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Review Vacancy

Date Posted 02/21/24

Applications Due03/06/24

Vacancy ID151755


AgencyCivil Service, Department of

TitleProgram Aide - (NY HELPS)

Occupational CategoryClerical, Secretarial, Office Aide

Salary Grade13

Bargaining UnitASU - Administrative Services Unit (CSEA)

Salary RangeFrom $50347 to $61330 Annually

Employment Type Full-Time

Appointment Type Contingent Permanent

Jurisdictional Class Competitive Class

Travel Percentage 0%

Workweek Mon-Fri

Hours Per Week 37.5


From 8:30 AM

To 4:30 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? Yes

County Albany

Street Address Empire State Plaza

Building 1

City Albany


Zip Code12239

Minimum Qualifications NY HELPS
This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS).
For the duration of the NY HELPS Program, this title maybe filled via a non-competitive appointment, which means no examination is required but all candidates must meet the minimum qualifications of the title for which they apply. At this time, agencies may recruit and hire employees by making temporary appointments. In May 2024, if a temporary NY HELPS employee is satisfactorily performing in the position, the appointment will be changed from temporary pending Civil Service Commission Action to permanent non-competitive and the official probationary period will begin.
At a future date (within one year of permanent appointment), it is expected employees hired under NY HELPS will have their non-competitive employment status converted to competitive status, without having to compete in an examination. Employees will then be afforded with all of the same rights and privileges of competitive class employees of New York State. While serving permanently in a NY HELPS title, employees may take part in any promotion examination for which they are qualified.

Three years of experience performing clerical, keyboarding, or paraprofessional work in an office environment.

Duties Description The Testing Services Division (TSD) is responsible for the development, administration, evaluation, scoring, and validation of Civil Service tests used by 70 State agencies and 95 municipal jurisdictions to hire and promote employees.

TSD staff analyze jobs, develop test content based on the knowledge, skills, and abilities needed to successfully perform the job, analyze test results, and determine test performance standards. The Division is also responsible for administering tests across the State. TSD staff schedule test candidates, coordinate the use and supervision of test centers, distribute, and collect test material to and from test centers, score answer papers, and send candidates their scores.

To better serve New Yorkers and make examinations more accessible and convenient for all, the Department is implementing a new examination model known as continuous recruitment testing that will offer testing on a continuous basis with examinations held via a hybrid of online training and experience exams, multiple-choice exams via remote proctoring (online), and in state operated computer-based testing centers. The Department is establishing 12 dedicated computer-based testing locations throughout the State to provide all New Yorkers with the ability to participate in exams, including individuals who do not have access to a computer or Wi-Fi services.

The incumbent of these positions will be working in the Testing Support section of the Testing Services Division. Testing Support is comprised of three distinct units: Exams Control and Composition, Test Administration, and Exams Scoring and Results Processing. Incumbents will be assigned to one of these three units.

Exams Control and Composition Unit (ECCU)
ECCU processes State Civil Service examination scheduling documents, local examination requests, scheduling changes, and requests for decentralized test materials. ECCU also composes masters for all State examination announcements, test booklets, candidate and monitor directions, and test guides for State and local exams.

The duties of Program Aides assigned to ECCU include, but are not limited to, the following:
• Overseeing, reviewing, and prioritizing the work of the ECCU and working directly with staff from the Testing Services and Staffing Services Divisions.
• Preparing examination announcements and Civil Service test material within strict deadlines for each scheduled test date (including test booklets and candidate directions) and assisting with the formatting and preparation of test material for online administration at the Department’s 12 dedicated computer-based testing locations statewide.
• Maintaining electronic file storage.
• Assisting the Unit Manager with Exams Control Interface program entries and updates.
• Troubleshooting software and hardware issues.

Test Administration Unit (TAU)
TAU arranges test center placement for all approved State applicants, cross-filers for State and local examinations, and candidates entitled to an alternate test date or reasonable accommodation. TAU also obtains test sites for each test date, ensures that these sites are appropriately staffed on the day of the exam and distributes and collects test material to and from test sites.

