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Salary :

$61,293.00 - $70,901.00 Annually Location :

Buffalo, NY Job Type:

Full-Time Job Number:

70008290 Department:

VARIOUS Opening Date:

03/25/2025 Closing Date:

4/4/2025 11:59 PM Eastern Fee:

$15.00

RESIDENCE:

Residence is a requirement for all positions. In the absence of clear and convincing evidence to the contrary, an applicant shall be deemed a non-resident if he/she cannot show ninety (90) days of continuous and uninterrupted residence in the City of Buffalo prior to filing application.

PLEASE TAKE NOTICE THAT THE ORDINANCES OF THE CITY OF BUFFALO MANDATE CONTINUOUS RESIDENCY IN THE CITY DURING YOUR EMPLOYMENT, EXCEPT FOR POSITIONS SPECIFICALLY EXEMPT UNDER STATE LAW.

FEE:

WHERE INDICATED, A NON-REFUNDABLE APPLICATION PROCESSING FEE MUST ACCOMPANY YOUR APPLICATION VIA CHECK, CASH OR MONEY ORDER (If using check for payment, your check must clear to complete processing.)

Check with Civil Service office for fee waiver info. Distinguishing Features of the Class Senior Administrative Assistant #70008290 (Promotional) Exam Date: 05/03/2025 Final Filing Date: 04/04/2025

This is an important administrative position where the incumbent assists the head of a department in handling the details of a complex business office. This is difficult office and supervisory work in the administrative personnel and public relations activities of the department. The incumbent is responsible for decisions in a technical field subject to the approval of the head of the department. The incumbent exercises independent judgment in planning and coordinating all activities of the department. Supervision is exercised over technical and clerical personnel. Examples of work (Illustration Only)

Assists the head of a department in handling the details of a complex business office;,,,,,,,,,,,,,,,,,,,,,,,,, Reviews incoming mail, conducts general correspondence and routes mail to the proper official or unit;,,,,,,,,,,,,,,,,,,,,,,,,, Interviews office callers, media, sales persons and others and furnishes general information about departmental functions and activities;,,,,,,,,,,,,,,,,,,,,,,,,, Process and follows up various types of requests and claims;,,,,,,,,,,,,,,,,,,,,,,,,, Coordinates and supervises the maintenance of departmental account keeping records and the preparation of payrolls;,,,,,,,,,,,,,,,,,,,,,,,,, Supervises the requisition, purchase, receipt and inventory of departmental supplies and equipment and the processing of related records;,,,,,,,,,,,,,,,,,,,,,,,,, Secures budget estimate data, makes budget estimate studies and assists in the preparation of the budget and the maintenance of budget control;,,,,,,,,,,,,,,,,,,,,,,,,, Maintains contacts with units within a department, with other city departments and with other public and private agencies to assist in solving mutual problems, develop improved services and build good will;,,,,,,,,,,,,,,,,,,,,,,,,, Collects and compiles data and statistics, prepares organizational workflow and efficiency studies and submits recommendations for the improvement of procedures and the solution of administrative problems;,,,,,,,,,,,,,,,,,,,,,,,,, Assists administrative superiors in carrying out specialized services of the department;,,,,,,,,,,,,,,,,,,,,,,,,, Maintains personnel records and issues all personnel requisitions for filling vacant positions;,,,,,,,,,,,,,,,,,,,,,,,,, Prepares employee evaluations;,,,,,,,,,,,,,,,,,,,,,,,,, Assists with personnel related matters to insure implementation in accordance with Civil Service Rules and mandates contained within bargaining unit contract agreements;,,,,,,,,,,,,,,,,,,,,,,,,, Attends meetings of the Common Council and advises the department head on the progress of various resolutions concerning the department;,,,,,,,,,,,,,,,,,,,,,,,,, Confers with the Division of Budget on all salary ordinance changes;,,,,,,,,,,,,,,,,,,,,,,,,, Prepares and maintains departmental organization charts reflection function of subordinate units;,,,,,,,,,,,,,,,,,,,,,,,,, Acts as liaison/resource individual during conduct of data processing systems studies for the department?s functions;,,,,,,,,,,,,,,,,,,,,,,,,, Performs related duties as required. Minimum Qualifications

Continuous and permanent status in any city department as an Administrative Assistant, Chief Teller, Treasury Administrator, or Operations Supervisor for one year.

SUBJECT OF EXAMINATION - Written Test..........Relative Weight 100%

Points will be added to a successful candidate's score as follows:

SENIORITY..............................................For Each Year 0. 2 Rating of Seniority is based on the length of continuous and permanent status in the classified civil service up to a maximum of twenty years.

EXAMINATION WILL TEST FOR KNOWLEDGE, SKILLS AND/OR ABILITIES IN SUCH AREAS AS: 1. Preparing Written Material 2. Understanding and Interpreting Written Material 3. Office Management 4. Supervision 5. Working with Office Records THE USE OF A CALCULATOR IS RECOMMENDED FOR THIS EXAMINATION

NOTE : Most Civil Service examinations do not require the use of a calculator. However, candidates have the option of bringing a hand-held, battery- or solar- powered calculator to the test room unless specifically notified that their use is prohibited. 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 material. Cell phones and any other electronic devices are also prohibited. Additional Information

EXPANDED SUBTEST DESCRIPTIONS : 1.

