Administrative Secretary- Open Competitive Exam

In addition to secretarial duties the employee in this position provides administrative support by conducting research, preparing reports and handling information requests. The employee receives general supervision from a higher level employee. Performs related work as required.Responds to inquires from the public (in person, telephone or mail) providing information or resolving problems;Creates and modifies documents using word processing software and personal computer;Provides secretarial support to boards and organizations related to the services of the department;Prepares a variety of reports;Establishes and maintains confidential files and general office files; Distributes administrative directives and policies throughout the unit;Opens, sorts and delivers incoming correspondence including faxes and e-mail;Prepares and types responses to correspondence containing routine inquires;Maintain records management systems;Prepares agendas and makes arrangements for committees, boards, and other meetings.

High School diploma** or Equivalent** PLUS

 

1. Associate’s degree in secretarial science** or office technology** AND three (3) years full-time experience (or its part-time equivalent) performing secretarial duties which included entering data into a personal computer using word processing software; OR
2. Five (5) years of experience as described in A.

 

**Candidates who expect to receive this degree or diploma by August 1, 2025, may participate in the examination.  If successful on the examination, you will not be certified for appointment until you have submitted proof of completion of the requirements to the City of Rochester Examination Administration Unit.  Proof must be submitted no later than 2 (two) months after the completion of your degree or diploma; failure to do so will result in the removal of your name from this list.

Scopes/Subjects of Examination:  A test designed to evaluate knowledge, skills and/or abilities in the following areas.

 

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.  

 

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.  

 

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

 

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.  

 

Office Practices 01:  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 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.

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.

The Central Library of Rochester and Monroe County MAY have exam-related material, as well as, other branches. (i.e., CSEA Exam Preparation booklets)

Salary : $44,927 - $57,557