Assistant Examiner-in-Charge

NYC Department of Citywide Administrative Services; New York (NY); On-site; USD 65,000 - 90,000; Full time

Job summary

The New York City Department of Citywide Administrative Services (DCAS) seeks a Principal Administrative Associate to support the Staten Island Computer-based Testing and Application Center (CTAC) within the ACES unit. You will help administer examinations, guide applicants, and ensure smooth testing operations.

You will oversee staff, manage scheduling, and maintain exam security while providing excellent public service in a fast-paced environment. Residency in NYC is preferred.

Qualifications

• Bachelor’s degree plus 2 years clerical/administrative experience, 1 year supervisory.
• Associate degree plus 3 years clerical/administrative experience including 1 year supervisory.
• High school diploma plus 4 years clerical/administrative experience including 1 year supervisory.

Responsibilities

• Maintain coverage in the center during hours of operation.
• Greet the people from the community who express interest in taking civil service examinations and direct them to appropriate services.
• Distribute exam application and other information to the community. Assist candidates with online applications issues.
• Answer telephones. Direct telephone calls to appropriate staff members. Answer questions about available services from the community in-person and on the phone.
• Maintain files by ensuring that all files are organized and easily retrievable and that materials are filed within a reasonable time.
• Process money orders and credit card payments for application processing fees for exams. Reconcile all money transactions at the end of the shift.
• Log in candidates who applied for computer-based exams through the scheduling software.
• Process applicants in accordance with Department testing procedures. Set up processing area and/or oversee processing area setup. Ensure candidates' paperwork is accurately completed. Answer candidates' questions accurately and provide instruction regarding the testing process.
• Ensure computers are working properly before candidates are assigned to workstations. Create exams using a computer application. Assign exams to candidates' workstations using a computer application. Oversee protest review sessions and Test Validation Board report readings.
• Resolve computer issues. Diagnose problems with computer or application and resolve problems independently or contact computer technician for remediation. Move or instruct staff to move candidates to other workstations, if necessary, with minimal disruption.
• Oversee the activities of exam monitorial staff members. Provide instructions to exam monitorial staff members regarding paperwork and department policies. Assign exam monitorial staff members to tasks. Ensure proper and timely schedule rotation of exam monitorial staff members.
• Assist in the administration of examinations (other than CTAC examinations). Complete all necessary administrative preparations within prescribed time periods. Maintain appropriate security at all times. While conducting tests, make appropriate professional decisions to ensure minimal problems or disruptions. Seek guidance from the Examiner-in-Charge, when appropriate.
• Work in other location(s), as needed.
• Perform related work.

Skills

Multitasking

Communication

Organization

Team collaboration

Education

Bachelor’s degree or equivalent

Associate degree + 3 years experience

High school diploma + 4 years experience

Tools

Excel

Microsoft Office

Job description

DCAS's mission is to make city government work for all New Yorkers. From managing New York City’s most iconic courthouses and municipal buildings, to purchasing over $1 billion annually in goods and services for more than 80 City agencies what we do ensures that all agencies can deliver on their mission. Our reach touches every facet of city government and is instrumental to the successful day-to-day operations of the City of New York.

Our Commitment To Equity, Effectiveness, And Sustainability Guides Our Work Providing City Agencies With The Critical Resources And Support Needed To Succeed, Including

• Recruiting, hiring, and training City employees.
• Managing 56 public buildings.
• Acquiring, selling, and leasing City property.
• Purchasing over $1 billion in goods and services for City agencies.
• Overseeing the greenest municipal vehicle fleet in the country.
• Leading the City's efforts to reduce carbon emissions from government operations.

When you work at DCAS, you're not just working for one agency, but in service of them all. It's an opportunity to provide impactful support, quality customer service, and help protect the future of New York City for generations to come. Visit our website at nyc.gov/dcas to learn more about the work we do.

The New York City Department of Citywide Administrative Services (DCAS), Human Capital Line of Service, Bureau of Examinations performs responsible work in the development, validation, and administration of Civil Service examinations, conducting field observations and interviews to identify the essential functions of job titles, creating and administering job analysis questionnaires, analyzing questionnaire data to create test plans, and developing, administering, and rating tests for employment and promotion in a variety of NYC government agencies.

The Computer-based Testing & Application Centers (CTACs), located in each of the five boroughs, provide year-round access to computer-administered civil service exams for City jobs. The CTACs provide in-person customer assistance to members of the public seeking to apply and pay for upcoming exams and provide information pertaining to the civil service processes and requirements. The CTACs also perform responsible work in the secure and equitable administration of open competitive, promotional, and practical civil service examinations and related post-exam events, such as Protest Review Sessions and Test Validation Board Report Reading Sessions.

