Opportunities at Work

Interdepartmental Examination Open To All Qualified Employees of New York State

Administrative Aide/Agency Program Aide

Written Test To Be Held
February 04, 2012
Applications Must Be Submitted or Postmarked By
January 03, 2012


Exams Included on This Announcement
Exam Number Exam Title Open to Employees of Salary Salary Grade Fee
00-218 Administrative Aide/Agency Program Aide Multiple Agencies $40,903 G-13 $15
00-219 Administrative Aide/Agency Program Aide (Spanish Language) Multiple Agencies $40,903 G-13

*The salary you receive will depend upon the negotiating unit of the position.

Due to the size of the candidate population for these examinations, you may be assigned to either a Saturday or Sunday test date (February 4 or 5). Your admission notice will tell you where and when you are scheduled to appear. You cannot request a day or time in advance or change your scheduled day or time.

For Advancement in State Departments, Facilities, and Agencies

  1. Within Promotion Units
  2. Within Entire Departments
  3. To Other Departments

This TRANSITION EXAMINATION is one of several concepts included in a Memorandum of Intent agreed to by New York State and CSEA, and is designed to provide opportunities for employees within state service.

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Minimum Qualifications

On or before February 4, 2012, you must be a qualified employee of New York State and have had three months of permanent competitive or 55-b/55-c service in a G-5 or higher clerical, secretarial, keyboarding, or paraprofessional** title set in an office environment. Qualifying titles are available at: www.cs.ny.gov/examannouncements/announcements/00218titles.cfm.

** Only paraprofessional titles in an office environment will be considered qualifying. Service in a direct care title is not qualifying experience.

If you were permanently appointed to a qualifying title on or before November 4, 2011, and have served continuously in this title since that date, you are eligible to file for this examination.

Qualifying Experience for Appointment from the Eligible List

After one year of the service described in the Minimum Qualifications, successful candidates will be qualified for appointment from the eligible list.


  1. Applications must be postmarked or submitted online by January 3, 2012. Late applications will not be accepted.
  2. If you do not receive a confirmation number after submitting your online application, your application was NOT processed.
  3. If you are considered for appointment to a position requiring foreign language proficiency, you will be required, at the time of the employment interview, to demonstrate proficiency in speaking and reading the particular language at a level that will ensure your ability to perform the duties of the position. If other language parenthetics are established, the generic eligible list will be declared appropriate for filling vacancies in those titles.
  4. Appointment to either title filled from the eligible list will remove your name from that eligible list.

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Subject of Examination

There will be a written test which you must pass in order to be considered for appointment. The written test is designed to test for knowledge, skills, and/or abilities in such areas as:

  1. Evaluating conclusions in light of known facts - These questions will consist of a set of facts and a conclusion. You must decide if the conclusion is proved by the facts, disproved by the facts or if the facts are not sufficient to prove or disprove the conclusion. The questions will not be specific to a particular field.
  2. 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.
  3. Understanding and interpreting tabular material - These questions test your ability to understand, analyze, and use the internal logic of data presented in tabular form. You may be asked to perform tasks such as completing tables, drawing conclusions from them, analyzing data trends or interrelationships, and revising or combining data sets. The concepts of rate, ratio, and proportion are tested. Mathematical operations are simple, and computational speed is not a major factor in the test. 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 on your cellular phone.)
  4. 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.

If you pass, your seniority credit(s), if any, will be included in the computation of your final score. Rank on the eligible list will be determined after adding any wartime veterans' credits to your final passing score.

Credit for Seniority

Seniority is credited at the rate of one credit for each five-year period (or fraction thereof), excluding the first year of service.

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As an Administrative Aide, you would perform paraprofessional activities in a staff administrative capacity in such areas as personnel, training, budgeting, purchasing, administrative analysis, and/or general administration. Typically, you would assist a higher-level staff specialist but you might be assigned to projects which involve some independent preparation of written materials and reports, analysis of information, presentation of information, and formulation of recommendations. Tasks might include such things as preparing material for agency manuals, preparing correspondence and memoranda, transmitting information, conducting routine desk audits, organizing and preparing duties descriptions, compiling and reviewing budget data, reviewing bid results, etc. You might also assist in recruitment and selection of new employees and in conducting organizational studies to identify and solve administrative and management problems. A large number of tasks you would perform require the verbal exchange of information with the public, agency staff, administrators, and other state agency's personnel.

