Promotion examination open to all qualified employees of the New York State Department of State.

Business Document Specialist 2/3/4

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Minimum Qualifications

On or before March 18, 2017, you must be a qualified employee of the New York State Department of State and have had one month of permanent competitive or 55-b/55-c service as follows:

For No. 37-777:

Either A. a Business Document Specialist 1 or a Business Document Specialist Trainee;

Or B. in any position at salary Grade 9 or above.

For No. 37-778: a Business Document Specialist 2.

For No. 37-779: a Business Document Specialist 3.

Only the title(s) listed is qualifying for this examination(s).

If you were permanently appointed to a qualifying title on or before February 18, 2017, and have served continuously in this title since that date, you are eligible to file for this examination.

If you receive a qualifying appointment between February 1 and February 18, 2017, you MUST call the Department of Civil Service at (518) 473-9566 between 9:00 a.m. and 4:00 p.m. weekdays if you wish to submit an application. Late applications will NOT be accepted from candidates who receive a qualifying appointment prior to February 1, 2017.

Qualifying Experience For Appointment from the Eligible List

Successful candidates will be qualified for appointment from the eligible list as follows:

For No. 37-777: after one year of permanent service as a Business Document Specialist 1, or in a title qualifying under “B”.

For No. 37-778: after one year of permanent service as described in the minimum qualifications.

For No. 37-779: after one year of permanent service as described in the minimum qualifications.

Eligibles who meet the “B” qualifications, and who are subsequently appointed to an “A” title, may request to have their name added to the “A” list, once they have completed the one year of service in the “A” title at the Journey level. The request should be submitted in writing to the NYS Department of Civil Service, Albany, NY 12239; Attention: S-2, SER.

Order of Certification

The order of certification of eligible list No. 37-777 Business Document Specialist 2 will be:

1. "A" eligibles
2. "All" eligibles

Important: As the processing fee is non-refundable, verify that you entered the correct examination number and title on your online or paper application prior to submitting. If you apply online, you should immediately review your email confirmation notice to verify that you applied for the correct examination. If you do not receive a confirmation number after submitting your online application, your application was NOT received by the Department of Civil Service. No late applications will be accepted after the filing deadline has passed.

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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:	For Examination Numbers
	37-777	37-778	37-779
1. Laws, rules, regulations and procedures as applied by the Department of State as they relate to business documents - These questions will require you to locate, understand, and apply appropriate sections of the legal/regulatory framework of the Division of Corporations. They will deal with such matters as determining acceptability of corporate names, fees, document content and other related duties. A resource booklet which contains material taken directly from existing laws, rules, regulations and procedures will be provided for candidate use during the exam.	X	X	X
2. Laws, rules, regulations and procedures as applied by the Department of State as they relate to business and not for profit documents - These questions will require you to locate, understand, and apply appropriate sections of the legal/regulatory framework of the Division of Corporations. They will deal with such matters as purpose clauses, proper authorization of various types of filings, share increases and changes including computation of tax, determining acceptability of name, merger/consolidation certificates and other related duties. A resource booklet which contains material taken directly from existing laws, rules, regulations and procedures will be provided for candidate use during the exam.		X	X
3. 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.	X	X	X
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.	X	X	X
5. Arithmetic computation with calculator - These questions test for the ability to use a calculator to do basic computations. Questions will involve addition, subtraction, multiplication and division. You may also be asked to calculate averages, to use percents, and to round an answer to the nearest whole number. 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.	X
6. 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.		X
7. Educating and interacting with the public - These questions test for knowledge of techniques used to interact effectively with individuals and/or community groups, to educate or inform them about topics of concern, to publicize or clarify agency programs or policies, to negotiate conflicts or resolve complaints, and to represent one's agency or program in a manner in keeping with good public relations practices. Questions may also cover interacting with others in cooperative efforts of public outreach or service.		X	X
8. Administrative supervision - These questions test for knowledge of the principles and practices involved in directing the activities of a large subordinate staff, including subordinate supervisors. Questions relate to the personal interactions between an upper level supervisor and his/her subordinate supervisors in the accomplishment of objectives. These questions cover such areas as assigning work to and coordinating the activities of several units, establishing and guiding staff development programs, evaluating the performance of subordinate supervisors, and maintaining relationships with other organizational sections.			X

NOTE: A resource booklet which contains material taken directly from existing laws, rules, regulations and procedures that pertain to these titles will be available on February 1, 2017. This booklet may be downloaded at https://www.cs.ny.gov/testing/statetestguides.cfm. Candidates will NOT be allowed to bring the resource booklet to the test, but will be provided with a clean copy of the resource booklet at the test center for use during the examination. Due to the fact that the original material exists in a small type face, candidates who wish to do so may bring reading glasses, a magnifying glass, or page magnifier as an aid in reading.

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.

Important: The Department of Civil Service and other state agencies may communicate with you through email correspondence. This may include the notification of your examination results and canvassing you for interest in appointment. It will be important for you to keep your email address, phone number and mailing address current by logging into https://www.cs.ny.gov/home/myaccount.

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How To Apply

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 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, veteran or military service member status, marital status, domestic violence victim status, genetic predisposition or carrier 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

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 provide equal opportunity. Persons with disabilities who require an accommodation to participate in an examination must note this on their application. Further information is available from the Test Administration Unit of the Department of Civil Service. In the Albany area, call 518-457-2487. Outside of the Albany area, call toll free at 1-877-697-5627. For TDD services, call NY Relay at 711 (requires a fee) or 1-800-662-1220.

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.

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 test date as this written test, you must notify each of the local jurisdictions 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. For your convenience, contact information for all local civil service agencies is available on our website at: http://www.cs.ny.gov/jobseeker/local.cfm

Eligibility for Examination

To be considered a qualified employee eligible to compete in this examination, you must be employed in, or on leave from, 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.

S2/TB2 SER-vla
Issued: 12/30/2016

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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