Ulster County Personnel Department
Civil Service Examination Announcement
NON-REFUNDABLE FILING FEE $20.00
ULSTER COUNTY CLERK’S OFFICE
#76472 SENIOR INDEX CLERK/TYPIST
PROMOTION EXAMINATION
LAST DATE FOR FILING APPLICATIONS: September 13, 2016
EXAMINATION DATE: October 29, 2016
SALARY: The starting salary is currently listed at$19.26 per hour.
QUALIFYING EXPERIENCE FOR TAKING THE TEST: At the time of examination, candidates must have at least twelve (12) months permanent, competitive class status in the position of Index Clerk/Typist. Candidates must be presently employed by the Ulster County Clerk’s Office.
Any person otherwise meeting the requirement(s) for the examination who was laid‑off from an agency for which the examination is being held, and whose name is presently on a preferred list, is eligible to compete in the examination. When completing their applications, such persons should be sure to indicate their present employment and/or the title and location of their last permanent employment in the municipality.
APPLICATION REVIEW TOLERANCE POLICY
For the purposes of this policy, "tolerance" shall mean the leeway given regarding work experience when reviewing an application. Applicants lacking a small amount of work experience when applying for promotional or open-competitive examinations may qualify under the following conditions:
1) Candidates will be given a maximum tolerance of one (1) month.
2) Tolerance will be given only when the minimum qualification requires one or more years of work experience.
3) Tolerance Policy does not apply to education or licensure/certification requirements. (See particular examination announcement for "Anticipated Eligibility" information).
4) Tolerance Policy does not apply where required work experience is set forth by law or rules.
5) Tolerance Policy does not apply to enable applicants to meet residence requirements.
For more information regarding Tolerance Policy, please contact our office at (845) 340-3550.
DISTINGUISHING FEATURES OF THE CLASS: This is important clerical work involving the performance and supervision of the recording and indexing of various legal papers. Work is performed under the general supervision of the County Clerk. Although bound to the parameters of policy and procedure, considerable leeway is allowed in carrying out the duties of the office. The class differs from that of Senior Index Clerk in that Senior Index Clerk does not perform significant typing duties. Direct or general supervision is exercised over Index Clerks and other subordinate clerical personnel. Does related work as required.
SUBJECT OF EXAMINATION: Written test will cover knowledge, skills, and/or abilities in such areas as:
1. Coding/decoding information
These questions test for the ability to follow a set of coding rules. Some questions will require you to code information by converting certain information into letters or numbers. Other questions will require you to decode information by determining if the information that has already been converted into letters or numbers is correct. Complete directions will be provided; no previous knowledge of or training in any coding system is required.
2. Name and number checking
These questions test for the ability to distinguish between sets of words, letters, and/or numbers that are almost exactly alike. Material is usually presented in two or three columns, and you will have to determine how the entry in the first column compares with the entry in the second column and possibly the third. You will be instructed to mark your answers according to a designated code provided in the directions.
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. 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.
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. Understanding and interpreting written material
These questions test how well you comprehend written material. You will be provided with brief reading selections and will be asked questions about the selections. All the information required to answer the questions will be presented in the selections; you will not be required to have any special knowledge relating to the subject areas of the selections.
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 "How to take a written test" helpful in preparing for this test. This publication is available on line at: www.cs.ny.gov/testing/localtestguides.cfm.
CALCULATORS: "Unless specifically prohibited, 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’ and any similar devices are prohibited."
USE OF CALCULATORS IS RECOMMENDED FOR THIS EXAMINATION.
PERFORMANCE TESTS: Performance tests are qualifying (pass/fail), if you pass the performance test(s), your final score for the exam will be the score that you achieve on the written test. Candidates may be invited to the performance test(s) in the order of the scores they achieve on the written test. Ulster County reserves the right to give the performance test(s) to only as many candidates as are needed to fill available vacancies. Performance tests will be given at a later date. Candidates will be notified by mail.
TYPING: Candidates who receive a passing score on the written test must also qualify on the typing performance test (Typetest) at the rate of 35 words per minute.
Typetest is a computerized test of keying speed and accuracy. It utilizes a split screen format and a standard keyboard. The computer program requires no prior knowledge of software.
The test is five minutes long and is preceded by a three-minute practice session. The computerized typing test screen is divided into two windows. Candidates must type the text from the upper window into the lower window. Candidates type as much of the text as they can during the time available.
In order to pass the test, candidates must enter the text at a rate of at least 35 words per minute, with at least 90% accuracy. For example, if a candidate enters the text at 35 words per minute, the maximum allowable number of errors is 8. A word is defined as five characters. The rating formula divides the total number of characters entered by five to determine the number of words entered.
RETEST POLICY: TYPING PERFORMANCE TEST: A CANDIDATE FOR THE COMPUTERIZED TYPING PERFORMANCE TEST MAY BE RETESTED ONE (1) MONTH AFTER THE FIRST TEST AND AGAIN AT ONE MONTH INTERVALS UP TO A TOTAL MAXIMUM OF FOUR (4) TIMES IN A YEAR.
PERFORMANCE WAIVER: Candidates who have taken and qualified on a typing performance, database performance and/or dictation performance test in the past may be eligible for a waiver of one or all of these qualifying examinations. If you wish to apply for this waiver, it will be necessary for you to provide us with the following information at the time of filing: the number and title of the examination, the agency for whom you took the examination and the date of participation. All other candidates will be required to participate in the qualifying typing performance, database performance and/or dictation performance tests described above.
POINTS WILL BE ADDED TO AN ELIGIBLE SCORE AS FOLLOWS:
*Seniority . . . . . . . . . . . . . For each year 0.2
*Seniority is based on the length of continuous competitive (permanent) class service in the jurisdiction up to a maximum of twenty (20) years.