As an Agency Program Aide, you would perform paraprofessional duties and provide program and technical assistance for one or more professional or technical positions. Duties may well vary depending on your agency assignment but might include: preparing routine correspondence; collecting and analyzing data; assisting in the preparation, review, and evaluation of a variety of reports and records; making routine determinations of compliance with agency rules and regulations; and training and supervising subordinate staff. Specific duties for positions within a particular agency will be outlined at the time of appointment.

The duties of an Administrative Aide (Spanish Language) or Agency Program Aide (Spanish Language) are the same as those noted above, with the exception that the individual serving in the position may need to be able to communicate at times with Spanish speaking clients.

Test Guide

A Guide to the Written Test for the Administrative Aide/Agency Program Aide and Legal Assistant Trainee 1 Series is now available.

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How To Apply

This announcement is for viewing purposes only.

If you do not receive a confirmation number after submitting your online application, your application was NOT processed.

Additional Information

New York State is an Equal Opportunity Employer

It is the policy of the State of New York to provide for and promote equal opportunity in employment, compensation and other terms and conditions of employment without discrimination on the basis of age, race, color, religion, disability, national origin, gender, sexual orientation, marital status, or arrest and/or criminal conviction record unless based upon a bona fide occupational qualification or other exception.

Religious Accommodation

Most written tests are held on Saturdays. If you cannot take the test on the announced test date, due to a conflict with a religious observance or practice, check the box under “Religious Accommodation.” We will make arrangements for you to take the test on a different date (usually the following day).

Reasonable Accommodations in Testing

In addition, it is the policy of the Department of Civil Service, in accordance with the New York State Human Rights Law and the Americans with Disabilities Act, to provide qualified persons with disabilities equal employment opportunity and equal opportunity to participate in and receive the benefits, services, programs, and activities of the Department. It is the policy of the Department to provide such persons reasonable accommodations and reasonable modifications as are necessary to enjoy equal opportunity. Persons with disabilities who require an accommodation to participate in an examination must note this on their applications. Further information is available from the Special Arrangements Unit of the Department of Civil Service at 518-457-2487 [press 2, then press 2] in the Albany area, toll free at 1-877-697-5627 [press 2, then press 2], or via TDD (telecommunications device for the deaf) at 518-457-8480.

Admission to Examination

Notice to appear for the test may be conditional as review of applications may not be made until after the test. If you have not received your notice to appear for the written test three days before the date of the test, call 518-474-6470 in the Albany area or toll free at 1-877-697-5627 [press 2, then press 1].

Multiple Examinations Scheduled for the Same Day

With the exception of written tests announced by New York City, if you have applied to take a written test announced by a local jurisdiction (county, town, city) scheduled to be held on the same test date as this written test, you must call 518-474-6470 in the Albany area or toll free at 1-877-697-5627 [press 2, then press 1], no later than two weeks before the test date, to make arrangements for taking all tests at one test site. All tests will be held at the state examination center.

Eligibility for Examination

To be eligible to compete in this examination, you must be employed in the specified department or agency on a permanent or contingent permanent basis in the competitive class, or in the non-competitive class or labor class if specifically noted on this announcement (or be on an appropriate preferred list), and have the specified time in the specified title or salary grade. You may not compete in a test for a title if you are permanently employed in that title (unless you are still on probation) or in a higher direct line of promotion.

Cell Phones or Electronic/Communication Devices at the Test Site

Do not bring cell phones, beepers, headphones, or any electronic or other communication devices to the test site. The use of such devices at the test site in the test room, hallways, restrooms, building, grounds, or other areas could result in your disqualification.

S5/TA1 JBH-tmc
Issued: 11/18/11

This announcement is subject to amendment or cancellation without notice. Do not copy it, or post it to any other site, but link to it instead.

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