no later than 5:00 p.m. on the
Monday following the test date providing verifiable documentation of the
reason. A determination will be made if
you will be allowed an alternate test date.
ADMISSION NOTICES:
You will be
notified of the time and place of the examination. If you have not received your notice to
appear for the written test five (5) days before the date of the examination,
call the Glen Cove Municipal Civil Service Commission at (516) 676-4814. Do not interpret a notice to appear for the
examination to mean that you have been found to meet fully the announced
requirements. Applicants are admitted to
the examination on the basis of statements made on their application. These statements may not be reviewed and/or
verified until after the examination has been given. At that time, those candidates who are
disqualified after taking the test will not receive a score.
CHANGE OF ADDRESS:
It is the responsibility of the candidate to notify the Glen Cove Municipal Civil Service Commission of any change in name or address. No attempt will be made to locate any candidate who has moved.
The City of
Equal Opportunity/Affirmative Action
Employer
(Issued
11/17/2009)