Minimum QualificationsHigh School diploma or Equivalent PLUS
I. Associates degree in business management, secretarial
science, office technology or closely related field;
II. Two (2) years of full-time experience (or its part time
equivalent) performing general clerical activities which included
entering data into a personal computer.
General DescriptionThis is a clerical position which involves
the performance of a wide variety of activities within well-defined
procedures. Individuals assigned to this class are given detailed
oral and/or written instructions for new or more complex
assignments. Some of the work will be performed in Spanish. The
duties are carried out under direct supervision, which is usually
received in the form of review of completed assignments, another
step in the clerical process and/or supervisory observation.
Employees of this class may be required to exercise some
independent judgment in performing assigned duties. Supervision is
not a responsibility of this position, but Rochester Housing
Authority employees may be expected to lead subordinate clerical
employees in the performance of their duties. Performs related work
as required.Typical Work ActivitiesChecks items being filed for
Checks items, data or names in files for accuracy;
Prepares and types correspondence on matters where policies and
procedures are well defined;
Creates and modifies documents using word processing software
and personal computer;
Enters data and runs reports, using database management software
and personal computer;
Greets individual visitors and refers them to the proper
Places calls and provides information over the phone in English
Transfers information from one file or other record to another
Files, shelves or stores items (such as folders, books or other
items) in accordance with file codes or classification symbols;
Performs Spanish-English and English-Spanish translations.
Exam InformationThe examination will be administered in two
separate parts: a written test and a Spanish language oral
proficiency test. The oral proficiency test will be given at a
later date to those candidates who have passed the written portion.
The score on the written test will determine the final ranking
score. Candidates must successfully complete the written test and
the Spanish Language Oral Proficiency test and achieve an overall
minimum score of 70% in order to be placed on the eligible
Part 1 - The written test is designed to evaluate knowledge,
skills, and/or abilities in the following areas
Spelling -These questions test for the ability to spell words
that are used in written business communications.
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 knowledge of the correct
placement of punctuation marks in sentences.
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.
- 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.
- 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
Use of calculators is ALLOWED for this exam. 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
The New York State Department of Civil Service has published a
test guide intended for candidate preparation use for this
examination. This test guide contains important test-related
information as well as sample test questions similar to the
questions used in the written test. The New York State Department
of Civil Service is making a copy of this test guide and other
related information available on its website at: http://www.cs.state.ny.us/testing/localtestguides.cfm
. Scroll down and click on: Senior Stenographer/Senior Typist
Series (this is the test guide that is used for the Clerk
III/Typing/Bilingual written exam). In addition, a copy of this
test guide can be obtained at the Department of Human Resource
Management office at City Hall, 30 Church Street, Room 103-A,
Rochester, NY. Or you can call this office at (585) 428-7115 for
more information on how to obtain a copy of this guide.
Part 2 - The Spanish Language Oral Proficiency Test is designed
to evaluate the candidate's oral proficiency in the Spanish
language at the level appropriate for the title being tested. The
language oral proficiency test will be rated on a pass/fail basis.
A level 1 proficiency in the Spanish language is required to pass
the qualifying oral proficiency test for this title. This is
equivalent to having a limited oral language proficiency with
unsophisticated but understandable simple conversation.
SPANISH LANGUAGE ORAL PROFICIENCY TEST WAIVER: The City of
Rochester will waive further bilingual component testing for
candidates who have successfully completed a required language oral
proficiency level with the City of Rochester or other Civil Service
agency within New York State. Candidates must request a waiver of
the Spanish Language Oral Proficiency Test at a level determined by
New York State Department of Civil Service. Candidates must submit
a request for waiver with their application by the final filing
date for the examination as stated on the Exam Announcement. The
request for waiver must include the date, title, Civil Service
agency, and the level for which the Spanish Language Oral
Proficiency Test was administered. The Department of Human Resource
Management/Examination Administration unit will verify this
information with the New York State Department of Civil Service or
New York State Civil Service agency. Candidates will receive
written notice regarding this verification. The Department of Human
Resource Management/Examination Administration will also keep a
record of each successful candidate's name, level of proficiency
achieved date(s) of oral proficiency test(s). Candidates who
successfully perform at the targeted level, will also be granted
waiver status for lower proficiency levels, if any.
RATING: This examination will be rated in accordance with
Section 23.2 of the Civil Service Law. The provision of the NYS
Civil Service Rules and Regulations dealing with the rating of
examinations will apply to this exam.
