Associate Administrative Analyst- Open Competitive Exam

This is an administrative position involving the review and analysis of the organization, procedures, and fiscal aspects of municipal departments.  This employee has wide latitude for independent judgment and control over assigned responsibilities.  General supervision is received from a higher level employee.   Related work is performed as required.

• Analyzes budget requests for departments, bureaus, divisions, and agencies;
• Oversees and manages capital improvement program (CIP) expenses;
• Develops and implements fiscal management and monetary tracking procedures;
• Analyzes organizational operating practices and procedures;
• Monitors compliance of programs with regulatory requirements;
• Writes, prepares, and monitors grant proposals for various programs and activities;
• Prepares written documents such as reports, recommendations, and council agenda items; 
• May supervise professional and clerical staff.

High School diploma or GED PLUS 

A. Master’s degree** in Business Administration, Public Administration or related field AND three (3) years of experience in administrative analysis, budget analysis, grants applications or analysis of fiscal or monetary programs for a public or private institution, agency or department; OR

B. Bachelor’s degree** AND four (4) years of experience as described in A; OR

C. Six (6) years of experience as defined in A.

*Candidates must have permanent competitive status or 55a status.

Seniority Points:  Seniority points shall be awarded based on the date of first permanent appointment in the classified service since last entry into the classified service of the employer for whom a promotional examination is administered (i.e. the City of Rochester or Rochester Housing Authority, as the case may be).  Points will be added to the score of every passing candidate as follows:

• at least 2 years but less than 7 - 1 point
• at least 7 years but less than 11 - 2 points
• at least 11 years but less than 16 - 3 points
• 16 years or more - 4 points

**Candidates who expect to receive this degree or diploma by August 1, 2027, may participate in the examination.  If successful on the examination, you will not be certified for appointment until you have submitted proof of completion of the requirements to the City of Rochester Examination Administration Unit.  Proof must be submitted no later than 2 (two) months after the completion of your degree or diploma; failure to do so will result in the removal of your name from this list.

Anticipated Eligibility – Age and Educational Requirements: 

According to Civil Service Law, section 54, which became effective September 4, 2024, applicants who are within 12 months of meeting the minimum age or attaining the minimum educational requirements following the date of examination may take the civil service exam, but will be restricted from certification until such time as the minimum age or educational requirements are met.

Scopes/Subjects of Examination: A test designed to evaluate knowledge, skills and/or abilities in the following areas.

Preparing Written Material:  These questions test 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.

Budgeting:  These questions are designed to test for knowledge of the principles and practices involved in governmental budgeting and may include, but not necessarily be restricted to, terminology associated with the budgeting process and budget cycle; the selecting of data for analysis (summarization and synthesis) in order to make inferences and draw conclusions which will provide a basis for making budget recommendations; applying analysis techniques to data (computation skills); the techniques involved in and factors affecting forecasting and trend analysis; presenting budget information at the level of analysis and type of perspective appropriate to the needs of each person/entity that you are communicating with; and actions associated with budget execution such as analysis of program outcomes or responding to situational changes after a budget has been passed.

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.
 

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.

Test Guide: 

• 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 'General Guide to Written Tests' helpful in preparing for this test.  This publication is available online at:  https://www.cs.ny.gov/testing/testguides.cfm.
• The Central Library of Rochester and Monroe County MAY have exam-related material, as well as other branches. (i.e., CSEA Exam Preparation booklets)

GENERAL INFORMATION:

Applications:   Applications may be obtained from room 103A City Hall, 30 Church St., Rochester, NY 14614-1280, or from our website www.cityofrochester.gov.  A separate application must be completed for each separately numbered examination.  Applications must be received by the close of business or postmarked by the Application Deadline date.  Late applications will be rejected.  Applications must be complete and accurate.

Multiple Examinations Scheduled for the Same Day (Cross Filer): If you have applied to take a written examination announced by either one or several jurisdictions (county, town, city, or State) scheduled to be held on the same test date as this written test, you must notify each of the jurisdictions no later than two (2) weeks before the test date by filling out the Cross Filer Form and submitting it to each jurisdiction.  The City of Rochester's Cross Filer form can be found at this link:  Employment Forms | City of Rochester, New York.  All examinations for positions in State government will be held at a State examination center.  

Alternate Testing Arrangements:  If an alternate examination date or special arrangements for testing are required, please contact the Civil Service at (585) 428-8900 or email [email protected].  City of Rochester and Rochester Housing Authority employees are required to take the examination before returning to work; this includes teleworking.

Change of Address:  You are required to notify Civil Service of any address changes at [email protected].  Failure to do so may result in your removal from an eligible list.  

Admission to the Exam:  If you have not received an Admission Letter or a notice of rejection by the Wednesday before the exam date, contact Civil Service either at (585) 428-8900 or email [email protected].

Residency Requirements:  There is no residency requirement for participation in examinations.   Preference in hiring may be given to City of Rochester residents on open-competitive lists pursuant to Section 23 of the Civil Service Law.

Military Candidates:  Any candidate on active military duty in the United States Army, Navy, Marine Corps, Air Force, or Coast Guard may be eligible for alternative testing dates if necessary.  This applies to the State Militia and National Guard if under Federal Control.   If alternate testing is necessary, candidates are required to notify Rochester Civil Service in writing, as quickly as possible.  Any such requests must be accompanied by a DD214 or other official military document that substantiates the applicant’s active military service at the time of the examination. 

Alternative testing accommodations will not be honored if requests are made more than 60 days after release from service.

Veterans Credits: Effective 1/1/98, the State Constitution was amended to permit candidates currently in the armed forces to apply for and be conditionally granted veterans’ credit in examinations.  Any candidate who applies for such credit must provide proof of military status to receive the conditional credit.  No credit may be granted after the establishment of the list.  It is the responsibility of the candidate to provide appropriate documentary proof indicating that the service was in time of war, as defined in Section 85 of Civil Service Law, and that the candidate received an honorable discharge or was released under honorable conditions in order to be certified at a score including veteran’s credits.

To apply for your Veterans’ or Disabled Veterans’ Credits, you must submit an application which can be found at City Hall, 30 Church St., Rm. 103A or online at Employment Forms | City of Rochester, New York. Your Veterans’ Credits application can be submitted with your exam application, but MUST be submitted PRIOR to the establishment of the eligible list.  Veterans’ Credits CANNOT be added to your score after the eligible list has been established.  Veterans’ Credits can only be added to a passing score.  You may waive using your Veterans’ Credits any time prior to appointment.  You may use your Veterans’ Credits for hire only once in your lifetime.

Additional Exam Credits: 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.
 
Seniority Points: Seniority points shall be awarded based on the date of first permanent appointment in the classified service since last entry into the classified service of the employer for whom a promotional examination is administered (i.e. the City of Rochester or Rochester Housing Authority, as the case may be). Points will be added to the score of every passing candidate as follows:
 

at least 2 years but less than 7 = 1 point

at least 7 years but less than 11 = 2 points

at least 11 years but less than 16 = 3 points

16 years or more = 4 points

Eligible Lists: Eligible lists contain the names of applicants who have received a passing score of 70 or above on the examination. Lists will be established in rank order, with the highest score being #1. In the case of tied scores, all persons at that score are considered equal. Candidates must be one of the top three candidates to be reachable for appointment. Promotional eligible lists are limited to present employees of the City and take precedence over open-competitive lists. All eligible lists are established for at least one year and may be extended for up to four years.

Preferred List Applicants: Any employee whose name appears on a preferred list, and who submits an application by the deadline, may participate in a promotion examination, if qualified at the time of layoff.