*FEES*: Send your check or money order for twenty dollars ($20.00) (made payable to COUNTY OF ULSTER) with your application. Please include the examination number, title, and applicant’s name on your check or money order. DO NOT SEND CASH. NO REFUNDS WILL BE ISSUED, therefore, you are urged to compare your qualifications carefully with the qualifications for admission and apply only for those examinations for which you are clearly qualified.
EXCEPTION TO FEE REQUIREMENT: An exception to the processing fee will be made for persons receiving Supplemental Social Security payments or public assistance (Safety Net Assistance or Temporary Assistance to Needy Families), provided Foster Care or certified Workforce Investment Act of 1998 eligible through a state or local social service agency, and for those who are currently unemployed. Individuals wishing to claim this waiver of fee on the basis of Supplemental Social Security, Safety Net Assistance or Temporary Assistance to Needy Families, must certify on their application, under number 12 Remarks, that they are receiving public assistance and must indicate the type of assistance they are receiving, the agency providing the assistance and their case numbers. Persons claiming this waiver through Foster Care or Workforce Investment Act of 1998 Certification must specify the program and name of their contact agency. Persons claiming this waiver, who are currently unemployed must certify on their application, under number 12 Remarks, that they are currently unemployed and must provide documentation that they are receiving unemployment benefits or other unemployment documentation deemed appropriate by the Ulster County Personnel Officer.Such claims are subject to later verification and, if not supported by appropriate documentation, are grounds for barring appointment.
Applications may be obtained at the Ulster County Office Building, Personnel Department, 244 Fair Street ‑ 5th Floor, P.O. Box 1800, Kingston, NY 12402‑1800 OR by mail (INCLUDE A STAMPED SELF‑ADDRESSED, LEGAL‑ SIZE ENVELOPE) OR from our website at: http://www.co.ulster.ny.us/personnel/index.html. Applications must be received by the Ulster County Personnel Department or postmarked no later than the ‘LAST DATE FOR FILING APPLICATIONS’ stated on page one of this announcement.
For those applications submitted in person on the last file date, please submit no later than 4:30 PM. All applications must be in our office no later than 5:00 PM on the last file date. Applications postmarked by the last file date will also be accepted.
This examination is being prepared and rated by the New York State Department of Civil Service in accordance with Section 23‑2 of the Civil Service Law. The provisions of the New York State Civil Service Rules and Regulations dealing with the rating of examinations will apply to this test.
CRIMINAL BACKGROUND INVESTIGATION POLICY: In accordance with Ulster County Local Law Number 14 of 2007, a criminal background check (including fingerprinting) will be initiated by the Ulster County Personnel Department upon initial employment or re-hire to Ulster County positions, and conducted by the New York State Division of Criminal Justice Services (DCJS), the New York State Office of Court Administration, the United States Citizenship and Immigration Services Verification Information System (IMAGE Program), or any law enforcement agency.
SPECIAL NOTE: All public agencies are required by law to provide full and equal opportunities for minorities, women and to people with disabilities. All qualified candidates are encouraged to compete without regard to race, creed or national origin. Applicants requesting special testing arrangements as a Saturday Sabbath Observer, alternate test date candidate (in accordance with Alternate Test Date Policy), or an active member of the military away from the area on the scheduled test date must clearly indicate this fact on the application. All such requests must be supported by appropriate documentation.
VETERANS: Non-disabled and disabled veterans who wish to claim additional credits MUST request a Veterans Credits application from our office. This form must be completed and submitted along with a war service (DD214) form prior to the establishment of the resulting eligible list. Veterans credits may only be added to a passing score and may only be used for appointment once. Candidates currently in the armed forces may apply for and be conditionally granted veteran’s credits. Any candidate who applies for such credits must provide proof of military status to receive the conditional credits. You may not claim additional Veterans Credits after the eligible list has been established. It is the candidate’s responsibility to request the Veterans Credits application forms and submit these forms and any required supporting paperwork before the eligible list is established.
On November 5, 2013, New York State voters approved an amendment to Article 5, section 6, of the New York Constitution regarding the award and use of additional credits for certain disabled veterans on open competitive and promotion civil service examinations for positions with New York State and local governments.
For eligible lists established after January 1, 2014, disabled veterans may be entitled to additional credits on a civil service examination. Every situation is different. If you have specific questions or concerns, please contact our office.
ADDITIONAL CREDITS FOR CHILDREN OF FIREFIGHTERS AND POLICE OFFICERS KILLED IN THE LINE OF DUTY: 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.
APPLYING FOR CIVIL SERVICE EXAMINATIONS IN MULTIPLE JURISDICTIONS WHEN EXAMINATIONS ARE SCHEDULED ON SAME DATE: If you have applied for any other Civil Service examinations for employment with any other local government jurisdiction, you must make arrangements to take all the examinations at one test site. Please indicate your intentions under #12 remarks on the application for examination.
If you have applied for both State and Local government examinations, please indicate this on your application under #12 remarks. You must make arrangements to take all your examinations at the State examination center no later than two weeks before the test date. You will be informed by letter when and where to report for the examinations. You should bring all admission notices with you to the State test site along with the State admission notice you receive from New York State Civil Service.
If you have applied for other local government examinations, 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(s). For this examination call (845) 340‑ 3531 OR write to Ulster County Personnel Department, 244 Fair Street ‑ 5th Floor, P.O. Box 1800, Kingston, NY 12402‑1800.
*If candidates have not received notification of this examination within four (4) days of the examination, they should contact this office immediately.
#76472
ORIGINAL COPY: BLUE
ISSUED: August 10, 2016