MULTIPLE EXAMINATIONS SCHEDULED FOR THE SAME DAY: If you have
applied for more than one exam on the same day you must make
arrangements to take all the examinations at one test site. If you
have applied to take a written test announced by either one or
several local jurisdictions (county, town, city) scheduled to be
held on the same test date as this written test, you must notify
each of the local jurisdictions no later than two (2) weeks before
the test date, so they can make arrangements for taking all tests
at one test site. All examinations for positions in State
government will be held at a State examination center. To access
the City of Rochester's Cross-Filer and other Employment Forms,
please copy the following into your browser: http://www.cityofrochester.gov/article.aspx?id=8589935785,
You will be advised by letter when and where to report for your
Applications: Applications may be obtained from room 103A City
Hall, 30 Church St., Rochester, NY 14614-1280 or from our website
www.cityofrochester.gov. A separate application must be completed
for each separately numbered examination. Applications must be
received by the close of business or postmarked by the Application
Deadline date. Late applications will be rejected. Applications
must be complete and accurate.
Application Fee: An Examination Application Fee is charged for
the City of Rochester to process a candidate's examination
application. It is not a fee for the examination itself. Exam
applications will NOT be reviewed until exam fee is paid. Late fees
will NOT be accepted. Payment Due Date is the same as Application
Deadline Date for applications.
There will be no exceptions to this requirement. There will be
no refund of fees if a candidate does not qualify for an exam or if
a candidate fails to appear for the examination.
Eligible Lists: Eligible lists contain the names of applicants
who have received a passing score on the examination. Lists will be
established in rank order, with the highest score being #1. In the
case of tied scores, all persons at that score are considered
equal. Candidates must be one of the top three candidates to be
reachable for appointment. Promotional eligible lists are limited
to present employees of the City and take precedence over
open-competitive lists. All eligible lists are established for at
least one year and may be extended for up to four years.
Change of Address: You are required to notify Civil Service of
any address changes. Failure to do so may result in your removal
from an eligible list.
Admission to the Exam: If you have not received notification of
acceptance or rejection for this exam by the Wednesday before the
exam date, please notify this office at 585-428-7454.
Residency Requirements: There is no residency requirement for
participation in examinations. Preference in hiring may be given to
City of Rochester residents on open-competitive lists pursuant to
Section 23 of the Civil Service Law.
Military Candidates: Any candidate on active military duty in
the United States Army, Navy, Marine Corps, Air Force or Coast
Guard may be eligible for alternative testing dates if necessary.
This applies to the State Militia and National Guard if under
Federal Control. If alternate testing is necessary, candidates are
required to notify Rochester Civil Service in writing, as quickly
as possible. Any such requests must be accompanied by a DD214 or
other official military document that substantiates the applicant's
active military service at the time of the examination.
Alternative testing accommodations will not be honored if
requests are made more than 60 days after release from service.
Effective 1/1/98, the State Constitution was amended to permit
candidates currently in the armed forces to apply for and be
conditionally granted veteran's credit in examinations. Any
candidate who applies for such
credit must provide proof of military status to receive the
conditional 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 Civil
Service Law, and that the candidate received an honorable discharge
or was released under honorable conditions in order to be certified
at a score including veteran's credits.
Veterans: To apply for your Veterans' or Disabled Veterans'
Credits you must submit an application which can be found at City
Hall, 30 Church St., Rm. 103A or on-line at
www.cityofrochester.gov, click on Jobs and then the Employment
Forms link. Your Veterans' Credits application can be submitted
with your exam application, but MUST be submitted PRIOR to the
establishment of the eligible list. Veterans' Credits CANNOT be
added to your score after the eligible list has been established.
Veterans' Credits can only be added to a passing score. You may
waive using your Veterans' Credits any time prior to appointment.
You may use your Veterans' Credits for hire only once in your
Additional Exam Credits: 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 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 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.
Alternate Testing Arrangements: If alternate or special
arrangements for testing are required, please indicate that on your
application and attach appropriate documentation. A copy of the
City of Rochester's Alternate Test Policy is available in Room
103A, City Hall, or from our website. Deadline for requests is two
(2) business days after exam.
Preferred List Applicants: Any employee whose name appears on a
preferred list, and who submits an application by the deadline, may
participate in a promotion examination, if qualified at time of