With the implementation of the Department’s new continuous recruitment examination model, TAU will also oversee the operation of the Department’s 12 dedicated computer-based testing locations statewide, including working closely with the Civil Service staff assigned to these locations.

The duties of Program Aides assigned to TAU include, but are not limited to, the following:
• Coordinating and assisting with the statewide recruitment and assignment of test center monitors, supervisors, and assistant supervisors at the Department’s traditional test sites and at the 12 dedicated computer-based testing locations.
• Following up on reasonable accommodation and alternate test date arrangement requests and handling other test administration issues.
• Responding to a variety of written and oral requests and providing narrative, analysis and edits of data reports and shipping reports as necessary.

Exams Scoring and Results Processing (ESRPU)
ESRPU processes candidate identification forms, hard-copy answer papers and electronic response files, bio-data questionnaires, and Distribution Memoranda (DMs) to compute final test scores. ESRPU also clears lists of candidate scores for eligible list processing and schedules candidate computational reviews. ESRPU ensures that Civil Service exams are scored accurately and timely and that candidates receive their exam scores.
The duties of the Program Aide assigned to ESRPU include, but are not limited to, the following:
• Assisting the public and Department staff with questions related to exams scoring functions.
• Assisting in maintaining the State Veteran’s credit system for entitlement of Veteran credits on examinations and appointments.
• Verifying test attendance, scanning and transmitting hard-copy answer sheets and electronic response files to other Testing Services Division sections.
• Posting State and Local examination score results to the Department website or Municipal Services Division online website.
• Overseeing certain decentralized examination rosters.
• Compiling, entering and updating various ESRPU data for tracking or analysis purposes.

Additional Comments NOTE: Telecommuting is allowed in the ECCU and TAU sections. Telecommuting is not allowed in ESRPU at this time.

Please note workday hours can be 8:00am – 4:00pm, 8:30am - 4:30pm, or 9:00am – 5:00pm.

#TeamCivilService is growing and is looking for motivated, forward-thinking employees to join our team to build a dynamic workforce. The Department of Civil Service is undertaking several initiatives to transform the way the agency delivers services to our partner agencies and to the public, and we are excited to be adding new members to the team. In addition to joining a growing team and agency, employees will also receive a comprehensive benefits package.

The Department of Civil Service is the central personnel agency for the Executive Branch of New York State government, serving approximately 150,000 employees. Our mission is to build tomorrow's workforce today by promoting a diverse, inclusive, and talented workforce. We lead and deliver world-class workforce management strategies by providing innovative solutions based on merit, fitness, and equality of opportunity.
Among its duties, the Department:

• Partners with State agencies to offer workforce recruitment and placement services, including developing minimum qualifications, classifying positions, developing civil service examinations, and administering performance assessment tests.
• Administers the New York State Health Insurance Program (, one of the largest public employer health insurance programs in the nation, serving more than 1.2 million lives.
• Assists municipal agencies with civil service administration of more than 360,000 local government employees.
• Oversees the Governor's Program to Hire Individuals and Veterans with Disabilities ( to place individuals with disabilities in State jobs and the New New York Leaders Initiative Student Intern Program. (

NOTE ON TELECOMMUTING: DCS employees may be approved for a maximum of 50% telecommuting, however, they are required to apply and obtain approval through management in accordance with DCS Telecommuting Program Guidelines.

The Department of Civil Service is proud to be an equal opportunity employer. We encourage women, people of color, LGBTQ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply. We celebrate diversity and do not discriminate based on race, religion, color, national origin, sex, sexual orientation, gender identity and/or expression, age, veteran status, disability status, arrest record or criminal conviction history, or any other category protected by law.

We are happy to provide reasonable and religious accommodations during the hiring process for those in need. If you have a disability or special need that requires accommodation, please send a request to

Some positions may require additional credentials or a background check to verify your identity.

Name Cassandra Farina

Telephone 518-473-4306


Email Address


Street Office of Human Resources and Administrative Planning

Empire State Plaza Building 1 Rm 911

City Albany

State NY

Zip Code 12239


Notes on ApplyingIf you are interested and meet the minimum qualifications above, email your cover letter, and resume to Please include the Title and Vacancy ID# you are applying for in the subject line of your email.

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