Senior Office Assistant (Automated Systems)

Under supervision, incumbents of this class provide clerical and office support of a routine nature associated with the functions of the assigned agency, department or office. Incumbents are required to operate a variety of computer applications, as responsibilities involve maintenance of both automated and manual files and records, and producing various document formats for finished copy using automated systems. Other typical duties include providing information to the public or visitors regarding office procedures and services, either in person or over the phone; answering telephones and taking messages; processing forms and collecting fees related to office activities; and other related clerical tasks. Independent judgment is exercised when routine matters or clearly defined policies are involved. This level differs from the Senior Office Assistant (Automated Systems) in that the tasks performed are routine, requiring entry level skills, whereas the Senior Office Assistant (Automated Systems) requires advanced level skills and functions more independently in carrying out complex assignments. Supervision is not a responsibility of this position; however, incumbents may oversee the work of part-time or seasonal help. Does related work as required.

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.

This examination will consist of a weighted multiple-choice written examination. 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 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. To be placed on the eligible list, candidates must pass the weighted written test. 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 office support staff , 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 workflow; 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

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.