Preparing Written Material These questions test for the ability to present information clearly and accurately, and to organize paragraphs logically and comprehensibly. For some questions, you will be given information in two or three sentences followed by four restatements of the information. You must then choose the best version. For other questions, you will be given paragraphs with their sentences out of order. You must then choose, from four suggestions, the best order for the sentences.

2.

Understanding and Interpreting Written Material These questions test for the ability to understand and interpret written material. You will be presented with brief reading passages and will be asked questions about the passages. You should base your answers to the questions

only

on what is presented in the passages and

not

on what you may happen to know about the topic.

3.

Office Management These questions test for knowledge of the principles and practices of planning, organizing and controlling the activities of an office and directing those performing office activities so as to achieve predetermined objectives such as accomplishing office work within reasonable limits of time, effort and cost expenditure. Typical activities may include but will not be restricted to: simplifying and improving procedures, increasing office efficiency, improving the office work environment and controlling office supplies.

4.

Supervision These questions test for knowledge of the principles and practices employed in planning, organizing, and controlling the activities of a work unit toward predetermined objectives. The concepts covered, usually in a situational question format, include such topics as assigning and reviewing work; evaluating performance; maintaining work standards; motivating and developing subordinates; implementing procedural change; increasing efficiency; and dealing with problems of absenteeism, morale, and discipline.

5.

Working with Office Records These questions test your ability to work with office records. 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 numerical data from several sources; maintaining a record system using running balances; or completion of a table summarizing data using totals, subtotals, averages and percents.

You should bring with you a hand-held battery- or solar-powered calculator for use on this test . You will

not

be permitted to use the calculator function of your

cell phone . 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 Test' helpful in preparing for this test. This publication is available online at: https://www.cs.ny.gov/testing/testguides.cfm.

This written exam is being prepared and rated by the N.Y.S. Department of Civil Service in accordance with Section 23-2 of the Civil Service Law, and the provisions of the N.Y.S. Civil Service Rules and Regulations dealing with the rating and review of exams apply. (If not attached, expanded subtest descriptions may be obtained from the Civil Service office, Room 1001 City Hall.) (The eligible list resulting from this exam may be used to fill comparable positions.) MULTIPLE EXAMINATIONS SCHEDULED FOR THE SAME DAY : 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 day as this written test, you must notify each of the local jurisdictions no later than two 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.

LOCAL GOVERNMENT EXAMS

notify each civil service agency to make arrangements no later than two weeks before test date. You must notify each agency with whom you have filed. For this information, notify the Department of Human Resources, Division of Civil Service, Room 1001 City Hall, Buffalo, New York 14202 or call or come to the office.

IMPORTANT INFORMATION REGARDING WEATHER CONDITIONS ON THE DAY OF THE EXAMINATION - In the event of severe weather conditions on the day of the examination, please listen to the following radio/tv stations for postponement or delay in the starting time of the administration of the examination: WBEN 550, WGR 930, WWW 1400, WWKB 1520- AM RADIO; WKSE 98.5, WLKK 102.5, WTSS 107.7-FM RADIO OR WIVB-TV (CH. 4) If no such announcement is made, you must presume that the examination will be administered as scheduled.

IMPORTANT INFORMATION FOR USE OF VETERAN'S CREDITS If you are currently serving on active duty in the Armed Forces of the United States, you may apply for veteran's credits. These veteran's credits shall be granted on a conditional basis at time of establishment of the eligible list. You will be restricted from certification using these credits until you have received an honorable discharge or release under honorable conditions. Your

DD214

must be presented as proof of service during war time, before you can be certified for appointment from the eligible list using these credits. Special Requirement for Appointment in School Districts and BOCES

Per Chapter 180 of the Laws of 2000, and by Regulations of the Commissioner of Education, to be employed in a position designated by a school district or BOCES as involving direct contact with students, a clearance for employment from the State Education Department is required. NOTICE TO EXAM PARTICIPANTS

Additional Points Available to Children of Police Officers and Firefighters Killed in the Line of Duty (New Section 85-a, NYS Civil Service Law, effective 9/17/02)

On September 17, 2002, Governor Pataki signed into law a bill adding a new section 85-a to the Civil Service Law granting additional credit on civil service examinations for children of firefighters and police officers killed in the line of duty. This law is to take effect immediately. "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." Applicants claiming these points must do so in writing (you may enclose in application), indicating the name, title, relationship and place of employment of the deceased parent.

Eligibility for points will be reviewed and applicants may be required to submit additional information to verify the claim.

Additional points available to siblings of Firefighters and Police Officers killed in the line of duty as the result of the September 11, 2001 World Trade Center Attack (Chapter 500, Laws of New York 2003). For more information, check with the Department of Human Resources, Civil Service office. The City of Buffalo's benefit package is designed to give our employees and their love one's, comfort, safety, and stability they need in serving our community each and every day.

Our offerings include:

-Medical and vision, Dental, Life Insurance (basic) and (supplemental)

-New York State Retirement System

-Deferred Compensation Plan

-Employee Assistance Program for employee/family members

-Flexible Spending Accounts

-Liberal holidays & vacation

-Growth Opportunities and Steady earnings potential