The Administration, Customer & Exam Support (ACES) unit within the Bureau of Examinations is seeking to appoint one (1) Principal Administrative Associate, Level 01, to serve as an Assistant Examiner-in-Charge. This individual will support the day-to-day operations of the Staten Island Computer-based Testing and Application Center (CTAC).

PRINCIPAL ADMINISTRATIVE ASSOC - 10124

Responsibilities

• Maintain coverage in the center during hours of operation.
• Greet the people from the community who express interest in taking civil service examinations and direct them to the appropriate services in the facility.
• Distribute exam application and other information to the community. Assist candidates with online applications issues.
• Answer telephones. Direct telephone calls to appropriate staff members. Answer questions about available services from the community in-person and on the phone.
• Maintain files by ensuring that all files are organized and easily retrievable and that materials are filed within a reasonable time.
• Process money orders and credit card payments for application processing fees for exams. Reconcile all money transactions at the end of the shift.
• Log in candidates who applied for computer-based exams through the scheduling software.
• Process applicants in accordance with Department testing procedures. Set up processing area and/or oversee processing area setup. Ensure candidates' paperwork is accurately completed. Answer candidates' questions accurately and provide instruction regarding the testing process.
• Ensure computers are working properly before candidates are assigned to workstations. Create exams using a computer application. Assign exams to candidates' workstations using a computer application. Oversee protest review sessions and Test Validation Board report readings.
• Resolve computer issues. Diagnose problems with computer or application and resolve problems independently or contact computer technician for remediation. Move or instruct staff to move candidates to other workstations, if necessary, with minimal disruption.
• Oversee the activities of exam monitorial staff members. Provide instructions to exam monitorial staff members regarding paperwork and department policies. Assign exam monitorial staff members to tasks. Ensure proper and timely schedule rotation of exam monitorial staff members.
• Assist in the administration of examinations (other than CTAC examinations). Complete all necessary administrative preparations within prescribed time periods. Maintain appropriate security at all times. While conducting tests, make appropriate professional decisions to ensure minimal problems or disruptions. Seek guidance from the Examiner-in-Charge, when appropriate.
• Work in other location(s), as needed.
• Perform related work.

Minimum Qualifications

• A baccalaureate degree from an accredited college and two years of satisfactory full-time progressively responsible clerical/administrative experience, one year of which must have been in an administrative capacity or supervising staff performing clerical/administrative work of more than moderate difficulty; or
• An associate degree or 60 semester credits from an accredited college and three years of satisfactory full-time progressively responsible clerical/administrative experience including one year of the administrative supervisory experience described in "1" above; or
• A four-year high school diploma or its educational equivalent approved by a state's department of education or a recognized accrediting organization and four years of satisfactory full-time progressively responsible clerical/administrative experience including one year of the administrative supervisory experience as described in "1" above; or
• Education and/or experience equivalent to "1", "2", or "3" above. However, all candidates must possess the one year of administrative or supervisory experience as described in "1" above. Education above the high school level may be substituted for the general clerical/administrative experience (but not for the one year of administrative or supervisory experience described in "1" above) at a rate of 30 semester credits from an accredited college for 6 months of experience up to a maximum of 3 year.

Preferred Skills

• Ability to manage multiple priorities - Possess strong communication (verbal and written) and in-person customer skills - Possess strong organizational skills - Possess strong PC skills, particularly Excel and the Microsoft Suite - Ability to adhere to timelines - Experience and comfort working with large volumes of members of the public - Ability to analyze problems and handle potentially difficult situations - Proficient in collaborating within a team and thriving in a fast-paced and dynamic environment.

55a Program

55a Program This position is also open to qualified persons with a disability who are eligible for the 55-a Program. Please indicate at the top of your resume and cover letter that you would like to be considered for the position through the 55-a Program.

Public Service Loan Forgiveness

As a prospective employee of the City of New York, you may be eligible for federal loan forgiveness programs and state repayment assistance programs. For more information, please visit the U.S. Department of Education’s website at https://studentaid.gov/pslf/.

Residency Requirement

New York City residency is generally required within 90 days of appointment. However, City Employees in certain titles who have worked for the City for 2 continuous years may also be eligible to reside in Nassau, Suffolk, Putnam, Westchester, Rockland, or Orange County. To determine if the residency requirement applies to you, please discuss with the agency representative at the time of interview.

Additional Information

The City of New York is an inclusive equal opportunity employer committed to recruiting and retaining a diverse workforce and providing a work environment that is free from discrimination and harassment based upon any legally protected status or protected characteristic, including but not limited to an individual's sex, race, color, ethnicity, national origin, age, religion, disability, sexual orientation, veteran status, gender identity, or pregnancy.